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Agenda - 02/10/2003 WOODBURN CITY COUNCIL AGENDA FEBRUARY 10, 2003 7:00 PM CALL TO ORDER AND FLAG SALUTE ROLL CALL ANNOUNCEMENTS AND APPOINTMENTS Announcement~;: A. Closure - City Hall and the Library will be closed February 17, 2003 in observance of the President's Day holiday. The Aquatic Center will be open. B. - High School Teen Scene ribbon cutting ceremony will be held on February 24, 2003 at 3:15 p.m. at Legion Park. - Middle School Teen Scene opens March 3, 2003 at 3:30 p.m. at Settlemier Park. Appointments: None PROCLAMATIONS/PRESENTATIONS Proclamations: A. Spay Day USA February 25, 2003 .................................................................. 1 Presentations: B City Street Maintenance Program COMMITTEE REPORTS A. Chamber of Commerce B. Woodbum Downtown Association COMMUNICATIONS None BUSINESS FROM THE PUBLIC (This allows the public to introduce items for Council consideration not already scheduled on the agenda.) Council Agenda of February 10, 2003 Pagei o Se CONSENT AGENDA - Items listed on the consent agenda are considered routine and may be enacted by one motion. Any item may be removed for discussion at the request of a Council member. Woodburn City Council Meeting minutes of January 27, 2003 ........................ 2 and Woodburn City Council Workshop minutes of January 25, 2003 Recommended Action: Approve the Woodburn City Council minutes for both meetings. Woodburn Recreation and Parks Board draft minutes of .............................. 21 January 14, 2003 Recommended Action: Accept the Woodburn Recreation and Parks draft minutes. Woodburn Public Library Board minutes of January 15, 2003 ....................... 25 Recommended Action: Accept the Woodburn Public Library Board minutes. Woodburn Planning Commission minutes of January 9, 2003 ...................... 27 Recommended Action: Accept the Woodburn Planning Commission minutes. Woodburn Police Department Activities - October-December 2002 ............. 33 Recommended Action: Receive the report. Fo Building Activity for January 2003 ................................................................. 40 Recommended Action: Receive the report. Planning Project Tracking Sheet dated 1/28/03 ............................................ 41 Recommended Action: Receive the report. Woodburn Public Library Monthly Report for January 2003 .......................... 45 Recommended Action: Receive the report. Tree Preservation Ordinance Status ............................................................. 46 Recommended Action: Accept the report. Emergency Clauses ...................................................................................... 48 Recommended Action: Receive the memo. Missing Utility Bills ......................................................................................... 51 Recommended Action: Receive the memo. TABLED BUSINESS None. Council Agenda of February 10, 2003 Page ii i ~ T T 10. GENERAL BUSINESS 11. 12. 13. 14. 15. 16. 17. 18. Bid Award for Automatic Priming Centrifugal Pump ...................................... 53 Recommended Action: Reject the bid from King Pump LLC for not being in compliance with specifications, and award City of Woodburn Bid Number 23-07 for an automatic priming centrifugal pump to the Iow responsible bidder, Rain for Rent, for $19,683.75. City Council Goals ......................................................................................... 54 Recommended Action: Adopt the City Council Goals for 2003-05. PUBLIC HEARINGS None. PUBLIC COMMENT NEW BUSINESS PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS - These are Planning Commission or Administrative Land Use actions that may be called up by the City Council. None. CITY ADMINISTRATOR'S REPORT MAYOR AND COUNCIL REPORTS EXECUTIVE SESSION To consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed pursuant to ORS 192.660 (1)(h). To consider records that are exempt by law from public inspection pursuant to ORS 192.660 (1)(0. ADJOURNMENT Council Agenda of February 10, 2003 Page iii 4A ODBU.. . aN Incorporated 1889 PROCLAMATION SPAY DAY USA - FEBRUARY 25, 2003 WHEREAS, CATS AND DOGS PROVIDE COMPANIONSHIP TO A. ND SHARE THE HOMES OF OVER 63,000~000 INDMDUALS AND FAMILIES IN THE UNITED STATES; AND WHEREAS, Two UNALTERED CATS AND THEIR OFFSPRING CAN PRODUCE 420,000 MORE CATS IN SEVEN YEARS AND TWO UNALTERED DOGS AND THEIR OFFSPRING CAN PRODUCE 67,000 MORE DOGS IN SIX YEARS; AND WHER.~akS~ HUMANE SOCIETIES AND SHELTERS HAVE TO KILL APPROXIMATELY FIVE MILLION CATS AND DOGS EACH YEAR~ ALTHOUGH MANY OF THEM ARE HEALTHY AND ADOPTABLE, SIMPLY BECAUSE THERE ARE NOT ENOUGH GOOD HOMESj AND WHEREAS~ THE PROBLEM OF COMPANION ANIMAL OVERPOPULATION COSTS THE TAXPAYERS OF THIS COUNTRY OVER A BILLION DOLLARS ANNUALLY THROUGH ANIMAL CONTROL PROGRAMS AIMED AT COPING WITH THE MILLIONS OF HOMELESS CATS AND DOGS~ AND WHER~akS~ SPAYING AND NEUTERING CATS AND DOGS HAS BEEN SHOWN TO DRASTICALLY REDUCE CAT AND DOG OVERPOPULATIONj AND WHt~l~akS~ VETERINARIANS, HUMANE SOCIETIES, NATIONAL AND LOCAL ANIMAL PROTECTION ORGANIZATIONS AND PRIVATE CITIZENS HAVE JOINED TOGETHER AGAIN TO ADVOCATE THE SPAYING AND NEUTERING OF COMPANION ANIMALS ON '~SPAY DAY USA 2003j" NOW, THEREFORE, I, KATHRYN FIGLEY, MAYOR OF THE CITY OF WOODBURN, DO HEREBY PROCLAIM THE DAY OF FEBRUARY 25, 2003 TO BE SPA Y DA Y USA IN THE CITY OF WOODBURN AND I CALL UPON THE PEOPLE OF WOODBURN TO OBSERVE THE DAY BY HAVING THEIR OWN CATS OR DOGS SPAYED OR NEUTERED OR BY SPONSORING THE SPAYING OR NEUTERING OF ANOTHER PERSON'S CAT OR DOG. ~EREOF, I H. VE HEREUNTO SET MY HAND AND CAUSED TO BE AFFIXED THIS 5- DAY OF FEBRUARY 2003. Office of the M~yor 270 Montgomery Street · Woodburn, Oregon 97071 Ph.503-982-5228 · lax 503-982-5243 1 8A COUNCIL MEETING MINUTES JANUARY 27, 2003 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 27, 2003. CONVENED. The meeting convened at 7:00 p.m. with Mayor Figley presiding. 0015 ROLL CALL. Mayor Figley Present Councilor Bj elland Present Councilor Cox Present Councilor McCallum Present Councilor Nichols Present Councilor Sifuentez Present Councilor Veliz Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Public Works Manager Rohman, Community Development Director Mulder, Police Chief Russell, Finance Director Gillespie, Park & Recreation Director Westrick, City Recorder Tennant 0054 ANNOUNCEMENTS. A) Author Lecture and Book Signing: K.P. Burke, author of"Proof Through the Night", will be at the Woodbum Public Library on February 2, 2003 from 12:00 noon to 4:00 p.m. for a book signing and lecture. Ms. Burke is an Oregon Book Award Finalist for her book about her father's experience as a B-29 fighter pilot and a prisoner of war in Japan in World War H. B) Statewide Special Election - January 28, 2003: City Hall is a ballot drop site for the statewide election. Ballots can be deposited in the ballot box during regular business hours, however, on January 28, 2003, the lobby will be open until 8:00 p.m.. C) Teen Scene Programs: The High School Teen Scene program will begin on February 18, 2003 at the Legion Park facility and the Middle School program will begin on March 3, 2003 at the Settlemier Park Recreation office. More information on the opening ceremonies will be announced at the next regular Council meeting. 0135 PROCLAMATION: CATHOLIC SCHOOLS WEEK. Mayor Figley proclaimed the week of January 26 through February 1, 2003 as Catholic Schools Week and requested that local citizens recognize and appreciate the contributions of the Catholic Schools and, in particular, St. Luke's School which has been in the Woodbum community for 100 years. She stated that Council President Sifuentez read the proclamation at St. Luke's this morning. Mayor Figley will be at the school on Wednesday to visit with the students. Page 1 - Council Meeting Minutes, January 27, 2003 2 COUNCIL MEETING MINUTES JANUARY 27, 2003 TAPE READING 0231 PRESENTATION: LIVABILITY TASK FORCE PROPERTY PRIDE AWARD. Councilor McCallum, representing the Livability Task Force, stated that the Task Force selects one business and one homeowner for a Property Pride Award quarterly and the homeowner recipient for the last quarter was Rosario Rios at 1445 Alexandra Avenue. His home was selected for its renovations, improvements, and its addition to the neighborhood. Mayor Figley presented the award to Mr. Rios who thanked the Task Force and City for the plaque. 0292 PRESENTATION: TAX INCREMENT REVENUE PROJECTIONS - WOODBURN URBAN RENEWAL AREA. Jeff Tashman, Urban Renewal Consultant, stated that the agenda packet includes a memo outlining a financial plan for the Urban Renewal District which will get started later this year. Money for the district will not be received until the next fiscal year and projects will begin once sufficient funds become available to secure bond financing. The projected tax increment revenue in 2003-04 is $105,099 with as much as $420,000 to be collected by the year 2007-08. Tax increment revenues received cannot be spent directly on urban renewal projects since the Oregon Constitution and statutes state that tax increment revenue can only be used to payoff debts, therefore, what is borrowed can be used to pay for projects. The projections show that approximately $80,000 in short term bonds could be purchased for as short as one day and would give the City money that they are allowed to spend instead of the tax money the urban renewal district is not allowed to spend directly. In the following year, it is projected that long term bonds could be purchased that would give the district about $1 million to do designated projects. Councilor Bjelland questioned why a long term bond could not be sold in the beginning knowing that the revenue projections will be available to pay off the bond. Mr. Tashman stated that urban renewal borrowing practice involves very little speculation from both the lender and agency board until there is a binding guarantee that the money will be collected. When long term bonds are sold, the district incurs fixed cost and it is more efficient to incur those costs when the district revenues exceed $100,000 annually. Short term bonds incur a much lower cost to the agency. He also provided information to the Council on the Shilo v. Portland case which addresses the division of urban renewal taxes. The Supreme Court decided in December 2001 that the property taxes must first be divided for urban renewal and then measured against Measure 5. As a result, tax payers within the City will see an urban renewal division of tax on their tax statement, however, the majority of taxpayers will not see an increase in the amount of taxes to be paid. It was also noted that Measure 5 does result in a small loss of revenue to the taxing districts. He stated that the next step will be to work with City Administrator Brown and staff to recommend some strategies on when the agency may want to spend some money and what might be the most effective way to use the urban renewal revenues. Page 2 - Council Meeting Minutes, January 27, 2003 COUNCIL MEETING MINUTES JANUARY 27, 2003 TAPE READING 1700 CHAMBER OF COMMERCE REPORT. Kristi Olson, representing the Chamber, stated that the annual Chamber dinner was held January 17th. Various awards were presented including "Member of the Year" which was presented to Bruce Thomas. She also provided information to the Council on upcoming Chamber events: 1) Business After Hours - January 30th, Lupita's Restaurant, to celebrate the downtown lighting display; 2) Business After Hours - February 13th at Woodburn Pet Hospital from 4:30 pm to 6:00 pm; 3) Chamber Forum lunch - February 19th at Tukwila Medical Center with guest speaker Senator Peter Courtney; and 4) Distinguished Service Awards dinner on Friday, March Th, at the Country Meadows Living facility. Nomination deadline for this award will be on Thursday, January 30th. 1836 WOODBURN DOWNTOWN ASSOCIATION REPORT. Bruce Thomas, representing WDA, stated that they were partnering with the Chamber for this special Business After Hours on January 30th to celebrate the downtown lighting display. The lights will be kept on year-round and details on how funding for the electrical costs will be explained at that time. Awards of appreciation will be given to the City, Woodbum Public Works, the Burlingham Trust, Henkes Electric, Long Bros. Building Supply, Woodburn Rental, and former Mayor Richard Jennings. The WDA appreciates all of the effort everyone put into this project. He also stated that the WDA Annual Dinner will be held on March 15th. This is the group's major fundraiser for the year and he invited everyone to attend. Councilor McCallum congratulated (1) Bruce Thomas on his Member of the Year award and (2) Kristi Olson for an outstanding year as Chamber President. 2000 CONSENT AGENDA. A) Approve regular and executive Council meeting minutes of January 13, 2003; and B) Receive the report on the Alley Sewer project. NICHOLS/BJELLAND... accept the consent agenda as presented. The motion passed unanimously. 2048 COUNCIL BILL 2430- ORDINANCE GRANTING PORTLAND GENERAL ELECTRIC A NON-EXCLUSIVE FRANCHISE FOR 10 YEARS TO OPERATE AN ELECTRIC LIGHT AND POWER SYSTEM WITHIN THE CITY. Councilor Sifuentez introduced Council Bill 2430. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. Administrator Brown stated that the PGE representative was unable to attend this Page 3 - Council Meeting Minutes, January 27, 2003 4. COUNCIL MEETING MINUTES JANUARY 27, 2003 TAPE READING meeting, however, he did discuss with her issues that might be addressed at this meeting. He stated that there are about 50 cities within PGE's service area and they have been in the process of negotiating new franchises with a nmnber of these cities. The main question she is confronted with relates to what will happen to PGE if it is sold. He stated that the City tried to address in the franchise agreement some level of assurance and continuity in City service. It has also been found that this is a matter of statewide public interest and the Public Utility Commission (PUC) regulates the manner in which transfers of ownership of utility companies take place as well as to determine when a service is going to change hands from one provider to another. The agreement does contain language with respect to the transfer of the franchise portion and will require PGE to assist the City in evaluating who they were working with so that the Council could make a more informed decision about making a transfer. There is also some continuity language that relates to any change in the operator if PGE ceases to be and it is cut up into a number of smaller providers. There is a requirement that the utility company continue to provide service so long as this is their designated service area. As a result, the City will need to be more active with the Oregon PUC if there comes a time when the City is concerned who PGE is selling to. Overall, there is not much change in the franchise and the City will continue to receive franchise fees and privilege taxes, and the ability to regulate what goes on within the City's rights-of-way. On roll call vote, the motion passed unanimously. Mayor Figley declared Council Bill 2430 duly passed. 2378 COUNCIL BIIJ, 2431 - ORDINANCE DENYING COMPREHENSIVE PLAN MAP AMENDMENT APPLICATION CASE NO. 01-03 AND ZONE CHANGE APPLICATION CASE NO. 01-07 AFFECTING PROPERTY LOCATED AT 373 GATCIt STREET. Council Bill 2431 was introduced by Councilor Sifuentez. The two readings of the bill were read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill 2431 duly passed with the emergency clause. 2489 COUNCIL BILL 2432 - ORDINANCE APPROVING RESIDENTIAL ARCHITECTURAL STANDARD SUBSTITUTION APPLICATION CASE NO. 02-02 AFFECTING PROPERTY LOCATED AT 1084 COMSTOCK WAY. Council Bill 2432 was introduced by Councilor Sifuentez. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill 2432 duly passed with the emergency clause. Page 4 - Council Meeting Minutes, January 27, 2003 COUNCIL MEETING MINUTES JANUARY 27, 2003 TAPE READING 2688 COUNCIL BILL 2433 - RESOLUTION AUTHORIZING EXECUTION OF A MOBILE DATA SYSTEM AGREEMENT WITH CITY OF SILVERTON. 2738 Councilor Sifuentez introduced Council Bill 2433. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill 2433 duly passed. COUNCIL BILL 2434 - RESOLUTION AUTHORIZING EXECUTION OF A POLICE RECORDS MANAGEMENT SYSTEM AGREEMENT WITH THE 2825 CITY OF MT. ANGEL. Council Bill 2434 was introduced by Councilor Sifuentez. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill 2434 duly passed. COUNCIL BILL 2435 - RESOLUTION AUTHORIZING THE CITY TO PARTICIPATE IN THE LEAGUE OF OREGON CITIES 2003 PERS RATE CHALLENGE. Administrator Brown stated that a memo from LOC was received late Friday informing the City that the PERS Board did not adopt the final rates at their last meeting. The League is recommending that no action be taken at this time since it is unknown what final rates will be adopted by the Board and whether or not appeal action will be taken by LOC. However, Administrator Brown suggested that the Council go ahead and adopt the Resolution in anticipation of something taking place later this spring. If no action is taken by LOC, then the City will not be contributing towards the rate challenge. Council Bill 2435 was introduced by Councilor Sifuentez. The bill was read by title only since there were no objections from the Council. Councilor McCallum stated that the proposed rates do have a profound effect on not only Woodbum but other cities and agencies under the PERS program. He questioned what effect the action pending before PERS would have on our employees. Administrator Brown stated that he has more knowledge about the impact on the City finances rather than the employee but, until PERS takes official action and other legal issues are decided upon, it is unknown as to the impact on the employee. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill 2435 duly passed. 3126 COUNCIL BILL 2436 - RESOLUTION ENTERING INTO AN INTERGOVERNMENTAL COOPERATION AGREEMENT WITH THE WOODBURN SCHOOL DISTRICT FOR FACILITY USE. Council Bill 2436 was introduced by Councilor Sifuentez. Recorder Tennant read the bill by title only since there were no objections from the Council. Page 5 - Council Meeting Minutes, January 27, 2003 6 COUNCIL MEETING MINUTES JANUARY 27, 2003 TAPE READING Councilor McCallum questioned if the athletic fields of the high school are considered as playgrounds in the agreement and therefore open to the public until sunset. Director Westrick stated that the agreement includes the grounds of the elementary schools which are recognized as neighborhood parks in the City's Comprehensive Plan and there are no exceptions in the agreement that would allow closure ora specific elementary school ground. Councilor McCallum stated that the agreement states that the school grounds are tobacco- free and questioned if drug-free should be included in this statement. He also questioned if workers' compensation issues were addressed since there had been concerns in the past if a park employee was injured while doing clean-up at the school facility when a custodian was also present who could have done the work. Director Westrick stated that recreation employees working on school property are asked to only do work which is within their job descriptions. He also stated that the agreement will not provide more access to facilities rather it formalizes many informal agreements that have emerged over the last few years. Councilor McCallum stated that there is a very long history of sharing facilities between the City and School District for the betterment of the community. Councilor Nichols questioned if the agreement should be amended to include drug-free facilities. Director Westrick stated that the School Board has adopted the agreement as it is before the Council. He suggested a letter of understanding rather than amending the agreement itself and, when the agreement is updated, the language then be included in the new agreement. It was also noted that the agreement is in effect until it is terminated by one or both parties. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill 2436 duly passed. 3953 ACCEPTANCE OF PUBLIC RIGHTS-OF-WAY: ARNEY LANE. Staff recommended the acceptance of public rights-of-way from Craig Realty Group - Woodburn LLC in accordance with requirements within the Agreement Accepting Proposed Amended Conditions dated January 28, 2002. NICHOLS/MCCALLUM... accept the public rights-of-way for the future extension of Amey Lane. The motion passed unanimously. 3987 ACCEPTANCE OF UTILITY EASEMENTS: HARVARD MEADOWS APARTMENTS. Staff recommended the acceptance of a water line easement from KWDS LLC in conjunction with the Harvard Meadows apartment complex. NICHOLS/MCCALLUM... accept the water line easement for the Harvard Meadow Apartments. The motion passed unanimously. Page 6 - Council Meeting Minutes, January 27, 2003 7 COUNCIL MEETING MINUTES JANUARY 27, 2003 TAPE READING 4021 POSITION ALLOCATIONS: PART-TIME TEEN SCENE STAFF. Staff recommended the addition of part-time staff members to provide on-site daily supervision of the teen centers and other programs related to this new project which is being funded through the Woodburn Together OJJDP Drug Free Commtlnities grant. NICHOLS/COX... allocate two part-time Program Managers and six part-time Recreation Leader positions funded through the Woodbum Together OJJDP Drug Free Communities grant. The motion passed unanimously. 4092 PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS. 4148 A) Planning Commission's Denial of Subdivision 02-06 and Variance 02-07: Applicant W.F. Ringnaida requested subdivision of 2.01 acres into 7 lots and a variance to allow for no street improvements on Ogle Street. No action was taken by the Council on the Planning Commission's decision. MAYOR AND COUNCIL REPORTS. Councilor Sifuentez congratulated the teachers, administrative staff, and students at St. Luke's School for their contribution to the community. She stated that after she had read the proclamation, the students spoke about the community deeds that they have done so far this year and, in her opinion, we are growing future leaders within our community. Councilor Nichols also congratulated St. Luke's School for their active involvement within the community. Councilor Veliz thanked the Downtown Association for the lights since it has made a great improvement to the area. He also congratulated Parks & Recreation and the School Board for solidifying the partnership for use of facilities. He also thanked military personnel serving our country since many are now being called up for active duty and they, along with their families, need our support. Councilor McCallum also added his congratulations to St. Luke's School and his thanks to the School Board. In addition, he congratulated Mayor Figley for her fine presentation at the Chamber Forum on the "State of the City" address. Councilor Bjelland stated that he would be attending a Mid-Willamette Valley Transportation meeting on Wednesday, January 29th, to discuss with interested parties and leaders what major transportation issues the Willamette Valley faces and how to proceed with dealing with some of the bigger issues where there has been difficulty going through the traditional financing method for improvements. Also, Region II Area Commission of Transportation will be getting together to discuss strategy in dealing with big projects within Region II. This will include setting aside some portion of the traditional STIP funding process for big projects and how to deal with prioritizing and selecting those projects within Region II. This particular meeting will be held in later February or March. He briefly summarized the list of larger projects that will be addressed by the Commission and the decisions yet to be made in allocating available funding. Page 7 - Council Meeting Minutes, January 27, 2003 8 COUNCIL MEETING MINUTES JANUARY 27, 2003 TAPE READING 4750 Councilor Bjelland also distributed some additional census information to the Council that provides a split out ofhouschold incomes in Woodburn which was briefly discussed during the goal setting workshop. Mayor Figley stated that tl~e Goal Setting session was held last Saturday and it was very productive. A future work session will continue Mayor and Council discussion on City facilities. 4922 ADJOURNMENT. NICHOLS/MCCALLUM... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:15 p.m.. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodbum, Oregon Page 8 - Council Meeting Minutes, January 27, 2003 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING Tape 1 DATE. CONFERENCE ROOM, SALUD MEDICAL BUILDING, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 25, 2003. CONVENED. The Council met in a goal setting session at 8:40 am with Mayor Figley presiding. ROLL CALL. Mayor Figley Present Councilor Bj elland Present Councilor Cox Present Councilor McCallum Present Councilor Nichols Present Councilor Sifuentez Present Councilor Veliz Present Staff Present: City Administrator Brown, City Attorney Shields, City Recorder Tennant, Public Works Director, Parks & Recreation Director Westrick Mayor Figley stated that, in more recent years, goal setting sessions have been held every two years for the purpose of updating the Mayor and Council on staff progress and to establish new goals for upcoming years. This session also gives new Councilors an opportunity to share their ideas and priorities some of which may be included in the list of goals to be adopted by the Council during a regular meeting. City Administrator Brown will facilitate this work session and other staff members are present to answer questions only and not participate in the discussion. Administrator Brown reviewed the process he will follow at this work session. He provided the Mayor and Council with a packet of current goals, vision and mission statement, and progress reports from Department Heads on current goals. City Administrator Brown discussed the existing relationship between the City Administrator, Council, and Mayor as defined in the City Charter. The Council agreed that the existing relationship is working well and required no changes. Review 2001 G0al Setting Workshop. The mission statement "It is the mission of the Woodburn City Council to Make Woodbum a Great Place to Be" is a holdover from the 1999 goal setting session. It was the consensus of the Mayor and Council to make no changes to the mission statement at this time. Administrator Brown also reviewed the Vision Statement and, following some Page I - Council Workshop Minutes, January 25, 2003 10 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING discussion on the content of the statement, it was the consensus of the Council to keep the statement as it currently reads. Administrator Brown updated the Council on the following list of the major goals for 2002-03: Side B - Provide a broader list range of affordable youth activities. It was noted that the Parks & Recreation Department is a major contributor to this goal but the Library has also expanded their programs for youth. Recent grant funding for a Teen Scene program is the largest amount of money secured by the City to provide a program to youths in the middle and high school age group. - Celebrate culture and diversity: Administrator Brown stated that progress in this area is due in large part to the Events/Museum/Grant Writing Coordinator, who is currently working on increased activities during the Tulip Festival. It was consensus of the Council to support events such as the Berry Festival and Christmas Program but there should be minimal staff involvement in these programs. Volunteers should be the organizers rather than relying on City staff to organize and monitor the events. One "signature" event specific to Woodburn was supported by the Council. - Build a new Community Center: It was noted that the Council had submitted a bond measure to the voters, however, it did not receive voter approval at the November 2002 general election. - Community Engagement and Communications: Administrator Brown reviewed various methods used by the City to disseminate information to the public. It was noted that Community Relations Officer Javier Perfecto has been able to develop a variety of educational materials, videos, and community outreach programs in order to assist departments in their work with the public. It was suggested that the City provide some publications in the Russian language especially in the Code Enforcement area. - Revitalize Downtown Woodburn: Administrator Brown stated that the urban renewal district was approved by the voters and the Council will be moving forward with that program. Staff will continue to apply for grant funding to help fund projects in the early years of this program. - Pursue Economic Development: It was noted that the Economic Opportunities Analysis has been completed and staff continues to work on various aspects of this report. - Develop Necessary Systems Infrastructure: Discussion was held on advances the City has made in the area of transportation and city- wide circulation. The water treatment and storage project is underway and water wells are being drilled adjacent to Centennial Park and just west of Settlemier Park. Page 2 - Council Workshop Minutes, January 25, 2003 1! COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING - Enhance and Improve Livability: Administrator Brown reiterated that video presentations have been made to educate the public in this area. Staff will continue to bring code enforcement provisions to the Council for consideration. It was noted that Code Enforcement activities are up 60% since 2001. Staff is also working on beautification projects relating to City buildings and grounds. - Manage Growth: Administrator Brown stated that the Council has annexed the "islands" within the city limits and adopted the Woodburn Development Code. Staff continues to work on (1) plan amendments to the Comprehensive Plan and Transportation System Plans, (2) Urban Renewal, and (3) urban growth boundary amendments. - Museum Development: The strategic plan for the museum has been completed but has not been presented to the Council as of this date for review and/or adoption. Tape 2 Side A - Park Development and Skate Park: Administrator Brown stated that the Skate Park construction is underway in Settlemier Park. Other park projects on the list of goals include replacement of Legion Park lights, construction of Heritage Park ADA improvements, drainage and irrigation improvements at Burlingham Park, completion of Centennial Park Phases II and III, completion of Senior Estates Park drainage improvements, and development of Hermanson Park III. It was noted that of the projects listed, the Legion Park lights, Burlingham Park, and Senior Estates park improvements have been completed. - Encourage and employ sustainable practices: Administrator Brown stated that the City has a long way to go on this goal and staff will continue to work towards achieving this goal as time permits. - Team Building: In more recent years, the employee recognition dinner has developed into a well-attended staff event. Reorganization of departments in Public Works, Library, and the Aquatic Center has also been accomplished in an effort to provide more efficient service delivery. - Develop Technological Infrastructure: Telecommunication systems within the City include Gervais Telephone, WCAT, and Willamette Broadband, and pending development of an I-Net. The City has also been working on inputting data into the City's geographic information system (GIS) for planning and public works operations. Page 3 - Council Workshop Minutes, January 25, 2003 12 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING - Plan and Deliver Transportation System Improvements: Staff is in the process of re-evaluating the Transportation System Plan. In regards to local streets, the West Lincoln Street drainage project has been completed with the next step being the formation of a local improvement district to pay for street improvements. Side B ACTIVITIES IN PROGRESS -2001-03. Administrator Brown reviewed the status of activities currently in progr6ss outlined under the same major categories. - Provide a broader range of affordable youth activities: It is an on-going project to continue to provide existing youth programs. The Teen Scene program will be implemented in early 2003 and will provide activities and programs for middle and high school youth. A comprehensive review of Aquatic Center fees is also underway and should be completed in early 2003 for the purpose of seeking funds to support and/or offset program costs. - Celebrate Culture and Diversity: Planning is underway for the 2003 Tulip Festival in the spring and the Berry Festival in the summer. Staff is also working on the development of a "signature" event on September 16th which is Mexican Independence Day. Discussion was held on the City's initiation of community events but continuation of the event in future years needs to be a partnership with other community organizations taking the lead role in organizing the event. - Community Engagement and Communications: Staff continues to expand outreach activities using primarily the expertise of the City's Community Relations Officer. It was also suggested that the City look into utilizing radio advertisements/public announcements as another source of community outreach. It was noted that diversity training has not been provided to non-Police Department staff since 2001 and new staff members should be included in any upcoming diversity training program. Councilor Bjelland provided the Council with statistical information on the demographics of Woodburn and, with the rapid growth in minority population in our community, there is a need for more program activities to serve these people than in some public works areas. - Revitalize Downtown Woodburn: Planning is underway to deliver the urban renewal program to the Council beginning in fiscal year 2003-04. In regards to the renovation of the Association Building (347 N. Front Street), grant funding has been applied for to help offset costs to complete the facade work in the spring/summer of 2003. No funds are currently available for making internal improvements to the building. Page 4 - Council Workshop Minutes, January 25, 2003 13 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING - Pursue Economic Development: It was noted that the Public Investment Strategy is currently on hold while periodic review tasks associated with the expansion of the urban growth boundary is being worked on by staff. -Develop Necessary Systems Infrastructure: In regards to city-wide traffic circulation, the Boones Ferry widening project is scheduled to begin in the spring of 2003. Staff continues to work with MWACT and ODOT to obtain funding for Highway 214 widening and I-5 interchange improvements. Construction work on water treatment and storage facilities will begin in the summer of 2003 and land use actions related to the construction project are underway. In regards to storm drainage, the Master Plan and implementing policies will be presented to the Council for review and adoption prior to May 2003 with an proposed implementation date of July 1, 2003. - Enhance and Improve Livability: Administrator Brown stated that the nuisance ordinance is being revised and it will be presented to the Council in 2003. Staff is also working on activities that would promote public awareness of code requirements. Sign Ordinance revision is also underway but it is taking longer than originally planned due to lack of available staff time. Discussion was held on the process staff is following in order to prepare a draft ordinance for Planning Commission and Council review. Administrator Brown stated that he is planning to present for discussion a draft sign ordinance to a Focus Group representing City residents and businesses in order to refine and complete the ordinance. Tape 3 In regards to beautification of City properties, it was noted that the landscaping renovations to the west side of City Hall will be completed in 2003, and flag pole was erected at the Public Works annex in 2002. - Manage Growth: It is anticipated that the Comprehensive Plan and Transportation System Plan amendments will be completed in June 2003. Planning is under for the Urban Renewal District and should be initiated by the second half of fiscal year 2003-04. - Museum Development: The draft Strategic Plan was completed in January 2003. Another goal is to shift the emphasis from the museum being a repository to a museum that functions as a part of the community. - Park Development and Skate Park: Construction of the Skate Park began in January 2003. In regards to Hermanson Park, the wetlands project will begin in the spring of 2003 and the contractor will need to work out any irrigation issues that may arise. - Plan and Deliver Transportation Improvements: Administrator Brown stated that amendments to the Transportation System Plan should be before the Council by the end of this calendar year. He also discussed financial and Page 5 - Council Workshop Minutes, January 25, 2003 14 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING project related issues on the sidewalk and lighting of Highway 214 in the vicinity of the high school. Side B Administrator Brown also reviewed the list of 2001-03 goals that are still pending and/or uninitiated as of this date in each of the areas outlined above. City Administrator and Staff Performance Issues. Discussion was held between the Administrator and Council on staff expectations in the upcoming year as it relates to performance issues. Establishment of Goals for 2003-04. Administrator Brown provided the Mayor and Council with draft goals for discussion purpose from which they developed the following list of goals for 2003-04: Provide a Provide a broader range of quality, affordable, youth activities: Continue to provide existing youth programs Develop additional activities and programs Seek funding to support/offset program costs Implement Teen Scene program Avoid/eliminate duplication of effort with other programs Evaluate and monitor structure and quality of programs Focus greater attention on evening and weekend programs Explore partnerships with non-profits/public/faith-based agencies Provide a broader range of self supporting adult activities Survey demand for adult programs, through RSVP Avoid duplication of programs offered by other agency Develop opportunities to meet un-met demand for self-supporting adult recreational programs and activities. Celebrate culture and diversity: Reduce or eliminate direct City involvement in producing festivals and events (emphasize facilitation instead of production) Continue to produce Berry Fest, and participate in Christmas, 4th of July and Tulip Festival as long as is necessary Increase coordination with Settlemier House and French Prairie Historical Society for Christmas activities Coordinate transfer of responsibilities to existing agencies, or establish appropriate agency provide financial support through TOT grant program for eligible activities Page 6 - Council Workshop Minutes, January 25, 2003 115 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING limit City involvement to providing locations (parks, plazas, etc.) pursuant to applicable rules and regulations, indemnification, and limited staff support Continue Library Events Tape 4 Evaluate City Facilities for Retention, Expansion, Acquisition, and Relocation: (To be developed at a separate workshop) Community Engagement and Communications: - Continue existing efforts Expand outreach activities to include Russian language translation of important documents as resources allow Provide for bi-lingual capability at public meetings - audio and translation Improve staff capability and consciousness Increase use of video production, community access television, and the Intemet to educate and inform Develop automated telephonic information system for answering frequently asked questions Augment public information and advertising activities in "Independent" and "Statesman Journal" with other publications and in other media. Revitalize Downtown Woodburn: - Complete Comprehensive Plan and Zoning Amendments, as applicable - Seek Grants for early years' Capital Improvement Projects - Complete exterior renovation of 347 Front Street and evaluate potential for sale of building after exterior renovation - Implement Urban renewal program develop 1 year capital budget develop 6 year Capital Improvement Program revisit design choices develop commercial and residential rehabilitation guidelines develop guidelines for residential assistance initiate short term and longer term borrowings - Initiate capital project - Convert 1st Street Parking lot to plaza acquire remaining property evaluate street/circulation configuration altematives develop design construct improvement Page 7 - Council Workshop Minutes, January 25, 2003 16 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING Pursue Economic Development: Adopt Public Investment plan Implement Public Investment plan Determine and organize for business recruitment responsibilities Recruit business Initiate site-specific urban growth boundary amendment Complete periodic review work tasks and TSP update Develop Necessary Systems Infrastructure: - Citywide circulation - Water treatment and storage - Storm drainage seek and promote competition to provide high speed Internet Develop I-net capabilities pursuant to CATV Franchise Enhance and Improve Livability: Adopt revisions to code enforcement- related City Ordinances Promote public awareness of code requirements through education Increase Code enforcement activities Revise Sign Ordinance - Beautify City Properties - Property maintenance recognition activities - Volunteer coordination project - Reinstate Residential Rehabilitation Program Manage Growth: Complete Comprehensive Plan and Transportation System Plan amendments Urban Renewal Undertake necessary UGB amendments update development code to correct deficiencies and address changes in law and circumstances - Initiate site-specific urban-growth boundary expansions - annex key properties inside urban growth boundaries as opportunities arise Museum Development: - Shift emphasis from museum as a repository to museum that functions as part of the community Promote oral history program and interactive exhibits Create more partnership opportunities with K-12 schools and college/continuing education Page 8 - Council Workshop Minutes, January 25, 2003 17 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING Evaluate and approve appropriate strategic plan alternative Transfer operating responsibility and ownership of n~useum facility to viable outside agency Park Development: Construct Heritage Park ADA improvements Complete Partially completed ball field at Centennial Park Develop Hermanson Park III complete master plan for Legion and Settlemier Parks Encourage and employ Sustainable practices (as opportunity arises): Establish City policies Revise procurement procedures Train staff (ongoing) Design and offer, or support programs § Composting § Recycling and use of recycled materials § Energy efficiency § Reduced chemical interaction with land, air and water § "green building" § public education Provide a good example Team Building and Employee Development: Continue current activities Employee recognition program Organize departments for most efficient service delivery Seek additional employee training opportunities as funding permits Develop additional employment contracts with Middle-managers Incorporate diversity training into new-hire regimen, and conduct regular and recurring diversity training for existing employees Tape 5 Develop Technological Infrastructure: Telecommunications - high speed Internet and I-net capability Other, as identified by Economic Opportunities Analysis Page 9 - Council Workshop Minutes, January 25, 2003 18 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING Plan and Deliver Transportation System Improvements: - Regional Re evaluate and amend the Transportation System Plan Coordinate with County on So. Bypass Establish LID's for remainder of Boone's Ferry and Country Club Rd. widening projects Deliver Boone's Ferry and Country Club Rd. widening projects Coordinate with ODOT to complete I-5 interchange Right Turn lane project Continue to seek funding for I-5 interchange and Highway 214 widening projects Local Pave all streets Install curb and sidewalks on some streets Ready projects for grant opportunities Seek opportunities to develop intercity transit Develop Bike/Pedestrian/Golf cart paths in greenways Evaluate need for and cost effectiveness for traffic calming devices Fiscal Stability: seek project specific funding to support road and sidewalk work seek and develop new revenue sources to support adult and youth programs seek and develop new revenue sources to support other city programs promote fiscal accountability among all city employees, and provide incentives for cost-saving ideas Increase Participation in the State and Federal legislative process: - increase coordination with League of Oregon Cities and State/Federal legislative delegations on legislative matters of interest to Woodburn - increase participation of staff and elected officials in testimony before legislative committees - increase positions taken on matters of pending legislation with potential impact to City TREE ORDINANCE. Discussion was held on how to proceed with proposed changes to the draft tree ordinance. Concerns were expressed regarding potential property rights issues in those instances where trees are located outside of the public rights of way. It was the consensus of the Council that property owners would be (1) prohibited from removing trees that were planted or existing on the property which was part of a development's condition of approval, and (2) prohibited from logging lots prior to development. Discussion was held on preservation of heritage trees, however, a list of those trees needs to be developed. Page 10 - Council Workshop Minutes, January 25, 2003 19 COUNCIL WORKSHOP MINUTES JANUARY 25, 2003 TAPE READING The Council agreed that if a verified and comprehensive list was developed by privates parties they would be willing to consider implementing a tree preservation program based on voluntary participation of the tree owner. It was noted that the Woodbum Development Ordinance contains tree provisions and there was Council support for modifications to the Development Ordinance that would require a permit process if more than one significant tree as defined in the Development Ordinance is proposed to be removed. It was the consensus of the Council that staff will not continue their efforts to develop a tree ordinance and changes proposed by the Council will be considered during the annual review of the Development Ordinance. The work session concluded at 3:55 p.m.. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 11 - Council Workshop Minutes, January 25, 2003 20 MINUTE5 Woodburn Recreation and Parks Board Tuesday, ,Tanuary 14, ZOO3 7:00 pm City Council Chambers 1. Herb Mittmann, Chair, called the meeting to order at 7 pm. 8B Role Call Members present: Herb Mittmann, Chair; Richard Hammond, V'ice Chair; ~,oseT?a Wangerin, Member; Even Thomas, Member; 5heron Felix, Member Members absent: Patricia Watts, Rev Frank Anderson Staff present: Randy Westrick, Director; Paulette Zastoupil, AA, Steve Newport, Facilities and Aquatics Manager Guest Speaker: Dave Walters, M];G Consultant Approval of Minutes from November 19, 2002 meeting A motion to accept the minutes as written was made by Rosette Wangerin. 5heron Felix seconded the motion. Business from the Audience: No audience was present. Business from the Director: Division Reports Aquatic Ce#tar- Steve Newport introduced himself to the Board. He is looking forward to developing more programs that will increase the facilities numbers. He would like to involve senior citizens end more families. Last week there was the Woodburn ]~nvitational ,Swim meet in which there were 200 participants, ?§0 spectators and 11 schools represented. Coming up February i & 2 will be the Barracuda ]:nvitational for the younger kids. Then February 14 & 15 we will be holding the District 3A School Finals from 12 - § pm. 9.1 $~a~e Para- Randy Westrick shared that he received the official word from ,State Parks to go ahead and start. ,Select Contracting will start moving dirt around and bring materials in next week. Common/fy C~nf~e- The Community Center Committee met and they are waiting for word from the City Council as to what the next step should be. The Community Center is getting more un- useable as the outside steps leading up to the second floor are broken. This limits the access for storage on the second Herb Mittmann shared that most of the studies, preliminary lay out and location for the new buiiding have been done. The Council will give direction as to where the money will come from to build new one. ~e Recr~tion and P~rks de~rtment hos made progress on the 0~-0~ goais. The department has ex~nded programs, found new funding sources for existing programs, ~nd continuously seeking ~unding to expand programs. Brian 5jothun h~s b~n re~enfies~ in s~king funding for the Teen 5cane Program. The After School Program has evolved the way it should, to ~pand and build business ~rtnershJps. There is a ve~ modest registration fee of $30.~ ~r child ~or the y~r. The execration is to generate $8~0 - $90~ to off set the costs of expanding the program. We still have some work to do on Phase ~ at Centennial Park, and the 5kate Park is not compiete. Randy shared planning issues that are on the 03-04 goals. There is a need to do some work on our Comprehensive Plan. I~ne pian has not been updated and doesn't account for our new population levels. There are some Capital Zmprovements that need to done which are funded through our SDC's. The SDC's fees depend on the Comprehensive Plan. With the stated popuJation in the current Comprehensive Plan and the related 5DC fees we are basically cheating ourselves. We need to develop a plan to make our parks a complete system. 22 Randy stated we might need to think five years in advance for Recreation Programs. Vv'e need to Jook at Entrepreneur approaches to p~ovide p~og~ams and ~evenue. Steve Newport has sha~ed some ideas on Partnerships with businesses. This would o~ set the cost of p~og~ams that do not generate ~evenue. Randy encouraged the Board to think o~ projecis ond ideas io put in ~ronf o~ the Budget Committee in February. ~ettiemier/Legion Master Pians Project Randy introduced Dave Walters, consultant from Moore ]~acofano Golismon, Znc. (MZG). He expiained his outline Car the Fork N'~aster Plan Project. Dave will be looking at both Community Parks and their unique features and existing conditions. Legion Park has a Paleontology opportunity that could even set the stage for the Greenway Master Plan. He taiked about how to protect the growth Douglas Fir while maximizing use of sports fields and other areas and historical contents. The approach they use for park projects is to take a site inventory, do an analysis and get insight from the Board, Director and Community as to what the general interests are. They will have community workshops for input. ~ney wili look at design aiternatives and narrow them down to one concept or a combination of alternatives. He shared a timeline that covers the research, anaiysis, program development, plan alternatives, and final plan. Rosetta was concerned about having interpreters for the community outreach and survey. Dave explained that Randy would use ~Tavier Perfecto to provide the translating needed. Herb shared that it wiii be a chaiienge because Legion Park activities have fallen off and he is concerned about keeping the trees healthy. Future Baaed Business n. Chair position to be filled b. New fee schedule for the Aquatic Center c. The WI~P Project will be updated d. Skate Park update 23 -~ con ~cen~ - ", ne -,~n Scene Coordinator w***'" be OTTIClal ..... ](~riu(lry 27th. There will be two .Site Sul~rvisors in which the Grant will help staff. The Youth Advisory ¢ounciJ is meeting on a reguJar basis. They are working on are getting the two teen centers up. 8. Board Comments- F4o comments 9. Adjournment 7:50 pm 8C MINUTES MONTHLY MEETING OF WOODBURN PUBLIC LIBRARY BOARD DATE: ROLL CALL: STAFF PRESENT: GUESTS: CALL TO ORDER: SECRETARY'S REPORT: DIRECTOR'S REPORT: Januaw 15,2003 Marie Brown - Present Kay Kuka - Present Vasily Chernishov - Present Pat Will - Present Ardis Knauf - Present Linda Sprauer, Director Judy Coreson, Recording Secretary None President Kay Kuka called the meeting to order at 7 pm. The monthly Board minutes of December 11, 2002 were approved as submitted. Monthly Statistics: The monthly statistics were self-explanatory. The number of people visiting the library for the month of December was 13,384. Activities: A list of activities was distributed to the Board. Good attendance continues at the library activities: Saturday at the Library; Preschool, Infant/Toddler and Spanish Storytimes; Teen Club, Kids Book Club and the adult Book Discussion Group. At Saturday at the Library on January 18, a "Snowy Day" window painting workshop is scheduled. The program is made possible by a Grant Award by the Ezra Jack Keats Foundation. Each child participating will receive the book, "Snowy Day." The library will be closed Monday, January 20, for the Martin Luther King holiday. On Sunday, January 26, there will be an author visit by Preston Gorbett and Annabell Prantl from I to 5 pm at the library. Preston Gorbett, author of "Ten Thousand Acres", is from Molalla. Annabell Prantl is from Gervais and is the author of "A Time of New Beginning." On Sunday, February 2, at 2 pm author visit and book signing is scheduled in the City Hall Council Chambers. Kristi Burke will give a presentation and lecture on her book, "Proof Through the Night", the Ernest Pickett Stow. Volunteer of the Month: Vicki Musser was chosen Volunteer of the Month for January. Staff: We are now fully staffed at the library. Shirley Linn has returned to work after having surgery. Board Position Openings: At the last City Council meeting, Marie Brown was reappointed for her second four-year term on the Library Board. Mary Chadwick was appointed for a four-year term vacated by Barbara Pugh. A one year unexpired term remains unfilled that was vacated by Phyllis Bauer. Visit to Libraries: The visit by the Board to Silver Falls, Stayton and Monmouth libraries on Saturday, January 25, has been changed to Saturday, February 8. New Mayor Kathy Figley wants to go forward with getting someone to evaluate the utilization of library space or to make a proposal for expanding the library. OLA Conference: The Oregon Library Association conference is scheduled for April 23, 24 and 25th in Corvallis. Board members are to let Linda know if they would Pike to attend. The OLA Quarterly was given to the Board in which there is an article on the PatriotAct concerning privacy and protection. BOARD REPORTS: Pat Will reported on Circulation after talking with Dan Peterson, Assistant Library Director. Vasily Chernishoff reported on the Teen Club lead by Library Assistant, Jeannie Rogers. At the next February month meeting, Marie Brown will report on the "Snowy Day" Window Painting Workshop with Beverly Phillips, Children's Librarian. Kay Kuka will report on Judy Coreson's position in the Administrative Office. OLD BUSINESS: Draft of Proposed Library Policies: The draft of the proposed library policies will be on the February monthly meeting's agenda. NEW BUSINESS: Library Board Retreat: The first annual Library Board Retreat Will be scheduled for Saturday, March 8. The Board will discuss the library's goals, the appearance of the library and library activities during this retreat. Election of Officers: The Board voted to elect the following officers: President- Ardis Knauf; Vice-President- Marie Brown; and Corresponding Secretary - Vasily Chernishoff. BUSINESS TO/FROM THE CITY COUNCIL AN D/OR MAYOR: New Library Board members were appointed at the last City Council Meeting as mentioned in the Director's Report. ADJOURNMENT: The meeting was adjourned at 7:35 pm. Respectfully Submitted, Recording Secretary Library Board Minutes - 1/15/03 8D WOODBURN PLANNING COMMISSION January 9, 2003 CONVENED The Planning Commission met in a regular session at 7:00 p.m. in City Hall Council Chambers with Chairperson Lima presiding. ROLL CALL Chairperson Lima P Vice Chairperson Young P Commissioner Grosjacques A Commissioner Mill P Commissioner Bandelow P Commissioner Lonergan P Staff Present: Jim Mulder, Community Development Director Naomi Zwerdling, Senior Planner Victor Rodriguez, Associate Planner Deniece Won, Assistant City Attorney Chairperson Lima provided an opening statement for Public Hearing. ELECTION OF OFFICERS Commissioner Lonerqan nominated Claudio Lima as Chairperson. nomination. Commissioner Mill seconded the Commissioner Lonerqan moved to close the nomination. Motion was seconded by Commissioner Bandelow, which unanimously carried. Commissioner Bandelow nominated Royce Young as Vice Chairperson. Commissioner Mill seconded the nomination. Commissioner Lonerqan moved to close the nomination and seconded by Commissioner Bandelow. Motion unanimously carried. MINUTES A_= Woodburn Planning Commission Minutes of December '12, 2002. Commissioner Mill moved to approve the minutes as written. Vice Chairperson Younq seconded the motion and unanimously carried. BUSINESS FROM THE AUDIENCE None COMMUNICATIONS A_= City Council Minutes of November 25, 2002. Commissioner Mill commented he found the section regarding the Woodburn Crest Estates to be quite interesting reading and stated he is glad to see it go through. PUBLIC HEARING A. Conditional Use 02-03 and Design Review 02-11, request to construct 465 sq. ft. chemical and electrical separation building for existing aquatic center located at 190 Oak St., City of Woodburn, applicant (Continuance at applicant's request). Staff reported the applicant has requested to continue this hearing off calendar and therefore, will be re- noticed when it comes back. Planning Commission Meeting - January 9, 2003 Page 1 of 6 27 Commissioner Lonergan moved to continue Conditional Use 02-03 and Design Review 02-11. Commissioner Bandelow seconded the motion. Motion unanimously carried. B__~. Variance 02-05, sign code Variance for Bi-Mart, 1600 Mt. Hood Ave., Ray-O-Lite Signs, Inc., applicant (Contin:uance at applicant's request). Staff communicated the letter before the Commission is the applicant's request to continue this item off ~;alendar to allow the applicant to modify its application. Additionally, the applicant has waived the 120-day processing rule to allow that to happen. Vice Chairperson Young inquired what the date on the letter is as it is not presently dated. Staff said the letter should be dated with today's date. Commissioner Lonerqan moved to accept the continuance request. Motion was seconded by Commissioner Mill and carried unanimously. C_~. Subdivision 02-06 and Variance 02-07, request to subdivide 1.65 acres into 7 lots at the north extension of Luba St., Nazari Cam, applicant. Staff read the applicable ORS Statement. An interruption was made to allow the Commissioners to report any Ex-Parte Contacts. EX-PARTE CONTACTS Commissioner Mill reported he drove by the property and took a look at the location. Vice Chairperson Younq indicated he is familiar with the area. Commissioner Bandelow also reported she drove by and is familiar with the area. Chairperson Lima stated he visited the site and Mr.. Cam was at the site at the time however, this will not influence his decision. Deniece Won interjected if a conversation occurred between Chairperson Lima and Mr. Cam, Chairperson Lima should provide a brief statement as to the substance of their conversation. Chairperson Lima reported Mr. Cam approached him as he was visiting the site and introduced himself. He further stated he asked Mr. Cam about the house that is being built and the tree in that area. Chairperson Lima indicated Mr. Cam conveyed he thought it was the best plan they could provide the City. Staff proceeded to provide a presentation as reflected in the Staff Report. Staff concluded that this proposal does not satisfy all approval criteria relating to a Subdivision and Variance application and recommended the Planning Commission deny Subdivision 02-06 and Variance 02-07. Commissioner Mill requested clarification regarding the improvement of Ogle St. Staff explained the Woodburn Development Ordinance sets up a boundary street improvement which is defined as abutting the property and it also requires a connecting street improvement. She reported this is what takes that area up to Bradley St. or down to Bridlewood Ave., basically to the next improved street. Commissioner Mill questioned whether a short section of improved streets with sidewalks etc. and then abutted by gravel north and south will depend on where those points are at? Staff clarified the connecting street will apply and would require the entire portion of Ogle St. up to Bradley St. or down to Bridlewood to be fully dedicated and improved. Planning Commission Meeting - January 9, 2003 Page 2 of 6 28 Commissioner Lonerqan asked if Bradley Addition is presently improved on Ogle St.? Staff replied No and stated Ogle St. is gravel all the way up to Cleveland St. She reported Ogle St. currently does not have a 60 foot right-of-way or 34 foot improved surface. Commissioner Mill commented he assumes the property along the railroad tracks is untouchable as far as being able to get any right-of-way out of this area. Staff responded she would think the dedication occurs on the propedies to the east. Commissioner Lonerqan asked Staff why is Ogle St. such a substandard street? Staff commented she does not have a great basis of the history of Ogle St. However, she does know that in the past, before the current Woodburn Development Ordinance, properties that have had a subdivision request have dedicated the right-of-way but then gone through a nonremonstrance agreement to participate in a street improvement at a later date. Staff further explained that pattern has lead to not triggering a street improvement in the area. The new Development Ordinance does not allow for that and basically the applicant has to do a connecting or boundary street improvement or there is a process for a section to a street right-of- way improvement which prescribes a minimum improvement that must occur. In this case, the applicant is requesting a Variance so that they do not have to do the full right-of-way or an improvement at this time. Deniece Won pointed out this is the first application that we have had that really directly deals with the street standards in the new ordinance. Additionally, she indicated there is a portion of the context that is not really evident from the Staff Report because it was not relevant to this particular request. One being that the necessity to do a road improvement is driven by whether or not you are accessing onto that street. The railroad is not accessing onto the street and she believed it is not conceivable to her that you would probably ever see a case where they needed to improve a street or do a dedication. Furthermore, she reported the Woodburn Development Ordinance (WDO) is structured so that the baseline is a full street improvement. The Staff Report only addressed the Variance and it skips that intermediate stage of dealing with an inability to do less. Chairperson Lima asked if there are any provisions in which the applicant may recoup some of the costs dealing with the street improvements? Staff responded the policy of the Public Works Department in the past has been not to participate in any type of reimbursement districts. He further commented the City adopted a reimbursement district ordinance specifically for the Woodburn Company Stores and the Public Works Department has not been willing to do that for any other situation thus far. Staff stated the other alternative would be the creation of a local improvement district or assessment district to do an improvement however, that would require to be a petition to the City Council. Vice Chairperson Younq referred to page 13 of the Staff Report, section regarding the storm water and sewer system and expressed concerns with all the runoffwater that will be created from the additional pavement and from the homes that would be involved which may create some problems in that area. He further stated it kind of describes it in the Staff Report but there is nothing from Public Works that leads him to believe that there is a good answer for the infrastructure there. TESTIMONY BY APPLICANT William F. Rinqnalda, 1844 - 77~h Ave. SE, Salem, OR 97301-9008 reported he has been an engineer and surveyor for over 30 years. He indicated this application is a result of the many meetings had with City Staff. He explained the reason they show a total of 50 ft. right-of-way dedication on Ogle St. is because that is what had been given on the adjoining south parcel. Mr. Ringnalda said they were given to understand that the City did not know exactly how they wanted to handle Ogle St. in the future for an improvement. Furthermore, the sidewalk and planting street on the railroad side would probably not in fact be built because of the narrow Planning Commission Meeting - January 9, 2003 Page 3 of 6 29 street right-of-way, the proximity of houses to that right-of-way would require that the future improvement be something other than a standard 60 foot right-of-way with 34 foot improvement. He also expressed concerns with the standard section that is shown in that the numbers do not add up. Mr. Ringnalda stated the assumption made by him and his client, Mr. Cam, was that there would be eventually some kind of proper street put in. However, to build a couple of hundred feet of street is a very expensive process and is very hard to do without engineering. He also commented they were working under the assumption that a 50 foot right- of-way would be about all and even at that the 50 foot right-of-way is going to require either the moving of the house on the corner of Bradley or a special allowance for that house to sit far closer to a right-of-way line than the zoning permits. A 60 foot right-of-way with the sidewalks where they are will go through the house and would also occur on at least one of the houses going south if one would try to go in that direction with a full 60 foot right-of-way and standard improvement. Mr. Ringnalda remarked they have no quarrel with the idea of putting curbs and paving in front of these two lots. However, if they try to do the street improvement the curb line that they would have to put in adjacent to the railroad property would be 13 feet from the railroad right-of-way line which would leave 7 feet for the access from the paved section that they would have to put in to get to the gravel going on south. He explained there is only 20 feet of right-of-way and 13 feet of it would be behind the curb and in effect be closing Ogle St. at that point. They felt the best would be to enter into a nonremonstrance agreement, which Mr. Cam has already done, and then hopefully some development will occur such that a local improvement district would be formed and whatever right-of-way was engineered for the whole section and did the least amount of damage to the residences in that area. It was explained by Mr. Ringnalda that they could adjust within their subdivision sufficient to get a 60 foot right-of-way on Ogle St. however, he indicated he does not foresee Ogle St. happening very soon. In closing, Mr. Ringnalda commented Mr. Cam investigated purchasing the properties adjacent to Luba St. and the price tag is such that it is not economically viable for him to purchase. Additionally, he commented he could not address storm drainage issues tonight as he did not receive the information on the private detention facility from Staff. Commissioner Bandelow asked Mr. Ringnalda which lot is the home that is presently being built on? Additionally, she questioned Staff if Lot #3 and Lot #4 along Ogle St. were each owned by separate owners and each owner came and requested a permit, would they be permitted to build on those lots by means of a nonremonstrance? William F. Rin.qnalda replied the home is being built on Lot #1. Deniece Won interjected the requirement to improve a street occurs whenever someone is getting access onto the street. Therefore, it is not relevant whether it is an infill parcel versus a subdivision. A building permit that requires an access approval would require the full improvement and if they can not meet the full improvement, then go through the exception or Variance process. Commissioner Bandelow further questioned if there was a plan in mind when Luba St. was improved? Staff responded it is his understanding the Partitions on the east side came in after the Steklov Subdivision when Luba St. was stubbed out. He stated Staff looked at the record and the history of these Subdivisions and there did not appear to be anything that explained why that was left that way. He concurred it does not make any sense to have Luba St. end there if it is not going to have the potential to extend. Commisisoner Bandelow also inquired if it is likely that there would actually be sidewalks and parking on the side along the railroad track if Ogle St. were developed down the full length? Staff indicated the minimal residential right-of-way standard has been 50 feet potentially with parking on one side of the street. He stated it is possible within a 50 foot right-of-way to do parking and sidewalk on one side but that would still require a 50 foot right-of-way. He remarked the exception allows what the Development Ordinance determined to be the minimal safety standard. Commissioner Loner,qan referred to the mid section of page 13 of the Staff Report and requested clarification regarding the sanitary sewer gravity main on Luba St. might not be at a sufficient depth to serve Mr. Planning Commission Meeting - January 9, 2003 Page 4 of 6 30 Ringnalda's subdivision and why is he proposing the driveway serve 5 units when the Ordinance states the driveway alone can not serve any more than 4 units. William F. Rinqnalda answered the sanitary sewer gravity main is probably not a sufficient depth. However, there is a sanitary sewer available in Ogle St. that has more than adequate depth and theywould propose to serve several of the lots from main line coming off of Ogle St. and into the project. He addressed the driveway issue and indicated they are proposing to serve 4 units because they were going to dedicate right-of-way at the end of Luba St. which would provide actual public street frontage for Lot #7. Mr. Ringnalda explained the reason for the 30 foot dedication and 33 foot wide strip is so that Lot #7 would not continue around and down that long finger. He further explained we would create a lot that is only 33 feet wide and is totally out of sync with the Development Ordinance if the entire 33 feet were used. He also stated there is about a 2Y2 to 3 foot wide strip north of the dedication and south of the two partition plats that connect in between. TESTIMONY BY PROPONENTS None TESTIMONY BY OPPONENTS None DISCUSSION Chairperson Lima closed the Public Hearing and opened for discussion by the Commission. Commissioner Mill remarked he appreciated the fact that the applicant is caught between a rock and a hard place especially with the situation on Ogle St. However, this is going to be a development that is not for mature citizens but it is for families and therefore will require the street improvements and sidewalks simply for the safety of children in that area. Secondly, he stated he drove through that area and was very impressed with the quality of the homes and the fact that there was a continuous network of sidewalks once you got off Ogle St. Commissioner Mill further remarked the way Lot #7 is laid out does not make sense at this point in time and concurred with Staff in denying the request. Commissioner Bandelow commented the applicant worked awfully hard and has spend a lot of time in trying to work this out. She hoped this could be done as she would really like to see a development there. Nonetheless, she believes there are too many problems with the project right now and a new configuration needs to be looked at. Commissioner Bandelow did not know what could be done with the finger of property other than perhaps convert it into some sort of community area for the neighborhood and have it be owned by the Homeowner's Association. At this point, she thought she would go along with Staff's recommendation of a denial and hopes that Staff and the applicant can get back together and solve the problems with the project. Commissioner Loner.qan concurred with his fellow Commissioners and said there are definitely some things that need to be worked out. He also indicated he has not been able to figure out Lot #7 either and perhaps it would be a good idea to just do away with that lot. Moreover, he expressed concerns with losing the 110 foot right-of-way that is required on that cul-de-sac. Ogle St. is a problem and will be a problem as long as we have a railroad running down half of it and we are dependant on the other property owners to develop it. Commissioner Lonergan stated he is almost convinced that we could get by with a 50 foot minimum right-of- way. He does not see the need for parking, bike lane or sidewalk on the west side and it would be to much rearrangement along the rest of Ogle St. if we go back to a 60 foot right-of-way. Furthermore, he commented the City needs to make a determination of what we are going to do and he does not feel it is fair to assess one property owner right now when in reality we do not know what we are doing with Ogle St. Vice Chairperson Younq also expressed concerns with the general configuration of Ogle St. and Luba St. Chairperson Lima appreciated what the owner is going through in order to develop the area. However, he has concerns with Ogle St. as it is a street that is going to have significant impact by this new subdivision and he Planning Commission Meeting - January 9, 2003 Page 5 of 6 31 does not think it will be able to handle any more traffic than what is already in existence. Additionally, he expressed concerns with Luba St. and the somewhat narrow easement serving that area and the creation of significantly more traffic with this project. Commissioner Lonerqan moved to deny Subdivision 02-06 and Variance 02-07and instructed Staff return at the next regularly scheduled meeting with facts and findings to support it. Motion was seconded by Commissioner Bandelow. Motion unanimously carried. ITEMS FOR ACTION None DISCUSSION ITEMS Staff introduced the newly appointed Associate Planner, Victor Rodriguez. He reported Mr. Rodriguez comes to us from Columbia County. Chairperson Lima welcomed Mr. Rodriguez. REPORTS A_~. Building Activity, for December 2002 B_~. Planning Project Tracking Sheet (revised 12-30-02). Staff reported the new Water Treatment Facilities project will be coming before the Commission in the next couple of months. BUSINESS FROM THE COMMISSION Commissioner Mill communicated to Staff before the Thomason's Used Cars roof sign only faced to the south and now there is framework startin9 to be erected for a companion sign to face to the north. Staff interjected Code Enforcement has been involved on the roof sign violation and the applicant has already been contacted and were told that they need to submit a sign permit application. She indicated she will follow up with them as they have not come in to submit a sign permit application as of yet. Comm ss oner Loner.qan requested an update regarding the status of an appointment to the vacant Planning Commissioner seat. Staff replied he believed the Mayor will be making appointments on Monday, January 13% He indicated he is unaware of the details and does not know whether the Mayor will be making an appointment to the Planning Commission. Chairperson Lima appealed to anyone interested to apply for the Planning Commission seat as the Commission would like to have someone on board as soon as possible. ADJOURNMENT Commissioner Loner.qan moved to adjourn the meeting. Commissioner Mill seconded the motion which unanimously carried. Meeting adjourned at 8:15 pm. APPROVED /~ .... C LAU Di(~-L~i~IA, c~IRpE R~"O'N DATE Jim MuJd~r: Comrj,{unity Development Director City 6f Woodburn, Oregon \, Date Planning Commission Meeting - January 9, 2003 Page 6 of 6 32 City of Woodburn Police Department STAFF REPORT 270 Montgomery Street Woodburn, Oregon 97071 (503) 982-2345 Date: From: To: Thru: January 30, 2003 f~tt Russell, Chief of Police Mayor and Council John Brown, City Administrator Subject: Police Department Activities - October - December 2002 8E The Consolidated Monthly Report is a monthly analysis of police department calls for service. This report lists all police department incident investigations for the month, shows year to date statistics, and comparisons to the previous year. The report is in conformance with Federal Bureau of Investigations national guidelines for crime classifications and is reported to the State of Oregon Law Enforcement Data System via the Regional Automated Information Network. 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CITY OF WOODBURN Community Development 8F MEMORANDUM 270 Montgomery Street Woodburn, Oregon 97071 Date: To: From: Subject: February 3, 2003 Jim Mulder, Community Development Director Building Division Building Activity for January 2003 (503) 982-5250 2001 2002 2003 Dollar Dollar Dollar No. Amount No. Amount No. Amount New Residence Value 6 $726,398 9 $1,119,264 12 $1,752,128 Multi Family 0 $0 0 $0 0 $0 Assisted Living Facilities 0 $0 0 $0 0 $0 Residential Adds & Airs 1 $19,000 2 $51,000 2 $22,653 Industrial 0 $0 0 $0 0 $0 Commercial Value 0 $0 6 $4,158,338 8 $1,341,826 Signs, Fences, Driveways 4 $11,000 1 $3,000 0 $0 Manufactured Homes 0 $0 1 $50,472 0 $0 TOTALS 11 $756,398 19 $5,382,074 22 $3,116,607 Fiscal Year (July 1 - $9,801,510 $36,638,764 $12,716,910 June 30) to Date I:~Community Development~Bldg~Building Activity~ldgAcl-2003~Bldg Activity Memos~ctivity - January 03.wpd 40 I. 006t ~' JO ue~p~Ja~ ai~d~o~uI ~0/~/0L Sg~L le '6Plq ~o~G ~ '0~-~0 ~O panu~uo; Z0/g0~L ~0~0~L ~/N ~01~1~ L ~OeN lUeg~ldde uJnq~M ~ ~'g0 ~O spua ~0/~Z/L0 ~0/9L/L0 ~0/60/L0 ~0~0/L0 ~0/;~ V/N ~0/0~ L ~0/0~/~ L ~0/90/~L ~OeN tO/gO/tO Z0/90/~ L ~0/90/L L jo u~sualxa qUou ~eO - ~un~ ~ Z0/Z~/9 ~Z~0 R~J0 ~[/J0 R0~/~0 ZOIZZl~J ~016~1~ ~1~ ~0/[[/Z0 Z0/~/Z0 ~01~19 Z0/9~0 Z0/e~/g0 Z0/c0/g0 ~0/t0/g0 V/N ~0/g0/~0 lmOeN V/N zmz~ L0/~L/~L iS q;ie9 eZC mi1 ~0~0~ -lu~ ~j~d~ ~0~/g0 ~[0 XN~ 'X~adoJd Jepual~ ql ~ql qs~lqelsa gZ 8o 'lUOg ~ V/N 66/L 0/90 ~1~ aql Jo ualq XlleM 66/~L/0 [ sl~fl ~leJodJOO 'L~66 to-ez-~ :pos~^.~. J.=I:qHS 9NI~)Wd.L .LO~t"Obld ~)NINN~F'ld ~ 30¥d ~ eno 6upeeH ~ /~padOJclsJaded DC) JOj JaPJO eno §upeaH aha ,(ii,do Jcl J~ded Od JOj 6u!laa~ SleJJaja~j JaUUeld ~leO ! alaldUJog Pa^!~::)~l uo!ld~JosaO lUeg!ldd¥ ~ ~)~) 'l~O OD ld~ ils 1SOd Ol e3!lON leU!:l JaPJO Od ld~ ~1S lSOd ol eD!iON Setl!l!Oe:l Xeo-o~ L peuJeaC] aje0 [~ a3!lON I!e~ Od leU!3 eO!lON /:~:IHS E)NI),IDVbI.L ±:3~lrO~ld ONINNV-Id g 39¥d I:I:IHS IDNI}IC)~?~II lO~]rO~ld IDNINN~rgd 6oq ase3 §u!uueld~eq~O\§U!UUeld\lUa~UdOla^eC) S13:11'0~1d :19N¥~1 9NO-I WOODBURN PUBLIC LIBRARY MONTHLY REPORT FOR JANUARY 2003 8[-I I. CIRCULATION Current: 12,972 Adult: 9,269 Children: 3,703 Previous: 2002 2001 2000 In-House Use: 2457 II. INTERLIBRARY LOAN Books Loaned: 1,311 CCRLS: In-State Special: 1,298 0 All Other In-State: Out-Of-State: Books Borrowed: 1,062 CCRLS: In-State Special: 1,033 0 All Other In-State: Out-Of-State: III. 13,660 13,182 15,035 11 2 24 5 REFERENCE Woodburn Referrals Other Total 2003 978 40 1,206 2,224 2002 1,083 78 1,369 2,530 2001 948 81 1,108 2,137 2000 972 51 1,061 2,084 Database Usage: July: 87 August: 134 September: 228 IV. COMPUTER USAGE October: 233 November: 720 December: 304 Adults: 2,255 Children: 1,046 January: 458 (not all data bases included) Average per open hours: 9.44 Average per open hours: 4.38 210 566 V. LIBRARY SPONSORED PROGRAMS Adults: 5 Children: 25 VI. VOLUNTEER HOURS WORKED No. Attending: No. Attending: 229.25 (CCRLS - $433.19 Lost Book Reimbursement) VII. FINANCE $2,512.42 VIII. HOLDINGS 76,029 IX. PATRON LOAN TYPES New Adds For The Month of December: 866 14,496 Monthly Statistics: January 2003 "if ~ ~ 45 8I February 10,2003 TO: FROM: SUBJECT: Honorable Mayor and City Council ~,~ John C. Brown, City Administrator °J'~'"' Tree Preservation Ordinance Recommendation: Accept the attached report regarding the status of an ordinance related to preserving trees on private property. Background: In July 2002 City Council considered public requests to enact measures to protect heritage trees and restrict tree removal on private property. Restrictions on removing trees from private property are primarily contained in the City's development ordinance. The Council was not satisfied that the development ordinance sufficiently protects trees, and directed staff to develop stricter standards. Staff evaluated other tree ordinances to identify model provisions to satisfy the Council's preferences and developed a draft ordinance that would strictly regulate tree removal, had it been adopted. In October 2002 the Council reviewed the draft ordinance and found it more stringent than the Council intended. Among the provisions that met with the Council's approval were those which protected trees planted as a condition of development approvals and prohibited the logging of lots prior to application for development approval. Council agreed these provisions are necessary additions to the protections afforded in the development ordinance. Staff was directed to retain these provisions but to reduce restrictions on residential lots and return with a revised draft in November 2002. In November 2002, the Council postponed considering the ordinance until January 2003 after new councilors had taken their seats and familiarized themselves with tree issues. In January 2003, you agreed to postpone consideration of the ordinance until the issue was discussed during your bi-annual goal-setting workshop. Discussion: During the goal setting session, the Council affirmed its desire to protect trees planted as a condition of development approval, and prohibit the logging of lots prior to application for development approval. There was also support for 4.6 Honorable Mayor and City Council February 10, 2003 Page 2. modifying Chapter 3.106.40 of the development ordinance to require a permit if more than one significant tree is removed in any calendar year from a lot zoned RS, R1 or P, regardless of lot size. Chapter 3.106.40 currently defines a significant tree as "... any existing, healthy tree 24 inches or more in diameter, measured 12 inches above ground level." Pursuant to current code, a removal permit is required when more than three significant trees are removed within any calendar year from any lot zoned RS, RIS, or P that is less than 0.5 acres in area, or when more than one significant tree is removed in any calendar year from a lot zoned RS, R1 S or P which is greater than 0.5 acres, or zoned other than RS, RIS or P. The consensus of a majority of the Council was a new tree ordinance is not needed to implement these changes; changes can be made by modifying the development ordinance. It was also the consensus of the majority that effort to develop a tree preservation ordinance should cease and that changes discussed previously will be considered during the annual review of the development ordinance. Regarding "heritage trees", it was acknowledged some trees, particularly those planted as part of the Settlemier nursery, should be candidates for preservation. Identification of those trees is difficult, and beyond the City's present capacity to do so. The Council agreed that if private parties were able to develop a verified and comprehensive list of such trees, it would be willing to consider implementing a preservation program based on voluntary participation of the tree owner. Consequently, there will be no further effort extended to develop a tree preservation ordinance, and the changes desired by the City Council will be forwarded for consideration during annual review of the development ordinance. JCB 4.? 8J MEMO FR OA/I THE I/VOOI?B URN CITYA TTORNEY TO: FROM: DATE: RE: Mayor and City Council City Administrator N. Robert Shields, City Attorney~/L~) February6,2003 Emergency Clauses Some recent discussion has concerned the inclusion of emergency clauses in City ordinances. I thought it might be helpful to you for me to outline the legal parameters under the Woodburn Charter and state law. Effective Date Article IV, Section 28, of the Oregon Constitution sets the effective date of state legislation: Section 28. When act takes effect. No act shall take effect until 90 days from the end of the session at which the same shall have been passed, except in case of emergency; which emergency shall be declared in the preamble or in the body of the law. In the case of municipal legislation, Chapter VIII, Section 34, of the Woodburn City Charter provides: Section 34. When ordinances take effect. An ordinance enacted by the Council shall take effect on the 30th day after its enactment. When the Council deems it advisable, however, an ordinance may provide for a later time for it to take effect, and in the case of an emergency, it may take effect immediately. Legal Significance Since the turn of the century, Oregon voters have possessed the powers of initiative and referendum. The time between the enactment and the effective date of a measure is when signatures can be gathered for a referendum petition. When an emergency clause causes a measure to go into effect upon passage, the possibility of a referendum is eliminated. It should be remembered that a referendum only applies to legislation. Legally, an enactment which is administrative in nature cannot be placed on the ballot. Also, even if an enactment is legislative and contains an emergency clause, it would still be possible for a voter to file an J J 'T I 4.8 Emergency Clauses February 6, 2003 Page 2 initiative petition which would repeal the legislation, although the signatures required would be higher than for a referendum petition. Instances Where Emergency Clause is Not Permitted In certain instances, state law precludes the use of an emergency clause. Article IX, Section la, of the Oregon Constitution states that the legislative assembly shall not declare an emergency in any act regulating taxation. The appellate courts have held that this constitutional provision also applies to cities and counties. In an entirely different context, when a city annexes property and does not submit the annexation to the voters, ORS 222.120(6) provides that the ordinance passed is subject to a referendum. This means that an emergency clause cannot be added to this type of ordinance. Finally, there may be other infrequently encountered instances where the inclusion of an emergency clause would be legally inappropriate. Judicial Deference to Emergency Clauses Except in the instances where the Oregon Constitution or a statute prohibits their use, appellate courts defer to a legislative declaration of emergency. In a long line of appellate cases, the Oregon courts have made it clear that they will not "second guess" the legislative body's determination that an emergency exists. Generally, the judicial reasoning has been that the legislature has accountability to the voters and that the issue should be handled through the electoral process and not the courts. Even in instances where an emergency clause has been added to legislation contrary to law, the courts have been unwilling to void the legislation. Instead, the remedy is to void only the emergency clause itself and allow the legislation to take effect as if an emergency clause had never been inserted. Present Ci_ty Council Policy Historically, when they are not precluded by law, emergency clauses have been used in Woodburn on a fairly routine basis. This policy predated my tenure as City Attorney. In instances where a certain effective date has been agreed to (i.e., the recently enacted PGE franchise), no emergency clause is included. However, in most other instances, an emergency clause is part of the ordinance. The City Council clearly has the authority to change the policy on the use of emergency clauses. As to anticipated legal problems which could occur, if this policy is changed, I have only two concerns. First, I believe it is important for the City to preserve its ability to act immediately when this is necessary. Second, I have a general concern regarding land use cases. ~ ~ r1 T Emergency Clauses February 6, 2003 Page 3 My first concern could be addressed by the City Council continuing to consider ordinances with emergency clauses included when there is an explanation from staff as to why immediate action is needed. My second concern is about land use cases. While the City Council clearly has the legal authority to remove emergency clauses from all land use ordinances, I believe that this action could create confusion and potential future problems. As you are aware, the Oregon land use process is based upon a structured statewide system. In almost every instance a land use matter which comes before the City Council has already had a public hearing before the Planning Commission. Most of the time these actions are site specific and could not be placed on the ballot. Developers and all of the people related to a development application are usually in a hurry and believe that after the City Council votes on a matter, it has been decided. During my career as City Attorney I have argued with lawyers in specific cases about the exact point at which something was appealable to LUBA. For these reasons, I believe that insertion of emergency clauses in land use ordinances (except in the case of annexations where this is not permitted) helps avoid additional confusion and controversy. 150 8K Memo TO: FROM: DATE: SUBJECT: Mayor & Council Ben Gillespie, Finance Director throug John Brown, City Administrator January 6, 2003 Missing Utility Bills During the last week we have received several calls from utility customers saying that they did not receive bills in January. They became aware o£the fact when they received their February bills showing they had made no payments in January. All of the missing bills were in the fourth cycle, which is Senior Estates. We responded to each call individually, but we did not keep a log of the calls. We estimate the number of calls taken by all staff totals 35. No doubt other customers did not receive January bills, but did not call in. Most of the calls came from residents on Umpqua, Princeton, and Vanderbeck. Absent a record of specific addresses or customer account numbers, we are unable to determine a pattern. One of the controls on the Utility Billing System is a count of the number of bills printed. For the fourth cycle in January, in fact for all recent cycles, the control number has been consistent with previous billings. The physical volume of bills has also been consistent with previous periods. Our records indicate that bills were printed for every one of the customers who called to notify us that they had not received a bill in January. One customer mentioned that recently mail had been stolen from mailboxes in Senior Estates, but the Police Department indicates that the recent level of theft from mailboxes is not much different from usual. The chain of custody of utility bills is: City of Woodburn Finance City courier Valley mailing US Post Office Customers' mailboxes 51 We have no conclusive evidence that the failure occurred at any of these points. We have begun to keep logs of calls or letters pertaining to missing bills. If this should occur again, knowing what accounts and what addresses are affected will be helpful in determining a pattern and isolating the cause. In addition to our ususal controls, we will begin physically measuring the number of bills sent out each week to assure that it agrees with the control total produced by the system. ~ T 'T~ T IOA MEMO TO: FROM: SUBJECT: DATE: City Council through City Administrator_~z.., POTW Superintendent through Public Works Directo ~.~,_~-~ Bid Award for Automatic Priming Centrifugal Pump February 5, 2003 RECOMMENDATION: Action 1: Reject the bid from King Pump LLC for not being in compliance with specifications. Action 2: Award City of Woodburn Bid Number 23-07 for an automatic priming centrifugal pump to the Iow responsible bidder, Rain for Rent, for $19,683.75. BACKGROUND: City of Woodburn Bid Number 23-07 for an automatic priming centrifugal pump was opened and read at 1:30 p.m. on January 6, 2003. The results were: Bidder King Pump LLC Rain for Rent ITT Flygt Corp. Triangle Pump & Equipment SRS Crisafulli Amount $18,500.00 - Reject $19,683.75 - ~4ward $ 24,536.00 $ 26,289.0O $ 31,123.00 The bid from King Pump LLC was not in compliance with the city's bid specifications. The compliance deviation was from specifications that stated the proposed pump was not a prototype and the proposed pump have a documented five year operational history of sewer use. Staff is recommending that the King Pump LLC bid of $18,500.00 be reiected. The bid from Rain for Rent of $19,683.75 is then the Iow responsible bidder. The automatic priming centrifugal pump proposal submitted by Rain for Rent met or exceeded all of the city's bid specifications and bid award to Rain for Rent is recommended. The automatic priming centrifugal pump was an approved equipment replacement item budgeted for $25,000 as part of the 2002-2003 budget. It will be used for dewatering tanks and pump stations. This pump is for emergency use and will replace an existing pump that is more than 20 years old and has become unreliable and difficult to maintain. 53 lOB February 10, 2003 TO: Honorable Mayor and City Council ~.~ FROM: John C. Brown, City Administrator .... SUBJECT: Ci_ty Council Goals Recommendation: It is recommended the City Council adopt the attached City Council Goals for 2003-05. Background: At your goal setting workshop of January 25, 2003 you affirmed the existing vision and mission statement for the City, and established goals to continue to guide Woodburn's development toward your shared vision. You conducted similar workshops in 1999 and 2001. You also reviewed the status of progress toward meeting 2001 goals at the workshop; discussed your satisfaction with the performance of senior staff; and discussed your satisfaction with the relationships between the Mayor, Council, City Administrator, and City Staff. Discussion: A detailed list of goals, and activities, which were agreed upon at your January 2003 retreat, is attached (Attachment 1). These are presented for your final review and approval. The Council agreed upon 18 separate goals for 2003. Goals are intended to assist making the vision statement a reality. This year's goals eliminated two completed goals from the 2001 list, and added four new goals. While many of these goals will extend several years into the future, consensus was reached on the activities to be undertaken during the next two years in order to achieve those goals. Goals will be updated at future Council workshops, and are summarized below: · Provide a broader range of affordable youth activities · Provide a broader range of self supporting adult activities · Celebrate culture and diversity · Community Engagement and Communications · Revitalize Downtown Woodburn · Pursue Economic Development · Develop Necessary Systems Infrastructure · Enhance and Improve Livability · Manage Growth 54 Honorable Mayor and City Council February 10,2003 Page 2. Museum Development · Park Development · Team Building and Employee Development · Develop Technological Infrastructure · Plan and Deliver Transportation System Improvements · Fiscal Stability · Increase Participation in the State and Federal legislative process · Evaluate City Facilities for Retention, Expansion, Acquisition, and Relocation · Encourage and employ Sustainable practices With respect to satisfaction with progress towards 2001's desired outcomes, you were generally satisfied with the projects and activities that have been completed. You were also satisfied with the projects and activities presently underway, and confirmed your desire to complete those awaiting initiation. A comprehensive list of progress towards 2001's desired outcomes is provided as Attachment 2. You offered a variety of suggestions for improving progress toward your existing goals. Those suggestions are reflected in the activities related to your goals for 2003-05, as detailed in Attachment 1. Conclusion: The attached goals reflect the consensus reached at your January 25, 2003 retreat. Accordingly, these are presented for your final consideration and approval. JCB Attachments 155 ATTACHMENT Page I of VISION, MISSION, And GOALS For 2003-05 VISION STATEMENT: "Woodburn will be a vibrant, full-service, market-based community that retains its small town feel and values. Woodburn will be a community of unity, pride, and charm. It will be a sustainable, but technologically advanced community with a functional multi-modal transportation system. Woodburn will thrive as a regional focus for the advancement and enjoyment of the arts, culture, leisure, and recreational activities, and be a great place to live". MISSION STATEMENT: "It is the mission of the Woodburn City Council to make Woodburn a great place to be." GOALS: Provide a broader range of quality, affordable, youth activities: - Continue to provide existing youth programs - Develop additional activities and programs - Seek funding to support/offset program costs - Implement Teen Scene program - Avoid/eliminate duplication of effort with other programs - Evaluate and monitor structure and quality of programs - Focus greater attention on evening and weekend programs - Explore partnerships with non-profits/public/faith-based agencies Provide a broader range of self supporting adult activities - Survey demand for adult programs, through RSVP - Avoid duplication of programs offered by other agency Develop opportunities to meet un-met demand for self-supporting adult recreational programs and activities. Celebrate culture and diversity: Reduce or eliminate direct City involvement in producing festivals and events (emphasize facilitation instead of production) Continue to produce Berry Fest, and participate in Christmas, 4th of July and Tulip Fest as long as is necessary Increase coordination with Settlemier House and French Prairie Historical Society for Christmas activities Coordinate transfer of responsibilities to existing agencies, or establish appropriate agency 56 ATTACHMENT Page ~,- of provide financial support through TOT grant program for eligible activities limit City involvement to providing locations (parks, plazas, etc.) pursuant to applicable rules and regulations, indemnification, and limited staff support Continue Library Events Community Engagement and Communications: Continue existing efforts - Expand outreach activities to include Russian language translate important documents into Russian, as resources allow - Provide for bi-lingual capability at public meetings - audio and translation - Improve staff capability and consciousness Increase use of video production, community access television, and the Internet to educate and inform Develop automated telephonic information system for answering frequently asked questions Augment public information and advertising activities in "Independent" and "Statesman Journal" with other publications and in other media. Revitalize Downtown Woodburn: Complete Comprehensive Plan and Zoning Amendments, as applicable Seek Grants for early years' CIP Complete exterior renovation of 347 Front Street and evaluate potential for sale of building after exterior renovation Implement Urban renewal program develop 1 year capital budget develop 6 year Capital Improvement Program revisit design choices develop commercial and residential rehabilitation guidelines develop guidelines for residential assistance initiate short term and longer term borrowings Initiate capital project Convert 1st Street Parking lot to plaza acquire remaining property evaluate street/circulation configuration alternatives develop design construct improvement · Pursue Economic Development: Adopt Public Investment plan ATTACHMENT Page ~ of - Implement Public Investment plan - Determine and organize for business recruitment responsibilities - Recruit business - Initiate site-specific urban growth boundary amendment - Complete periodic review work tasks and TSP update Develop Necessary Systems Infrastructure: - City wide circulation - Water treatment and storage - Storm drainage - seek and promote competition to provide high speed Internet - Develop I-net capabilities pursuant to CATV Franchise Enhance and Improve Livability: - Adopt revisions to code enforcement- related City Ordinances - Promote public awareness of code requirements through education - Increase Code enforcement activities - Revise Sign Ordinance - Beautify City Properties - Property maintenance recognition activities - Volunteer coordination project - Reinstate Residential Rehabilitation Program Manage Growth: Complete Comprehensive Plan and Transportation System Plan amendments Urban Renewal Undertake necessary UGB amendments update development code to correct deficiencies and address changes in law and circumstances - Initiate site-specific urban-growth boundary expansions - annex key properties inside urban growth boundaries as opportunities arise Museum Development - Shift emphasis from museum as a repository to museum that functions as part of the community - Promote oral history program and interactive exhibits 58 I ! 'T T .&TTAC .H~ENT Page ~ of ~? - Create more partnership opportunities with K-12 schools and college/continuing education - Evaluate and approve appropriate strategic plan alternative - Transfer operating responsibility and ownership of museum facility to viable outside agency Park Development - Construct Heritage Park ADA improvements - Complete Partially completed ball field at Centennial Park - Develop Hermanson Park III - complete master plan for Legion and Settlemier Parks Team Building and Employee Development - Continue current activities - Employee recognition program - Organize departments for most efficient service delivery - Seek additional employee training opportunities as funding permits - Develop additional employment contracts with Middle-managers - Incorporate diversity training into new-hire regimen, and conduct regular and recurring diversity training for existing employees Develop Technological Infrastructure - Telecommunications - high speed Internet and I-net capability - Other, as identified by Economic Opportunities Analysis Plan and Deliver Transportation System Improvements Regional Re evaluate and amend the Transportation System Plan Coordinate with County on So. Bypass Establish LID's for remainder of Boone's Ferry and Country Club Rd. widening projects Deliver Boone's Ferry and Country Club Rd. widening projects Coordinate with ODOT to complete I-5 interchange Right Turn lane project Continue to seek funding for I-5 interchange and Highway 214 widening projects Local Pave all streets Install curb and sidewalks on some streets ATTACHMENT Page ~ of Ready projects for grant opportunities Seek opportunities to develop intercity transit Develop Bike/Pedestrian/Golf cart paths in greenways Evaluate need for and cost effectiveness for traffic calming devices Fiscal Stability - seek project specific funding to support road and sidewalk work - seek and develop new revenue sources to support adult and youth programs - seek and develop new revenue sources to support other city programs - promote fiscal accountability among all city employees, and provide incentives for cost-saving ideas Increase Participation in the State and Federal legislative process - increase coordination with League of Oregon Cities and State/Federal legislative delegations on legislative matters of interest to Woodburn - increase participation of staff and elected officials in testimony before legislative committees - increase positions taken on matters of pending legislation with potential impact to City Evaluate City Facilities for Retention, Expansion, Acquisition, and Relocation (To be developed at a separate workshop) Encourage and employ Sustainable practices (do as opportunity arises) Establish City policies Revise procurement procedures Train staff (ongoing) Design and offer, or support programs · Composting · Recycling and use of recycled materials · Energy efficiency · Reduced chemical interaction with land, air and water · "green building" · public education - Provide a good example 60 '~00~ J~qLUeAON pgionpuoo uo!loala u! 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The Report was originally developed at the MWACT's request. 1. ~ Ore. 99E Study Recommendations (Engineering) - Anne Holder ODOT considers Study irecommendations when engineering related funding opportunities arise. Examples being a left turn refuge for Ore. 99E @ Waconda Road that is part of the Draft 2004-2007 Statevfide Transportation Improvement Program (STIP). This project is scheduled for constructi3n in 2005. 2. Marion County Ore. 9~ Enforcement) - Jim Sea The Marion County Boa Local Traffic Safety Cor~ Marion County Public V~ E, Local Traffic Safety Committee (Engineering, Education and ,s rd of Commissioners established a Marion County, Highway 99E lmittee (LTSC) on July 10, 2002. The commission named Jim Sears, 'orks Director, as the committee's director. The Committee has forrlally.met four times with upcoming meetings scheduled for March 4, 2003 (Education Taskforce) and April 9, 2003 (full committee). The meetings have a multi- disciplinary focus and aidiversified attendance with citizens and community members from Salem through Canby including both Marion and Clackamas Counties and their related cities. Safety Corridor (Engineering, Education and Enforcement) - Anne Holder ODOT established an official safety corridor between the Woodburn South City limits (SCL) and the Salem North City Limits (NCL) in November, 2002, following a request by the LTSC. (With the establishment of this safety corridor there are now two safety corridors on Ore. 99E. The original safety corridor is from Oregon City through CanbY and latest safety corridor being from WoOdbum SCL to Salem NCL.) (See Map.) Enforcement Proposal (EnfOrcement) -Anne Holder A straw proposal for enforcement needs has been provided by the Committee's Enforcement Task Force although no funding has been identified to date. There was a $1,500 overtime enforcement grant made to OSP from ODOT Region 2 for use during federal fiscal year 2002. A $10,000 overtime enforcement grant was made to OSP from ODOT Region 2 through a successful Roadway Safety Initiative grant for use during federal fiscal year 2003. These grants have covered enforcement from the. Canby SCL to Salem NCL and focus on drunk/drugged driving, weekend traveling, and coverage during special events. Checkerboard Road @ Ore. 99E (Engineering) - Jim Sears A $50,000 grant was awarded from ODOT Roadway Safety Initiative Funds via a joint application from Marion County Public Works and ODOT Region 2 for a minor engineering fix for Highway 99E @ Checkerboard Road. Funds are available for use through September 2003. 6. Drink Drive You Loose Grant (Education and Enforcement) - Jim Sears The Committee has applied directly for a National Drink Drive You Loose Grant for the Ore. 99E communities. If the application is successful the grant will provide analysis of the Hispanic Communities, public information and education efforts and possibly some overtime police enforcement. Cooperative efforts from the Committee's Educational Task Force allowed for the development of this comprehensive application. · Marion County LTSC Activities Dated: 2/6/2003 CITY OF WOODBURN STREET MAINTENANCE PROGRAM INTRODUCTION CITY RIGHTS OF WAY · i/::' ~ ~ STREET INVENTORY · :- 2003 DATA · :. Improved Streets .' Minor Arterial ~4.7 Miles · / Access/Service Collector 5~8.3 Miles ¢ Local Residential ;-41.5 Miles · TOTAL IMPROVED STREETS 54.5 MILES · :- Gravel Streets ~.2.1 Miles OVERVIEW OF STREET MAINTENANCE ACTIVITIES '.'*Activity of Street Maintenance .~ Cleaning of the Street Surface v Cleaning, Repair and Extension of Storm Sewer System v Tree Pruning and Root Cutting .~ Mowing of Certain Public Rights of Way and Easements z Leaf Removal ACTIVITIES CONT'D Approved Chemical Sp~aying Street Signing, Replacement & Installation Striping, Channelization for Traffic Flow Grading of Gravel Streets Emergency Response and Public Safety Response Removal of Graffiti Preservation Activities Related to Pavement Management WOODBURN'S APPROACH TO PAVEMENT MANAGEMENT · :. PROTECTION AGAINST IMPROPER CUTS AND FILLS ¢ No Trench Cuts Allowed Within Five Years After Resurfacing Other Then Emergency Utility Repairs ¢ Trench Cuts Allowed After or Before That Period Must Meet Engineering Standards · Temporary SuHace Resloration . Permanent Surface Restoration TEMPORARY SURFACE RESTORATION TEMPORARY COLD MIX SURFACE RESTORATION PERMANENTE :SURFACE RESTORATION HOT MIX ASPHALT oFinal asphalt patching will follow trimming of trench edges & coating of patch edges with liquid asphalt. Density of asphalt material will be tested in place. PUBLIC INFORMATION · Advance Warning Signs PAVEMENT REHABILITATION ANALYSIS Protection Against Need for Expensive Pavement Rehabilitation Cost in the Future. ~ Reasons and Cost Associated With Rehabilitation v Woodburn's Selected Methods of Pavement Preservation · ~ Information to Public · / Evaluation of Preservation Methods COST: REHABILITATION- PAVEMENT DETERIORATION 2 COST OF PRESERVATION AND REHABILITATION Approximate Cost Based on Prior History .' Crack Sealing $1.1 0/LF .~ Patching $15- $25/Sq. Yd. .~ Drag Box Patch $4.00/Sq. Yd. v Resurfacing Thin lift , $130,000/Mile* ,~ Resuffacing Standard $300,000/Mile* · ~ Reconstruct (vades) $500 - 900K/Mile* · Based on 34 foot wide sttee~ EVALUATION OF PAVEMENT CONDITION RATE AND ASSIGN PAVEMENT CONDITION INDEX (PCI) VALUE INITIAL INSPECTION BY CONSULTANT · ~ VARIOUS TYPES OF CRACKING .~ DISTORTIONS ~ PATCHING AND UTILITY CUTS ~ RUTTING AND DEPRESSIONS · ~ VVEATHERING AND RAVELING 1996 PAVEMENT i CONDITION INDEX CHART EVALUATION OF PAVEMENT CONDITION CONTINUED PAVEMENT RE- EVALUATION BY TECHNICAL STAFF · ~ VARIOUS TYP~S OF CRACKING · ~ DISTORTIONS · ~ PATCHING AND UTILFI*Y' cL~rs v RUTTING AND DEPRESSIONS ~' WEATHERING AND RAVELING · ~ DRAINAGE ISSUES PCI RATING AND A NEEDED PRESERVATION METHODS PCI 7O ?~) 1o Pavement Condition Rating Typical Repairs k ~eal Fair Poor St~n~ Ver~ Poor 5 yrs 10 yrs 15yrs 20 yrs DECISIONS IMPLEMENTED · :-At City Councils Direction Increase Preservation of Fair Streets in Addition to Expensive Rehabilitation of Poor Streets. 3 FUND RESOURCES <. History v State Revenue Sharing monies since 1973? · ; Motor Vehicle Fuel Tax since 1990 .; General Fund Increased Since ~o,me 1999 CURRENT FISCAL YF.A~ 2OO2/20O3 WOODBURN'S SELECTED METHODS OF PAVEMENT PRESERVATION Street Cleaning / D~ag Box Asphalt Chemical Sp~aying Surfacing Crack Sealing / Weadng Course Temporary and Resudacing petmaeent Trench Repair - 3/4' Thin Lift Surfac~ Patching - 11/'2- Standan~ L~W~ Minor Reconstruct - Sun~ce Patching - 2' Special Lift W~th Minor - Fu~l Dep~ Patching Reconstruct - Sheet Reconsbuct CHEMICAL SPRAYING Chemical Application to Remove Un Wanted Vegetation on Paved Surface and Rights of Way / Normal Maintenance / Pdor lo Resurfacing CRACK SEALING Fill Existing Longitudinal and Transverse cracking, an Integral Part of Pavement Maintenance / Normal Mainlenance / Prior to Resurfacing ~5 Mi[es 20(~) 16,106 Ih 1~.N74 I 2~2002 lS.O Miles ~.: Mik's ~'"U S.2901b ~7,7~)1 / Crack Sea2inff 2997-2002[ I 4 STORM SEWER SYSTEM Maintenance of the storm sewer system includes cleaning and improving the system as needed / Normal Mainlenance ~ Prior lo Resurfacing COORDINATE WITH UTILITY COMPANIES Coordinate Repair and/or Relocation of Existing Utilities SURFACE COURSE REPAIR Removal of Existing Deteriorated Asphalt Surface and Replace · ~ Normal Maintenance ~ Prior 1o Resurfacing FULL DEPTH REPAIR Removal of Existing Asphalt Surface, Aggregate Base and Repair Subgrade ; Normal Maintenance ~ Prior to Resudacing DRAG BOX ASPHALT SURFACING Apply Thin Asphaltic Concrete Wearing Surface to Repair Area ~ Normal Mainlenance WEARING COURSE RESURFACING Install New Asphaltic Concrete Wearing Surface ~' 3/'4" Thin Lift v 1/1/2" Standard Lift / 2" Special Uti 5 1996-1999 Resurfacing 11,700 Ft. (2.22 Mi.) 23,695 Ft. 500 Ft. 3,445 Ft. 27 640Ft. 5.23 Miles CITY COUNCIL APPROVED STREET PROJECTS 1999 Approved e 1999 Completed Projects Projects a Evergreen Road / Evergreen Road · Park Avenue ,' Park Avenue · James Street ,' J~-nes Street · Tierra Lynn Drive v Tmrra Lynn Drive a 'l'ierra Lynn Court / Tie~a Lynn Court · Settlemie~ Avenue / Se~tlemie~ Avenue · Park Circle / Park Circle · Gaffmld Street · Garfield Streel (Rescheduled) CITY COUNCIL APPROVED PROJECTS 2000~i Approved ~, 2000/01 Completed Projects Projects · Myrtle Street ,/Myrtle Streel · Willow Avenue ,~ Willow Avenue · Sycamore Avenue ,/Sycamore Avenue · Palm Avenue ,~ Palm Avenue · Olive Avenue ,~ O~ve Avenue · Acacia Avenue .~ Acacia Avenue e Cedar Avenue ,~ Cedar Avenue a S Cascade Drive .~ S Cascade D~ve · Columbia Drive ,~ Columbia Ddve · Garfield Street ,, Garfield Streel CITY COUNCIL APPROVED PROJECTS 2001/02 Approved ,~ 2001/02 Completed Projects Projects · Julie Court ~ Julie Courl · Judy Street / Judy Street · Hawley Street / Hawley Street · Gatch Street / Getch Street · Clackamas Circle / Clackamas Circle · West Hayes / West Hayes · Santiam Drive / Santiam Drive (Rescheduled) COUNCIL APPROVED PROJECTS · Approved Projects · 2001/02 Completed Ahead /Jana Coup1 Of Budgeted v Seneca Coufl Schedule /Jana Avenue / Slark Street / Country Club Terrace PRESERVATION PROJECTS THE NEXT THREE YEARS 2002/2003 ~, 2002/2003 · / Third S. / Santiam Dr. · ~ Fourth St. ,' Misc. Patching / Montgomery St. /Jana Court / Arthur St. ,~ Seneca Court ~ Workman Dr. / Jane Ave / Garfield St. / Stark St / McLaughlin / Stark Court · ~ Fifth St. (Completed) 6 PRESERVATION PROJECTS THE NEXT THREE YEARS 2003/2004 / Firsl St. / Second St. / Grant SI. / Blaine SI. z McKinley St. ~ Cleveland St. / Garfield St. 2O03/2O04 / Bn/an St. / Umpqua Road / Misc. Patching PRESERVATION PROJECTS THE NEXT THREE YEARS 2004/2005 ~ Greenview Dr. / Orchard Lane / Sallal Road z Sallal Court / Greenview Court .' Brown St. / Oak SI. CONCLUDING REMARKS · :, Review Mileage Summary -:.Comments on Implementation Directions and Decisions · :-Has Program Been Successful or Not? · :o Questions and Answers CONCLUDING REMARKS MILEAGE SUMMARY 1996 Projected ~, 2003 Projected Rehabilitation Cost Rehabilitation Cost of streets 20 years of streets 20 years and older and older $6.5 million > $6.1 Million v 21.7 Miles ,~ 20.3 Miles MILEAGE SUMMARY CONTINUED Since 1996 6.6 Miles of Street Have Been Moved Into the 20 Year and Older List 6.6 Miles Since 1996 the City Has Resurfaced 8.5 Miles of Street Using Various Funding Sources 8.5 Miles MILEAGE SUMMARY CONTINUED 7 ~ T r ' ! ~ T MILEAGE suMMARY CONT~UED The Three Year Period Between 1996 and 1999 the City Resurfaced an Average of 0.74 Miles Including VWVTP Funds an Average of 1.07 Miles The Last Three Years the City esurfaced an verage of 1.74 Miles CONCLUDING REMARKS · Comments On Implementation Decisions and Directions CONCLUDING REMARKS o:. Has The Program Been Successful Or Not? CONCLUDING REMARKS · :. Ouestions and Answers 8 AGENDA WOODBURN'S STREET MAINTENANCE PROGRAM for Council Meeting of February 10, 2003 Introduction Street Inventory Information: miles of gravel streets and paved streets in city system Overview of Street Maintenance activities Woodburn's Approach to pavement Management A. Protection against improper cuts and fills 1. No cuts allowed for five years after resurfacing, other than for emergency utility repairs 2. Cuts and fills must meet engineering standards a. Temporary surface restoration L Gravel ii. Steel plate iii. Cold mix aSphalt patch b. Permanent surface restoration using hot mix asphalt 3. Public Information and evaluations B. Pavement rehabllitation analysis 1. Costs associated with rehabilitation in relation to pavement deterioration 2. Evaluation of pavement condition and degree of deterioration 3. Prospective cost, funding and direction 4. Woodburn's selected method of pavement preservation a. Crack seal b. Improve drainage as needed c. Coordinate with utility companies d. Patch and prepare street surface for selected resurfacing method (If utility conflicts are not fully resolved, consider postponement) i. Thin layer (314" asphaltic pavement) ii. Standard thickness (1-112" asphaltic pavement) $. Consistent application/historical information on prior three years' completed projects 6. List of projects planned for next three years Concluding Remarks A. Review mileage summary B. Comments on implementation decisions and directions C. Has program been successful or not? D. Questions and Answers H:\MyFiles\GS%Street Maintenance Program