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Minutes - 12/08/2003 COUNCIL MEETING MINUTES DECEMBER 8, 2003 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARlON, STATE OF OREGON, DECEMBER 8,2003 CONVENED. The meeting convened at 7:00 p.m. with Mayor Figley presiding. 0008 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland Cox McCallum Nichols Sifuentez Veliz Present Absent Present Present Absent Present Present Staff Present: City Administrator Brown, City Attorney Shields, Police Chief Russell, Public Works Director Tiwari, Community Development Director Mulder, Parks & Recreation Director Westrick, Library Director Sprauer, Public Works Manager Rohman, Management Analyst Smith, City Recorder Tennant Mayor Figley stated that Councilor Nichols is opening the annual Holiday Concert at the High School and he plans on attending this meeting later this evening. 0059 ANNOUNCEMENTS. A) Office Closures: City offices will be closed the afternoon of December 24,2003 and all day on December 25,2003 and January 1, 2004. The Library will open two hours earlier on December 24th (8:00 a.m. - 12:00 noon) and re-open on December 26th. The Aquatic Center will be open on December 24th until 4:00 pm and will reopen on December 26th. The Library and Aquatic Center will also be closed on January 1, 2004. B) Dance, Dance, Dance will perform their winter recital at Woodburn High School on December 13, 2003 at 1 :00 p.m. and 3 :00 p.m.. The public is invited to attend this annual recital. C) Mayor's Holiday Concert featuring local vocalists and musicians will also be held on Wednesday, December 10,2003, 7:00 p.m., at Woodburn High School. D) Love Santa Program is recruiting volunteers to help with the sorting of food, wrapping gifts, and distribution beginning December 17th and concluding on December 19th. Persons interested in helping with this project are asked to call Vee Ott at City Hall E) Woodburn Library will have Mrs. Claus visiting on December 20,2003, at I :30 p.m.. Entertainment will include stories, sing-a-longs, comedy magic, and her special friend Snoops the live bunny rabbit. Page I - Council Meeting Minutes, December 8, 2003 _,,_.,"_., .^"~~,._~~_.._,..'-~,_~..__._~o._______,___~__c COUNCIL MEETING MINUTES DECEMBER 8, 2003 TAPE READING F) Holiday Open House at the Woodburn Historical Museum will be held on December 19th from 2:00 pm until 6:00 pm. Tours of the museum will be conducted by museum hosts and Vintage movies will be shown during the open house. This is a free community event and the public is encouraged to attend. G) Public Hearing on Annexation 02-01 (Industrial Welding Supply) will be held on Monday, January 12, 2004, before the City Council at 7:00 p.m. in the Council Chambers. 0197 PRESENTATION: Conceptual Desiens for Remodeline and Expandine the Woodburn Public Library. Tim Eddy, Hennebery Eddy Architects, stated that his firm had been working on this proj ect with City staff and the Library Board since the latter part of August 2003. He reviewed the process his firm used to develop the draft design options currently before the Council. Since the existing Library addition was built in 1977 and the Carnegie building was built in the early 1900's, windows need either glass replacement or complete window frame replacement, roof drainage issues exist, ADA accessibility requirements need to be addressed, there is inadequate or inefficient lighting in the building, interior upgrades in high use areas is needed, and neither building meets current seismic code requirements. To make the building more efficient, the conceptual design would remove the existing interior ramp between the two buildings, improve the visibility of the library space from the circulation desk for security reasons which would include the relocation of the existing staircase. This conceptual design takes into account long range goals to the year 2020 such as the establishment of this library as a regional library, providing public meeting space, and to address programs and resources of a city with a projected population of 35,000. The existing library building consists of 20,000 square feet, and based on growth needs, the building needs to expand to 31,000 square feet of useable area. They developed alternatives for the staff and Board to consider and he reviewed the alternatives with Council. Of the alternatives presented, Option B was the recommended proposal. This proposal would provide an opening between the new and older portions of the building and it would provide for the close off of the main library in order to provide after hour meeting space on the ground floor of the Carnegie building. The library would be expanded to the west along Second Street and the sculped art bricks on that side of the building would be integrated as much as possible in future expansion, for example, bricks may be placed in the new entryway, or bricks used as pavers in the childrens' area, or bricks used as a small screen wall, or bricks being used as a muriel wall along the southeast side of the building. The estimated cost for the full buildout of the proposed design (31,000 sq. feet total building space) is $3.7 million for construction plus an additional $725,000 in furnishings and equipment, plus 18% for permit costs and professional fees, plus 10% project contingency totaling $5.6 million. He stated that this number does not include any of the City's internal expenses, bonding, legal expenses, removal or storage of library materials, or computer equipment. In discussing this project Page 2 - Council Meeting Minutes, December 8, 2003 _._-..__..___"..'"'..........''''.r~~. . ...._~~,.._"".._.~~^__....--."'.......,"^__..._"_ ._,~ COUNCIL MEETING MINUTES DECEMBER 8, 2003 TAPE READING with staff, it is a vision for 2020 but the cost for full buildout initially is more than costly than anticipated. As a result, a phased project has been presented to address some of the most critical needs first. Phase I would add 1,906 sq. feet and it would move the entry towards Garfield Street. Phase II would add 7,300 square feet and complete the project. The estimated cost for Phase I is $3.2 million in 2003 dollars and the estimated cost for Phase II is $2.9 million which is about $500,000 more than the cost to do the project all at once. Councilor Cox questioned if Phase II on-site parking spaces were addressed in this process since there is limited on-site parking now at the site. Mr. Eddy stated that parking was addressed, however, it is not possible to add on-site parking unless the park area was reduced. There are city parking lots nearby and there is some on-street parking that can be utilized. Additionally, the pull-out on Garfield was designed as a drop-off site for patrons. The design of the building would not take away any of the existing on-site parking places. Councilor McCallum stated that he was disappointed to hear that the integrity of the Carnegie room has been somewhat destroyed since he had hoped to retain some of the flavor for the future. He was glad to hear that there were plans being made to save the bricks since that was a snapshot of Woodburn history even though it only occurred 26 years ago. Councilor Veliz questioned if there would be a designated technology area. Mr. Eddy stated that there are several spaces allocated for computers and there will be a need to provide more computer space in certain areas. He reiterated that the portion of the Library built in 1977 is now full and the Carnegie building is underused and the proposed design will maximize use of available area and enhance the facility. Councilor Cox stated that he would like to see the atrium retained since it is a pleasant site within the building. Mayor Figley called for a short recess from 7:47 p.m. until 7:49 p.m.. 2922 CHAMBER OF COMMERCE REPORT. Kristi Olson, representing the Chamber, provided information on upcoming Chamber events: 1) Business after Hours will be held on December 11 th at the Chamber office. This is the Chamber's annual open house and the public is invited to attend. 2) Greeter's Program will be held on December 12th at the Colonial Gardens Residential Care Facility, 1890 Newberg Highway, and at the West Coast Bank, 1385 Mt. Hood Avenue, on December 19th. 3) The Chamber's annual dinner will be held at Tukwila Golf Course's Orchard's Grille on January 16, 2004. It was suggested that tickets be purchased early since seating is limited. Page 3 - Council Meeting Minutes, December 8, 2003 ~~'.........."'"'.-...-~',~,"-~-~_,,,,,---,._-,_,_~-+-_.,_,_,,_---,,----_, COUNCIL MEETING MINUTES DECEMBER 8, 2003 TAPE READING 3038 CONSENT AGENDA. A) approve Council work session minutes of November 17, 2003, the Council regular meeting minutes of November 24,2003, and the Council special meeting minutes of November 25, 2003; B) accept the Planning Commission minutes of November 13,2003; C) accept the Recreation Division participation report dated December 3,2003; D) accept the Building Activity report for November 2003; and E) accept the Planning Tracking Sheet dated December 2, 2003. MCCALLUM/COX... adopt the consent agenda as presented. The motion passed unanimously. 3129 COUNCIL BILL 2488 - RESOLUTION CALLING FOR A PUBLIC HEARING ON THE ANNEXATION OF PROPERTY LOCATED ON THE EAST SIDE OF HIGHWAY 99E AND THE NORTH SIDE OF AZTEC DRIVE (600 North Pacific Hi~hway). Councilor Sifuentez introduced Council Bill 2488. 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 2488 duly passed. The public hearing will be held on January 12, 2004 at 7:00 p.m.. 3233 COUNCIL BILL 2489 - RESOLUTION INITIATING THE ANNUAL REVIEW OF THE WOODBURN DEVELOPMENT ORDINANCE. Council Bill 2489 was introduced by Councilor Sifuentez. 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 2489 duly passed. 3294 COUNCIL BILL 2490 - RESOLUTION INITIATING CONSIDERATION OF PROPOSED AMENDMENTS TO THE WOODBURN SIGN ORDINANCE. Councilor Sifuentez introduced Council Bill 2490. 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 2490 duly passed. 3353 COUNCIL BILL 2491 - RESOLUTION ESTABLISHING COMPENSATION SCHEDULE FOR CERT AIN HOURLY AND SEASONAL EMPLOYEES. Councilor Sifuentez introduced Council Bill 2491. 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 2491 duly passed. Councilor Cox stated that this resolution brings up the current minimum wage level to the new minimum wage level effective January 1, 2004. Page 4 - Council Meeting Minutes, December 8, 2003 _..__,~,,'_..~..,..,,'_._~_,.~,.......,."<~'_..,._~' ,..A'_"__"~__"..,__---'..."-._._..~""'....,_...._._.,~;> COUNCIL MEETING MINUTES DECEMBER 8, 2003 TAPE READING 3484 VACANCIES AND TERM EXPIRATION - CITY BOARDS. COMMISSIONS. AND COMMITTEES. Positions with term expiration dates of December 31, 2003 are as follows: Budget Committee - Position IV (Stanley Milne), Position V (Flurry Stone) Planning Commission - Position 2 (Robert Mill), Position 3 (David Vancil), and Position 5 (Frank Lonergan) Recreation and Park Board - Position III (Philip Lagao), Position IV (Rosetta Wangerin), Position V (Ann Meyer) Library Board - Position IV (Colleen Vancil). Mayor Figley stated that she will be considering reappointment of members who have expressed an interest in being reappointed. Persons interested in serving on a Board, Commission, or Committee are asked to complete an application form which can be obtained from the City Administrator's office and applications received over the next few weeks will be considered. She will be making appointments at the first regular meeting in January. It was noted that the minimum age for these positions is 18, however, the Library Board, Parks & Recreation Board, and Museum Commission have positions established for high school age individuals who are able to serve through their junior and semor years. Administrator Brown also stated that the Department Heads will be contacting their incumbents to ask them to submit a letter to the Mayor if they are interested in being reappointed to their position. 3802 LIQUOR LICENSE APPLICATION - DENNY'S AT WOODBURN. 2919 Newber~ Hi~hway . Councilor Cox questioned if the Council had approved a license for distilled spirits for this business during the last year. Police Chief Russell stated that the Council did approve a license for Denny's last spring which was their initial request to sell malt beverages and wine. The license application before the Council would provide Denny's with a greater privilege on that license. This business already has a lounge area but they will be enhancing their lounge area and selling distilled spirits in that area. In this establishment, they have a separate place within their business to sell alcoholic beverages since it is a family restaurant. No compliance plan is currently in place since the Police Department has not had any issues with this business nor has Denny's violated any liquor laws that would involve a need to develop a compliance plan. COX/SIFUENTEZ.... notify OLCC that the Council approves of the granting of this greater privilege license as requested. The motion passed unanimously. 4095 CANCELLATION OF DECEMBER 22.2003 REGULAR COUNCIL MEETING. SIFUENTEZ/MCCALLUM... cancel the December 22,2003 Council meeting. The motion passed unanimously. Page 5 - Council Meeting Minutes, December 8, 2003 .... __....._~~____..~"..~....__,____""N..',_~._"".".~. COUNCIL MEETING MINUTES DECEMBER 8, 2003 TAPE READING 4130 AMITY COURT - NO PARKING RESTRICTIONS. Staff recommended that No Parking restrictions be placed on both sides of Amity Court to provide better accessibility for emergency vehicles and increased safety. COX/MCCALLUM.... approve the imposition of "No Parking" on both sides of Amity Court as suggested in the staff report. The motion passed unanimously. 4180 SALE OF ROTATING BIOLOGICAL CONTACTORS. Staff recommended that two contactors which were removed from service as part of the wastewater facility upgrade be sold to the City of Wapato. COX/VELIZ... approve the sale of the two rotating biological contactors shafts without cover to the City of Wapato for $100.00. The motion passed unanimously. 4280 PUBLIC HEARING CONTINUATION - E. HARDCASTLE STREET FINAL ASSESSMENT. The Mayor continued the hearing at 8:08 p.m.. Public Works Director Tiwari stated that this hearing was continued from November 10, 2003 for the purpose of allowing staff time to deal with certain issues that were brought up during the public hearing and those issues needed to be discussed with the involved property owners. As a result of meetings with the property owners, the following actions, which have been agreed to by the property owners, will be taken: 1) Mr. & Mrs. Jaeger will be given a check in the amount of$303.11 as compensation in full for their share of contribution of a sidewalk that was replaced as part of the project; 2) Mailbox installation will involve the Jaeger's coordination with the post office on location of mailbox installation and the purchase of new or reconditioned mailbox, and City will install the mailbox at no cost to the property owner; 3) Strip of land between the sidewalk and curb will be allowed for landscaping or filled with concrete, brick, or asphalt at the choosing of the adjoining property owner who is responsible for the maintenance, and property owners will receive appropriate Public Works approval prior to construction in the public right-of-way; and 4) Driveway located at 1920 Hardcastle will be modified by the City in the spring of 2004 to lessen the slope and concrete stones will be extended to complete the intended installation at this location. It was noted that the cost to complete the modifications will be less than $2,000 and the City proposes to pay for those modifications from the Capital Improvement Fund (CIP) since there were cost savings to this fund with the project cost being less than the original estimate rather than making adjustments to the proposed assessment numbers which have been recently provided to the property owners within the benefitted local area. No one in the audience commented on this issue. Mayor Figley declared the public hearing closed at 8: 14 p.m.. COX/SIFUENTEZ... instruct staffto prepare an ordinance to establish final assessment amounts as presented. The motion passed unanimously. Page 6 - Council Meeting Minutes, December 8, 2003 COUNCIL MEETING MINUTES DECEMBER 8, 2003 TAPE READING 4940 PLANNING COMMISSION AND/OR ADMINISTRATIVE LAND USE ACTIONS. A) Planning Commission's approval of Variance 03-23 (1050 Boones Ferry Road). The variance will allow for a 12 sq. foot illuminated directional sign to be placed on the south side of property located at 1050 Boones Ferry Road. No action was taken by the Council on this issue. 5012 CITY ADMINISTRATOR'S REPORT. Administrator Brown stated that as the appointing authority under the City Charter, he has maintained the Community Development Director's employment with the City by renewing his employment agreement for another 3 years. 5093 MAYOR AND COUNCIL REPORTS. Councilor McCallum stated that the tree lighting ceremony last Saturday evening was enjoyable and the weather cooperated for this event. The Mayor and Councilors wished the public a happy holiday season and safe, happy, and prosperous new year. 5166 EXECUTIVE SESSION. Mayor Figley entertained a motion to adjourn to executive session under the authority of ORS 192.660 (1 )(h) 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, and ORS 192.660 (1)(t) to consider records that are exempt by law from public inspection. SIFUENTEZ/COX... adjourn to executive session under the statutory authority cited by the Mayor. The motion passed unanimously. The Council adjourned to executive session at 8:17 p.m. and reconvened at 8:34 p.m.. 5221 Mayor Figley stated that no action was taken by the Council while in executive session. ATTEST ~ ~J M Te ant, Recorder City of Woodburn, Oregon Page 7 - Council Meeting Minutes, December 8, 2003 Executive Session COUNCIL MEETING MINUTES December 8, 2003 DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, DECEMBER 8, 2003. CONVENED. The Council met in executive session at 8:20 p.m. with Mayor Figley presiding. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland Cox McCallum Nichols Sifuentez Veliz Present Absent Present Present Absent Present Present Mayor Figley reminded the Councilors and staff that information discussed in executive session is not to be discussed with the public. Staff Present: City Administrator Brown, City Attorney Shields, City Recorder Tennant The executive session was called under the following statutory authority: A) To consult with counsel concerning the legal rights and duties of a public body with regard to current litgation or litigation likely to be filed pursuant to ORS 192.660(1 )(h); and B) To consider records that are exempt by law from public inspection pursuant to ORS 192.660(1)(t). ADJOURNMENT. The executive session adjourned at 8:31 p.m.. ATTEST M(J:::t~ City of Wood bum, Oregon Page I - Executive Session, Council Meeting Minutes, December 8, 2003