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Minutes - 07/28/2003 COUNCIL MEETING MINUTES JULY 28, 2003 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JULY 28, 2003. CONVENED. The meeting convened at 7:00 p.m. with Mayor Figley presiding. 0010 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland Cox McCallum Nichols Sifuentez Veliz Present Present Present Present Present Absent Present Staff Present: City Administrator Brown, City Attorney Shields, Police Chief Russell, Park & Recreation Director Westrick, Public Works Manager Rohman, Library Director Sprauer, City Recorder Tennant Mayor Figley stated that Councilor Sifuentez is out of town attending a family reunion. 0051 ANNOUNCEMENTS. A) Music in the Park 2003: Musical performances are held on Tuesday evenings from 7:00 pm to 8:30 pm with the Golden Bough performing on July 29,2003 and the Bill Hughes Jazz Band performing on August 12, 2003. B) 39th Annual Mexican Fiesta will be held August 1-3, 2003 at Legion Park. The annual Fiesta parade will be held on Saturday with the parade route starting at Settlemier Park and concluding at Legion Park. C) 20th Annual National Night Out will be held on Tuesday, August 5th. Mayor Figley stated that there are over 30 neighborhoods that have registered with the Police Department for this annual event and she plans on visiting as many of the neighborhoods as possible with the Police Chief. She also suggested that the Councilors attend neighborhood gatherings in their area. D) Mayor's Cup Golf Tournament will be held on August 8, 2003 at the Senior Estates Golf course. E) 4th Annual Walt's Run will be held on August 9, 2003 at Centennial Park (5K Run! 1K Run!Walk). F) Berry Festival will be held on August 8 and 9, 2003 at Bauman Farms. G) Appeal Hearing before the City Council on the Coastal Farms land use issue will be held on August 11,2003, 7:00 p.m., in the City Hall Council Chambers. Page 1 - Council Meeting Minutes, July 28,2003 COUNCIL MEETING MINUTES JULY 28, 2003 TAPE READING 0196 CHAMBER OF COMMERCE REPORT. Amy Dent Beebe, representing the Chamber of Commerce, stated that the two upcoming events to be shared with the public had already been announced by the Mayor. The first event was the annual Mexican Fiesta on August 1 st through August 3rd at Legion Park and the second event was the 2nd Annual Berry Festival which will be held at Bauman Farms on August 8th through 10th. Woodburn Rotary will host a barbeque dinner on August 9th, and 6:30 am breakfasts hosted by the French Prairie Kiwanis and the Woodburn Fire Dept. will be held on August 9th and 10th. Tickets for the breakfasts and dinner are available at the Chamber office. 0272 Mayor Figley stated that a letter had been received from Wanda Adney, 1026 Randolph Rd, expressing her desire to see a new Community Center built within the City that would serve the needs of our community and that the Center be located in an area that has ample parking. If it were to be located at Settlemier Park, she suggested that the ballfield be eliminated and the area be utilized as a downtown park complex. A copy of the letter was distributed to the Council for their information. , 0298 CONSENT AGENDA. A) approve Council regular and executive session minutes of July 14, 2003; B) accept the Planning Commission minutes of June 26, 2003; and C) accept the Planning Commission minutes of July 10, 2003. COX/MCCALLUM.... adopt the consent agenda as presented. The motion passed unanimously. 0341 CASCADE SURGE: SOCCER BALL PRESENTATION. Councilor Nichols presented the Mayor with a soccer ball autographed by Cascade Surge team members in appreciation of the City's sponsorship and allowing them to utilize Legion Field for their soccer games. The Mayor also thanked the Surge for their being a terrific tenant and a great asset in providing family entertainment in Woodburn. 0415 COUNCIL BILL 2466 - ORDINANCE AMENDING ORDINANCE 2060 (WOODBURN PARK ORDINANCE) BY ADDING A NEW SECTION CREATING A PARK EXCLUSION PROCESS. Council Bill 2466 was introduced by Councilor Cox. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. Councilor Veliz questioned if there had been problems at the Skate Park which has generated the need for the park exclusion process. Mayor Figley stated that there have been some problems relating to bad behavior by users and damage done to the concrete ramps by bicyclists. Additionally, the skate park was not designed for bicycles and safety is a concern. Page 2 - Council Meeting Minutes, July 28, 2003 COUNCIL MEETING MINUTES JULY 28, 2003 TAPE READING Director Westrick stated that staff does not monitor the facility on a full-time basis, however, there are times when it is necessary to have a tool to available that would allow them to take action. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill 2466 duly passed with the emergency clause. 0569 COUNCIL BILL 2467 - RESOLUTION SUPPORTING A LETTER OF APPLICATION FOR TECHNICAL ASSISTANCE TO THE NATIONAL PARK SERVICE RIVERS AND TRAILS PROGRAM. Councilor Cox introduced Council Bill 2467. 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 2467 duly passed. 0623 CONTRACT AWARD: WEST LINCOLN STREET IMPROVEMENT. Bids for the West Lincoln street improvement were received from the following contractors: Parker Northwest Paving, $135,680.54; Portland Excavating, $159,903.70; D & D Paving, $159,954.70; Valley Pacific Construction, $163,191.20; Salem Road & Driveway, $193,227.40; and Kerr Contractors, $193,721.00. The engineer's estimate for this improvement project was $178,230. NICHOLS/MCCALLUM... award the construction contract to the lowest responsible bidder, Parker Northwest Paving Company, for improvement of West Lincoln Street between Cascade and Leasure Street in the amount of$135,680.54. The motion passed unanimously. 0680 LIQUOR LICENSE APPLICATION: LA PALAPA RESTAURANT. 450 N. First St. COX/BJELLAND... approve a limited on-premise sales liquor license for La Palapa Restaurant, 450 N. First Street, Woodburn. Councilor Cox stated that this license would replace the license previously held by another licensee rather than adding a new outlet within our community. He also questioned the limitation on alcohol sales after 10:00 p.m.. Chief Russell stated that the previous business had a compliance agreement that did not allow for sale of alcoholic beverages after 10:00 p.m. even though the business was open later on the weekend. The owners of La Palapa Restaurant have agreed to this provision within their compliance plan. On roll call vote, the motion passed 4-1 with Councilor Nichols voting nay. Page 3 - Council Meeting Minutes, July 28, 2003 COUNCIL MEETING MINUTES JULY 28, 2003 TAPE READING 0800 GRANT AWARD: JUVENILE ACCOUNTABILITY INCENTIVE BLOCK GRANT (Woodburn Peer Court). BJELLAND/MCCALLUM....approve receipt and allocation of the Juvenile Accountability Incentive Block Grant funds for Woodburn Peer Court, and renew the ORS 190 Peer Court agreement with Marion County. The motion passed unanimously. 0852 DESIGN SERVICES AGREEMENT FOR THE DOWNTOWN PLAZA. COX/VELIZ...authorize the City Administrator to execute a personal services agreement for urban design services for a downtown plaza with Lloyd Lindley, ASLA, in an amount not to exceed $16,790. Councilor Cox questioned if the project will be accomplished this fiscal year since the proj ect design still needs to be developed. Administrator Brown stated that the project should be completed during this budget cycle since the design phase will not take that long to complete. He felt that the constraints on this project will be related to the acquisition of the piece of property that sits within the larger footprint of the parking lot. Staffhas made contact with the owner and are waiting to hear back from the property owner as to whether or not they are willing to sell the parcel. The motion passed unanimously. 0952 CONSUL TING SERVICES RELATIVE TO LIBRARY REMODELING OR EXPANSION PLAN. Proposals were received from seven architectural firms for a feasibility study to determine library space needs for the next 15-20 years. Staff is recommending Council authorization to enter into an agreement with Hennebery Eddy Architects to complete the study. NICHOLS/MCCALLUM... authorize the City Administrator to finalize and execute an agreement with Hennebery Eddy Architects, Inc., to complete library remodeling or expansion plan. The motion passed unanimously. 1000 PLANNING COMMISION OR ADMINISTRATIVE LAND USE ACTIONS: A) Planning Commission's approval of Conditional Use 03-01, Design Review 03-02, and Variance 03-20 to construct a 6,197 sq. foot addition to the existing fire station, to construct a 4,800 sq. foot storage building, and to allow a variance request for parking within a required interior yard setback (Applicant: Woodburn Rural Fire Protection District). No action was taken by the Council on this land use action. Page 4 - Council Meeting Minutes, July 28, 2003 COUNCIL MEETING MINUTES JULY 28, 2003 TAPE READING B) Planning Commission's approval of Design Review 03-05, Variance 03-12 & Partition 03-02 relating to Phase II of Chemeketa Community College and a 48 space parking lot located north of the college site. It was noted that the applicant requested a variance to the full right-of-way dedication and street standards on East Lincoln Street and a partition request so that they can purchase a portion of the Union Pacific Railroad land for the proposed parking lot. No action was taken by the Council on this land use action. 1042 CITY ADMINISTRATOR'S REPORT. A) Administrator Brown stated that Public Works Director has been on medical leave over the last couple of weeks and he is recovering from his illness. It is anticipated that he will be out for another two weeks and, in the meantime, the deputy directors are keeping the department operating smoothly. B) Public Works Manager Randy Rohman updated the Council on the status of the City's water supply. He stated that water conservation is encouraged since water usage is higher than last year due to warmer weather conditions. The higher usage does put a strain on the wells and the public is being asked to water their lawns in either the early morning hours or after 10:00 pm in the evenings. Councilor McCallum questioned if the increased number of business and housing units in the City is a major factor in the usage increase. Manager Rohman stated that the increased number of units has some effect, however, the warmer temperature and limited storage reservoir capacity has a greater impact. The water table is going down but that is not uncommon during the summer months and, during the winter months, the water table is replenished. It was also noted that the new wells and water storage facilities to be installed over the next couple of years will help take care of this problem. 1476 MAYOR AND COUNCIL REPORTS. Councilor Cox commented on how the Mayor and Councilors had expressed many positive comments about the 4th of July Celebration and Fireworks display but there were a number ofletters to the editor in the Woodburn Independent regarding the parking and traffic situation at the park. He suggested that the organizers look into the possibility of making arrangements with the owners of the field across from the park to allow parking of vehicles for this event or to look at other options that may be available. Mayor Figley stated that the individuals involved with the planning of this event will be looking into this issue and see what can be done to improve the situation for next year. Councilor Nichols stated that he was pleased with the accomplishments of the Cascade Surge this year and the games were well attended by local fans. Councilor Veliz stated that the Copa Mexico soccer event was held in Woodburn a couple of weeks ago and there was a good turnout to this first-time event for the Latino Page 5 - Council Meeting Minutes, July 28, 2003 COUNCIL MEETING MINUTES JUL Y 28, 2003 TAPE READING Educational and Recreational Network (L.E.a.R.N.). Councilor Veliz also reminded the community that Woodburn has a federal grant through the School District that provides free weekday breakfast and lunch for youth during the summer months. This program will conclude on Friday, August 8th. Councilor McCallum stated that the Woodburn Fire District is moving ahead with construction activities. At their July meeting, the following Board members were elected as officers: Mike Sowa, President; Jacquee Blalock, Vice-President; and Jerry Cotter, Secretary-Treasurer. Additionally, Todd Bowman was sworn in as a new member of the Fire Board and the other Board member is Lucien Klien. 1753 Mayor Figley stated that she, along with Park Director Westrick and three other people associated with the Community Center group, went on a field trip last Saturday and they visited 5 different facilities located in towns of about 7,000-8,000 population which are considered more like blue-collar communities rather than using Portland metro community centers as model centers. She was pleased with the quality of all of the facilities and the Community Center group will do some debriefing to determine what type of facility would work best to meet our community needs for the future. 1900 EXECUTIVE SESSION. Mayor Figley entertained a motion to adjourn into executive session under the authority ofORS 192.660(1) (h), ORS 192.660(1)(f), and ORS 192.660(1)(e). NICHOLS/BJELLAND... adjourn to executive session under the statutory authority cited by the Mayor. The motion passed unanimously. The Council adjourned to executive session at 7:33 p.m. and reconvened at 8:12 p.m.. 1940 Mayor Figley stated that no decisions were made or action taken by the Council while they were in executive session. 1955 ATTEST ~~~ Mary Te nt, Recorder City of Woodburn, Oregon Page 6 - Council Meeting Minutes, July 28, 2003