Agenda - 06/27/1997 Spec MtgNOTICE
I, Nancy A. Kirksey, the duly elected Mayor of the City of Woodbum, Oregon, do hereby
call a special meeting of the Woodburn City Council to be held on Monday, June 30, 1997 at 7:00
p.m. at Woodburn City Hall, Council Chambers, 270 Montgomery Street, Woodburn, Oregon,
specifically to consider the following agenda.
Dated this 27th day of June, 1997.
1. CALL TO ORDER
2. ROLL CA[~
3. GENERAL B USINF~$ :
,4.
K Sg¥, M ¥OR /
/
Council Bill No. 1809 - Ordinance adopting a budget for Fiscal Year
1997-98, making appropriations and levying taxer 3.4
B. Council Bill No. 1810 - Resolution approving transfer of operating
contingency appropriations. 3B
C. Acdeptance of utility easement on school property. 3C
D. Contract Award: Parr Road Improvements. 3D
E. Contract Award: Gravity sewer constructior~ 3_.~
F. Insurance renewals for FY 1997-98. 3F
ADJOURNMENT
[ THIS SPECIAL MEETING IS INDEPENDENT OF THE COUNCIL WORKSHOP
CONCERNING PLANNING FEES AND SYSTEM DEVELOPMENT CHARGES
(SDCs)'ALSO SCHEDULED AND NOTICED FOR 7:00 p.m. THE SAME EVENING.]
MEMO TO :
FROM :
DATE :
SUBJECT :
MAYOR AND CITY COUNCIL
Mary Tennant
City Recorder
June 25, 1997
1997-98 CITY BUDGET
RECOMMENDATION: Approve the accompanying Council Bill which adopts the
1997-98 budget, establishes the appropriations for each fund, and levies
taxes.
BACKGROUND: The City Budget Committee approved a budget for Fiscal Year
1997-98 and a public hearing was held before the City Council on June 23,
1997. The next step in the budget process is Council adoption of a budget
prior to July 1st.
Oregon Budget Law allows for adjustments to the budget provided that any.
increase in a fund does not exceed 10% of the appropriations as approved by
the Budget Committee. Adjustments are being proposed within certain funds
in order to incorporate the Budget Committee recommendation, and subsequent
Council adoption of the recommendation, to reduce wage/salary expenditures
for certain management/non-union employees whose wage adjustment in 1996-97
is in excess of 4% from the 1996-97 budgeted amount. In most cases,
reductions in these line items are reflected in an increase in the
operating contingency line item.
The City is applying for a Bureau of Justice Grant (BJA) in the amount of
$17,368 which will be used for future purchase of Police Department
equipment. These grant dollars, along with savings in various General Fund
Personnel Services categories, will be transferred to the General Fund
Capital Improvement Fund (Unappropriated Balance Reserve for Public Safety
line item). The increase in Non-Departmental Materials & Services
(Contractual Services line item) provides for the carryover of unexpended
funds to pay for consulting fees relating to the development of a
performance appraisal system which was previously authorized by the
Council.
The Parks Master Plan is currently being developed by a Consultant and
completion of this project will be during Fiscal Year 1997-98 rather than
the current fiscal year as originally shown in the budget document.
Recently, the Aquatic Center set-up a concession stand rather than
utilizing vending machines in the lobby. This new venture has experienced
good results during the first month and it is anticipated that actual
revenues will be approximately $15,000 to $20,000 while the estimated
expense is $10,000. For budgeting purposes, the Parks revenue budget
reflects an increase of $10,000 with an expenditure offset in the Aquatic
Center's materials & services category. The proposed budget also includes
pass-through revenue and expense for the final Museum land contract payment
due July 1st. -~
Page 2 - Memo
Council Bill RE: 1997-98 Budget
Within the Wastewater Fund, the City is required to keep a minimum level of
unappropriated balance (reserve fund) in order to comply with DEQ loan
provisions. Revenues for user fees are anticipated to be higher than
originally expected, therefore, these additional revenues will be shown in
the document as Unappropriated Balance.
The Technical & Environmental Services Fund will have additional working
capital carryover funds because some budgeted computer expenses have been
postponed to next year and additional construction fees have been received.
Therefore, the proposed budget includes additional appropriations in
Planning and Engineering to be used towards the purchase of a computer
related expenses. The City also collects Marion County fees for electrical
and plumbing inspections forwarded to the County once the inspections are
completed. These fees are considered as ,,pass-through", therefore, an
increase in the revenue line item corresponds to the increase in the
expenditure line item for this purpose. The balance of the appropriation
adjustments within this fund are being allocated to operating contingency.
A summary of all proposed budgetary changes is listed below.
Increase (Decrease)
GENERAL FUND:
Revenues:
Working Capital Carryover
BJA Equipment Grant
General Fund Revenues
5,000
17,368
Appropriations:
City Admn Off-Pers Services
Court/Rec Off - Pers Services
Finance - Pers Services
Police - Pers Services
Non-Dept. -Mtls & Services
Transfer Genl Fd CIF
General Fund Appropriations
5,000
30,093
1,171)
511)
1,659)
9,384)
LIBRARY FUND:
Appropriations:
Personnel Services
Operating Contingency
Library Fund Appropriations
771
771)
Net
Adj us tment
22,368
22,368
-0-
Page 3 - Memo
Council Bill RE: 1997-98 Budget
Increase
PA~KS, AND RECREATION FUND:
Revenues:
Working Capital Carryover
Concession Receipts
Museum Payment Pass Through
Parks & Recreation Fund Revenues
Appropriations:
Admn. - Pers Services
Leisure Serv - Pers Services
Swimming Pool - Pers Services
Swimming Pool - Mtls/Servs.
Non Dept. -Matl. & Services
Non Dept. - Capital Outlay
Operating Contingency
Parks & Recreation Fund Appropriations
13,000
10,000
5,000
10,000
13,000
5,000
8,523
FEDERAL PROGRAMS FUND (RSVP):
Appropriations:
Personnel Services
Operating Contingency 1,112
Federal Programs Fund Appropriations
~RNERAL FUND CAPITAL IMPRV FUND:
Revenues:
Transfer from General Fund
General Fund CIF Revenues
Appropriations:
Unapp Balance:
Reserve for Public Safety
General Fund CIF
30,093
30,093
WATER FUND:
Revenues:
Working Capital Carryover
Water Fund Revenues
Appropriations:
Water Admn-Pers Services
Meter Rding-Pers Services
Water Fund Appropriations
1,776
2,423
WASTEWATER FUND:
Revenues:
Working Capital Carryover
Sewer System Receipts
Wastewater Fund Revenues
Appropriations:
Plant Operation-Pers Serv
Operating Contingency
Unappropriated Balance
Wastewater Fund Appropriations
40,000
30,000
2,050
70,000
(Decrease)
( 1,785)
( 1,020)
( 5,718)
( 1,112)
( 647)
( 2,050)
Net
Adj us tment
28,000
28,000
-0-
30,093
30,093
1,776
1,776
70,000
70,000
Page 4 - Memo
Council Bill RE= 1997-98 Budget
Increase
(Decrease)
Net
Adjustment
TE¢~NICAL & ENVIR. SERVICES FUND:
Revenues:
Working Capital Carryover
Marion Cnty Elect/Plumb
Tech. & Envir Serv. Fund Revenues
36,000
75,000
Appropriations:
Operating Contingency 30,604
Engineering - Pers Services
Engineering - Capital Outlay 5,000
Building Div - Pers Services
Building Div - Mtls & Serv. 75,000
Planning Div - Pers Services
Planning Div - Capital Outlay 5,000
Tech & Envir Serv Fund Appropriations
( 1,628)
( 1,308)
( 1,668)
111,000
111,000
COUNCIL BILL NO.
ORDINANCE NO.
AN ORDINANCE ADOPTING A BUDGET FOR FISCAL YEAR 1997-98 MAKING
APPROPRIATIONS, LEVYING TAXES, AND DECLARINGAN EMERGENCY.
THE CITY OF WOODBURN ORDAINS AS FOLLOWS=
Section 1. That the budget for fiscal year 1997-98 is hereby
adopted as set forth below.
Section 2. That the taxes levied for fiscal year 1997-98,
beginning July 1, 1997, as provided for in the budget adopted in Section 1
of this ordinance in the aggregate amount of $4,841,437 and that these
taxes are levied upon all taxable property within the City as of 1:00 a.m.
July 1, 1997. The following allocation and categorization subject to the
limits of Section llb, Article XI of the Oregon Constitution make up the
above aggregate levy:
Subject to the
General Government
Limitation
Excluded from
the Limitation
Tax Base
Library Continuing Levy
Parks Continuing Levy
Bonded Debt
$ 2,130,543
987,270
1,533,261
$ 190,363
Category Total
$ 4,651,074
$ 190,363
TOTAL LEVY
$ 4,841,437
Section 3. That the budget amounts for fiscal year 1997-98, and
for the purposes shown below, are hereby appropriated as follows:
· Bage 1.-' COUNCIL BIL~'NO.
ORDINANCE NO.
City Council and Mayor
City Administrator's Office
Municipal Court/City Recorder's Off.
City Attorney's Office
Finance Department
Police Department
City Maintenance Division
Non-Departmental - Materials & Services
Capital Outlay
Interfund Transfer - Tech. & Envir. Serv. Fd
Interfund Transfer - RSVP Federal Prgms Fd
Interfund Transfer - Invst. & Seizure Fd
Interfund Transfer - General Fund CIF
Interfund Transfer - Data Processing Fund
Operating Contingency
$ 7,298
88,946
72,665
85,497
104,753
1,879,401
83,645
283,511
74,400
98,388
20,000
10,000
180,093
60,000
128,743
TOTAL GENERAL FUND APPROPRIATIONS
TRANSIT SYSTEM FUND --
City Transit System $
Interfund Transfer - Transit/DAR Eqp. Repl Fd
Operating Contingency
Dial-a-Ride Program
Interfund Transfer - Transit/DAR Eqp. Repl Fd
Operating Contingency
87,045
2,400
2,236
68,303
1,800
6,565
TOTAL TRANSIT SYSTEM FUND APPROPRIATIONS
LIBRARY FUND --
Personal Services
Materials & Services
Capital Outlay
Operating Contingency
372,621
149,388
35,272
35,771
TOTAL LIBRARY FUND APPROPRIATIONS
PARKS AND RECREATION FUND ---
Administrative Services
Parks & Facility Maintenance
Leisure Services
Swimming Pool
Non-Departmental - Materials & Services
Non-Departmental - Capital Outlay
Operating Contingency
217,288
291,420
134,583
301,674
27,386
18,000
58,523
TOTAL PARKS AND RECREATION FUND
$3,177,340
$ 168,349
$ 593,052
$1,048,874
Page 2 - COUNCIL BILL NO.
ORDINANCE NO.
INVESTIGATION AND SEIZURE FUND ---
Materials & Services
$ 29,500
TOTAL INVESTIGATION & SEIZURE FUND APPROPRIATIONS
STATE REVENUE SHARING FUND ---
Materials & Services $
Capital Outlay
TOTAL STATE REVENUE SHARING FUND APPROPRIATIONS
42,284
89,716
ECONOMIC DEVELOPN~NT R~VOLVING LOAN FUND ---
Materials & Services
Capital Outlay
$ 150,000
1,200,000
TOTAL ECON. DEVLP REV LOAN FUND APPROPRIATIONS
HOUSING ~K~kBILITATION FUND ---
Materials & Services
Capital Outlay
Operating Contingency
$ 25,690
200,000
76,233
TOTAL HOUSING REHABILITATION FUND APPROPRIATIONS
F_~D_ERAL PROGRAMS FUND (Retired Senior Volunteer Progr,m) --
Personal Services
Materials & Services
Operating Contingency
$ 67,592
14,212
3,329
TOTAL FEDERAL PROGRAMS FUND APPROPRIATIONS
CABL~ FRANCHISE MANAGEMENT FUND ---
CATV Access Program
CATV Franchise Management
Operating Contingency
$ 11,350
7,700
6,106
TOTAL CABLE FRANCHISE MANAGEMENT FUND APPROPRIATIONS
STREET FUND ---
Street Repair & Maintenance
Street Cleaning
Non-Departmental - Materials & Services
Interfund Transfer - Tech. & Envir. Serv. Fd
Interfund Transfer - Pub. Wrks Const. Fund
Interfund Transfer - Street Equip Repl Fund
Operating Contingency
~ ~OTAL'STR~T FUND APP~0PRIATIONS '~ ......
Page 3 - COUNCIL BILL NO.
ORDINANCE NO.
$ 489,888
58,761
35,250
150,000
20,000
30,000
35,900
$ 29,500
$ 132,000
$1,350,000
$ 301,923
$ 85,133
$ 25,156
$' 819,.799
CITY C~AS TAX FUND ---
Materials & Services $ 10,000
Capital Outlay 113,000
TOTAL CITY GAS TAX FUND APPROPRIATIONS $
BONDED DEBT FUND ---
Debt Service - Principal Ensuing Year $ 90,000
Debt Service - Interest Ensuing Year 78,230
TOTAL BONDED DEBT FUND APPROPRIATIONS $
BANCROFT BOND REDEMPTION FUND ---
Debt Service - Principal Ensuing Year $ 100,000
Debt Service - Interest Ensuing Year 3,600
TOTAL BANCROFT BOND REDEMPTION FUND APPROPRIATIONS $
~__~NERAL FUND CAPITAL IMPROVEMENT FUND ---
Capital Outlay $ 178,567
TOTAL GENERAL FUND CAPITAL IMPROVEMENT FUND $
123,000
168,230
103,600
178,567
SPECIAL ASSESSMENT FUND ---
Materials & Services
Capital Outlay
Debt Service - Bond/AsSessment Expense
TOTAL SPECIAL ASSESSMENT FUND APPROPRIATIONS
STR~T/STORM DRAIN CAPITAL IMPROVEMENT FUND ---
Materials & Services
Capital Outlay
$ 67,600
875,000
23,000
$ 435,000
299,992
TOTAL STREET/STORM DRAIN C.I.F. APPROPRIATIONS
PARK & RECREATION CAPITAL IMPROVEMENT FUND ---
Park Projects
Centennial Park Project
Neighborhood Park Projects
Community Center Project
TOTAL PARK & RECREATION C.I.F. APPROPRIATIONS
27,079
100,130
21,568
24,068
965,600
734,992
172,845
Page 4 '- COUNCIL BILL NO.
· ' ORDINANCE NO. ~
3A
CITY HALL CONSTRUCTION FUND ---
Materials & Services $ 4,000
TOTAL CITY HALL CONSTRUCTION FUND APPROPRIATIONS
DATA PROCESSING/CAPITAL PROJ. M6~4T FUND ---
Materials & Services $ 45,000
Capital Outlay 125,000
Operating Contingency 23,000
TOTAL CAPITAL PROJECT MANAGEMENT FUND APPROPRIATIONS
TRANSPORTATION IMPACT FEE FUND ---
Materials & Services $ 150,000
Capital Outlay 847,000
Interfund Transfer - PW Shop Const. Fund 10,000
Interfund Transfer - Econ. Devlp Rev. Loan Fd 50,000
TOTAL TRANSPORTATION IMPACT FEE FUND APPROPRIATIONS
STORM WATER SYSTEM DEVELOPMENT FUND ---
Materials & Services $ 130,000
Capital Outlay 237,000
Interfund Transfer - PW Shop Const. Fund 10,000
TOTAL STORM WATER SYS DEVLP. FUND APPROPRIATIONS
TRANSIT/DIAL-A-RIDE EQUIP. REPL. RESERVE FUND ---
Capital Outlay $ 14,465
TOTAL TRANSIT/DAR EQUIP. REPLC RES FUND APPROPRIATIONS
STREET EQUIP. REPLACEMENT RESERVE FUND ---
Capital Outlay $ 135,000
TOTAL STREET EQUIP. REPL. RES. FUND APPROPRIATIONS
SEWER CAPITAL iMPROVEMENT FUND ---
Materials & Services
Capital Outlay
TOTAL SEWER C.I.F. APPROPRIATIONS
WATER CAPITAL IMPROVEMENT FUND ---
Materials & Services
Capital Outlay
· 'TOTAL'WATER C.I.'F. APPROPRIATIONS.
Page 5 - COUNCIL BILL NO. ORDINANCE NO.
$ 47,860
290,140
$ 10,000
39,000
$ 4,000
$ 193,000
$1,057,000
$ 377,000
$ 14,465
$ 135,000
$ 338,000
.: ... ' '.. ..: $ ' "49.,'0 0
WASTEWATER TREATMENT PLANT CONSTRUCTION FUND ---
Personnel Services
Materials & Services
Capital Outlay
TOTAL WWTP CONSTRUCTION FUND APPROPRIATIONS
$ 11,783
3,600,000
2,490,217
COLLECTION SYSTEM CONSTRUCTION FUND ---
Personnel Services
Materials & Services
Capital Outlay
$ 3,134
440,000
$2,654,866
TOTAL COLLECTION SYSTEM CONST FUND APPROPRIATIONS
WATER WELL SOURCE/DISTRIBUTION CONSTRUCTION FUND ---
Materials & Services $ 35,000
Capital Outlay 350,000
TOTAL WATER WELL SOURCE/DIST. CONST. FD APPROPRIATIONS
WATER FUND ---
Water Administration
Meter Reading/Accounting
Misc. Water Accounts - Materials & Services
Interfund Transfer - Tech. & Envir. Serv. Fd
Interfund Transfer - Water Equip. Repl Fd
Interfund Transfer - PW Shop Construction Fd
Interfund Transfer - Data Processing Fund
Interfund Transfer - Econ Devl Rev Loan Fund
Operating Contingency
TOTAL WATER FUND APPROPRIATIONS
$ 769,146
139,872
12,500
225,000
15,000
35,000
5,500
25,000
33,069
WASTEWATER TREATMENT PLANT FUND ---
Treatment Plant Operations
Sewer Line Maintenance
Misc. WWTP Accounts - Materials & Services
Interfund Transfer - Tech. & Envir. Serv. Fd
Interfund Transfer - Water Fund
Interfund Transfer - WWTP Equip Repl Fund
Interfund Transfer - WWTP Construction Fund
Interfund Transfer - PW Shop Construction Fd
Interfund Transfer - Data Processing Fund
Interfund Transfer - Wastewater Collect. Fund
Operating Contingency
954,295
238,614
27,200
245,000
55,000
75,000
2,000,000
40,000
4,400
937,688
44,094
TOTAL WASTEWATER TREATMENT PLANT FUND APPROPRIATIONS
Page 6 - COUNCIL BILL NO.
ORDINANCE NO.
$6,102,000
$3,098,000
$ 385,000
$1,260,087
$4,621,291
WATER SYSTEM DEVELOPMENT TRUST FUND ---
Materials & Services
Capital Outlay
Interfund Transfer - PW Shop Const. Fund
Interfund Transfer - Econ Devlp Rev. Loan Fd
$ 80,000
693,000
10,000
75,000
TOTAL WATER SYSTEM DEVLP. TRUST FUND APPROPRIATIONS
WASTEWATER SYSTEM DEVELOPMENT TRUST FUND ---
Materials & Services
Capital Outlay
Interfund Transfer - Econ Devlp Rev. Loan Fd
Interfund Transfer - WW Collection Const Fd
Interfund Transfer - PW Shop Const. Fund
Interfund Transfer - WWTP Const. Fund
$ 45,000
322,000
75,000
750,000
10,000
250,000
TOTAL WASTEWATER SYSTEM DEVLP. TRUST FUND APPROPRIATIONS
PUBLIC WORKS SHOP FACILITY CONSTRUCTION FUND ---
Capital Outlay $ 172,000
TOTAL PUBLIC WORKS FACILITY CONST. FUND APPROPRIATIONS
WASTEWATER EQUIP. REPLACEMENT RESERVE FUND ---
Capital Outlay $ 110,000
TOTAL WASTEWATER EQUIP REPLC RES FUND APPROPRIATIONS
WATER EQUIP. REPLACEMENT RESERVE FUND ---
Capital Outlay $ 152,500
TOTAL WATER EQUIP. REPLAC RES. FUND APPROPRIATIONS
WORKING CAPITAL FUND (Central Stores) ---
Materials & Services $ 15,000
TOTAL WORKING CAPITAL FUND APPROPRIATIONS
SELF-INSURANCE FUND ---
Materials & Services $ 293,158
Operating Contingency 148,436
TOTAL SELF-INSURANCE FUND APPROPRIATIONS
$ 858,000
$1,452,000
$ 172,000
$ 110,000
$ 152,500
$ 15,000
$ 441,594
Page'7 ~.~OUNcIL"BILL'N0.'
ORDINANCE NO.
TECWNICAL & ENVIRONMENTAL SERVICES FUND ---
Public Works Administration
Operating Contingency
Engineering Division
Interfund Transfer - Cap. Proj. Mgmt. Fund
Central Garage
Building Division
Planning Division
$ 156,510
55,067
513,861
4,400
56,535
231,444
219,634
TOTAL TECH. & ENVIRONMENTAL SERV. FUND APPROPRIATIONS
LIBRARY ENDOWMENT FUND ---
Operating Contingency
$ 89,058
TOTAL LIBRARY ENDOWMENT FUND APPROPRIATIONS
GENERAL OPERATING RESERVE FUND ---
Capital Outlay
Operating Contingency
$ 20,000
180,365
TOTAL GENERAL OPERATING RESERVE FUND APPROPRIATIONS
MAMMOTH PARK TRUST FUND ---
Materials & Services
$ 6,000
TOTAL MAMMOTH PARK TRUST FUND APPROPRIATIONS
TOTAL APPROPRIATIONS -- ALL FUNDS
UNAPPROPRIATED BALANCE (BY FUND):
General Fund
Library Fund
Park & Recreation Fund
Bonded Debt Fund
Bancroft Bond Fund
General Fund Capital Imprv. Fund
Genl Fund CIF - Reserve for Public Safety
Data Processing Fund
Wastewater Treatment Plant Fund
Working Capital Fund
General Fund Operating Reserve Fund
$ 100,575
153,093
129,296
138,234
178,878
116,000
60,093
19,250
295,000
25,930
210,000
TOTAL UNAPPROPRIATED BALANCE -- ALL FUNDS
TOTAL 1997-98 CITY BUDGET
$1,237,451
$ 89,058
$ 200,365
$ 6,000
$32,545,771
$ 1,426,349
$33,972,120
Page 8
COUNCIL BILL NO.
ORDINANCE NO.
Less: Budget Resources other than taxes to be levied $30,891,819
Taxes necessary to balance budget
Taxes estimated not to be received ensuing year
Total Taxes levied by Section 2 of this Ordinance
$ 3,080,301
$ 1,761,136
$ 4,841,437
The following tax allocations constitute the above aggregate levy:
General Fund $ 2,046,811
Transit Fund 83,732
Library Continuing Levy 987,270
Parks Continuing Levy 1,533,261
Bonded Debt Fund 190.,363
Total Taxes Levied
$ 4,841,437
Section 4. That the City Recorder shall certify the tax levy to
the County Clerk and County Assessor of Marion County, Oregon, made thereby
and shall file with the Department of Revenue and the Division of Audits of
the Secretary of State, State of Oregon, a true copy of the budget as
finally adopted in accordance with the provisions of the Local Budget Laws
of the State of Oregon.
Section 5. That if any clause, sentence, paragraph, section or
portion of this ordinance for any reason shall be adjudged invalid by a
court of competent jurisdiction, such judgment shall be confined in its
operation to the clause, sentence, paragraph, section or portion of this
ordinance directly involved in the controversy in which such judgment is
rendered.
Section 6. This ordinance being necessary for the public peace,
health and safety, in that a budget for fiscal year 1997-98 needs to be
adopted by July 1, 1997 in order to continue City services, an emergency is
declared to exist and this ordinance shall take effect immediately upon
passage by the Council and approval by the Mayor.
Approved as to Form:
City Attorney
Date
APPROVED
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
NANCY A. KIRKSEY, MAYOR
ATTEST
Mary Tennant, Recorder
City of Woodburn, Oregon
Page 9 - COUNCIL BILL NO.
ORDINANCE NO.
MEMO TO :
FROM :
DATE :
SUBJECT :
MAYOR AND CITY COUNCIL
MARY TENNANT, CITY RECORDER
JUNE 26, 1997
TRANSFER OF OPERATING
CONTINGENCY
APPROPRIATIONS DURING FISCAL YEAR 1996-97
RECOMMENDATION: Council adopt the accompanying Council Bill to
transfer operating contingency appropriations within the Wastewater
Treatment Plant Fund.
BACKGROUND: In late December 1996, a pump located in the Mill
Creek Lift Station was damaged due to heavy rain conditions. An
emergency contract in the amount of $10,100 was executed by staff,
subsequently approved by the Council, in order to expedite the
repair the pump. Staff has been monitoring the Treatment Plant
Operations appropriations which are currently below the total
allowable expense for the year, however, necessary repairs during
the current month may exceed the appropriations limit originally
established for plant operations. Passage of the proposed Council
Bill will insure the City's compliance with Local Budget Law for
this fund.
COUNCIL BILL NO.
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE TRANSFER OF OPERATING CONTINGENCY
APPROPRIATIONS DURING FISCAL YEAR 1996-97.
WHEREAS, Oregon Revised Statutes 294.450(2) allows for the
transfer of operating contingency appropriations within a fund to an
existing appropriations category within the same fund during the year in
which appropriations are made, and
WHEREAS, the Wastewater Fund requires a transfer of operating
contingency appropriations to meet unanticipated expenditures in the
Equipment Repair and Maintenance line item due to an emergency repair of
a damaged pump at the Mill Creek pump station, now, therefore,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. That authorization is hereby given to transfer the
following operating contingency appropriation within the 1996-97 budget:
TRANSFER FROM:
Wastewater Fund Operating Contingency
(72-730-921.000)
$ 10,000
TRANSFER TO:
Wastewater Fund:
Treatment Plant Operations
Materials & Services (72-720-620.001)
$ 10,000
Approved as to Form:
City Attorney
Date
APPROVED
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
NANCY A. KIRKSEY, MAYOR
ATTEST
Mary Tennant, Recorder
City of Woodburn, Oregon
Page 1 - Council Bill No.
Resolution No.
MEMO
TO:
FROM:
DATE:
SUBJECT:
City Council through City Administrator
Public Works Director ~
June 26, 1997
Ac, ceptance of Utility Easement on School Property
RECOMMENDATION: Accept attached utility easement that has been officially approved
by the school board for city use.
BACKGROUND: Attached is a copy of the utility easement (map and legal description)
from school district to City of Woodburn that will be used during the construction of gravity
sewer on the property. The sewer line construction is planned as a part of I-5 collection
system improvement.
GST:Ig
Attachment
,~IIGHEAS.CC
PROPOSAL
FOR
CITY OF WOODBURN
I-5 GRAVITY SEWER AND
DITCH IMPROVEMENTS CONSTRUCTION ON
WOODBURN JUNIOR I/IGH SCHOOL PROPERTY
The City of Woodbum is proposing that a gravity sewer pipeline be built along the western and
northern sides of the Junior High School property. In addition, improvements to the ditch located
on school property immediately north of the northwest portion of the existing fence are proposed.
The following paragraphs descn'oe the proposed easement for the pipeline and ditch
improvements and the construction process.
EASEMENT
The proposed easement with its accompanying map precisely describes permanent easements for
the pipeline and ditch improvements and a temporary easement for cotmmctio~ The pemument
easements are proposed to allow the City access for maintenance. The temporary easement is
proposed to provide the City's conUactor with adequate area to be able to construct the pipeline
and ditch improvements. The temporary easement will cease to exist upon construction
completion.
Please refer to the easement and accompanying map for the easement location~. Generally, the
permanent pipeline easemeat i., 16 feet wide, except in the northeast comer of tho property where
the width varies to avoid conflict with buildings and to include a 6-inch City water line that serves
the school. The pennanem easement for the ditch improvements abuts the pipeline easemem.
The temporary easement is 25 feet wide and abuts the pemument pipeline easement
CONSTRUCTION PROCESS
Construction is proposed for the 1997 summer during the time when school is out. If
construction is not completed by the timo ghool begins, a temporary fenoe will be erected around
the work area within the easemeat boundaries to isolate consuuofion activity.
A trench will be excavated in which the pipeline will be placed. Backfdl will be placed over the
pipeline, and grass seed/sod will be plamed to replace excavated gra,ns as desired by the school
district. The asphalt ~n~arete drive along the north side of the propmy will be repaved. The
not be disturbed. Two to four of the trees lining Highway 214 may need to be removed and
replaexxl.
Upon completion, the area will look essentially the same as it does now. Manholes in the lawn
area will be completely buried with the lids at an elevation one foot below ground surface. One
manhole in the asphalt concrete drive will be buried with the lid flush with the pavement mu~-ac~.
Following completion, the City's conuactor w/Il be respotm'ble for replacement of all defecthre
work and products for a period of one year.
HENRY'S FARM SUBDIVISION
-- DITCH EASEMENT
7286.50' N8654-'W
30,00'
EL 5
-- PARCEL 1
PARCEL 2
WOODBURN JR. HIGH SCHOOL
I PARCEL 1
1184.10' S88'50'E
STAT~
~/~/
/ / /
/,
S88'30'E
LEGEND:
~ PERMANENT SEWER EASEMENT
TEMPORARY CONSTRUCTION EASEMENT
l.i:!ii!i!i!iiii!i!i!i!i!:ii!i!] PERMANENT DITCHIMPROVEMENT & MAINTENANCE EASEMENT
· '-" ......... ~X[~ // .- ', TAX LOT 8600
· ':~ FAX: ('503) 654-2575 · . , TSS 'RtW, WM
UTILITY EASEMENT
3C
KNOW ALL MEN BY THESE PKES~S, That SCHOOL DISTRICT NO. 103C OF MARION
COUNTY, ORF, CK)N for ~ consideration of One Dollar ($1.00) and other valuable considerations to
them paid, the reoelpt whereof hereby is aclmowledged, hereby do forever grant unto the City of
over and along the full w~dth and length of the premises described
A portion of that tract of land situated in the Northwest comer ofthe B. F. HaH Donation Land Claim, in
the west ono-half of Section 7, Township $ South, Range 1 West of the Willamette Meridian, Marion
County, City ofWcodlxa~ O~gon and being more panicut~ desaibed ~ a Wmmy Deed to the School
District No. 103c of Marion CootS, Oregon, recorded in Deed Volume 411, Page 625 of Marion County
Deed Records.
Permanent Sewer Easement:
Parcel 1
This easement is for eight (8) feet in width on both sides of the following described centerline.
C°mmen~ at an h'on PiP~ as de~atbed tn Deed Volume 41 !, Page 625 of Marion County Deed Rec0rds,
South a distance of 800.77 feet and East a distance of 1276.11 feet from the Northwest comer of the B.
F. Hall Donation Land Ciahn, in the West one-half of Section 7, Township 5 South, Range 1 West of the
Willamette Meridian; thence ,So~h 7°20' West a distance of 986.81 feet to a point 40 feet North of the
South ~ of the B. F. Hall Donation Land Claint; thence South 88 °30' East parallel to said South D.LC.
line, a distance of 53~22 feet to the Point ofB~'nnlt~, ~ North 6 °4833"East a distance of 892.98
feet; thence North 78 °05'59'E4ut a distance of 260.00 feet; thence South 86 °04~4" East a distance of
450.00 feet; thence Sottth 88 °19'25" East a distance of 296.34 fee, t; thence South 83 °34'17# East a
distance of 215.02 feet, said point being the end ofthe described centerline, said point being
North 56 o23' 25# East a distance of 1 $83.89 feet from the Point of Beginning. All sidelines of said strip
shall be shortened or extended so as to intersect with the boundaries of-said lands.
This easement also includes additional width on the south side of the last segment that bears
Southg3 O34'17" East adistan0eof 215.02 feet. Beginning at the west emi, of this segment, an additional
18 feet tape~ to an additional 15 foet at the east end, of this segment. All sidelines of said strip shall be
shortened or extended so as to intersect with the boundaries of said lands.
Parcel 2
In addition, the following described parcel of land: Commencing at an iron pipe, as described in Deed
Volume 411, Page 625 of Marion CoUnty Deed Records, South a distance of 800.77 feet and East a
distance of 1276.11 feet from the Northwest comer ofthe B. F. Hall Donation Land Claim, in the West
one-halfofso~tion 7, Township S South. Range !Wm oftbe Urdlamette Meridian; thence South 7 °20'
West a distance of 986.81 feet to a point 40 feet North of the South line of the B. F. Hall Donation Land
Claim; thence South 88 o30' F. ast parallel to said South D.L.C. line, a distance of 53.22 feet; thence North
6 °4g'33" East a distance of 736.63 feet to the Point of Beginning; thence North 82 °40' 00" West a
distance of 46~.1 feet, said point being the end of the de~ed centerline. All sidelines of said strip shah
be sho~ or extended so as to intersect with the boundaries of said lands.
Parcel 3
In addition, the following descn~xl parcel of land: Commencing at an iron pipe, as described in Deed
Volume 411, Page 625 of Marion County Deed Records, South a distance of $00.77 feet and East a
distance of 1276.11 feet from the Northwest comer of the B. F. Hall Donation Land Claim, in the West
one-half of Section 7, Township 5 South, Range 1 West of the W'dlamette Meridian; thence South 7 °20'
West a distance of 986.81 feet to a point 40 feet North of the South line of the B. F. Hall Donation Land
Claim; thence South 88 °30' East parallel to said South D.L.C. line, a distance of 53.22 feet; thence North
6 °48~3" East a distance ofS92.98 feet to the Point. of Begitming; thence North 82 °40'34" West a distance
of 44.13 feet, said point being th~ end of the deson'bed centerline. All sidelines of said strip shall be
shortened or extended so as to intersect with the boundaries of said lands.
Temporary Construction Easement:
3C
A strip of land twenty (25) feet in width coincident with and running the full length of the Easterly and
Southerly ~ide of th~ ~bow i~m~ent easement for P~cel 1, era?a~ for the last ~gment 215.02 feet
bearing South 83 °34'i7" ~_~_.
A ~ of hind twenty (25) f~ in width coincident with and runnlng th~ ~ lellgth ofthe Southerly side
of the above permanent emement for Parcel 2 and Pare, el 3. All sidelines of said strips shnll be shortened
or extended so as to intersect with the boundaries of tatid lands.
Peraume~ Ditch lmprovem~ & Maintenance E&sement:
Point OfBe~i_'nnln~ ~ ~ ~n ~ m d~ ~ ~ Vol~ 411, P~ 6~ ~on ~ D~
~ ~ a~~.~ f~ ~ a ~ of1276.11 ~~N~~
~B. F. ~~~~ h~W~ ~of~ 7, T~ 5 ~ ~ ~ W~
of~~ M~ ~ ~ 7 ~ W~ a ~ of~.~ ~ ~ ~N~ ~
P~ 3 P~ ~ ~ ~ ~ 82 °~4" ~ ~ ~ N~ ~ of ~ P~
3 P~ ~ ~ ~ ~ of 43.25 f~ to ~ No~ ~ ~ p~ 1 P~mt
Sow~ ~ ~ N~ 78 ~Y59' ~ ~o~ ~d No~ ~ ~ p~ 1 P~t
~ ~ a ~ ~.76 ~; &~ No~ 7 ~ ~" ~ to ~ N~ ~ of~ ~ of
~ ~ ~ ~ V~411, ~ 6~ ~on ~~~ ~ a ~ of 16.~ f~;
· en~ N~ 86 o54' ~' W~ ~o~ ~d No~ l~e a &~ of~9.47 f~ to ~ Po~ of B~g.
W'tth the right, privilege and attthority, to said City, to construct, maintain, replace reconstruct,
remove and add to, a UTILFrY pipeline or pipelines, with nil appurtenances incident thereto or necessary
flm'ewith, in, under and across fl~e said premises, and to cut and remove from said 6ght-of-way any trees
and other obmuctiom which may endanger the safety or interfere with the use of ~id pipelines, or
appurte~s~ aE~_~_'~_'~_'~_'~_'~d ~' com~d ti~xewith; ~nd the right ofingre~ ~l egre~ to mui over s~fid above
de~ribed prm~i~ ~t any and ~llim~ for the purpose of doing m~hing nece~um] or u~ul or convenient
for the enjoyment of the easemmt hereby granted.
TttE CITY SHAI~, upon each sad eve~ occasion that such UTILITY ~ is constructed,
~ repla~d, reconnnm~ oc removed, or added to, restore the premise~ of the Grantor~ and any
improv~nnm disturbed by tl~ City, to as good condition as tbey were in prior to any such instaltation or
work, but if not pnmfica~e, then lmy to Grantors reasonable compensation.
EXCEPTION: No structure shall be placed within the e~ement, or within 45( projection upward from the
bottom of the pipe.
School District No. 103c of M~on County, Oregon
Name: -:- ~,~.~ ~). /i%~_ ~,,.~ q_.
Accepted by the Woodbum City
on ,1997
Mary T~n~m;, City Recorder
City of Woodbum, Oregon
IN WITNESS WHEREOF, I hereunto set my hand and official seal.
NOTARY PUBLIC
Comn s on supires:
Tiff e: '.~'~,'2e~-z)Z'~/1 c'/e//~-
STATE OF'OREGON )
)SS
COUNTY OF MARION )
Onth/sthe o2J,/'~j dayof ~/~,/?~. , 1997, before me a Notary Public in and for the
County and State personally ~.ared, ,_/o,~ ~ h. Ree~e~;
know to me to be the ~m~ l~r~on(s) whose names ~re subseribed to tl~ within instrument and
acknowlodge that they volunmily executed the same for the purpose therein contained.
MEMO
To.'
From:
Subject:
Date:
City Administrator for Council Action tV./
Randy Scott C.E.Tech IH, through Public Works Director
Parr Road LID, Street Improvement
June 25, 1997
3D
RECOMMENDATION:
It is recommended that the City Council award the construction contract to the lowest responsible bidder,
D & D Paving, for the Street improvements on Parr Road, in the amount of $542,814.06.
BACKGROUND:
Parr Road will be widened to 39 feet in width complete with 5 foot sidewalks and a 10 foot wide
bikelane. Settlelmier intersection will also be improved with mm lanes and the realignment of Front Street
with Parr Road.
The project will be funded by using sources identified in Council approved Resolution 1400 for
Parr Road LID.
Staff received a total of 5 qualified bidders, as listed below
1. D & D Paving $542,814.06
2. D & D Concrete Utilities $560,645.70
3. M.L. Houck Construction $571,189.75
4. North Santiam Paving $589,043.80
5. Morse Bros. $657,727.00
The Engineers Estimate
$S66,741.00 (Note: Low bidder is 5% below
the Engineers estimate)
The lowest bidder had a discrepancy between the written and the numerical proposal. The city specification
states that the written amount supersedes the numerical amount. The lowest bidder has indicated that the
written amount is the correct figure. The difference in the written and numerical numbers is in the amount
of $26,632.85 less the $2,632.85 or $24,000.00. The contract amount recommendation has accounted for
the error correction with the final amount being $542,814.06.
Note 1:
Note 2:
Most of the Right-of-Way issues have been resolved and
construction in certain portions of the project would be withheld umil
legal documents of authorization have been received.
The city is moving forward on the contract award because of the
walkways needed for school age children. Some formalities regarding
fund exchangd agreements for the non-LID portion of the project .will
be completed by the end of July.
TO:
:
FROM:
SUBJECT:
DATE:
City Council through City Administrator
Dean Morrison, P.E., Assistant City Engineer
Contract award for I-5 Gravity Sewer Project.
June 27, 1997
3E
RECOMMENDATION:
That Woodbum City Council award the Contract to low bidder, Moore Excavation, in the amoum of $279,653.09 for
the construction of the I-5 Gravity Sewer Project.
BACKGROUND:
The Engineering Department properly advertised and received seven legal bids for the above named project. The bids
were publicly opened and read at City Hall on Thursday June 26, 1997 at 11:00 am. The bid results, including the
Engineer's Estimate, are as follows:
Moore Excavation
Marshall Excavation
S-2 Contractors
Valley Excavating
Alliance Corp.
Miller & Sons
Davidson Utilities
$279,653.09
$281,984.00
$307,308.00
$335,900.00
$342,592.00
$353,345.80
$434,374.65
Engineers Estimate
$346,750.50
The lowest bid of $279,653.09 was received from Moore Contractors and is less than the Engineer's Estimate.
File: 15projoct(97004312Xcounawr&wpd
3F
MEMO TO:
FROM =
DATE :
SUBJECT=
MAYOR AND CITY COUNCIL
MARY TENNANT, RECORDER ~
JUNE 26, 1997
LIABILITY, PROPERTY, AND WORKERS' COMPENSATION INSURANCE
FOR FISCAL YEAR 1997-98
RECOMMENDATION: Authorize, by motion, the continuation of existing
insurance coverages through City County Insurance Services (CIS)
during fiscal year 1997-98.
BACKGROUND: The City's Insurance Agent of Record, Huggins
Insurance Services, obtained quotes from various insurance
companies for the City's liability/auto and workers' compensation
insurance. In March 1997, the Council accepted a property
insurance proposal from CIS which provided a continuity in coverage
rates through June 30, 1998, however, it is necessary for the City
to authorize the continuation of the property insurance coverage
since the CIS policy cycle is from July 1st to June 30th of each
year.
LIABILITY/AUTO PHY$ICAL DAMAGE INSURANCE: This year's quotes came
from CIS ($77,595) and Northland Insurance ($80,876). CIS
continues to provide the broadest coverage at the lowest price. It
should be noted that this year's quote is approximately $5,000
higher than 1996-97 which is due, in part, to increased payroll
which affects the liability insurance costs.
WORKERS' COMPENSATION INSURANCE: The City has utilized CIS as our
Workers' Compensation carrier since the mid-1980's. Under CIS, we
have been able to take advantage of a deductible program that has
saved us thousands of dollars in premiums and yet protected us from
incurring a loss in excess of the quoted premium rates for any one
year. Quotes were obtained from CIS ($85,445.83) and SAIF Corp.
($75,226). These quotes include deferred and/or discounted
premiums, and, in the case of CIS, a $25,000 deductible which is
only paid if claim losses occur (prior year deductibles were
$35,000 due to slightly higher premiums paid by City). Examples of
our claims loss history over the past few years is as follows:
1992-93 $20,528.34 ($35,000 deductible)
1993-94 3,093.16 ($35,000 deductible)
1994-95 26,429.37 ($35,000 deductible)
1995-96 3,442.31 ($35,000 deductible)
1996-97 (est) 24,500.00 ($35,000 deductible)
As you can see, the CIS quoted premium of $85,445.83 could actually
range from $60,445.83 to $85,445.83 depending on losses during the
upcoming year. Staff, along with our Insurance Agent of Record,
has analyzed these quotes and recommend that we continue to
participate in the CIS Workers' Compensation program.
Page 2 - 1997-98 Insurance Memo
June 26, 1997
The CIS Trust has been disbursing net income to participating
agencies for many years which is in addition to any other
discounts, deferred premiums, and/or unused deductibles applicable
to a specific fiscal year. Over the last few years, our dividends
have increased substantially which enables the City to keep a fund
balance within our own self-insurance fund to help offset rising
insurance costs. To recap more recent years' net income
distribution to the City, listed below is the amount the City has
received since 1994.
Liability/Auto
1994 $16,435.76
1995 $16,238.37
1996 $23,205.40
1997 $59,990.91
1997 credit used
Workers Comp
$ 7,155.31
$ 17,767.20
$ 35,076.82
$ 68,888.09
Property
$ 8,145.77