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Minutes - 06/08/1998 '1 COUNCIL MEETING MINUTES JUNE 8, 1998 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 8, 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 Absent 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, Library Director Sprauer, Public Works Manager Rohman, Intern Administrative Asst. Smith, City Recorder Tennant Mayor Kirksey stated that Councilor Chadwick was unable to attend this meeting since her husband was very ill. 0020 MINUTES. JENNINGS/FIGLEY... approve the Council regular and executive session minutes of May 26,1997 and accept the Library Board minutes of May 27,1998. The motion passed unanimously. 0030 ANNOUNCEMENTS. A) A public hearing will be held before the City Council on Monday, June 22, 1998, 7:00 p.m., City Hall Council Chambers, on Comprehensive Plan Amendment #97-04, Zone Change #97-13, and Site Plan Review #97-17 (Hardcastle Avenue Apartment Complex). Mayor Kirksey questioned as to why this hearing was not being held at this meeting as noticed to the surrounding property owners. Community Development Director Goeckritz stated that the hearing notices had been mailed to property owners in the affected area and the notice posted in the area, however, the developer did not get the notice into the newspaper within the timeline established by the ordinance. The developer has since submitted the notice to the newspaper for Page I - Council Meeting Minutes, June 8, 1998 r --_.,-~~ ...~-.,..-.-.._,,_.. -~"-'-" ._._-.....-.--.'._'-_.....,_..~.~."...,~--~---,-,-~ !II . "'II COUNCIL MEETING MINUTES JUNE 8, 1998 TAPE READING publication and the hearing has been rescheduled to June 22nd. Staff did not send out new notices to the property owners regarding the change in the hearing date. Mayor Kirksey stated that, in the future, property owners are to be notified in writing of any date change. 0088 APPOINTMENT TO THE PARK BOARD. Mayor Kirksey stated that she had not prepared a written memorandum for inclusion in the packet, however, after consulting with the Councilors, she is appointing Darryl Kelley to fill Park Board position III with a term expiration date of December 31, 2000.. JENNINGS/FIGLEY...appointment of Darryl Kelley to the Park & Recreation Board be approved. The motion passed unanimously. 0121 CHAMBER OF COMMERCE REPORT. Teresa Sonera, representing the Chamber Board, reminded the Council of the following upcoming Chamber events: I) Business After Hours will be held on June 11'" 4:30 p.m., at the Woodburn Veterinary Clinic located at 222 S. Pacific Highway; and 2) On June 17th, the Noon Forum will be held at the Woodburn Medical Clinic with guest speaker being Dean Funk ofPGE who will provide information on purchasing electric power. She also thanked the Budget Committee for the hours of work dedicated towards the budget process. Chamber statistics for the month of May 1998 was 665 visitors to the Chamber office and 725 telephone calls asking for information on Woodburn. 0170 CENTENNIAL PARK PROJECT.. Councilor Figley stated that the Committee had reviewed proposals for Phase I architectural and engineering services and recommended the acceptance ofthe proposal submitted by Leisinger Designs. She introduced Andy Leisinger and Jerry Groffwho were in attendance at the meeting. Mr. Leisinger stated that they were looking forward to working with the City on this project and they anticipate completion of the project within the time frames outlined in the proposal. 0204 LETTER FROM LEAGUE OF OREGON CITIES. Administrator Walton read the letter from LOC requesting support and condolences to the families of victims and the citizens of Springfielld following the tragic shooting event at Thurston High School. Donations for families in need are being coordinated by the United Way and donations can be sent to the United Way in Lane County. Page 2 - Council Meeting Minutes, June 8, 1998 r ~,.. '.'_'_~"4_---'-_,."____,_,_,___",____._,.,,,,,___,~"_,,_,,,,,__~___< !III T "~.., COUNCIL MEETING MINUTES JUNE 8, 1998 TAPE READING 0276 PUBLIC HEARING ON THE 1998-99 CITY BUDGET. Mayor Kirksey declared the public hearing open at 7:13 p.m.. Administrator Walton provided a brief overview of the budget document which includes the State Revenue Sharing fund. He stated that, even though the City is not financially "flush" this year, it is in a relatively solid financial condition. The Budget Committee met and has recommended approval of a balanced budget that addresses several needs of the City that have not been met over the last few years. He highlighted the following items in the budget: I) restoration of clerical staff support in the Police Department; 2) increased Library hours to 7 days a week; 3) new resources allocated to street maintenance and overlay programs; 4) preparation of a Capital Improvement Plan to meet long range needs for city facilities; 5) continuation of work relating to expansion and upgrading of water distribution; and 6) continuation of wastewater facility and collection system expansion and upgrades. He also referred to the memo in the packet from Recorder Tennant informing the Council that the Dept. of Revenue has adjusted the City's permanent rate from $6.0458 per $1,000 to $6.0534 per $1,000. Options available to the Council are: 1) leave the rate at $6.0458 as recommended by the Budget Committee or 2) republish the financial summary to increase the permanent rate. No one in the audience spoke either for or against the 1998-99 budget as recommended by the Budget Committee. Councilor Jennings suggested that no change in the permanent tax rate be made for this year thereby giving the Fire District a few extra dollars for their programs. JENNINGSIPUGH.... leave the permanent tax rate at $6.0458 as published in the financial summary. The motion passed unanimously. Mayor Kirksey declared the public hearing closed at 7:20 p.m.. Councilor Pugh stated that this was a long budget process and Council should move forward towards its adoption. Mayor Kirksey stated that she was pleased with this year's budget process and felt that it went better this year than it has in the past. Administrator Walton reminded the Council that this year's budget process was the beginning of a program budget and next year's document will provide more information. 0500 JENNINGS/FIGLEY... staff proceed with preparing a budget ordinance based on the Committee's recommendation. The motion passed unanimously. 0508 COUNCIL BILL 1891 - ORDINANCE AMENDING THE WOODBURN COMPREHENSIVE PLAN TO INCORPORATE CERTAIN CHANGES RELATED TO DOWNTOWN REVITALIZATION. Council Bill 1891 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. On Page 3 - Council Meeting Minutes, June 8, 1998 r- __""~1. ..._'__.._."..,__.,_~.;,. .....u._~..~..._.._'d.__...,__.___"_..~~.__ 11 T -~ COUNCIL MEETING MINUTES JUNE 8, 1998 TAPE READING roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1891 duly passed with the emergency clause. 0542 COUNCIL BILL 1892 - ORDINANCE AMENDING WOODBURN ZONING ORDINANCE TO INCLUDE CHAPTER 40 (DOWNTOWN DESIGN AND CONSERVATION DISTRICT) AND CHAPTER 42 (NEIGHBORHOOD CONSERVATION OVERLAY DISTRICT). Council Bill 1892 was introduced by Councilor Hagenauer. The two readings of the bill were read by title only since there were no objections from the Council. Councilor Jennings questioned the location of the amendment passed by the Council at the last meeting that would eliminate future money wiring businesses unless they are incidental to other allowable uses within the district. Attorney Shields stated that on page 5, Section 40.050, this business is not listed as a permitted use. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1892 duly passed with the emergency clause. 0618 COUNCIL BILL 1893 - ORDINANCE INTERPRETING THE WOODBURN ZONING ORDINANCE REGARDING MAINTENANCE OF A NON- CONFORMING STRUCTURE AND AFFIRMING THE POSITION OF THE PLANNING COMMISSION (276 E. Lincoln Street). Council Bill 1893 was introduced by Councilor Hagenauer. Recorder Tennant read the two readings of the bill by title only. Councilor Pugh stated that he was in favor of this bill, however, he felt that it should be read in full for the record. Recorder Tennant read the bill in full as requested. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1893 duly passed with the emergency clause. 0780 COUNCIL BILL 1894 - RESOLUTION ENTERING INTO AGREEMENT WITH LEISINGER DESIGNS TO PROVIDE LANDSCAPE ARCHITECTURAL AND ENGINEERING SERVICES FOR THE DEVELOPMENT OF PHASE I OF CENTENNIAL PARK. Councilor Hagenauer introduced Council Bill 1894. 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 1894 duly passed. 0804 COUNCIL BILL 1895 - RESOLUTION AUTHORIZING INTERFUND BORROWING OF FUNDS AT JUNE 30.1998. Council Bill 1895 was introduced by Councilor Hagenauer. Recorder Tennant read the Page 4 - Council Meeting Minutes, June 8, 1998 r ..... ...........----.......----....".. ""-"""'-", COUNCIL MEETING MINUTES JUNE 8, 1998 TAPE READING 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 1895 duly passed. 0825 COUNCIL BILL 1895 - RESOLUTION AUTHORIZING INTERFUND BORROWING. Council Bill 1895 was introduced by Councilor Hagenauer. The bill was read by title only since there were no objections from the Council. It was noted that this bill will authorize a loan from the Street/Storm CIF Fund to the Special Assessment Fund to cover costs related to the Parr Road and Downtown Alley improvement districts rather than selling Bancroft bonds to an outside financial institution. The loan will be paid back to the Street/Storm CIF Fund in ten equal annual installments including interest. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1896 duly passed. 0852 COUNCIL BILL 1897 - RESOLUTION ENTERING INTO A WATERlWASTEWATERFINANCING PROGRAM FINANCIAL ASSISTANCE AWARD CONTRACT AND LOAN AGREEMENT WITH THE STATE ECONOMIC DEVELOPMENT DEPT. Council Bill 1897 was introduced by Councilor Hagenauer. Recorder Tennant read the bill by title only since there were no objections from the Council. It was noted that this bill will authorize acceptance of a $485,000 grant award and $515,000 loan from the Economic Development Dept. with the interest rate on the loan being approximately 5%. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared the bill duly passed with the emergency clause. 0880 REOUEST FOR SOUND AMPLIFICATION PERMIT. A request for a sound amplification permit was submitted by J. Galdino Leon, 980 Marion Street, for live music at his home between 12:00 pm and 10:00 pm on Sunday, June 21 ". Staff recommended that the Council deny the request as they have done in the past to other private persons requesting a permit since the use of sound amplification devices disturb neighboring residences.. JENNINGS/FIGLEY... in keeping with past practice, the request be denied. The motion passed unanimously. Page 5 - Council Meeting Minutes, June 8, 1998 r ~.._..,_.".. -'-, ".,~,"".". +....--.'.,............. -,..~--,.- ,',-- \, COUNCIL MEETING MINUTES JUNE 8,1998 TAPE READING 0897 BID AWARD - CONSTRUCTION CONTRACT FOR PAVING CITY STORAGE LOT ON CLEVELAND STREET. Bids for the paving of the storage lot located on E. Cleveland Street were received from the following contractors: Morse Bros., $19,305.00; Parker Northwest Paving, $19,671.00; D & D Paving, $21,025.00; Salem Road & Driveway, $22,550.00; North Santiam Paving, $23,835.00; Kerr Contractors, $24,890.00; and Don Shephard Exc., $25,675.93. It was noted that the engineer's estimate was $28,845.00 which includes BOLI prevailing wage rates as part of the overall cost. Since the contract is less than $25,000, the prevailing wage rates would not apply thereby making the percentage difference between the low bid and engineer's estimate greater than the norm. Staff recommended the acceptance of the low bid. JENNINGSIFIGLEY... award the construction contract to Morse Bros. for the asphalt paving of the Cleveland Street storage lot in the amount of$19,305.00. The motion passed unanimously. 0906 REOUEST FOR TEMPORARY CLOSURE OF ALEXANDRA COURT FOR A 4TH OF JULY BLOCK PARTY. Chief Wright stated that this neighborhood group has made this request annually for at least 7 years and he recommended that their request to barricade their street be granted. He stated that their neighborhood watch program has been spearheaded by the Lima and Mill families and this neighborhood has worked in partnership with the Police Department and other city departments to solve problems in their area. They have been very successful and can give a lesson to other neighborhood watch groups within the City. Councilor Jennings commended this group for their work in making their neighborhood a better place to live. JENNINGSIFIGLEY... authorize the closure of Alexandra Ct. on Saturday, July 4, 1998, from 10:00 am to 11 :00 pm. The motion passed unanimously. 1030 REOUEST FOR EXTENSION OF CITY LIABILITY INSURANCE AND SOUND AMPLIFICATION PERMIT FOR THE OLD FASHION 4TH OF JULY PICNIC. A letter was submitted by Don Eubank, General Chairman of this event which is co- sponsored by the City and Kiwanis, requesting extension of the City's liability insurance for this annual event and for permission to use sound amplification equipment for the day and evening activities. JENNINGS/PUGH... approve the request to extend City liability insurance coverage and the use of sound amplification equipment for the Old Fashioned 4th of July Picnic from 10:00 am to 11 :00 pm at the Woodburn High School. The motion passed unanimously. Page 6 - Council Meeting Minutes, June 8, 1998 r .. ._-'-_._.~..._._..,.-"_..., - ~.~._._,..._._-".., .--..-.... ... -,-.-. .-'-." .. - \1 COUNCIL MEETING MINUTES JUNE 8, 1998 TAPE READING Councilor Jennings commended Lt. Eubank for his efforts in coordinating this event on his own time. Mayor Kirksey stated that there are a number of city staff members who also volunteer their own time towards this event. I 080 MAYOR AND COUNCIL REPORTS. Councilor Figley reminded staff that the parking lot sidewalk needs some repair. Councilor Jennings stated that he had been under the impression that local gas tax money would be used to resurface Industrial Way which was done last year, however, after talking to our Public Works Director, he has been told that Industrial Way and Lincoln Street will be resurfaced this year without using local gas tax monies. He also stated that he had attended the Mayor's Coordinating Meeting last week, and, during the meeting jotted down some of the good things that were happening in Woodburn. He shared the following items on his list: I) Centennial Park is moving forward, 2) the Old Fashioned 4th of July Picnic and Fireworks display will be held at the high school field, 3) the Woodburn Downtown Association is active and will be getting some good things done in the downtown area, 4) the Library will be open 7 days a week soon after July I", 5) working on an employee benefit package that will hopefully improve the retirement benefit for our employees, 6) the Legion Park ball field is being worked on, 7) the Aquatic Center revenue and participation has been increasing over the last few months, 8) the Budget Committee has provided funding to get the Parks Office out from the upstairs portion of the Community Center, and 9) our Intern City Administrator has opened up a line of communication between the Council, Administrator, and staff. 1 ~3 5 Councilor Hagenauer requested that a portable toilet be placed in the city parking lot area to provide a bathroom for people milling around Library Park and the parking lot areas. Councilor Sifuentez stated that St. Luke's will soon be opening a ministry office in the downtown area and the City may be able to work with the church in providing a restroom facility rather than the placement of a portable toilet. Councilor Hagenauer also requested that a city limits sign and a 25 MPH speed sign be placed on the east end of Hardcastle to alert drivers of the need to reduce their speed in the residential area. Councilor Sifuentez stated that she would be out of town between June 18th and 27th. Councilor Pugh thanked the Public Works Director for getting water to the island on Woodland and he requested that additional assistance be given by Public Works to finish the irrigation project. Mayor Kirksey presented Councilors Jennings, Hagenauer, and herself with lapel pins for 10 years or more of dedicated service to the City. She also stated that the RSVP recognition will be held at the Settlemier House on June 26th to honor our local volunteers who provide Page 7 - Council Meeting Minutes, June 8, 1998 r ,......~~-,.-.._--~.,..~~-_._._..._--,,~_."--+.__..__..- .. -., '1 COUNCIL MEETING MINUTES JUNE 8, 1998 TAPE READING countless hours of service to the community. 1430 EXECUTIVE SESSION. JENNNGS/FIGLEY... adjourn to executive session under the following statutory authority: 1) ORS 192.660 (I)(e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions; 2) ORS 192.660(1 )(f) to consider records that are exempt by law from public inspection; and 3) 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. The motion passed unanimously. The Council adjourned to executive session at 7:50 p.m. and reconvened at 8:32 p.m.. 1459 JENNINGS/FIGLEY... City Attorney be instructed to contact the owners of the Salud building to either abate in 90 days or the City will start litigation. Attorney Shields stated for the record that the building is located at 347 N. Front Street. The motion passed unanimously. 1480 ADJOURNMENT. JENNINGS/SIFUENTEZ.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:34 p.m.. APPROVED '- > ~ //'->-7- ~ . ~ NANCY A. K SEY, MAYOR / , ATTEST /?la~---;;::''1. ~1-:s1 , 11ary T ant, Recorder City of Woodburn, Oregon Page 8 - Council 11eeting 11inutes, June 8, 1998 T'.' '--'--.-.,.,--------.,.~-.__,..~~...,"_.~".,..,.,.._,.,".~