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Minutes - 02/10/2003 COUNCIL MEETING MINUTES FEBRUARY 10,2003 TAPE READING 0001 DATE. COUNcIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, FEBRUARY 10,2003. CONVENED. The meeting convened at 7:00 p.m. with Mayor Figley presiding. She also called for a few minutes of silence in memory of the Columbia spaceship crew members who died this past week during their return from space. 0060 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland Cox McCallum Nichols Sifuentez Veliz Present Present Absent Present Present (7:05 pm) Present Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Public Works Manager Rohman, Police Chief Russell, Finance Director Gillespie, Park & Recreation Director Westrick, Senior Engineer Scott, Street Superintendent Gwynn, Street Foreman Ferguson, City Recorder Tennant 0082 ANNOUNCEMENTS. A) Holiday Closures: City business offices and the Library will be closed on Monday, February 17, 2003 in observance of President's Day. B) Teen Scene Program Ribbon Cutting: On February 24th, the High School Teen Scene ribbon cutting ceremony will be held at Legion Park at 3: 15 p.m.. The Middle School Teen Scene program will open on March 3rd, 3:30 p.m., at Settlemier Park. 0125 PROCLAMATION: SPAY DAY USA - FEBRUARY 25. 2003. Mayor Figley read the proclamation declaring February 25,2003 as Spay Day USA in the City. She reminded the public that this day has been set aside to advocate the spaying and neutering of animals and, if possible, the adoption of unwanted dogs and cats by individuals who are looking for a companion animal. 0273 PRESENTATIQN: STREET MAINTENANCE PROGRAM. Public Works Director Tiwari stated that the City's Street Maintenance Program includes street cleaning; maintenance of public rights-of-way; storm sewer system cleaning, repair, and extension; tr~e pruning and root cutting; leaf removal; installation and replacement of street signs; striping and channelization of traffic flow; grading gravel streets; graffiti Page 1 - Council Meeting Minutes, February 10, 2003 T .. T ... I r l' lIT T COUNCIL MEETING MINUTES FEBRUARY 10, 2003 TAPE READING removal; public safety response; and pavement preservation. He stated that it is important that surface water be removed from the streets in order to protect the pavement from early deterioration. Street Division is also assigned to remove graffiti that is found within the public rights-of-way. It was noted that this is a high priority task and staffwill remove the graffiti within 24 hours of knowledge of the vandalism. In regards to pavement management, the City does not allow pavement cuts for 5 years after a roadway is installed or resurfaced unless there is an emergency repair. Therefore, the City contacts utility companies during the planning stages to alert them ofthe pending improvement and, in some cases, projects may be postponed until the utility companies finish their scheduled work. A question arose regarding the extent of time before the trenches were covered up and roadwork completed in the vicinity of Hall/Leasure/Hayes/Lincoln Street. It was noted that the trenches were left open for a longer period of time than normal since the staff was having a dispute with the contractor on a compaction issue before asphalt was laid. Director Tiwari briefly reviewed the reasons for installing a temporary cold mix surface restoration versus a permanent hot mix asphalt surface restoration. He reviewed the various costs related to crack sealing, patching, drag box patch, resurfacing, and reconstruction. The Pavement Condition Index (PCI) is used by the City to evaluate the condition of pavement and to determine the type of repair needed on a particular street. Crack sealing is a preventative used in the maintenance program to reduce the amount of water that may seep into the asphalt and cause early deterioration of the street. He reviewed the different types of surface repairs utilized by the department before streets are resurfaced. He also reviewed the difference between drag box asphalt surfacing versus the application ofa 3/4",1-112", or 2" asphalt lift to a street. Since 1999, almost all of the projects approved to be resurfaced have been completed. Funding assistance from the City's General Fund has provided additional mileage of roads to be resurfaced which has made a difference in the street preservation program. He also complimented his staff on their efforts to make sure that the work is designed and performed properly to extend the life of a roadway and in their operation of an efficient maintenance program. 2496 Mayor Figley stated that the work done on South Settlemier was quite praiseworthy and the presentation on this subject was an good educational tool on how and when decisions are made to resurface streets. Councilor McCallum expressed his appreciation to staff for the repair work done on the Hazelnut bridge in order to provide the bridge with a smoother approach. Councilor Veliz stated that he would like to see the gravel streets paved within the City. Director Tiwari stated that gravel streets involve funding issues that go beyond street preservation. Policy decisions will need to be made as to the level of assessment to be paid by the benefitted property owners based on the impact each unpaved street has on the City's transportation system and, in the case of Front Street, application of additional non-assessment financial resources to pay the cost-share for improvements abutting the railroad tracks. Page 2 - Council Meeting Minutes, February 10, 2003 _.,,-,'-~ "'. .... f . I T 1"" "1"T .. COUNCIL MEETING MINUTES FEBRUARY 10,2003 TAPE READING Councilor Bjelland questioned ifthere is an approach that is taken as to the allocation of funds to a thin lift versus a standard or special lift in order to maximize the useful life of the various streets. Director Tiwari stated that a thin lift is generally applied to streets of 15-17 years of age. Staff does not use a specific formula to allocate the funds, however, they do utilize a mixture of the lifts during the year to complete as many projects as possible. 3451 CHAMBER OF COMMERCE REPORT. Alma Grijalva, representing the Chamber Board, provided an update on upcoming Chamber events: 1) February 13, 2003 - Business After Hours at the Woodburn Pet Hospital from 4:30 pm to 6:00 pm. 2) February 27,2003 - Cascade Surge Soccer Team is hosting its Business After Hours at the Best Western from 4:30 pm to 6:00 p.m. 3) February 19,2003 - Chamber Forum Lunch will be held at 12:00 noon at the Tukwila Center for Health and Medicine. Guest speaker at the forum will be Senator Peter Courtney. 4) March 7, 2003 - Distinguished Service Award (DSA) program will be held at Country Meadows Village. Award winners will be announced on February 19, 2003. She also provided the Council with copies ofthe new Woodburn Tourism brochure which will be distributed to a number of different locations throughout the State. The new Community Guide will be published in March or April of this year. 3659 CONSENT AGENDA. 1) approve the Council regular meeting minutes of January 27, 2003 and the Council workshop minutes of January 25,2003; 2) accept the Woodburn Recreation and Park Board draft minutes of January 14, 2003; 3) accept the Library Board minutes ofJanuary 15, 2003; 4) accept the Planning Commission minutes of January 9,2003; 5) receive the Police Department Activities Report of October through December 2002; 6) receive the Building Activity Report of January 2003; 7) receive the Planning Project Tracking Sheet dated January 28,2003; 8) receive the Library monthly report for January 2003; 9) accept the Tree Preservation Ordinance status report; 10) receive the memo regarding emergency clauses on City ordinances; and 11) receive the memorandum regarding missing utility bills. Mayor Figley reported that, as a result of discussions held during the goal setting workshop on January 25,2003, the Council has determined that the Woodburn Development CQde should contain some protection for trees planted as a condition of development approval and prohibit logging of lots prior to development. As far as Page 3 - Council Meeting Minutes, February 10, 2003 --.- , , . I r'" ,..-- ""1!1' T COUNCIL MEETING MINUTES FEBRUARY 10, 2003 TAPE READING pursuing the issue of mandated restrictions on private property, the only discussion that the Council had an interest in pursuing was the removal of more than one significant tree in a year rather than more than three significant trees in a year. She invited the public to provide the Council with a list of the Settlemier trees or other botanically unique trees so that an inventory could be developed and a voluntary program promoting pride in those trees could be initiated. NICHOLS/MCCALLUM.... adopt the consent agenda as presented. Councilor Bjelland questioned if the emergency clause must include a justification statement. City Attorney Shields stated that there is no Oregon case that he is aware of that would require a justification statement within the emergency clause, however, there have been cases argued that the justification statement is required. He stated that his memo was prepared to provide the Council with the legal parameters on this issue. Councilor Bjelland suggested that future emergency clauses include the justification in order to provide some record as to why the Council is implementing an ordinance immediately rather than waiting 30 days for implementation. The motion to adopt the consent agenda passed unanimously. 4305 BID AWARD: AUTOMATIC PRIMING CENTRIFUGAL PUMP. Bids were received from the following vendors for an automatic priming centrifugal pump: King Pump LLC, $18,500.00; Rain for Rent, $19,683.75; ITT Flygt Corp., $24,536.00; Triangle Pump & Equipment, $26,289.00; and SRS Crisafulli, $31,123.00. Staffrecommended that the bid from King Pump LLC be rejected since it did not meet bid specifications. NICHOLS/SIFUENTEZ.... reject the bid from King Pump LLC for not being in compliance with specifications, and award City of Woodburn Bid #23-07 for an automatic priming centrifugal pump to the low responsible bidder Rain for Rent in the amount of$19,683.75. City Attorney Shields stated that it would be preferable to vote on the issues separately since the Council is taking two different actions related to two different bidders. BJELLAND/NICHOLS.... separate the rejection of the bid from the bid award. On the motion to separate the actions, the motion passed unanimously. On the motion to reject the bid from King Pump LLC, the motion passed unanimously. On the motion to award Bid #23-07 to Rain for Rent, the motion passed unanimously. 4480 COUNCIL GO~S FOR 2003-2005. Goals discussed and agreed upon at the January 25,2003 workshop are as follows: 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; Page 4 - Council Meeting Minutes, February 10, 2003 ~ r "1'" "1"T T COUNCIL MEETING MINUTES FEBRUARY 10,2003 TAPE READING develop necessary systems infrastructure; enhance and improve livability; manage growth; 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; and encourage and employ sustainable practices. NICHOLS/SIFUENTEZ... adopt the goals for 2003-05 as presented. The motion passed unanimously. Mayor Figley requested that the goals be incorporated into the City's website for public vlewmg. 4595 MAYOR AND COUNCIL REPORTS. Councilor Bjelland distributed a copy of a report he received at the last Mid- Willamette Area Commission on Transportation (MW ACT) meeting on the Highway 99E Corridor Safety Report and Program that has been instituted by Marion County to address the amount of injuries and accidents on Highway 99E from Salem to the W oodbum area. He also stated that he had attended a meeting of Willamette Valley Transportation leaders last week to discuss major transportation issues in the Willamette Valley and how best to approach the legislator in addressing those transportation issues. It was concluded that contact should be made to the League of Oregon Cities and the Association of Oregon Counties to make sure that those organizations are in agreement on the transportation issues before any presentation is made to the legislator. A list ofprojects that are of great significance to the Mid- Willamette Valley was developed and the Woodburn Interchange was one of the projects on the list. He will be contacting Senator Courtney and Representative Zauner to discuss these transportation issues. At the end of the month, Area Commissions within Region II will be meeting to further explore the devoting of a certain percentage of the STIP funds and allocating it for big projects, then developing a way to prioritizing the other big projects and setting aside the capability to fund a portion of big projects so that they do not continue to be pushed back into the future resulting in none of the big projects get adequately addressed. Councilor Bjelland stated that he had also been contacted by residents who were dissatisfied with the removal of 2 trees in Settlemier Park where the skate park is being constructed especially in light of the discussions surrounding tree preservation. He suggested that in the future the City would try and address those concerns in a timely manner. Councilor Sifuentez thanked those who supported the Governor's Food Drive for the City's local food bank which was, once again, successful in providing food supplies for residents of our community. Page 5 - Council Meeting Minutes, February 10, 2003 T' f ' I r ~ lIT r COUNCIL MEETING MINUTES FEBRUARY 10, 2003 TAPE READING Councilor Veliz thanked the Public Works Department for the work they do on removing graffiti within the City. He questioned the as to what type of actions are being taken by the City to combat this problem. 5255 Police ChiefRusSlell stated that the Police Department did make two arrests today of individuals suspected of being involved in graffiti. The Department is also working with the downtown businesses to see if a Business Watch group can be formed to work on not only graffiti but other issues they have in place. In addition to increasing the reward to $200, the Police Department is working with the Recreation Department in an effort to reach out to the youth participating in the After School clubs to talk about graffiti and how use of resources to cover up graffiti limits how much the recreation program can spend on youth activities. Mayor Figley urged the public to report graffiti to the Police Department and for property owners to cover up the graffiti as soon as possible. Councilor McCallum also thanked the Public Works Department for covering up graffiti on public property, and on the excellent job the Police Department is doing in terms of the graffiti and enforcement of the curfew laws. He stated that the graffiti is a result of just a few individuals and that most kids are doing a great job of being responsible. He also thanked staff for the excellent job in preparing all of the materials for the goals workshop and budget workshop. Mayor Figley stated that the Council goal on facilities will require an additional workshop and she questioned if the Council would like to meet on a Saturday or off- Monday night. It was the consensus ofthe Council to meet on an off-Monday night. She also stated that staffhad informed her that the Executive Session was not necessary. 6012 ADJOURNMENT. SIFUENTEZ/MCCALLUM.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:25 p.m.. ATTEST /1~.~ Mary T e t, Recorder City of Woodburn, Oregon Page 6 - Council Meeting Minutes, February 10, 2003 'T' - t. r l' lIT r