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Minutes - 08/09/1999 COUNCIL MEETING MINUTES AUGUST 9, 1999 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, AUGUST 9,1999. CONVENED. The meeting convened at 7:00 p.m. with Mayor Jennings presiding. 0007 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley Kilmurray Pugh Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Park & Recreation Director Westrick, Police Chief Null, Finance Director Gillespie, Library Director Sprauer, Public Works Manager Rohman, City Recorder Tennant 0030 ANNOUNCEMENTS. A) Police Department Promotional Announcement: Chief Null has promoted Sgt. Scott Russell to the position of Deputy Chief and he will be responsible for managing police department operations. B) On August 23, 1999,7:00 p.m., City Hall Council Chambers, a public hearing will be held regarding Site Plan Review #99-05 (Unocal 76 Station). C) Music in the Park: The public was reminded that the next "Music in the Park" concert will be held on August 10, 1999,7:00 p.m., in Library Park. 0055 PRESENTATION: STREET RESURFACING PROGRAM. Public Works Director Tiwari gave a presentation on the City's Street Resurfacing Program with this particular presentation focusing on pavement management. As part of his presentation, he described the different deterioration levels of pavement which include a) weathering/graveling, b) block cracking, and c) alligator cracking. He reviewed the pavement life cycle and stated that, after approximately 13 years, the condition of pavement changes from excellent to fair and the rate of deterioration increases rapidly after that time. He also reviewed estimated costs to resurface streets at the different levels of deterioration and reminded the Council that streets in either good or fair condition require 3/4" thickness of asphalt whereas a street in poor or very poor condition will require a 1 V2" thickness in addition to potential costs for minor or major Page 1 - Council Meeting Minutes, August 9, 1999 1'".... ........ .___.~'_-,-_.,,_.._____ ~._ ~,.._________~,.._._~___._m_~<'~'__U " I COUNCIL MEETING MINUTES AUGUST 9, 1999 TAPE READING reconstruction of the roadway. He also reviewed the pre-construction work that is done by staff such as identification of streets and resources, engineering, notification to utility companies of pending projects, completion of underground utility work, preparation of contract documents, and award of construction contract. Once the contract is awarded, staff also conducts regular construction inspections to insure that the work is being performed as per contract specifications. He also reviewed the types of in-house pavement protection work being done such as crack sealing and surface repair versus the pavement work that is contracted out to construction firms. Additionally, he reminded the Council that utility lines are placed within the right-of-way and having a narrow right- of-way ultimately results in higher future maintenance costs. Streets to be resurfaced this year include Garfield, Evergreen, Settlemier, Tierra Lynn, James, Amy Court, Kevin Court, and Park Circle at a total estimated cost of $250,000. Next year's projects will be streets located in Senior Estates and West Woodburn. He stated that reconstruction projects being considered at this time are North Boones Ferry Rd., North and South Front Street, and East Hardcastle. Reconstruction projects are very costly and often include the formation of a local improvement district in which benefitted property owners contribute towards the cost of the improvement. At the conclusion of the presentation, Councilor Pugh suggested that the local newspaper print a series of articles on this subject for the purpose of educating our local citizens on street resurfacing needs of our City. Councilor Figley questioned the Director as to what work is currently being done on North Boones Ferry Road. Director Tiwari stated that a contract had been awarded for the sewer line extension from the Vanderbeck pump station and it is hoped that the widening of the roadway will be in progress by next summer. 1088 CHAMBER OF COMMERCE REPORT. Cindy Vetter, representing the Chamber Board, reminded the Council that Business After Hours will be held on August 12th at AI's Fruit & Shrub beginning at 4:30 p.m.. Additionally, Woodburn Company Stores will hold their Grand Opening from August 19th through 22"d with the opening ceremony on August 19th at 10:00 a.m.. Mayor Jennings stated that he had distributed to each Councilor a copy of a letter from Steve Craig, developer of Woodburn Company Stores, to the Oregon Department of Transportation. No action was taken on this communication item. 1128 CONSENT AGENDA. A) Review of draft Planning Commission minutes of July 22, 1999; B) Acceptance of Building Activity report for July 1999; and C) Acceptance of Police Activity report for June 1999. Page 2 - Council Meeting Minutes, August 9, 1999 l -"-' ._~._._--,..---~. 11 T COUNCIL MEETING MINUTES AUGUST 9, 1999 TAPE READING FIGLEY/SIFUENTEZ.... consent agenda be adopted as presented. The motion passed unanimously. 1141 TABLED BUSINESS: PUBLIC INPUT (PER ORS 192.660) ON PROCESS USED TO EVALUATE CITY ADMINISTRATOR AND CITY ATTORNEY. PUGHlSIFUENTEZ.... remove this item from the table. The motion passed unanimously. No one in the audience commented on the evaluation process which was initially presented to the Council at their last regular meeting. City Attorney Shields reminded the Council that the statute requires public input on the evaluation process to be used by the Council as it relates to the City Administrator. The Council elected to defer any action until this meeting in order to give the public an opportunity to comment on the evaluation process. FIGLEY/PUGH... proposed performance evaluation form be accepted by the Council for use in evaluating the City Administrator and City Attorney. The motion passed unanimously. Mayor Jennings stated that Management Analyst Smith will put the evaluation form on a diskette so that Councilors, if they so wish, can complete the form on their computer rather than completing it by hand. 1276 SOUND AMPLIFICATION PERMIT REOUEST: WOODBURN COMPANY STORES. A request was submitted by Mary Graves, General Manager of Woodburn Company Stores, for a sound amplification permit for events scheduled during their Grand Opening celebration. FIGLEY/SIFUENTEZ.... approve sound amplification permit for Woodburn Company Stores for August 18th and August 21 st for the hours of 7:00 pm to 10:00 pm each night. The motion passed unanimously. 1305 CITY ADMINISTRATOR'S REPORT. He informed the Council that the City will be participating in the United Way's Days of Caring event (Friday, August 13th) and a couple of City teams will be sent to Nuevo Amancer to assist a number of people who will be painting the buildings at the complex. A few more volunteers are needed and Councilors are invited to participate in this event. He also stated that the August 23'd Council agenda will be lengthy since there were a number of items that were not completed in time to make this agenda. 1530 MAYOR AND COUNCIL REPORTS. Councilor Kilmurray questioned staff as to the status of adjusting the speed limit on North Boones Ferry Road. Page 3 - Council Meeting Minutes, August 9, 1999 r-- .._____.___,.~___.._ ..._..".,.-._~."......_._._...L"_~_"__....._._.." ~_.._,_...___,,_~_~..__ 11 COUNCIL MEETING MINUTES AUGUST 9, 1999 TAPE READING Public Works Manager Rohman stated that staff had prepared and submitted a request to the State who sets the speed limits on roadways. He will follow-up on this issue and report back to the Council. Councilor Sifuentez thanked the Councilors, Mayor, and Police Chief for their participation in the Fiesta parade. She felt that this was a successful event and expressed her opinion that the Fiesta event is outgrowing Legion Park. Councilor Figley provided a brief Housing Rehabilitation grant report. She stated that the current housing grant provided for an estimated 45 units to be rehabilitated, however, actual figures show that 40 units have now been completed, another 10 units are under construction, another 10 units are pending, and some additional funds are still available for distribution. She stated that the Loan Committee is very proud of the results and once the account is zeroed out, they plan on applying for more grant funds. Mayor Jennings brought up the subject of Ward boundaries. He stated that the current Ward boundaries were established in 1992 following the 1990 federal census and the Council will again address this issue in 200 I or 2002 following the 2000 federal census. He reminded the public that the boundaries are done in accordance with the law which is by population figures. Councilor Sifuentez stated that she had been in Sen. Wyden's office when this issue had been brought up recently and the concern was lack of input when the 1992 boundaries were established. She suggested that the process followed in the future include more public input before a final decision is made on the actual boundaries. Mayor Jennings also stated that the Columbia Drive issue needs to get back before the Council for resolution. He also felt that it was time for the Council to start looking at Ii vability issues, feasibility of a skate park, park issues in general, and other programs or projects that are of interest to the public. 1678 EXECUTIVE SESSION. FIGLEYIPUGH... Council adjourn to executive session per ORS 192.660(l)(e) and ORS 192.660(l)(f). The motion passed unanimously. The meeting adjourned to executive session at 7:54 pm and reconvened at 8: 18 pm. 1688 No action was taken by the Council following the executive session. Page 4 - Council Meeting Minutes, August 9, 1999 - . COUNCIL MEETING MINUTES AUGUST 9, 1999 TAPE READING Brief discussion was held regarding the Columbia Drive issue and Administrator Brown stated that a staff report would be prepared and placed on the next regular agenda. Administrator Brown also informed the Council that he would be out of town beginning Tuesday afternoon (August lO'h) through Thursday (August 12th). 1805 ADJOURNMENT. BJELLAND/SIFUENTEZ.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:23 p.m.. APPROVED ATTEST 11),...,.~ JL I'J~ City of Woodburn, Oregon Page 5 - Council Meeting Minutes, August 9, 1999 r ^ -~.,-----,._~--~+-_.,.~_. 11 I