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Minutes - 01/13/1997 COUNCIL MEETING MINUTES January 13, 1997 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JANUARY 13, 1997. CONVENED. The Council met in regular session at 7:00 p.m. with Mayor Kirksey presiding. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer J ermings Pugh Sifuentez Present Present Present Present Present Absent Present Staff Present: City Administrator Childs, City Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Park & Recreation Director Holly, Police Chief Wright, Finance Director Gillespie, Library Director Sprauer, Public Works Manager Rohman, City Recorder Tennant 0021 Councilor Jermings stated that Councilor Pugh is not in attendance at this meeting to due illness. 0030 MINUTES. JENNINGS/FIGLEy.... approve the Council minutes of December 9, 1996 (regular and executive session), and the workshop minutes of December 10 and 16, 1996; accept the Planning Commission minutes of December 12, 1996 and the Library Board minutes of December 18, 1996. The motion passed unanimously. 0049 City Administrator Childs requested that he be allowed to read a letter recently received by staff under agenda item 6(A). 0055 ANNOUNCEMENTS. A) A Council workshop will be held with the Library and Park & Recreation Board on Tuesday, January 21, 1997,7:00 p.m., City Hall Council Chambers, to discuss Measure 47 priorities. Mayor Kirksey stated that this workshop had been scheduled for January 20th, however, the date was changed due to the observance of the Martin Luther King holiday and the Inauguration Day ceremonies. Page I - Council Meeting Minutes, January 13, 1997 " .,.,-..-..-. 11 I COUNCIL MEETING MINUTES January 13, 1997 TAPE READING B) On January 27, 1997,7:00 p.m., the following public hearings will be held before the City Council: 1) Access Management Ordinance; and 2) Community Development Block Grant 0077 PRESENTATIONS -- CHRISTMAS LIGHTING CONTEST WINNERS, On behalf of the Woodburn Kiwanis Club and the Chamber of Commerce, Meghan Stone, Cindy Wurdinger-Kelly, Jane Kanz, and Paul Null presented plaques to the winners of the annual outdoor Christmas Lighting and Decoration contest. Awards were presented to the following: Resident Light and Display: First Place: Randy Conover; Second Place: Jennifer & Jonathan Davis; Third Place: Julius Moore Resident Lights Only -- First Place: Leonard Van Valkenberg; Second Place (tie): Derek Lisby, and Eric & Niki Henry Neighborhood Display -- First Place: Alexandra Court Business Display -- First Place: Glatt House Gallery Apartment Complex -- First Place (tie): Stonehedge Apartments and Britewood Apartments; Second Place: Nuevo Amanceer Ms. Stone expressed her appreciation to those who entered this year's contest and encouraged all residents who do decorate their homes and/or businesses to enter the 1997 lighting and display contest. 0241 CHAMBER OF COMMERCE REPORT. Cindy Wurdinger-Kelly, representing the Chamber of Commerce, reminded the public that the annual Chamber Banquet will be held on Tuesday, January 14th, 6:00 p.m., United Methodist Church, at which time new officers will be installed. At this Banquet, the Business of the Year Award and the Chairman of the Year Award will be announced. She also reminded the Council that the Chamber Forum will be held on January 15th, Yun Wah's, 12:00 noon, with the "State of the City" address presented by Mayor Kirksey and Administrator Childs. 0277 COMMUNITY CENTER ADVISORY CENTER COMMITTEE REPORT. Darrell Mendenhall, representing the Community Center Committee, summarized the Committee's report that had been given to the Council in December 1996. He stated that the Committee did not address the issues of site selection or funding within this report. They did formulate recommendations on the structure and component needs of the Center. An architect was involved in preparing the basic structural requirements and component needs based on information obtained from various field trips and comments from community members. If a community center did not include a performing arts center, the estimated size of the facility would be 40,360 square feet with an estimated cost of $4,782,000 without land acquisition costs. If a community center were to Page 2 - Council Meeting Minutes, January 13, 1997 -OP--' . ,-, ,~,-- " T COUNCIL MEETING MINUTES January 13, 1997 TAPE READING include a performing arts center, it would require approximately 57,878 square feet and would cost approximately $7,161,000 without land acquisition costs. Extra copies of the report are available at the Park & Recreation office. He also stated that the Committee now feels that their work as an active Committee is completed unless they receive further direction from the Council and Mayor that their work should continue. On behalf of the Community Center Committee, he extended their appreciation for the opportunity to serve the City in this capacity. Mayor Kirksey thanked the Committee members for serving on this committee and the Council now needs to discuss what direction, if any, should be pursued by the Council. JENNINGS/SIFUENTEZ.... accept the report from the Community Center Advisory Committee as an official document. The motion passed unanimously. The Councilors also expressed their appreciation to the Committee members for their work on this project and a job well-done. 0473 LETTER RE: CONTINUATION OF CERTAIN CITY SERVICES. Administrator Childs read a letter submitted by Ralph Wolf and signed by 52 other individuals in response to a recent Woodburn Independent newspaper article on potential reductions within the City budget as a result of Ballot Measure 47. In summary, the concerned citizens suggested that no cuts be made in the Police Department, (2) no reductions be made in the Dial-a-Ride program, (3) the Adult and Senior programs continue to be included in the budget since those activities seem to be self-supporting, and (4) Youth programs not be reduced as part of the overall cutbacks. 0563 PUBLIC HEARING - PARATRANSIT PLAN. Mayor Kirksey declared the public hearing open at 7:23 p.m.. Public Works Manager Rohman stated that the City is required to comply with Federal Transportation Admn. (FTA) rules as it applies to our transit operations. In 1990, the Americans with Disabilities Act (ADA) was adopted which require a fixed-route transit operation to provide transit services to disabled riders comparable to those offered to other riders. The fixed-route service operates 5 days a week, whereas, effective July I, 1996, the para-transit service increased their operation from 3 to 4 days a week. The para-transit service utilizes a van to provide a portion of the service to the elderly and disabled plus it also uses volunteer drivers to transport passengers to areas outside of the City for medical appointments. He reviewed statistical reports on the ridership of the transit bus and para-transit van over the last several years. The FT A rules provide six service criteria to determine comparability to the fixed-route system. Of the six service criteria, the City does not comply with 2 of the service criteria, namely, response time and hours and days of service. Even though van ridership is increasing, it is still not used to its capacity and lack of financial resources prohibits the addition of another day for a 5 day a week service. In the past the City has submitted a letter to the FT A requesting an undue financial waiver requesting a new compliance date of July 1, 1998 since we have not been able to provide the comparable service. The current compliance Page 3 - Council Meeting Minutes, January 13, 1997 r- I--.~ 11 I ""''"; COUNCIL MEETING MINUTES January 13, 1997 TAPE READING date is January 26, 1997. A representative from the FTA Region X office has informed staff that it may be June or July before a formal response is sent to the City. Following this hearing, public comments along with Ballot Measure 47 comments, will be submitted to the FTA as a supplement to support the City's request for an undue financial waiver. 0900 No one in the audience commented on the City's Para-transit Plan. Mayor Kirksey declared the public hearing closed at 7:34 p.m.. 0950 PUBLIC HEARING - COMMUNITY DEVELOPMENT BLOCK GRANTS FOR 1997. Mayor Kirksey declared the public hearing open at 7:35 p.m.. Community Development Director Goeckritz reviewed the State's Community Development Block Grant program which provides up to $16 million for construction projects and/or technical assistance. It was noted that applications for grant funds under this particular program are taken the first part of March 1997 whereas applications for Public Works projects are taken all year. The purpose of this hearing is to receive community input on what projects should be considered by the Council. Another public hearing will be held on January 27th at which time staff will prepare a draft proposal for Council review and public comment. In the past the City has secured grant funds for rehabilitating the City's housing stock and staff is looking at this type of project for additional grant funds. Loans are made to low/moderate income homeowners that are eventually repaid when the homes are sold creating a revolving loan program for future rehabilitation of other homes within our community. Councilor Figley, member of the Loan Review Committee, stated that the existing program has been such a success that continuing this program will only benefit our community. The most recent Housing Rehabilitation grant awarded to the City has provided 36 homeowners with the financial ability to make improvements and there is still a demand for more funds to be made available through this program. No one in the audience commented on potential use of Community Development Block Grant funds for 1997. Mayor Kirksey closed the hearing at 7:40 p.m.. 1132 COUNCIL BILL 1767 - RESOLUTION GIVING CITY COUNTY INSURANCE SERVICES TRUST NOTICE OF POTENTIAL WITHDRAWAL FROM MEMBERSHIP IN THE SELF-INSURANCE POOL. Council Bill 1767 was introduced by Councilor Hagenauer. Recorder Tennant read the bill by title only since there were no objections from the Council. Administrator Childs reminded the Council that Trust by-laws require formal notification and, once given, it allows the City to look at all insurance coverage options for 1997-98. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1767 duly passed. Page 4 - Council Meeting Minutes, January 13, 1997 .,.-.....-. .." 1 - ( COUNCIL MEETING MINUTES January 13, 1997 TAPE READING 1176 COUNCIL BILL 1768 - RESOLUTION AUTHORIZING INTERGOVERNMENTAL AGREEMENT WITH STATE ADMINISTRATIVE SERVICES DEPARTMENT FOR THE DISPOSAL OF SURPLUS PROPERTY. Councilor Hagenauer introduced Council Bill 1768. The bill was read by title only since there were no objections from the Council. On roll call vote for fmal passage, the bill received unanimous approval. Mayor Kirksey declared Council Bill 1768 duly passed. 1200 COUNCIL BILL 1769 - RESOLUTION AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT WITH THE STATE TRANSPORTATION DEPARTMENT FOR A TRAFFIC SAFETY GRANT. Council Bill 1769 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, Council Bill 1769 passed unanimously. The Mayor declared the bill duly passed. 1222 COUNCIL BILL 1770 - RESOLUTION RE-ESTABLlSHING COMPENSATION SCHEDULES FOR HOURLY AND SEASONAL EMPLOYEES. Council Bill 1770 was introduced by Councilor Hagenauer. The bill was read by title only since there were no objections from the Council. Councilor Jennings stated that he was aware of the State minimum wage increase from $4.75 to $5.50 per hour effective January 1, 1997, however, he questioned the need to adjust the overall schedules that currently exceed the minimum pay requirement. A brief discussion was held regarding the proposed schedules that would continue to provide some wage differentials between positions without increasing all of the established rates. The Councilors requested that copies of the current schedules be provided so that they will have an opportunity to compare the proposed changes to the current schedules. FIGLEY/SIFUENTEZ.... Council Bill 1770 be tabled until the next regular meeting. The motion passed unanimously. 1414 COUNCIL BILL 1771 - RESOLUTION ENTERING INTO AN AGREEMENT WITH DON GANER TO COMPLETE A RECREATION AND PARKS COMPREHENSIVE PLAN. Council Bill 1771 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 fmal passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1771 duly passed. 1440 AUTHORIZATION TO PURCHASE FLOW METERS. Staff recommended that authorization be given to purchase 3 flowmeters and support accessories from ORl Instrumentation in the amount of $12,502.50 off of Clackamas County's bid award. Clackamas County and ORl Instrumentation have both agreed to Page 5 - Council Meeting Minutes, January 13, 1997 COUNCIL MEETING MINUTES January 13, 1997 TAPE READING allow the City to purchase the flowmeters and support accessories at the same bid price which is less than the amount quoted by a vendor during the budget process. Councilor Jennings questioned if it was legal to "piggyback" onto another agency's bid proposal without going through a Request for Proposal (RFP). Public Works Manager Rohman stated that State law does allow for this type of action provided that both the agency and vendor agree. JENNINGS/FIGLEy.... authorize the purchase of 3 flowmeters and support accessories from ORI Instrumentation in the amount of $12,502.50. The motion passed unanimously. 1477 LIOUOR LICENSE TRANSFER -- CROSSROADS GROCERY AND DELI. A package store liquor license application was submitted by Sang Park who has recently purchased Crossroads Grocery and Deli located at 303 N. Pacific Highway. The Police Chief recommended the transfer of the liquor license request. JENNINGS/FIGLEY... recommendation of the Police Chief be accepted and recommend to OLCC the granting of the package store license. The motion passed unanimously. Councilor Jennings stated that he appreciated the Police Department's extensive staff report on liquor license applications. 1500 EMERGENCY CONTRACT REPAIR OF PUMP AT MILL CREEK LIFT STATION. Staff informed the Council that, during the heavy rains over the holidays, a pump was damaged at the Mill Creek Lift Station resulting in an emergency contract with Beckwith/Coufle to repair the pump. JENNINGS/FIGLEy.... approve the emergency contract for $10,100.00 to BeckwithlCoufle for the repair of the damaged pump at the Mill Creek Lift station. The motion passed unanimously. 1522 CONTRACT AMENDMENT -- PURCHASE OF SPARE PUMP FOR MILL CREEK LIFf STATION. Staff recommended that a spare pump be purchased for the Mill Creek Pump station since these pumps are only built on demand and delivery takes several weeks. In the event another major breakdown does occur, the spare pump would be immediately available to provide the other two pumps some relief in trying to pump the sewage to plant. Councilor Jennings questioned if it was legal to add to this contract without going out for a Request for Proposal (RFP) and staff informed him that it is legal to amend an existing contract which is already for electrical control and instrumentation upgrades. JENNINGS/FIGLEY... amend the current City contract with Cherry City Electric for the Mill Creek Lift station upgrade by adding the purchase of a spare pump in the amount of $23,000.00. The motion passed unanimously. Page 6 - Council Meeting Minutes, January 13, 1997 r .-...--, 11 I COUNCIL MEETING MINUTES January 13, 1997 TAPE READING 1549 CLAIMS FOR THE MONTH OF DECEMBER 1996. SIFUENTEZ/FIGLEY... approve voucher checks #34844 - 35195 issued during the month of December 1996. The motion passed unanimously. 1560 STAFF REPORTS. A) 1996 Year-In-Review and Administrator's Goals for 1996/1997 --- The agenda packet included a report from Administrator Childs summarizing (I) a review of 1996 issues, (2) his goals for 1996 and the outcome these goals, and (3) his goals for 1997. He reminded the Council that policy goals set in March 1995 need to be re-evaluated and he will probably be suggesting a facilitated review in June or July. (B) Community Survey Results - Attitudes Toward Growth --- As part of our review process to update our Comprehensive Land Use Plan, surveys were sent to random addresses within the City. Of the 2,100 questionnaires mailed out, only 664 (32 %) were returned. Results of the survey, along with staff conclusions on each question, were provided to the Council for their review. (C) Pudding River Basin Association --- Unless concerns are voiced by the Council, staff will be contributing an additional $2,240 to this non-profit association which is working toward the construction of a dam and reservoir on Butte Creek upstream from Scotts Mills which will ultimately increase stream flows in the Pudding River thereby allowing the City to discharge more effluent during the summer months. (D) Comprehensive Plan Projects and Short Range Planning Projects --- Community Development Director Goeckritz provided the Council with a list of projects that the Planning Commission and his staff will be working on over the next several months. (E) Building Activity Report --- It was noted that building activity for the first six months of the fiscal year has already doubled the value amounts of building permits issued in each of the last two fiscal years. 1704 CITY ADMINISTRATOR'S REPORT. In response to the letter read under agenda item 6(A), Administrator Childs stated that the letter was written in response to a Woodburn Independent article. In his opinion, the news article took the workshop discussion out of context and no specifics have been identified as to where reductions will be made. He assured the Council that cuts will have to be made in order to balance the budget, however, it is unknown as to what extent those cuts will be or the amounts each department will suffer from the reduction in property tax collections. 1776 MAYOR AND COUNCIL REPORTS. Councilor Figley stated that a recent swim meet at the Aquatic Center created a parking problem around the Center, whereas, the parking lot on the south side of Settlemier Park adjacent to Settlemier Ave. had only 1 car and a bus parked in the lot. She suggested Page 7 - Council Meeting Minutes, January 13, 1997 ...-- 11 I -, COUNCIL MEETING MINUTES January 13, 1997 TAPE READING that staff take necessary measures to complete the asphalt walkway between that parking lot and the Aquatic Center in addition to posting applicable signage to direct people to (1) the overflow parking area and (2) to the pool. 1849 Councilor Jennings reminded the public of the January 21st meeting which will be the first opportunity for the public to express their views on budgetary programs in view of the reductions that will need to be made as a result of Ballot Measure 47. Councilor Sifuentez encouraged Northland and the Woodburn Indpendent to publicize the January 21st meeting since citizen participation is necessary to determine program priorities. Councilor Chadwick reiterated comments made by Councilors Jennings and Sifuentez regarding the January 21st workshop. In her opinion, public participation is essential at the early stages of budget discussions rather waiting until after the fact to voice their concerns. Mayor Kirksey stated that approximately $700,000 needs to be cut from the budget and citizens need to help the Council to decide where the cuts will be made in order to obtain a balanced budget. 2000 EXECUTIVE SESSION. JENNINGS/FIGLEy.... consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed under the authority of ORS 192.660(1)(h). The motion passed unanimously. The meeting adjourned to executive session at 8:06 p.m. and reconvened at 8:35 p.m.. 2019 JENNINGS/FIGLEY." City Attorney be instructed to reactivate the lawsuit concerning the Salud Medical Center building and do what is necessary to get it on the court docket. The motion passed unanimously. 2034 ADJOURNMENT. JENNINGS/FIGLEy.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:36 p.m.. / ./ APPRO~~~;:~~~~i~</ / ATTEST~~~-k Mary ennant, Recorder City of Woodburn, Oregon Page 8 - Council Meeting Minutes, January 13, 1997 r- 'II I