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Minutes - 09/14/1998 COUNCIL MEETING MINUTES September 14, 1998 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 14, 1998. CONVENED. The meeting convened 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 Absent Absent Present Present Present StatT Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Police Chief Wright, Recreation & Park Director Westrick, Finance Director Gillespie, Library Director Sprauer, Public Works Manager Rohman, Intern Administrative Asst. Smith, City Recorder Tennant 0022 Mayor Kirksey introduced our new City Administrator John Brown to the audience. She welcomed him to our community and informed the public that a formal reception will be held at a later date, 0046 MINUTES. JENNINGSIPUGH... approve the Council minutes ofJuly 6, 1998 special meeting and the August 24, 1998 regular and executive session minutes; and accept the Planning Commission minutes of August 13, 1998, The motion passed unanimously. 0054 PRESENTATION -- STORMWATERISSUES. Public Works Director Tiwari stated that storm water issues are being analyzed in preparation of the winter months. A storm water master plan wiJl address issues that wiJl take care of potential problems over the next 15 to 20 years. The purpose of the master plan is to improve the methods used to take care of storm water run-off and to protect our water quality, Issues to be addressed in the plan include: 1) public protection for property, as well as life; 2) costs be reviewed and kept to reasonable amounts; 3) risk factors are outlined properly so that there is a balance between risk and public protection; and Page 1 - Council Meeting Minutes, September 14, 1998 r'.. --.------.--,-.- 11 1 -- COUNCIL MEETING MINUTES September 14, 1998 TAPE READING 4) proper coordination takes place between wetland, parkland, and state regulatory agencies. 0215 Gordon Merseth, Consulting Engineer for Crane & Merseth Engineering/Surveying, stated that the public does not perceive there are any storm water problems as long as the water drains after a storm. This has not been a particular problem within the City since the topographic setting that has been fairly well drained by surface drains but development does disturb the natural system. The master plan helps to resolve the issues outlined by the Public Works Director and the goal is to find a balance that would eventually become the City's policy on storm water systems, Other reasons for the master plan include 1) the periodic review mandated by the State since storm water systems are a public facility and 2) the EP A will eventually limit the amount of pollutants in the storm system especially since the Pudding River is classified as a limited stream, The City has adopted policies that need to be updated to meet current and long range needs. Public Works Director Tiwari stated that staffwill bring information before the Council as this project moves forward over the next few months, 0781 ANNOUNCEMENTS. New Library Hours: As of today, the Woodburn Public Library is now open 7 days a week. Director Sprauer stated that a count was conducted today to see how many people came to the Library since it had been several years since the Library was last open on a Monday, By 3:30 pm, the counter indicated that there were approximately 400 people at the Library during the day and by closing time (6:00 pm.), the Library had approximately 700 people. She thanked the Council and Budget Community for funding this additional service to the community. Upcoming Public Hearings: A) On September 28, 1998,7:00 p.m" a public hearing will be held on Annexation #97- 08, Zone Change #97-12, Conditional Use #97-03, Variance #97-12, Planned Unit Development #97-03 relating to Boones Ferry Crossing located east ofBoones Ferry Road and south of the Southern Pacific Railroad crossing. B) On September 28, 1998,7:00 p.m" a public hearing will be held on the proposed change of zone from Single Family Residential (RS) to Commercial General (CG) at 1605 E. Lincoln (Zone Change #97-08). Page 2 - Council Meeting Minutes, September 14, 1998 ..,.._ .__. ._...A__ ".".,....____,_"~___.....--,--..-"--~'-. 11 1 COUNCIL MEETING MINUTES September 14, 1998 TAPE READING 0871 PROCLAMATION - CONSTITUTION WEEK. Mayor Kirksey read the proclamation declaring the week of September 17 - 24, 1998 as Constitution Week 0931 CHAMBER OF COMMERCE REPORT. On behalf of the Chamber Board, School District Superintendent Jack Reeves reviewed the upcoming events: 1) September 16th - Chamber Forum, 12:00 noon, at the Woodburn Medical Center on the topic of Employee Assistance Programs; 2) September 2200 - Business Technology Committee will meet on September 2200, 4:30 p.m" at the Woodburn Medical Center on the topic of the year 2000 relating to computers; and 3) September 24th - Business Showcase will be held at 2225 N Pacific Hwy (formerly the Salud Medical Clinic building) between the hours of2:00 pm to 6:00 pm.. During the month of August, the Chamber had received 765 visitors and 630 telephone calls asking about the Woodburn area. 0993 LEITER FROM GOVERNOR KITZHABER. Mayor Kirksey stated that she would be including this letter as a basis for her October column along with the printing of her original letter. She was pleased that she did receive a response from the Governor and her letter, along with the Governor's, will be put in her column. 1025 COUNCIL BILL 1925 - ORDINANCE ADOPTING A SCHEDULE OF FEES AND CHARGES FOR CITY SERVICES. Council Bill 1925 was introduced by Councilor Chadwick Recorder Tennant read the two readings of 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 1925 duly passed with the emergency clause. 1926 COUNCIL BILL 1926 - RESOLUTION CALLING FOR PUBLIC HEARING ON THE ANNEXATION OF PROPERTY LOCATED EAST OF BOONES FERRY ROAD AND SOUTH OF THE SOUTHERN PACIFIC RAILROAD CROSSING. Councilor Chadwick introduced Council Bill 1926, 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. The Mayor declared Council Bill 1926 duly passed. Page 3 - Council Meeting Minutes, September 14, 1998 COUNCIL MEETING MINUTES September 14, 1998 TAPE READING 1100 COUNCIL BILL 1927 - RESOLUTION AUTHORIZING AGREEMENT WITH CRANE & MERSETH ENGINEERING/SURVEYING RELATED TO ENGINEERING SERVICES FOR THE COMPLETION OF THE STORM WATER MASTER PLAN. Council Bill 1927 was introduced by Councilor Chadwick. Recorder Tennant read the bill by title only since there were no objections from the Council. On ron can vote for final passage, the bill passed unanimously, Mayor Kirksey declared Council Bill 1927 duly passed. 1128 COUNCIL BILL 1928 - RESOLUTION ENTERING INTO A PIPELINE CROSSING AGREEMENT WITH UNION PACIFIC RAILROAD TO ALLOW ONE UNDERGROUND 24" WASTEWATER PIPELINE CROSSING. Councilor Chadwick introduced Council Bill 1928. The bill was read by title only since there were no objections from the Council. On ron call vote for final passage, the bill passed unanimously, Mayor Kirksey declared Council Bill 1928 duly passed. 1150 MILL CREEK FORCE MAIN EASEMENT ACCEPTANCE. Staff recommended that an easement be accepted from John Hibbard and Frank & Emily Doss for the Min Creek sewer force main project, JENNINGSIPUGH... accept the utility easement from John Hibbard and Frank & Emily Doss as described in Attachment A of the staff report. The motion passed unanimously. 1160 CONTRACT AWARD - PARR ROAD/CENTENNIAL PARK WATER LINE EXTENSION. Bids for the instanation of a 12" water main were received from the fonowing contractors: Earthworks, Inc., $16,844.00; Gelco Construction Co., $23,580.00; LAW. Excavation, $28,738,02; Rasch General Contractors, $29,400.00; J-Mac General Contractors, $30,800.00; Scharff Bros., $32,010,00; and Kerr Contractors, $48,066.00. Staff recommended the acceptance of the low bid which was approximately 22% below the engineer's estimate. JENNlNGSIPUGH... award the construction contract to the lowest responsible bidder, Earthworks, Inc., for the Parr Road/Centennial Park water main extension project in the amount of $16,844.00. The motion passed unanimously. 1172 CONTRACT AWARD - ABANDONMENT OF TWO WATER WELLS AT W ASTEW ATER TREATMENT PLANT. Schneider Equipment, Inc., submitted the only bid for this advertised project in the amount of$24,700,00. After reviewing the bid, staff recommends that this bid be accepted which is approximately 12% higher than the engineer's estimate. Page 4 - Council Meeting Minutes, September 14, 1998 COUNCIL MEETING MINUTES September 14, 1998 TAPE READING JENNINGSIPUGH... Schneider Equipment, Inc" be awarded the contract in to abandon two wells at the Wastewater Treatment Plant facility in the amount of$24,700,00. The motion passed unanimously. 1190 REOUEST FOR SPECIAL COUNCIL MEETING RE: CENTENNIAL PARK PHASE I. Director Westrick stated that bids had been opened, however, bid review has not been completed and staffis requesting that a special Council meeting be held on Monday, September 21, 1998. After discussion concerning availability of Councilors, it was determined that the meeting be held on Saturday, September 191h, 10:00 a.m., for the purpose of reviewing funding options and contract award. 1327 CLAIMS FOR THE MONTH OF AUGUST 1998. SIFUENTEZ/PUGH... authorize payment of voucher checks # 42342 through #42708 issued during the month of August 1998. The motion passed unanimously, 1400 SITE PLAN ACTIONS. A) Site Plan Review #98-14 - Les Schwab Tire Center: Planning Commission has approved, with conditions, the construction ofa tire storage and alignment building. No action was taken by the Council. B) Site Plan Review #98-15 -Modular Unit at Washington Elementary School: Planning Commission has approved, with conditions, placement of a modular unit on the Washington School grounds. No action was taken by the Council. C) Site Plan Review #98-16 - Addition to Existing Laundromat at 1188 N. Pacific Hwy: The Planning Commission has agreed to the staff's administrative decision to approve, with conditions, a 1,080 square foot addition to the existing building. No action was taken by the Council. D) Site Plan Review #98-17 - Additional to Existing Manufacturing Facility at 2785 National Way: The Planning Commission acknowledged the staff's administrative decision to approve, with conditions, a 3,000 sq, foot addition to an existing building at the Fleetwood manufacturing facility, No action was taken by the Council. E) Site Plan Review #98-18 and #98-15 - Placement of Modular Units at Valor Middle School and Lincoln Elementary School: The Planning Commission acknowledged the staff's administrative decision to approve, with conditions, the placement of modular classroom units at these schools, Councilor Jennings questioned School Supt Dr. Jack Reeves as to the need for the modular classrooms, Page 5 - Council Meeting Minutes, September 14, 1998 _u__ ..._....._."._..._.~_._.____.'" , 1[ , COUNCIL MEETING MINUTES September 14, 1998 TAPE READING Dr, Reeves stated that, even though a new elementary and middle school were completed last year, the schools are at capacity. When the schools were added, it was known that modular units would be required for a period of time due to the growth of the City over the last several years. The exception is the high school and that expansion project does provide for future growth. No action was taken by the Council on these site plans, 1400 STAFF REPORTS. A) Evaluation of Woodburn Public Transportation Options: Staff has identified funding in the Statewide Transportation Program for two projects with funding available July 1, 1999. Those projects are 1) purchase ofa new transit bus for a commuter route to Salem, and 2) planning study to provide more detailed transportation system improvements. Due to the Budget Committee's interest in expanding transit service to outlying areas, a copy of this report will be forwarded to each Budget Committee member Police Chief Wright informed the Council that Karen Tate, reporter for the Woodburn Independent, will soon leave her position to complete her studies in Administration of Justice at Portland State University. He expressed his appreciation for her reporting of events whether it be Police Department news or other City issues. Mayor Kirksey stated that Ms. Tate has been very responsive and she will be missed by many within the community. 1820 ADMINISTRATOR'S REPORT. Administrator Brown stated that he would be spending the first couple of weeks in familiarizing himself with the City and meeting with individuals to learn about their issues. 1542 MAYOR AND COUNCIL REPORTS. Councilor Pugh read his memo into the record on the issue of signs within the public right- of-way and on utility poles. Complaints have been made by his constituents on the proliferation of these signs which include real estate, garage sale, and a variety of advertisements. For the record, he stated that he is a realtor in this area. In his opinion, real estate signs should be A-frame and removed daily rather than being placed for a long period of time at one location, He suggested that the Planning Commission take the matter into consideration, Mayor Kirksey stated that she had also received a telephone call from Dennis Miller, local real estate agent, complaining about this same issue, PUGH/JENNINGS... direct staff to look into the legality of those signs on public or private property that is at a different location than where the garage sale or house for sale is being advertised and staff to consider what corrective actions may compliment what is Page 6 - Council Meeting Minutes, September 14, 1998 --- ..._-".--'-_."'_."-~-"--"-'..._----~-'-'.' 11 1 COUNCIL MEETING MINUTES September 14, 1998 TAPE READING now allowed to overcome this unslightly problem, and this motion does not include the a- frame signs mentioned above except to consider a maximum 8 hour period for their placement. Councilor Jennings stated that this problem is at numerous intersections along Highway 214 and he questioned if there is currently an ordinance in place regulating off-premise signs. Director Goeckritz stated that the sign ordinance does regulate off-premise signs but it is quite liberal at this time since it allows 3 off-site signs. The modified sign ordinance would only allow lon-site and no off-site signs. Following some further discussion on this issue, the motion passed unanimously. Councilor Sifuentez thanked the Mayor and Councilors Jennings and Chadwick for participating in the Mexican celebration over the last weekend, Councilor Chadwick stated that she was glad to see that John Brown has now joined our City staff and she hoped he will have many years with the City. Councilor Pugh expressed his concern in that there was no cable television taping for this meeting and he feels that Council meetings should be televised so that interested citizens can keep abreast of what is happening in the City. Councilor Sifuentez stated that the camera operators are all volunteers and the only way to insure coverage is to pay those individuals for their work. Councilor Jennings reminded the Council that the Budget Committee had included funds in this year's budget to purchase some additional equipment and pay camera operators. Mayor Kirksey stated that she had been asked by Waldron Resources to do an evaluation on interim Administrator Walton's work. She has solicited written comments from staff and will be submitting an evaluation to Waldron within the next few days. 2050 EXECUTIVE SESSION. JENNINGSIPUGH.... adjourn to executive session under the authority of the following state statutes: 1) ORS 192.660(1)(h) to consult with counsel concerning the legal rights and duties ofa public body with regard to current litigation or litigation likely to be filed; 2) ORS 192.660(1)(f) to consider records that are exempt by law from public inspection; and 3) ORS 192.660(1)(e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions, The motion passed unanimously. The Council adjourned to executive session at 8:06 p.m, and reconvened at 8:30 p,m.. Page 7 - Council Meeting Minutes, September 14, 1998 . ----_._--~-"..__.__.-----.._...._~..---- .. ...- COUNCIL MEETING MINUTES September 14, 1998 TAPE READING 2060 Following executive session, JENNINGS/PUGH... authorize the purchase of Doss property in the amount of $50,000.00 with negotiated terms, The motion passed unanimously. Councilor Jennings suggested that a Council workshop be set for October 19th to discuss a proposed ordinance dealing with neighborhood organizations. It was a consensus to hold the meeting on the date as suggested, In regards to the Doss property, Councilor Jennings stated that the property was purchased since it will hold a future force main pump station. 2160 ADJOURNMENT. JENNINGS/PUGH.... meeting be adjourned, The motion passed unanimously. The meeting adjourned at 8:33 p,m.. APPRr1~. r NANCY A. ATTEST~~4 Mary Te t, Recorder City of Woodburn, Oregon Page 8 - Council Meeting Minutes, September 14, 1998 ~ .