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Minutes - 05/27/1997 , COUNCIL MEETING MINUTES May 27, 1997 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, MAY 27, 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 Jennings Pugh Sifuentez Present Present Present Present (7:05 pm) Present Present Absent Staff Present: City Administrator Childs, City Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Police Chief Wright, Finance Director Gillespie, Park & Recreation Director Holly, City Recorder Tennant Mayor Kirksey stated that Councilor Sifuentez would not be in attendance at this meeting since her husband has been hospitalized following a heart attack. 0036 MINUTES. JENNINGS/FIGLEy.... approve the regular and executive session Council minutes of May 12, 1997; accept the Planning Commission minutes of May 8, 1997 and the Library Board minutes of May 7, 1997. The motion passed unanimously. 0043 ANNOUNCEMENTS. A) Retirement Reception -- Sgt. Ron Antoine will be honored at a reception on May 30, 1997,2:00 pm - 5:00 pm, at City Hall. Sgt. Ron Antoine is retiring after 30 years of service with the City's Police Department. B) Parks Master Plan -- On June 3, 1997, 7:{)0 p.m., at the Woodburn Community Center, a community workshop will be held to receive input on the Parks Master Plan. C) Council Workshop -- The Council will hold a workshop on Monday, June 2, 1997, 7:00 p.m., Council Chambers, regarding non-union employee salaries. D) Council Workshop -- The Council will hold a workshop on Monday, June 16, 1997, 7:00 p.m., Council Chambers regarding yard debris recycling. Page 1 - Council Meeting Minutes, May 27, 1997 r -_. ,...._,-~-,.'..~_.. '~.., m , '-"'---"-'"T COUNCIL MEETING MINUTES May 27, 1997 TAPE READING 0074 PROCLAMATION - RECOGNIZING SGT. RON ANTOINE UPON HIS RETIREMENT FROM THE CITY. Mayor Kirksey read the proclamation recognizing Sgt. Ron Antoine for 30 years of dedicated service to the City as a Police Officer, Detective, Detective Sergeant, and Patrol Sergeant and to extend best wishes to him during his retirement years. PROCLAMATION - WORLD NO-TOBACCO DAY 1997. Mayor Kirksey proclaimed May 31, 1997 as "World No-Tobacco Day" in Woodburn and urged all citizens to participate in this world-wide effort to attain better health for all citizens. This event is organized by the World Health Organization and is intended to promote awareness of the economic and human costs through tobacco use. 0184 CHAMBER OF COMMERCE REPORT. Doug Templeton, Chamber Vice-President, reminded the Council that the "Chamber At The Drags" will be held on June 4th at the Woodburn Dragstrip between 5:00 pm and 8:00 pm.. He expressed their appreciation to Mayor Kirksey for her participation in last Friday's event in which the Chamber hosted a 20-member visiting delegation from different countries. In regards to the Chamber's request for participation in the cost of a sign, he stated that the Chamber has raised about $3,000 of the total estimated project cost of $6,000. They are still trying to obtain grant funds, however, any financial assistance the City could provide would be greatly appreciated. He stated that he had heard at the Kiwanis meeting that Administrator Childs has done a great job in managing the City's money. 0253 LETTER FROM US SENATOR GORDON SMITH. Mayor Kirksey stated that she had received a letter from US Senator Smith requesting her participation as a member of an citizen's advisory council in Marion County which will provide information to his office on concerns on community issues. An advisory council will be formed within each county so that, statewide, he will be able to better serve the citizens at the federal government level. Mayor Kirksey also stated that she has accepted the position and is eager to be a part of this advisory council. 0275 TABLED BUSINESS. A) Council Bill No. 1758 - Ordinance increasing the local gas tax. No action was taken by the Council on this issue. B) Woodburn Downtown Association (WDA) request for removal of trees on Front Street -- No action was taken by the Council on this issue. C) Woodburn Downtown Association (WDA) request for parking restriction. Councilor Jennings stated that this item was previously tabled until this meeting. Page 2 - Council Meeting Minutes, May 27, 1997 T 'T"---"".""'-.- 111 I ..._~.,_..,.__.".....,.. COUNCIL MEETING MINUTES May 27, 1997 TAPE READING JENNINGS/FIGLEY... remove agenda item 9(C) from the table. The motion passed unanimously. Chief Wright requested that no action be taken on this request until after the WDA completes their business on this issue and staff will make a final recommendation to the Council, however, it is unknown as to when a recommendation would be finalized. JENNINGS/FIGLEy.... WDA request for parking restrictions be tabled until the second regular meeting in June 1997. The motion passed unanimously. 0322 COUNCIL BILL NO. 1792 - RESOLUTION AUTHORIZING AN AGREEMENT WITH THE STATE OF OREGON DEPARTMENT OF GENERAL SERVICES FOR PURCHASING. Councilor Hagenauer introduced Council Bill No. 1792. 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 the bill duly passed. 0343 ACCEPTANCE OF OFF-SITE WATER LINE FOR MEADOWWOOD SUBDIVISION. Staff recommended the acceptance of a utility easement from Herbert and Birgit Teubner for water main improvements associated with Meadowwood Subdivision. JENNINGS/FIGLEY... accept the utility easement from the Tuebner's as recommended by staff. The motion passed unanimously. 0350 BID REJECTION - TRAFFIC SIGNAL ON HIGHWAY 214 AT 1-5 INTERCHANGE. Highlite Construction Co. was the only bidder for this project. The bid submitted by this firm was for $205,380.00 which was over 200% higher than the consulting engineer's estimate. Staff recommended that the bid be rejected and be included in the 1-5 northbound offramp/Woodland Ave.lHighway 214 improvement project. JENNINGS/PUGH... traffic signal bid be rejected. The motion passed unanimously. 0385 PROPOSAL TO SELL OR LEASE PARK TO SENIOR ESTATES GOLF & COUNTRY CLUB. Councilor Figley stated that, following a meeting with members of the Senior Estates Golf & Country Club Community Relations Committee along with several other interested Senior Estates residents, the next step the City should consider is to request a formal title search before further action is taken to pursue further discussions with Senior Estates Golf & Country Club on either a lease or sale of the Senior Estates neighborhood park. Councilor Jennings stated that it is his understanding that there is no deed, however, it is necessary to get this clarified before we proceed with any further discussions. JENNINGS/FIGLEY... staff be instructed to get a title search on Senior Estates park. The motion passed unanimously. Page 3 - Council Meeting Minutes, May 27, 1997 r "._...._."........k...._.~___ 11 1 '~1 '> COUNCIL MEETING MINUTES May 27, 1997 TAPE READING City Administrator Childs stated that the Senior Estates park issue has been talked about informally at the Budget Committee level but it has not reached the Council level as to whether or not they want to pursue privatization of this park. Mayor Kirksey stated that until the title search is completed and the Council knows what can be done, it is premature to approach the Senior Estates Golf & Country Club about available options. Councilor Figley stated that she also wanted the City Attorney's input since the property has been dedicated for public use and their are legal issues that need to be addressed before it is considered for potential surrender to a private group. Mayor Kirksey stated that she would also would like to have input from the Park Board and felt that it would be appropriate to schedule a workshop with the Board if the Council decides to pursue the sale or lease of the property. 0481 CHAMBER REOUEST FOR WELCOME SIGN DONATION. Councilor Jennings stated that the Mayor had presented this request to the Budget Committee but the Committee had decided not to use taxpayer funds for this purpose. He questioned Doug Templeton as to whether or not all Chamber members are being asked to donate $100. Mr. Templeton stated that Chamber members had not been asked individually to contribute, however, the Chamber had received approximately $3,000 in donations. The Chamber has also applied for grant funds but it is unknown if those funds will be allocated for this project. It was the consensus of the Council not to contribute tax dollars, however, several Councilors indicated that they would be willing to donate individually towards this project. 0565 SALE OF SURPLUS ELECTRICAL EOUlPMENT. Staff recommended the sale of surplus electrical equipment from the Mill Creek Pump Station electrical upgrade to Clackamas County in the amount of $1.00. Since the electrical contractor, Cherry City Electric, did not want the equipment, the City would have had landfill and hauling expense to dispose of the equipment. JENNINGS/FIGLEY... Public Works be authorized to sell the equipment for $1.00 to Clackamas County Dept. of Utilities Tri-City Service District. The motion passed unanimously. 0594 Preston Tack, 2197 Camilla Way, briefly spoke on the World No-Tobacco Day proclamation stating that he has not had a cigarette for over 30 years, however, he attested to the fact that tobacco use is very addictive and he suffered a lot when he quit smoking. Mayor Kirksey, Councilors Jennings, Hagenauer, and Pugh also stated that they had quit many years ago and agreed with the health risks involved with tobacco use. Page 4 - Council Meeting Minutes, May 27, 1997 r .".......,' 11 J ~-,. , COUNCIL MEETING MINUTES May 27, 1997 TAPE READING 0686 STAFF REPORTS. A) DATA PROCESSING STRATEGIC PLAN -- A memo from Finance Director Gillespie informed the Council that the strategic plan is now complete and it provides a guide to the City over the next five years in the areas of software, hardware, training, staffing, and funding. The plan calls for the replacement of the existing two file servers with three up-to-date file servers during the first year so that all departments will be a part of the wide area network. b) LEASE OF WATER TOWER FOR COMMUNICATIONS ANTENNA -- U.S. West Communications has approached the City for potential lease of space on the water tower for placement of an antenna used for wireless communication systems. The City currently leases space to Sprint Spectrum and staff is currently negotiating an agreement since space is available at the tower for an additional PCS antenna system. C) REQUEST FOR ADDITIONAL LOW INTEREST LOAN FOR THE WASTEWATER PROJECT -- Included in the packet was a copy of a letter sent by the Public Works Director to the Department of Environmental Quality outlining the current status of the wastewater project and requesting additional loan funds from the present $4,000,000 to $24,000,000. D) COMPARATIVE DATA ON PLANNING FEES -- Community Development Director Goeckritz provided the Council with comparative data on planning fees charged by other communities. Councilor Figley requested that data be available at the time a workshop is held on this issue regarding how much time each category as listed on the comparative data sheet costs our staff to complete. Director Goeckritz stated that Administrator Childs has already instructed him to start keeping time schedules on work being performed and he suggested that at least one month of activity be charted before numbers are calculated. 0728 Attorney Shields spoke briefly on the water tower lease issue and he stated that, in negotiating a fair lease, there may be a few issues unresolved by the time it comes to Council since there are two competitors involved and staff has taken this into consideration in putting together a lease to US West Communications. 0781 CITY ADMINISTRATOR'S REPORT. In reference to a comment made earlier under the Chamber report, Administrator Childs stated that Budget Committee member Bruce Thomas had spoke at the Kiwanis who had said the kind words about him (Administrator Childs). 0796 LETTER OF RESIGNATION -- PARK & RECREATION DIRECTOR HOLLY. Administrator Childs read a letter of resignation from Director Holly citing his decision to pursue a private venture. He will be leaving the City's employ effective June 10, 1997. He expressed his appreciation to the City for their support over the last 8 years. Page 5 - Council Meeting Minutes, May 27, 1997 r '- ........."... 11 -'''- '.~I COUNCIL MEETING MINUTES May 27, 1997 TAPE READING Administrator Childs stated that he would have a recommendation for Council confirmation within the next two weeks regarding an interim director. The Mayor and Council expressed their surprise in hearing this news and extended their best wishes in his future endeavors. 0880 MAYOR AND COUNCIL REPORTS. Councilor Jennings reminded the Council that, as a result of the Budget Committee meetings, a number of issues need to be addressed by the Council and he suggested that the Council have either a Saturday and/or weekend retreat to cover several of these issues in-depth rather than restricted time lines . Following a brief discussion, it was a consensus to consider a Saturday workshop, however, some of the issues can be discussed on meeting nights in which the agenda is short and/or on Monday nights which are not regularly scheduled meeting dates. Brief discussion was also held on, in some cases, the appointment of sub-committees to do the initial assessment of the issue then bring it back to the Council for review and/or action. 1155 Councilor Figley stated that she is adding the following issues to the list established during the Budget Committee meetings: 1) feasibility of inter-city Transit tying into Wilsonville, Tri-Met, and/or Charriott; (2) rental policy for the Community Center; and (3) Budget goals. She also requested that quarterly financial reports currently being given to the Council be given to the Budget Committee and a copy be forwarded to the Library so that the reports can be placed in Reference for the public to view if they so desire. She will be submitted a complete list of issues to Administrator Childs. 1230 Mayor Kirksey stated that she had participated in the Chamber's event last Friday in which they hosted a meeting with the World Affairs CounciL It was a good program, however, she was disappointed that the time spent by these individuals was scheduled by program coordinators rather than consulting with her or the Chamber's Executive Director to receive input on the agenda. She suggested that the City look into the "Sister City" program and she felt that there are citizens that would be willing to travel and promote Woodburn without costing the City any money. Other cities in Oregon have Sister Cities and she feels that it is time for Woodburn to have a Sister City. 1335 ADJOURNMENT. JENNINGS/FIGLEY... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 7:43 p.m.. APPROVED~~-,,~./l~ .?~fi - NANCY A. KI SEY, MAYOR J ATTEST ~1~' Mary Te t, Recorder City of Woodburn, Oregon Page 6 - Council Meeting Minutes, May 27, 1997 T ... ..__..~.,...". ,--,--- , !II J --~I