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Minutes - 01/26/1998 ..., COUNCIL MEETING MINUTES JANUARY 26, 1998 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 26,1998. SEE CORRECTED MINUTES of 2/9/98 CONVENED. The Council met in regular session at 7:00 p.m. with Council President Jennings presiding. 0007 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh Sifuentez Present Present Present Present Absent Present Present Staff Present: City Administrator Childs, City Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Police Chief Wright, Finance Director Gillespie, Library Director Sprauer, Recreation & Park Director Westrick, Public Works Manager Rohman, City Recorder Tennant 0025 MINUTES. FIGLEY /PUGH... approve the regular and executive session Council minutes of January 12,1998, the Council workshop minutes of January 13, 1998, and Council workshop minutes of December 15,1997; and accept the Recreation and Park Board minutes of October 8, 1997. The motion passed unanimously. 0043 INTRODUCTION OF NEW RECREATION AND PARKS DIRECTOR. Councilor Figley introduced D. Randall Westrick as the City's new Recreation and Parks Director. She stated that he began work for the City last Tuesday. Prior to his acceptance of our position, he was Recreation Superintendent for the Coalinga-Huron Recreation District in Coalinga, CA. She stated that the interview panel had interviewed rather extensively for this position and are pleased to have Randy since his background includes park and facility development projects, working in a culturally diversed community, and his implementation of different methods to complete his work. Randy Westrick stated that he was pleased to be working for Woodburn and is looking forward to moving ahead with the Centennial Park project. He invited the public to stop by the Community Center to meet with him. Page I - Council Meeting Minutes, January 26, 1998 I ----.-..--.-.---.--.--..--.-~<-.--. 11 ....., COUNCIL MEETING MINUTES JANUARY 26,1998 TAPE READING 0116 1998 BUSINESS AND PROFESSIONAL WOMAN OF THE YEAR. Mayor Kirksey stated that Judy Brunkal, Librarian for the Woodburn Public Library, has been named as the 1998 Business and Professional Woman of the Year by the Woodburn BPW Federation. She stated that Judy Brunkal truly deserves this award since she always goes above and beyond the call of duty in her work and with her dealings with the public. 0156 ANNOUNCEMENTS. A) Council Workshop Rescheduled: The Council workshop concerning employee compensation has been rescheduled to Monday, February 9, 1998,6:00 p.m., in the City Hall Council Chambers. B) Public Hearing on Comprehensive Plan Amendment and Zone Change: A public hearing before the City Council will be held on February 9, 1998 at 7:00 p.m. regarding a Comprehensive Plan amendment and zone change request submitted by the owners of the Budget Inn. C) Public Hearing Regarding Transit Program: The City Council will hold a public hearing on February 9, 1998,7:00 p.m., to receive testimony from the public on the Americans With Disabilities Act (ADA) provisions as it relates to the City's Transit program. D) Public Informational Meeting Regarding North Marion County Disposal Facility: The informational meeting will be held on Thursday, January 29, 1998,6:30 p.m., at the Woodburn Holiday Inn Express. She encouraged the Councilors and public to attend this meeting. 0180 PRESENTATIONS. Ai THREE FLAGS INTERNATIONAL SAFETY BELT RECOGNITION AND AWARDS: Police Chief Wright stated that, over the last several years, the Woodburn Police Department has joined hundreds of other police agencies in Oregon, Washington, and British Columbia in a safety belt enforcement campaign known as Three Flags. State grant funding has enabled the City to participate in this program. At the December II, 1997 Three Flags Banquet, Northland Cable News and Woodburn Police Officers James Seeley and Craig Halupowski were nominated and received recognition for their work in this area. Chief Wright presented plaques to Mark Goldstein, representing Northland Cable News, Officers Seeley and Halupowski, for their public service in educating the public on the benefits of using safety belts, and the enforcement of safety belt laws. Page 2 - Council Meeting Minutes, January 26, 1998 ,.., . ..... COUNCIL MEETING MINUTES JANUARY 26,1998 TAPE READING 0278 Christmas Liflhtinfl Awards Presented bv the Chamber of Commerce and Kiwanis Club: Teresa Garrett, Chamber Vice-President, stated that the Chamber and Kiwanis Club co-sponsor this annual event. Winners for 1997 are as follows: 1) Commercial with 15 employees or less: House of Zion, Woodburn; 2) Apartment Complex: Stonehedge Apartment, Woodburn; 3) Residential Lights Only: Doug and Tammy Wells, Hubbard; 4) Residential Lights and Display: Greg and Terry Ballweber, Woodburn; and 5) Neighborhood: Alexandra Court, Woodburn. She hoped that more residents and businesses will participate in the 1998 contest. She stated that they had seen a lot oflights and displays within Woodburn and Hubbard that were not on the list of contestants and she encouraged those residents to enter this year. Mayor Kirksey thanked the Chamber and Kiwanis for encouraging this kind of activity within our community. 0380 Poplar Tree Plantation Presentation bv CH2M Hill: Public Works Director Tiwari stated that work is progressing all three areas of the wastewater facility upgrade - I) collection system, 2) treatment plant facility, and 3) poplar tree plantation. The preliminary design report has been completed and an executive summary report has been included in the agenda packet. Mark Madison, CH2M Hill Consultant, stated that the Poplar Tree Wastewater Reuse program is a component ofthe wastewater plant improvement and expansion plan. The City is the first City in the nation to irrigate poplars with wastewater effluent. Poplars have a deep root system, use water and nutrients at high rates, grow rapidly, have height, and are aesthetically pleasing to look at. Banners are being put together for distribution around town as part of Earth Day celebration. Barbara Lucas is helping to design the banners and is working on this program and other public education programs. The enhanced plant will do a better job of treating the wastewater but it still requires a method of diverting some of the treated water to a source other than the Pudding River. He reviewed the design layout of the plantation and stated that irrigation will be apply precise amounts close to the ground near the base of the trees. The trees have a deep root system but is well above the groundwater table so that the City's water aquifer is protected. Portions of the plantation will have public education accessibility (interpretative panel) to enhance the community's understanding of the site. Other uses of the plantation include a wildlife habitat, bio-solids land application, and city leaf and yard debris mulch. The plantation will only be as large as it is needed to meet existing needs and, as the community grows, more land application will be required to keep the stream flow constant. From about the year 2007, fields will be harvested and replanted in the same year. The final design of Phase I is about to begin and site preparation, including installation of irrigation, will begin this summer. Trees will be planted in the Page 3 - Council Meeting Minutes, January 26, 1998 ... ...... COUNCIL MEETING MINUTES JANUARY 26, 1998 TAPE READING spring of 1999. An expanded public education program will be implemented to keep the community informed of how well the site is working. A school program is already underway in which students from Heritage Elementary School have come out to the plant and have taken a variety of tree branches from the poplar tree reuse site, planted them, and taken them back to their classroom. They are keeping a diary and learning about the growth of poplars and the rate of water use. There has been a lot of interest by not only local citizens but from visitors from many areas around the country and oversees since this plant is becoming very well known. The vision that the Council and community has brought to this program is expanding the technology far beyond Woodburn. Public Works Director Tiwari introduced Heritage Elementary Science teach Mr. Pope who has been instrumental in the getting the school's involvement with this new program. Mayor Kirksey also thanked Mr. Pope for getting the students involved in this program. 0979 PROCLAMATION: "PREVENT A LITTER MONTH" AND "SPAY DAY USA". Mayor Kirksey proclaimed the month of February 1998 as "Prevent a Litter Month" and February 24, 1998 as "Spay Day USA" in Woodburn and urged local residents to have their cats and/or dogs spayed or neutered, or by sponsoring the spaying or neutering of a dog and/or cat. PROCLAMATION: CATHOLIC SCHOOLS WEEK. Mayor Kirksey proclaimed the week of January 26 - 30,1998 as Catholic Schools Week in recognition and appreciation of the contributions St. Luke School makes within our community. 1160 Administrator Childs requested that the agenda be amended to delete the Executive Session (item 19). FIGLEYIPUGH... amend the agenda as originally presented to delete the executive session, item 19(A) and 19 (B). The motion passed unanimously. 1183 Mayor Kirksey stated that she had received two letters that were sent to her as information - Letters to the Editor - and she does not read Letters to the Editor under the Written Communications agenda item. The newspaper is the proper avenue for those letters to be published in. 1205 CHAMBER OF COMMERCE REPORT. Patrick Vance, representing the Chamber of Commerce, updated the Council on the following upcoming events: I) February 12th - Business After Hours will be held at the Super 8 Motel between 4:30 pm and 6:00 pm; Page 4 - Council Meeting Minutes, January 26, 1998 .. ...., COUNCIL MEETING MINUTES JANUARY 26, 1998 TAPE READING 2) February 17th -Annual First Citizen Award Banquet will be held at the United Methodist Church, 7:00 p.m, to honor Woodburn residents who have made contributions to our community; 3) February 18th - Chamber Forum will be held at the Woodburn Medical Center, 12:00 noon, with the topic of this month's forum being the Gilbert Children's Museum located in Salem; and 4) February 19th - Student Shadow Day involving approximately 50 students from Woodburn and North Marion high schools. This program gives the students an opportunity to pair up with business and community leaders to experience a day at the workplace. 1264 WOODBURN DOWNTOWN ASSOCIATION REPORT. Dallas Figley, WDA Secretary, stated that they have recently completed a downtown Christmas tree lighting program for the downtown area. They hope to build and refurbish the Christmas street lights that they had in the past and hopefully expand that type of lighting program for other streets in the downtown area. 1315 Preston Tack, 2197 Camellia Way, submitted a letter to the Council suggesting that Council agendas be prepared and made available to the public 10 days in advance and that copies of the agenda remain on file in the Library for at least six months following the meeting date. He stated that the public should have adequate time in which to study the agenda rather than the current practice of finalizing the packet either Thursday or Friday before the Monday evening meeting. He also stated that he had contacted the Vice Principal for Curriculum at the High School who had expressed interest in exploring student involvement in an individual or class situation that would provide an educational opportunity for students to learn about current community affairs. He reiterated the need for more citizen involvement within our community. Councilor Pugh expressed his opinion that improvements could be made so that the community does become a real part of the process, however, some procedure for adding emergency items must be included in the process. He suggested that a joint committee be formed to look into this issue. Councilor Figley suggested that the agenda be run on intervals through Northland once it is made available to the public. Mayor Kirksey stated that she will appoint a sub-committee after Councilor Jennings gets back. She also expressed her opinion that 10 days is too far in advance and there is probably an alternative time period which can be agreed upon for completion of the agenda packet. There are many local residents that watch the Council meetings on cable TV and if the agenda is placed on cable TV prior to each meeting, it may draw more of a TV audience then it has in the past. Page 5 - Council Meeting Minutes, January 26, 1998 _, _'.__, __..__~__.,__.._._ ~_M~_' __._._,_,___..~~~___.~_~.__ .-----. 'I' , - COUNCIL MEETING MINUTES JANUARY 26, 1998 TAPE READING 1564 Don Bear, 375 S. Columbia, thanked Mayor Kirksey and Community Development Director Goeckritz for taking the time to meet with him and clear up rumors relating to setbacks on the property located west of Boones Ferry Rd and south of Country Club Road (72-unit apartment complex). 1607 COUNCIL BILL 1853 - ORDINANCE AFFIRMING THE DECISION OF THE PLANNING COMMISSION AND APPROVING SITE PLAN REVIEW APPLICATION #97-09 WITH THREE ADDITIONAL CONDITIONS (FINAL READING). Recorder Tennant read the final reading of the bill which was introduced at the last regular meeting. Attorney Shields stated that final action would be taken at this meeting since the vote on this bill was not unanimous at the last regular meeting. On roll call vote for final passage, the bill passed 4-1 with Councilor Chadwick voting nay. Mayor Kirksey declared Council Bill 1853 duly passed with the emergency clause. 1658 COUNCIL BILL 1860 - RESOLUTION DECLARING CERTAIN CITY PROPERTY LOCATED NEAR PARK AVENUE AND HARDCASTLE AVE. TO BE SURPLUS AND AUTHORIZING MAYOR TO SIGN A OUlT CLAIM DEED. Council Bill 1860 was introduced by Councilor Hagenauer. 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 Kirksey declared Council Bill 1860 duly passed. 1680 COUNCIL BILL 1861 - RESOLUTION DECLARING THE CORRECTNESS OF A STATEMENT OF COSTS FOR THE ABATEMENT OF OBNOXIOUS VEGETATION AND IMPOSING A LIEN AGAINST REAL PROPERTY LOCATED AT 1422 HARDCASTLE AVENUE. Councilor Hagenauer introduced Council Bill 1861. 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 Kirksey declared Council Bill 1861 duly passed. 1714 ACCEPTANCE OF WATER LINE EASEMENT - CHURCH OF THE NAZARENE. Staff recommended the acceptance of a water line easement from the Church of the Nazarene for the installation ofa water line which is part of the Woodland Avenue infrastructure improvements and is being paid for through State grant funds. FIGLEY/PUGH....accept the utility easement conveyed to the City from the Church of the Nazarene. The motion passed unanimously. Page 6 - Council Meeting Minutes, January 26, 1998 ~.. .~_.._,..- 'II 1 -..- COUNCIL MEETING MINUTES JANUARY 26, 1998 TAPE READING 1725 For the record, Councilor Pugh reminded the Council that he has requested that staff look into establishing an appropriate lien charge in the event a lien is placed on the property for nuisance items. 1747 CLAIMS FOR THE MONTH OF DECEMBER 1997. SIFUENTEZ/PUGH... approve claims #39280 - 39683 for the month of December 1997. The motion passed unanimously. 1762 SITE ACTION PLANS. A) Site Plan Review #97-18 -Senior Estates Golf and Country Club: No action was taken by the Council regarding the Planning Commission's approval, with conditions, of the construction of a maintenance shop to be located north of the administration building. 1785 STAFF REPORTS. A) Tentative 1998-99 Budget Calendar: Councilor Pugh questioned if the tentative schedule could be revised so that more time could be allotted for the Budget Committee to review the document. Councilor Figley stated that the Committee had expressed a desire to hold an extended Saturday session to get more of the budget work done in one session and was glad to see the calendar include a Saturday session. She reminded the Council that last year was an unusual year because ofthe uncertainties surrounding Measure 47/50. She had hoped to start the process sooner this year knowing that the trade-off is that of not having more complete data available in making budgetary forecasts. Mayor Kirksey stated that Councilor Jennings has also expressed a desire to move the budget calendar forward since the tentative start date is later than last year's start date. Administrator Childs distributed a follow-up memo to the Council on this issue. He does not feel that there is sufficient time to make any major adjustments to the time frame and he asked that staff be allowed sufficient time to prepare their budgets within the time schedule provided. Councilor Pugh stated that his comments were meant to be a constructive suggestion and would hope that next year's budget schedule would begin earlier in the year. Mayor Kirksey stated that she felt that the Council wanted the budget started earlier this year rather than following the same time frames as last year. Councilor Figley reiterated that last year there was a lack of accurate tax information and she realizes that staff should not be pressured into expediting the budget information at this time. Therefore, the time line should be followed closely to what is proposed at this time. Page 7 - Council Meeting Minutes, January 26, 1998 .., . -- COUNCIL MEETING MINUTES JANUARY 26, 1998 TAPE READING Administrator Childs clarified that the tentative schedule starts one week earlier than last year and extends an additional week in May which will give the Committee up to two additional weeks to review the document. Mayor Kirksey expressed her opinion that the Council needs to make a formal motion on when they want the Fiscal Year 1999-2000 budget presented to the Budget Committee. 2080 B) Audit Report: Finance Director Gillespie stated that the City continues to have an unqualified audit report which is something to be proud of and he expressed his appreciation to the Finance staff for their work and to the Management staff for their commitment to internal controls. Councilor Figley stated that the one negative comment from the auditors related to the multitude of funds and she questioned if staff is considering consolidation of funds at budget time. Director Gillespie stated preliminary discussions have begun and management staff needs to be convinced of the need to consolidate. This may be a multi-step process in which some consolidation will occur in the upcoming budget year. Administrator Childs stated that the number of funds were established due to the degree of scrutiny that is supported by the community. C) Population Forecast Workshop: The Planning Commission will be meeting with Marion County Planner Rob Hallyburton regarding population estimates and growth rates assigned to the City on February 12, 1998 at 8:00 p.m.. The Council is encouraged to attend this meeting since the population estimate is used for planning purposes for buildable lands inventory and public facilities planning. D) Building Activity Reportfor December 1997: Director Goeckritz stated that this is a record year in building permit activity for the City in that over $36,000,000 in building valuation since July I st. 2248 ADMINISTRATOR'S REPORT. Administrator Childs informed the staff that a special staff meeting will be held tomorrow morning at 9:00 p.m.. He then read into the record his letter of resignation informing the Council that his last day would be February 28, 1998. He stated that he would continue to be the City Administrator until that date and would continue to exercise all of the powers vested in the position by the Charter. His resignation was based on personal reasons and, if the Council would prefer that he leave before that date, he is willing to negotiate an acceptable separation agreement and severance package. Page 8 - Council Meeting Minutes, January 26, 1998 --- ..-.'--.----"--------""----.--- ...... COUNCIL MEETING MINUTES JANUARY 26, 1998 TAPE READING 2305 MAYOR AND COUNCIL REPORTS. Councilor Pugh stated he would like to wait until Council President Jennings is back before he responds to Administrator Childs' announcement. He also stated that the media in larger communities does pay attention to Christmas lighting within those communities and, as our City becomes more decorative, he sees the possibility of encouraging the media to cover our community. He will be pursuing this issue with the Chamber. Councilor Figley stated that she is startled by the Administrator's letter and it is premature for her to respond to his letter in a way that she would like. She did thank him for all of the good he has done for the City and stated that he has done an outstanding job in many respects. She wished him well in his future endeavors. She questioned if I) any improvements are planned for the intersection on the west end of the development located along Parr Road on the east side ofthe railroad tracks and 2) whether the drainage south of that road will be improved. Public Works Director Tiwari stated that the developer is required to make infrastructure improvements within the development plus pay system development charges. He stated that he will have his staff look into this specific situation to make sure the improvements are being made as required. In regards to the Ogle Street, the improvement to that intersection is not part of the subdivision and the City is looking at whether the street should be one-way or two-way street since the street and right-of-way is very narrow. The best solution is for Brown Street to circle south onto Boones Ferry Rd but until some other developments come in, this roadway will not be built. Councilor Sifuentez stated that she is startled by Administrator Childs' resignation and she thanked him for serving the City. She also welcomed Recreation and Parks Director Randy Westrick and she hoped that he would lead the City in a lot of exciting programs. Councilor Chadwick also stated that she was sorry to hear about the Administrator's resignation and she wished him the best in his future endeavors. 2700 Mayor Kirksey stated that she had been invited to a "Neighboring Cities Forum" which will be held in Canby on January 27'h. This meeting is being organized by the City of Canby and will include other cities in the metropolitan region. She encouraged interested Councilors to attend, however, she stated that she feels closer ties to the Salem metro area than to Portland. She also reminded the public of the Solid Waste Committee meeting on January 29'\ 6:30 p.m., at the Holiday Inn Express. Page 9 - Council Meeting Minutes, January 26, 1998 ..., 11 ~- COUNCIL MEETING MINUTES JANUARY 26, 1998 TAPE READING 2805 ADJOURNMENT. FIGLEYIPUGH.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:23 p.m.. APPROVED "} ,-7 ,/ '-.;::~_"t..-- ~------- NANCY A; KIRKSEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 10 - Council Meeting Minutes, January 26, 1998 ....--. .._... _._'..___.."'___..4_"-- -. .