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Minutes - 01/16/1999 Workshop COUNCIL WORKSHOP MINUTES January 16, 1999 TAPE READING DATE. CONFERENCE ROOM, MACLAREN YOUTH CORRECTIONAL FACILITY, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 16, 1999. CONVENED. The workshop convened at 9:00 a.m. with Mayor Jennings presiding. 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, Recreation & Park Director Westrick, City Recorder Tennant (Note: This workshop was recorded and tapes are available in the Recorder's Office) Consultants Present: Paul Koch, Ben Altman, Mike Ragsdale The consultants reviewed the work that had been accomplished the previous evening and began work on defining the "vision" of the participants. They reiterated that the Mayor and Council need to make a declaration to deliver something in the future and, out of that declaration, it provides the citizens an opportunity to participate in the visioning process. The participants each read their statements regarding the future of Woodburn. Ideas listed included transportation improvements, safer streets, preservation of heritage, affordable housing, increased recreational activities for youth, city-wide beautification, cultural celebrations, employment, and provide community that is livable without going outside the community for basic needs or requirements. The consultants worked with the participants to define a vision and formulate a mission statement. Those statements are as follows: Vision Statement: The Community is engaged in defining and creating Woodburn as a great place. Mission Statement: To declare and deliver Woodburn as a great place to be. Discussion was held on the roles of the Mayor, Council, staff, and citizens for the purpose of implementing the vision. It was noted that reporting and tracking the outcomes of is an important component in monitoring the progress of future goals. Page I - Council Workshop Minutes, January 16,1999 - . COUNCIL WORKSHOP MINUTES January 16, 1999 TAPE READING Discussion was also held on the changes necessary to implement the action plan and proceed with the citiizen engagement process. The action plan does require the follow through of a series of steps which need to be documented and each step needs to include tasks and deadlines. They discussed the mechanics of how to formulate action steps such as formation of a steering committee, identify the needs, define the resources, define the processes to be used, develop a public relations program, receive input from staff, and develop a time line. Discussion was held on different methods of getting community support and participation in goal setting meetings. Methods suggested by the participants included town hall meetings, smaller group or neighborhood meetings, congregational services, web site, newspaper, door-to-door contact, service organizations, other local boards and commissions. The consultants suggested that the steering committee be open-ended in the number of members involved and dollars be budgeted for the recruitment of members. The scope of work be limited to how citizens can be engaged for the purpose of attending and participating in the process. The Council also needs to set time lines for the committee to complete their scope of work. Discussion was also held on the completion of an initial action plan. It was the consensus of the participants that the Administrator, along with Councilors Bjelland and Kilmurray, would present a plan to the Council within the next 6 weeks. In summary, the consultants reviewed the work ahead of the Mayor and Council to proceed with defining the goals as they relate to the vision and mission statements. They expressed their opinion that there is a cohesiveness amongst the Mayor and Council which will enable them to follow through with their commitment. APPROVED ATTEST (Y\ --=I~~ Mary ~ant, Recorder City of Woodburn, Oregon Page 2 - Council Workshop Minutes, January 16,1999 - ..