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Minutes - 04/27/1998 COUNCIL MEETING MINUTES APRIL 27, 1998 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, APRIL 27,1998. CONVENED. The Council met in regular session at 7:00 p.m. with Mayor Kirksey presiding. 0005 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Walton, City Attorney Shields, Public Works Director Tiwari, Police Chief Wright, Finance Director Gillespie, Recreation & Park Director Westrick, Public Works Manager Rohman, City Recorder Tennant 0020 MINUTES. JENNINGS/FIGLEY.... approve the Council workshop, regular and executive session minutes of April 13, 1998; accept the Planning Commission minutes of April 9, 1998 and the Recreation and Park Board minutes of March II, 1998. In regards to the Planning Commission minutes (page 6 - Letter from Coastal Farm Home & Supply), Councilor Jennings questioned why this issue was addressed by the Council rather than the Police and City Council. It was noted that it had originally been addressed by the Commission since it involves livestock which is included in the zoning ordinance. Councilor Jennings suggested that the Council address this issue later in the meeting since the event is scheduled for May 2nd. Councilor Pugh referred to the Council minutes of April 13th, tape 2 (0816), stating that the comments made by the Mayor and Council President are missing, therefore, the minutes should summarize those comments. The motion to approve and accept the minutes failed 0-6. JENNINGS/PUGH .... letter from Robin Galloway (Coastal Farm Home & Supply) and a letter from Chemeketa Community College be placed on the agenda under New Business. The motion passed unanimously. Page I - Council Meeting Minutes, Aprillil, 1998 - . COUNCIL MEETING MINUTES APRIL 27, 1998 TAPE READING JENNINGSIFIGLEY... accept the Planning Commission and Park Board minutes as written. The motion passed unanimously. JENNINGSIFIGLEY... approve the City Council minutes of April 13, 1998 as corrected. Councilor Pugh requested that the minutes on page 11 (tape reading 0816), be corrected to incorporate the comments of the Mayor and President of the Council. The motion and second were withdrawn and the corrected minutes will be placed on the next agenda. 0229 ANNOUNCEMENTS. A) Public Hearing: The City Council will hold an appeal hearing filed by Stephen Smith on May 5, 1998,7:00 p.m, in the City Hall Council Chambers, regarding the Planning Commission's interpretation of whether a non-conforming structure can be renovated. B) Budget Hearing: The next budget meeting will be held on May 7'\ 7:00 p.m., in the City Hall Council Chambers. C) Musical Military Tribute: The Oregon National Guard will sponsor a musical military tribute on May 16t\ 7:00 p.m., at the Salem Armory Auditorium. D) National Prayer Day: The local ministerial association and St. Luke's will meet at City Hall on May 7th at 12:00 noon. 0283 PRESENTATION - MARION COUNTY RURAL TRANSPORTATION PLAN. Cindy Schmitt, County Traffic Engineer, stated that the County has been working on their 20 year transportation plan over the last 2 years. Their plan covers roads, interchange, public transportation, and the connectivity to the City's system. The purpose ofthe plan is to meet the requirements of the state law in addition to their own long range planning. Mike Louie, County Transportation Planner, reviewed the components of the plan and stated that the 20-year recommended improvements and financing plan make up the majority of the plan. Issues addressed included site specific (i.e. safety, pavement widening, bridge rehabilitation/replacement, drainage, corridor studies) and non-site specific (i.e. policies, inter-governmental coordination, public transportation, high speed rail, bicycle and pedestrian transportation, and farm to market transportation). In regards to roadway conditions, there are 990 miles of rural roads of which 780 miles are paved. Only 10 miles ofthe paved roads are in fair, poor, or very poor condition. There are 4.4 miles of roadway that are capacity deficient and four intersections that are capacity Page 2 - Council Meeting Minutes, April P}, 1998 . ,.." I 1 ~..,..---.,---~._.__.,.'--- COUNCIL MEETING MINUTES APRIL 27, 1998 TAPE READING deficient. The County is estimating a 37% population growth over a 20 year period. They are also estimating that there will be 26 miles of roadway in fair, poor, or very poor condition by the year 2015. The plan also identifies roadway needs that will need to be addressed during the term of the plan and outlines the County's intra-inter strategy to focus on issues that link the cities in the County such as commuter needs and transit/park- and-rides on key corridors. He stated that most the improvements are focused on the roadways, a bikelpedistrian plan, and public transportation. Three corridors that would be able to support commuter shuttles have been identified: 1) Woodburn to Salem, 2) Silverton and Salem, and 3) Stayton and Salem. The County feels that top priority will be to not build new roads unless they are able to maintain the existing system. Over the next 20 years, they anticipate a shortfall in revenues of approximately $8.1 million. Cindy Schmitt reviewed some of the issues included in the draft plan: 1) traffic impact of the Oregon Gardens project; 2) recommendations to ODOT on safety concerns for Hwy.211 and Cooley Road (turn lane project); and 3) realignment ofHwy. 99E and Boones Ferry Rd, corridor studies on Hwy. 99E, 214, 219, and 1-5. Within the bicycle and pedestrian plan, two of the top ten projects include Boones Ferry Rd north to Crosby Rd and from Boones Ferry Rd. south to Hwy. 99E. Widening projects will double as bicycle and pedestrian facilities to minimize costs. In regards to the Woodburn interchange, they are proposing that a major assessment study needs to be done to address the City, county-wide regional traffic, and state-wide traffic. They have proposed a county contribution of $150,000 which is approximately 1/3 of the total estimated cost. Upon completion of the study, more definitive options and funding issues can be addressed. The County is almost ready to open the document for public review and they hope to get a copy of the document on the internet. They urged the City to give the County any input on the plan. 0792 Councilor Jennings questioned if the County was looking at the present or a new interchange. Ms. Schmitt stated that the purpose of the study is to take a more regional look and decide for this area what is the best solution. Councilor Jennings questioned if the by-pass is included in the County's plan. Ms. Schmitt stated that it is illustrated but the City's plan has shown the by-pass inside the Urban Growth Plan at the request ofLCDC that it not be identified as a location. Councilor Figley stated that many local residents work north of Marion County and she hoped that there had been dialogue with Metro or other representatives from counties north of Marion County on public transportation issues. Ms. Schmitt stated that she felt that this has been addressed in the Rural Transit Feasibility study, however, more contacts should probably be made since the contacts made to date were limited to border issues as opposed to the valley transportation strategy. Page 3 - Council Meeting Minutes, April~, 1998 ^,_."--~,_.~---,.,---~ -. ~ COUNCIL MEETING MINUTES APRIL 27, 1998 TAPE READING 0928 APPOINTMENTS: A) RECREATION AND PARK BOARD- Mayor Kirksey appointed Debbie Wolfer to the Recreation and Park Board with her term to expire on December 31, 2000. JENNINGSIFIGLEY....approve the appointment of Debbie Wolfer to the Recreation and Park Board. The motion passed unanimously. B) HUMAN RIGHTS COMMISSION - Mayor Kirksey appointed Eliborio Fernandez, Mary Ayhan, and Florence Jensen to serve on the Human Rights Commission. JENNINGS/SIFUENTEZ... approve the appointments to the Commission. The motion passed unanimously. 0967 PROCLAMATION - PHYSICAL FITNESS AND SPORTS MONTH. Mayor Kirksey proclaimed the month of May 1998 as Physical Fitness and Sports Month and she urged our local citizens to participate and promote in physical fitness activities. PROCLAMATION - LAND USE PLANNING MONTH. Mayor Kirksey declared the month of May 1998 as Land Use Planning Month and encouraged the citizens of Wood bum to recognize and appreciate the contributions made by our citizens and planners, and the partnership between the Woodburn staff and the State. 1082 WOODBURN DOWNTOWN ASSOCIATION REPORT. Dallas Figley, WDA Secretary, stated that the Association held their annual meeting during the first part of April and new Board members were elected to give the association a direction for the new year. A ribbon cutting ceremony was held to welcome back Woodburn Fertilizer who has made a strong commitment to downtown with a lot of private capital contributions. He also stated that the Planning Commission approved the Downtown Redevelopment plan last Thursday and it should be brought before the Council in the next few months. The Community Development Department has applied for a small grant for tree planting and WDA will be working with them to provide supplemental funds so that new trees can be planted this fall. 1100 LETTER FROM SENIOR ESTATES GOLF & COUNTRY CLUB. Mayor Kirksey stated that the City had received a letter from Ruth Calderone, President of the Senior Estates Golf & Country Club Board of Directors, thanking the Council for their decision to install a permanent barricade on Vanderbeck Lane at the east end of the existing pavement. Page 4 - Council Meeting Minutes, April~, 1998 ~ .. ~ . ..--..,-... COUNCIL MEETING MINUTES APRIL 27, 1998 TAPE READING Mayor Kirksey stated that she had also received a letter of appreciation from Roger Mathis on the same issue. 1129 Betty Donnelly, Trustee for Woodburn Odd Fellows Lodge, stated that the building has been in a state of disrepair since the 1993 earthquake. She stated that they do have a plan to get the building repaired, however, she needs to get another copy of the engineer's report since the company they initially intended to hire has lost the report. They intend to do all of the work starting around the end of May. She stated that the lodge is a public service organization and most ofthe members are elderly. She requested that the Council give them until the end of May to get started on the work. They have had an engineer look at the building and it is safe, however, the upstairs was closed since the fire escape was no longer accessible. JENNINGSIFIGLEy....grant the Odd Fellows until the first of June 1998 to show that they will be fixing the building prior to taking any further action. The motion passed unanimously. Ms. Donnelly requested that any correspondence be directed to her at 338 E. Lincoln St.. She expressed her appreciation to the Council for their understanding and willingness to extend the time. 1303 COUNCIL BILL 1879 - ORDINANCE ADOPTING THE 1996 OREGON STRUCTURAL SPECIALITY CODE. THE 1996 OREGON PLUMBING SPECIALITY CODE. THE 1996 MECHANICAL SPECIALITY CODE. THE 1996 OREGON 1 & 2 F AMIL Y DWELLING CODE. AND THE 1996 OREGON NATIONAL ELECTRICAL CODE. Council Bill 1879 was introduced by Councilor Hagenauer. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. Preston Tack. 2197 Camilla Way, questioned if the existing ordinance that adopts earlier versions of the code needs to be repealed. He also requested that copies ofthe codes be made available in the Reference Library. Director Tiwari stated that staff will make sure that the Library has the codes available so that any interested person can see the documents. He stated that we have been operating informally under the 1996 codes since they were published and it supplements the Uniform Building Code. He stated that there are only minor changes in the 1996 codes and he assured the Council that the building division has been implementing the 1996 code since it was published. Attorney Shields stated that the State enacts the code and it is declared to be a matter of state-wide concern. The City periodically adopts the more current code to keep the codes updated. Page 5 - Council Meeting Minutes, April N, 1998 l I ,..-.----.--. COUNCIL MEETING MINUTES APRIL 27,1998 TAPE READING On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1879 duly passed with the emergency clause. 1540 COUNCIL BILL 1880 - ORDINANCE ADOPTING A 1997-98 SUPPLEMENTAL BUDGET. Council Bill 1880 was introduced by Councilor Hagenauer. 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 1880 duly passed with the emergency clause. 1581 REOUEST FOR TEMPORARY STREET CLOSURE. Woodburn Fertilizer, Inc., has requested permission to close Mill Street between Front St. and Corby St. on June 5,1998 between the hours of2:00 p.m. and 12:00 p.m.. The purpose of the closure is to hold an open house at the plant and, later that evening, hold a private reception honoring Swede Pavlicek who has worked for their company for 50 years. Chief Wright recommended that the request be approved. JENNINGS/FIGLEY... approve the request by Woodburn Fertilizer to close Mill Street on June 5'h between 2:00 p.m. and 12:00 p.m.. The motion passed unanimously. 1597 REOUEST FOR SOUND AMPLIFICATION PERMIT. A request for a sound amplification permit was submitted by Fairway Plaza Shopping Center and Brice Investment Realty, Inc., for the purpose of holding concerts in the Plaza on July 15, 1998, August 12, 1998, and September 16, 1998 between the hours of6:00 p.m. and 8:00 p.m. on each date. Chief Wright recommended that the requests be granted. JENNINGS/FIGLEY... approve the sound amplification requests for the dates and times listed above. The motion passed unanimously. 1608 ACCEPTANCE OF WATER LINE EASEMENTS. Staff recommended the acceptance of water line easements from Americold Corporation and E. William Frey for the extension of an existing water main to provide proper fire protection services in the vicinity of 1600 Silverton Road. JENNINGS/PUGH.... accept the water line easements from Americold Corporation and E. William Frey as recommended by staff. The motion passed unanimously. Page 6 - Council Meeting Minutes, April IJ., 1998 ~ .. ~ COUNCIL MEETING MINUTES APRIL 27,1998 TAPE READING 1625 NEW BUSINESS. A) Letter from Coastal Farm & Home Supply- Chief Wright stated that he had not seen the letter, however, he reminded the Council that the business is located near a residential area and the Council may want to get neighborhood input before any final decision is made. Administrator Walton distributed a copy of the letter to the Mayor and Council. It was noted that Coastal Farm and Home Supply has requested permission to to conduct an event in their store parking lot. This event, "Market Morning", would be held the first Saturday of each month beginning in May and ending in September. The public is invited to bring their small animals to the store parking lot for the purpose of selling or trading their animals. The store does not charge the individuals for using the parking lot and the animals must be caged, penned, or restrained. Councilor Figley suggested that the City allow the event on May 2nd and staff check out the event to see if there are any problems which would prohibit future events of this nature at this business. Discussion was held on this suggestion and it was consensus that this would be a feasible approach to the request. Mayor Kirksey expressed her opinion that the May 2nd event should be held but residents should be contacted to solicit their opinions before further events are held in the store parking lot since it is unknown as to what filth, if any, would be as a result ofthis event. JENNINGS/FIGLEy.... grant authority for one time, May 2nd, Market Morning at Coastal Farm. Councilor Sifuentez felt that this event is an opportunity for the children to enjoy the animals and she would like to keep the door open for future events. Councilor Pugh reminded the Councilors that future events would require Council approval. Councilor Jennings stated that they would expect the Code Enforcement Officer to check this event out very thoroughly and a staff report be made for the May 11th meeting.. The motion passed unanimously. 2005 B) Chemeketa Community College Request For Sound Permit- Chief Wright stated that he was disappointed in Chemeketa Community College in that the letter was just received today and it was not signed by anyone so he has no responsible person to contact. However, requests from the College have been received in the past for this annual event. Their request was vague and issues that need to be addressed include type of dancing (demonstration or public), off-street parking, and blocking of street(s). He also stated that, in prior years, the City has allowed the event to be held until 9:00 p.m.. He suggested that he be given authority to authorize the event provided that the event conclude at 9:00 p.m., there be no public dancing, and no sound amplification after 9:00 p.m.. He also stated that he would send a letter to the President of Chemeketa Community College informing them of the City's need to obtain these requests well in advance in order to meet l.1 Page 7 - Council Meeting Minutes, April ~, 1998 T .. ._--._-- .-... I 1 ----.-- COUNCIL MEETING MINUTES APRIL 27, 1998 TAPE READING ordinance requirements and the ability for the Council to act on waiver requests in a timely manner. Administrator Walton stated that he had received the information late this afternoon and he had found out that there has been a change in personnel handling this event. Councilor Jennings stated that he is concerned about off-street parking since parking is not allowed on Lincoln Street. JENNINGSIFIGLEY... give the authority to the Police Chief to either approve or reject the request based upon the concerns of the Council. The motion passed unanimously. 2134 SITE PLAN ACTIONS. A) Site Plan Review #98-06 - Waremart Foods: The Planning Commission has approved, with conditions, the construction of three structures on their existing site. No action was taken by the Council on this site plan. 2152 STAFF REPORTS. A) Status of Right Turn Only Study on Country Club Road: The original traffic count information did not download into the computer system, therefore, the count is being done over. It is anticipated that a report will be made to the Council at their second meeting in May. B) Status of Hwy. 214 Environmental Assessment Project: The City will be hiring a consultant to complete the first phase of the environmental assessment study which will include traffic modeling, alternatives analysis, and a public involvement process. It is anticipated that a recommendation for selection and/or contract for services will be brought before the Council at their May II th meeting. 2233 MAYOR AND COUNCIL REPORTS. Councilor Figley stated that she had met with concerned Senior Estates citizens on April 25th regarding the W. Hayes Street parking restrictions. All of the individuals in attendance, except for Mr. Bear, were opposed to the restrictions. She suggested that no further action be taken on this request since the neighborhood does not seem to want the restrictions. Councilor Jennings stated that he had spoken with the Mayor of Klamath Falls and found out that Woodburn is not the only community battling growth, traffic problems, buildout, etc.. Councilor Chadwick stated that she has been traveling West Hayes twice a day during the last week and she has only seen I car parked along W. Hayes during that time and it was gone before she made her return trip home that day. Mayor Kirksey stated that she would not be able to attend the Oregon National Guard musical tribute due to a prior commitment. Individuals interested in attending can contact Councilor Jennings for information on obtaining tickets. Page 8 - Council Meeting Minutes, April P.l, 1998 . - - ~." .._------~-~._._.~.~ -. oor--_.---~._._-_.. --'-"-- COUNCIL MEETING MINUTES APRIL 27,1998 TAPE READING Councilor Pugh briefly commented on the W. Hayes Street issue in that citizen involvement, especially those individuals within an affected area, is necessary to make sure the citizens understand and have an opportunity to express their views on an issue. 2394 EXECUTIVE SESSION. JENNINGSIFIGLEY.... adjourn to executive session under the authority ofORS 192.660 (1)( d) to conduct deliberations with persons designated by the governing body to carry on labor negotiations. The motion passed unanimously. The Council adjourned to executive session at 8:12 p.m. and reconvened at 8:25 p.m.. 2410 Following the executive session, the Council took no action on the issue discussed. ADJOURNMENT. JENNINGSIFIGLEY... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:27 p.m.. "/ APPROVED '-~..-r.7...<": -#"l /~1 NANCY A. Klii(SEY, MAYOR ./ , // ATTEST ~~~Po~ Mary Te ant, Recorder City of Woodburn, Oregon 'l.'1 Page 9 - Council Meeting Minutes, April H', 1998 ~ .