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Minutes - 12/08/1997 TAPE READING 0001 0005 0012 0020 0040 0050 COUNCIL MEETING MINUTES December 8, 1997 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, DECEMBER 8, 1997. CONVENED. The Council met in regular session at 6:00 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 Present Present Present (6:05 pm) Staff Present: City Administrator Childs, City Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Finance Director Gillespie, Public Works Manager Rohman, City Recorder Tennant EXECUTIVE SESSION. JENNINGS/FIGLEy.... adjourn to executive session under the authority of ORS 192.660(1) (d), ORS 192.660(1) (h), and ORS 192.660. The motion passed unanimously. The Council adjourned to executive session at 6:04 p.m. and reconvened the regular meeting at 7:00 p.m.. Mayor Kirksey stated that no action will be taken by the Council as a result of the executive session. MINUTES. JENNINGS/FIGLEY... approve the regular and executive session Council minutes of November 24, 1997; and accept the Library Board minutes of November 19, 1997 and the Human Rights Commission minutes of October 28, 1997. The motion passed unanimously. Administrator Childs requested that a contract award for the construction of the initial components in the expansion of the wastewater treatment plant facility be added to the agenda (item 11-1) . It was the consensus of the Council to add this item to the agenda. Page 1 - Council Meeting Minutes, December 8, 1997 ,.--. -..----... ._~.-._---_...__._-_.__._~-,....__._",-,....,.._-,~_._- ~ , COUNCIL MEETING MINUTES December 8, 1997 TAPE READING 0065 PRESENTATION - TREATMENT PLANT DESIGN UPDATE (BROWN AND CALDWELL ENGINEERS) . Public Works Director Tiwari stated that the City is progressing on the treatment plant modifications which involves plant design, poplar tree plantation, and the collection system. He introduced Brown & Caldwell Project Engineer, Woodie Muirhead, who provided the Council with the following project update. Mr. Muirhead provided the Council with a site layout design and referred to a recent change in the location of the secondary clarifiers. The project will consist of three phases with the first phase (Contract 1) before the Council at this meeting for potential award. Contract 1 includes the headworks and two facultative sludge lagoons with construction to begin in February 1998 and be completed by November 1998. The bid submitted by Slayden Construction was for $3,285,000 which is significantly lower than the engineer's estimate of $4.5 million. Contract 2 is currently being advertised and includes the pretreatment lab, administration building, modifications to the control building, and a maintenance building as an optional bid item. Bids will be opened on January 8, 1998 and construction is expected to begin in March 1998 and completed by July 1999. The estimated cost for this contract is $2.2 million. Contract 3 covers the remainder of the treatment plant which includes such components as the activated sludge system for ammonia removal, secondary clarifiers, and modifications to the anaerobic digesters. The anticipated bid date for Contract 3 is December 1998 with construction to occur between February 1999 and January 2001. They have evaluated our existing facilities and found that there is an opportunity for shifting construction between phases to maximize the use of our current facility. He reiterated that the phased construction does not impact plant capacity, consistent with community growth practices and meets DEQ guidelines. The existing biological processes will continue to be used plus the lagoons for treatment until the facility is constructed. He reminded the public that this project is a natural system with an engineering design to treat more wastewater within a limited area. 563 Public Works Director reiterated that the project is moving along with the contract for the headworks and 2 lagoons on this agenda, we are currently accepting bids for the buildings, and the bid for the remainder of the project will be advertised in early 1999. DEQ has expressed to staff that the best job is being done with this project and the community will be proud of the final product. He stated that the Council will hear a presentation from the consultants on the Poplar Tree plantation later in January. Page 2 - Council Meeting Minutes, December 8, 1997 ..-. .._..__",_.M_~...."_,.~,.~._",..",,,,_",.__,._ - - "-~,-",,,,,~--__'_'__'_"~'."__~_""" ...._,~._--_.__.,,_..-- .. 'I! TAPE READING 0750 0790 0848 0892 COUNCIL MEETING MINUTES December 8, 1997 ANNOUNCEMENTS. A) Council Worksbop on Water Master Plan, December 15, 1997, 6:00 p.m., in tbe City Hall Council Cbambers. B) Council Meeting on Monday, December 15, 1997, 7:00 p.m., will be replacing tbe regularly scbeduled Council meeting of December 22, 1997. C) Public Hearing before tbe Council on December 15, 1997, 7:00 p.m., regarding an appeal of a Planning Commission decision concerning Site Plan Review #97-09. D) Sober Solutions Campaign bas begun for tbe purpose of reminding motorists of tbe risks involved in drinking alcobol and driving. Brocbures include numerous recipes for non- alcobolic beverages and tips for responsible entertaining and safe driving practices. Tbese brochures are available at various locations within tbe City. Mayor Kirksey stated that she would like each Councilor to provide her with a name of an interested individual within their Ward for appointment to the Water Master Plan Task Force and she will appoint someone at large to serve on the Task Force. With the workshop scheduled for Monday, December 15th, she requested that the names be submitted to her by Thursday, December 11th, so that she can contact the individuals and invite them to the workshop. Councilor Jennings submitted the name of Charlotte Hillyer as a representative from Ward II. CHAMBER OF COMMERCE REPORT. Mindy Smith, representing the Chamber Board, informed the Council of the upcoming Chamber events: 1) December 11th -- Business After Hours will be held at Piper's Jewelry from 4:30 pm to 6:30 pm; 2) December 17th -- Chamber Forum will be held at the Settlemier House, 12:00 noon, with lunch being provided; 3) December 16th -- deadline for receipt of entries in the Holiday Decoration and Lighting contest. Entries can be obtained from the Chamber office, Woodburn Office Supply, and Northland Cable business office. Judging for the event will take place on December 18th. WOODBURN TOGETHER REPORT. Joan Garren, President of Woodburn Together, invited the Council to attend their meetings which are held the first Thursday of each month at the Woodburn Fire Station from 3:30 pm to 5:00 pm. She stated that their organization focuses on strategies to reduce drug and alcohol abuse among youth in the community. The group has 3 goals: 1) Parent skill building, Page 3 - Council Meeting Minutes, December 8, 1997 . , TAPE READING 0990 1051 1082 1110 COUNCIL MEETING MINUTES December 8, 1997 2) Celebrations, and 3) Recreation. A Jesuit volunteer is working with woodburn Together until August 1998. She has a teaching background, is bi-lingual, and will be implementing a parent-infant plus program with the assistance of Silverton Hospital. They are also working with Campaign Stomp which is a group focusing on underage tobacco use and the Life Lights program with OLCC. On-going programs are mini-grants one of which is to provide swim lessons to all 4th graders both in the public and private schools. Another mini-grant is an after schools arts program. Councilor Jennings stated that the Councilors did receive a letter from Stephen Smith, 286 E. Lincoln, regarding the property located at 276 E. Lincoln. He stated that the letter would not be read since there is a land use issue pending before the Planning Commission on December 10, 1997. Community Development Director Goeckritz stated that Mr. Doman's attorney recently requested that the issue before the Planning Commission be rescheduled to December 16 or 17 since he was unable to attend the December lOth meeting. The Planning Commission will consider the request at their meeting. COUNCIL BILL 1844 - RESOLUTION GRANTING UNITED DISPOSAL SERVICE, INC., AN ADJUSTED RATE SCHEDULE FOR PROVIDING SOLID WASTE SERVICE WITHIN THE CITY. Council Bill 1844 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, the bill passed unanimously. Mayor Kirksey declared the bill duly passed. Councilor Jennings commended the staff, Yard Waste Recycling Committee, and United Disposal Service in doing an outstanding job in developing the yard debris recycling program. COUNCIL BILL 1845 - RESOLUTION ENTERING INTO THE FISCAL YEAR 1997-98 SMALL CITY ANNUAL OPERATING ASSISTANCE AGREEMENT WITH THE STATE OF OREGON. Councilor Hagenauer introduced Council Bill 1845. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1845 duly passed. COUNCIL BILL 1846 - RESOLUTION AUTHORIZING THE CITY ADMINISTRATOR TO SUBMIT THE 1998 FEDERAL TRANSIT ADMINISTRATION CERTIFICATIONS AND ASSURANCES. Council Bill 1846 was introduced by Councilor Hagenauer. Recorder Tennant read by the bill by title only since there were no objections from the Council. On roll call vote for Page 4 - Council Meeting Minutes, December 8, 1997 r- .---.----....-------..-.----.-----.- ,.........,-....---. .~.- 1 1 TAPE READING 1135 1161 COUNCIL MEETING MINUTES December 8, 1997 final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1846 duly passed. COUNCIL BILL 1847 - RESOLUTION ENTERING INTO AN AGREEMENT OF RESIGNATION. APPOINTMENT AND ACCEPTANCE WITH WELLS FARGO BANK. N.A. AND BNY WESTERN TRUST COMPANY. Council Bill 1847 was introduced by Councilor Hagenauer. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, Council Bill 1847 passed unanimously. The Mayor declared the bill duly passed. COUNCIL BILL 1848 - RESOLUTION ENTERING INTO AN INTERGOVERNMENTAL AGREEMENT WITH MARION COUNTY TO PROVIDE PART-TIME SERVICES OF A STRUCTURAL INSPECTOR. Councilor Hagenauer introduced Council Bill 1848. Recorder Tennant read the bill by title only since there were no objections from the Council. Councilor Jennings expressed his concern regarding the County having full authority for building inspections and felt that it may be more cost efficient for the City to hire a part-time inspector rather than contracting with the County. He stated that he is not adverse to hiring additional help since the City's building activity has significantly increased over the last few years. However, he does object to signing anymore agreements in which the County gets the City's money. He will be proposing at the Budget workshop that the Administrator put into the Building Dept. budget enough money so that full authority will be kept in-house. In his opinion, we would not have to pay as much as the County agreement calls for if we hired a part-time official. Mayor Kirksey stated that she shared Councilor Jennings concerns, however, this resolution is necessary on a temporary basis in order to allow contractors to continue with their building projects. Director Goeckritz stated that the City is in a situation in which our full-time Building Official is unable to work and the City needs assistance in completing building inspections. To date, the County has stepped in to provide the City with completing the inspections without any cost to the City, however, continuation of the service will involve cost sharing with the County. Under an existing agreement with the County, they provide electrical and plumbing inspections and to discontinue this service, the City needs to give the County one year's notice as required under state law. The City is also looking to secure a consultant on a temporary basis to do some of the plan reviews and some inspections. A lengthy discussion was held on this issue and it was the consensus of the Council for staff to immediately advertise Page 5 - Council Meeting Minutes, December 8, 1997 ~ .. , TAPE READING 1780 1850 1891 COUNCIL MEETING MINUTES December 8, 1997 for a Building Official with full qualifications since our current Building Official has indicated that he may not be returning because of his medical condition. It was noted that, within the agreement, the City can terminate the agreement at anytime for any reason. On roll call vote, the bill passed unanimously. Mayor Kirksey declared Council Bill 1848 duly passed. COUNCIL BILL 1849 - RESOLUTION DIRECTING THAT A STOP SIGN BE INSTALLED ON PATRIOT STREET AT THE COUNTRY CLUB ROAD INTERSECTION. Council Bill 1849 was introduced by Councilor Hagenauer. The bill was read by title only since there were no objections from the Council. Councilor Jennings questioned the need to pass a resolution for the installation of stop signs. Public Works Director Tiwari stated that, from a liability aspect, the engineering department provide data recommending the installation of a sign and the Council officially authorize the sign placement. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1849 duly passed. COUNCIL BILL 1850 - RESOLUTION DIRECTING INSTALLATION OF A STOP SIGN ON COZY WAY AT THE INTERSECTION OF WEST HAYES STREET. Councilor Hagenauer introduced Council Bill 1850. 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 1850 passed unanimously. Mayor Kirksey declared the bill duly passed. REALLOCATION OF RECREATION << PARKS CAPITAL IMPROVEMENT FUNDS. In a memo from Administrator Childs, he recommended that the 20% distribution of funds to the Community Center category within the Recreation & Parks CIP Fund be reallocated to the Centennial Park category since there has been little interest in pursuing a new community center since the defeat of the advisory ballot measure in November 1996 and the passage of property tax limitation measures in November 1996 and May 1997. JENNINGS/FIGLEy.... authorize the reallocation of funds accruing in the Recreation and Parks CIP "Community Center" to the "Centennial Park" category and the 20% that has been put into the "Community Center" category be eliminated and the "Centennial Park" become 60%. The motion passed unanimously. Page 6 - Council Meeting Minutes, December 8, 1997 '-' --..-......-----.--....--- .. '!I TAPE READING 1930 1954 2030 COUNCIL MEETING MINUTES December 8, 1997 BID AWARD - CONSTRUCTION OF INITIAL COMPONENTS IN THE EXPANSION OF THE WASTEWATER TREATMENT PLANT (PHASE I) . Bids for the first phase of this project were received from the following contractors: Slayden Construction, $3,285,000; James W. Fowler Co, $3,789,000; Harbor Pacific Contractors Inc., $4,370,000; Contractor's Inc., $4,457,700; and Triad Mechanical, $4,735,277. The bids were analyzed by the engineering staff and by consultants from Brown & Caldwell who are recommending that the low bid from Slayden Construction be accepted. It was noted that the engineer's estimate for this phase of the project was $4,500,000 (low bid is 37% less than estimate) . JENNINGS/PUGH.... Phase I, Contract 1, for the wastewater plant be awarded to the low bidder, Slayden Construction, in the amount of $3,285,000. The motion passed unanimously. Preston Tack, 2197 Camilla Way, complimented the City on the information being made available at the Library Reference desk which includes 1997-98 budget, quarterly budget financial report, ordinance compilation book which includes the City charter, and information on the Wastewater Treatment Plant project. In his opinion, this is an excellent gesture on the part of the City to improve communications with the public. MAYOR AND COUNCIL REPORTS. Councilor Sifuentez commended the Woodburn Downtown Association for their work in beautifying the downtown area. She also asked her fellow Councilors for donations towards the MacLaren Christmas Gift Fund since their annual fundraiser for this project did not raise sufficient funds to meet this year's anticipated expenses. Councilor Pugh stated that since he was unable to attend the last Council meeting, he watched it on TV. However, only one- half of the meeting was on the air when it switched over to the meeting held two weeks before. Additionally, the sound was not good in that some of the Councilors do not speak into the microphones. Additionally, presenters turn their back to the camera and, without a microphone, they can barely be heard. Councilor Jennings stated that he has been in contact with WCAT and they are preparing a list of equipment needed to make the necessary improvements. The City has a lapel microphone on order for staff and other presenters to use when not at the podium. Councilor Pugh stated that he would be contributing his State tax "kicker" refund back to the local school system. In his opinion, the "kicker" should go for a good cause such as education. Page 7 - Council Meeting Minutes, December 8, 1997 COUNCIL MEETING MINUTES December 8, 1997 TAPE READING Councilor Figley stated that she was very glad to see the traffic signal at the 1-5 interchange operational. She thanked the staff and ODOT for getting this project completed. Councilor Jennings thanked the Public Works Department in that the downtown alley looks great but he did state that cleanliness needs to be enforced. He also stated that he had attended a Mid-Willamette Valley Transportation Commission meeting on Thursday regarding the 1- 5 corridor. In summary, if the City wants to pursue improvements to our interchange area, the City needs to be vocal on this issue. In discussing this issue with Rep. Darlene Hooley and ODOT officials, the City needs to be proactive and zero-in on a project base namely the widening of the present overpass and having 5 lanes on Hwy. 214 to Country Club Road, in order to receive potential federal funds. The City needs to get the support of the Chamber, business community, and the local community in order to get this project done. He did not feel that we should pursue a second interchange at this time since the County is not far enough along on their plan or on a south by-pass proposal and there is still no agreement as to where a second interchange should be located. Councilor Jennings questioned the status of amending the sign ordinance. Director Goeckritz stated that there is an appeal pending before LUBA, however, he will begin work on draft amendments as soon as he has available time. Councilor Jennings also questioned the difference between Heritage Park and Summerfield. Director Goeckritz stated that Summerfield development is phase II and is a different developer, and the development is all part of the original site plan. 2553 SITE ACTION PLANS. A) Site Plan Review #97-13 -- Commercial Office in Northwood Office Park: No action was taken by the Council on this site plan. 2562 STAFF REPORTS. A) Downtown Alley improvement project: This project is almost complete with final payment to be processed upon receipt of the Maintenance Bond. The final cost of this project are expected to be less than the bid amount of $159,459.75. B) Parr Road installed and December 8th. Status Report: The final pavement lift is being it is estimated that Parr Road will be opened by Items yet to be completed are street lighting, Page 8 - Council Meeting Minutes, December 8, 1997 ~ TAPE READING 2733 2825 COUNCIL MEETING MINUTES December 8, 1997 striping, signing, landscaping, pedestrian warning device and cleanup. C) Property Tax Rates: The property tax rate per $1,000 of assessed value for a typical piece of property within the City is as follows: $ 5.00 10.00 $ .33 2.13 .21 17.67 Schools General Government (i.e. City, County, Fire District, CCRLS) Aquatic Center Bonds School District Bonds Chemeketa Comm. College Bonds Total Councilor Jennings requested that a breakdown of the General Government tax rate distribution be made available at the January 13th budget workshop. CITY ADMINISTRATOR'S REPORT. Administrator Childs stated that a portable microphone is on order for staff to use when making presentations. He also reminded the public that WCAT is a volunteer organization working on a limited budget. He feels that they will be appreciative of any innovative ideas or help they can get. MAYOR AND COUNCIL REPORTS (CONTINUED). Mayor Kirksey stated that she, along with Councilors Jennings and Hagenauer, attended the rededication ceremony at the Woodburn Armory. The facility was totally refurbished with prison inmate help and they did a beautiful job. All of the electrical was redone, cabinets refurbished, and kitchen was expanded. She stated that she spoke with Shari Keepers, Inmate Work Program Manager for the Santiam Correctional Institution, regarding assistance the City could receive in developing Centennial Park. She also stated that the City needs to contact Colonel Fores of the National Guard to get on their list for funding and/or work crew assistance. Councilor Jennings stated that he had engineered the opportunity for the Mayor to speak with various individuals within the National Guard in order to lay the groundwork for obtaining some help from the Guards on this project. Mayor Kirksey also suggested that the Committee be expanded after the first of the year in order to include more people within the community. Councilor Sifuentez stated that MacLaren School also has students who go out in a crew and works at the State Parks. Councilor Jennings stated that they were informed by a representative from MacLaren Youth Authority at the Chamber Summit last Friday that the program is no longer valid. Page 9 - Council Meeting Minutes, December 8, 1997 T"'- _ ..___,_"..~___.__'_"._"_.. " _"__'_"__'_>",..,.,."_._A._._.~"m'...__.___."_ .. ~ TAPE READING 3026 ATTEST COUNCIL MEETING MINUTES December 8, 1997 ADJOURNMENT. JENNINGS/FIGLEy.... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:26 p.m.. APPROVED' NANCY A KIRKSEY, fJj. ~~ Maryl ~ant, Recorder City of Woodburn, Oregon Page 10 - Council Meeting Minutes, December 8, 1997 T'''- _.,"-""- "~-'--~'-^'..--..~--'~.._._.,.--'_.,-_._"----~.._'"--- . ,