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Minutes - 08/12/1996 TAPE READING 0001 0003 0010 0020 0030 0040 ,.,-"""t.... COUNCIL MEETING MINUTES August 12, 1996 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, AUGUST 12, 1996. 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 Present Present Present Staff Present: City Administrator Childs, City Attorney Shields, Public Works Director Tiwari, Police Chief Wright, Community Development Director Goeckritz, Finance Director Gillespie, Park & Recreation Director Holly, Public Works Manager Rohman, City Recorder Tennant Councilor Jennings requested that a New Business item, Police and Parks overtime costs for special events, be added to the agenda. MINUTES. JENNINGS/FIGLEy.... approve the Council regular and executive session minutes of July 22, 1996; and accept the Planning Commission minutes of July 25, 1996. The motion passed unanimously. ANNOUNCEMENTS. (A) A Council workshop is scheduled for August 19, 1996, 6:00 p.m., City Hall Council Chambers, for the purpose of discussing the Water Master plan and the draft Downtown Plan. (B) A Council workshop has also been scheduled for September 10, 1996, 6:00 p.m, City Hall Council Chambers, for the purpose of discussing future street improvement projects. PRESENTATION - CERTIFICATE OF APPRECIATION TO LESTER MCBRIDE. Mayor Kirksey presented Lester McBride with a Certificate of Appreciation for his work in designing and organizing the City Hall grounds beautification project as part of his Eagle Scout project. Mr. McBride thanked the City for their cooperation and the opportunity to follow through with this project. He also Page 1 - Council Meeting Minutes, August 12, 1996 - . TAPE READING 0135 0185 0234 "l\ , COUNCIL MEETING MINUTES August 12, 1996 thanked those individuals who helped him complete the beautification project. PRESENTATION - GRANT FOR LIBRARY PARK IMPROVEMENTS. Mayor Kirksey informed the Council that the City has recently been notified that we will be receiving a $4,500 grant from the Burlingham Trust Foundation which will be used to install an underground sprinkler system in Library Park and to paint the wall in the Park. This project will also involve volunteer hours during the last weekend of September or the first weekend in October and she requested the Councilors to keep their calendars open so that they could assist with this project. CHAMBER OF COMMERCE REPORT. Donna Hendricks, representing the Chamber of Commerce, stated that the Annual Golf Tournament involved 72 participants and was very successful. On August 21st, 8:00 a.m., the Greeter's Program will be held at Miles Chevrolet and participants will be touring this new facility. At 12:00 noon on August 21st, the Chamber Forum will be held at Yun Wah's Restaurant with a topic on "Niche Marketing" being presented by a panel of local business owners. COUNCIL BILL 1739 - RESOLUTION SETTING PUBLIC HEARING DATE ON ANNEXATION OF PROPERTY LOCATED ON WEST SIDE OF BOONES FERRY ROAD NEAR COUNTY CLUB ROAD-- APPLICANT: WOODBURN ART CENTER. Councilor Hagenauer introduced Council Bill 1739. The bill was read by title only since there were no objections from the Council. Director Goeckritz stated that this property, also known as Glatt House, had recently received approval to connect to the City utility services with the condition that they would not object to annexation once the process was initiated. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1739 duly passed. COUNCIL BILL 1740 - RESOLUTION SETTING PUBLIC HEARING DATE ON THE ANNEXATION OF PROPERTY LOCATED ON THE EAST SIDE OF BOONES FERRY RD. SOUTH OF TUKWILA DR. -- APPLICANT: BAGLIEN/RESCH. Council Bill 1740 was introduced by Councilor Hagenauer. Recorder Tennant read the bill by title only since there were no objections from the Council. Director Goeckritz stated that this property had also received recent approval from the Council to connect to City utility services with the condition that they would not object to annexation once the process was initiated. Page 2 - Council Meeting Minutes, August 12, 1996 --. ---~ . I TAPE READING 0263 0285 0303 0322 0346 '"'1\ COUNCIL MEETING MINUTES August 12, 1996 On roll call unanimously. passed. vote for final passage, the bill passed Mayor Kirksey declared Council Bill 1740 duly COUNCIL BILL 1741 - RESOLUTION ADOPTING A LIQUOR APPLICATION POLICY FOR NEW APPLICATIONS AND RENEWALS. Councilor Hagenauer introduced Council Bill 1741. 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 1741 duly passed. COUNCIL BILL 1742 - RESOLUTION ENTERING INTO AN AGREEMENT WITH MARION COUNTY FOR INTERGOVERNMENTAL EMERGENCY MANAGEMENT COOPERATIVE AGREEMENT. Councilor Hagenauer introduced Council Bill 1742. 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 1742 passed unanimously. Mayor Kirksey declared the bill duly passed. COUNCIL BILL 1743 - RESOLUTION ENTERING INTO AN INTERGOVERNMENTAL COOPERATION AGREEMENT FOR GANG INTERVENTION SPECIALIST PROJECT. Council Bill 1743 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, the bill passed unanimously. The Mayor declared Council Bill 1743 duly passed. COUNCIL BILL 1744 - RESOLUTION ENTERING INTO A "STF-8" AGREEMENT WITH SALEM AREA TRANSIT DISTRICT FOR SPECIAL TRANSPORTATION FUNDS FOR THE DIAL-A-RIDE PROGRAM. Councilor Hagenauer introduced Council Bill 1744. 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 Council Bill 1744 duly passed. CONTRACT AWARD - STREET REPAIR AND RESURFACING CONTRACT. Bids for the repair of Progress Way and the repair/resurfacing of Oregon Way were received from the following contractors: Morse Bros., $160,650.00; Kerr Contractors, Inc., $173,033.00; and D & D Paving, $178,914.00. It was noted in the staff report that the engineer's estimate for this project was $146,458.50. Following the review of the bids, staff has recommended that the original bid specifications be modified to reduce contract costs, and, based on these reductions, recommend that the Council award the bid to Morse Bros. in the amount of $120,220.00. Page 3 - Council Meeting Minutes, August 12, 1996 . . TAPE READING 0402 0418 0430 0451 ."'" COUNCIL MEETING MINUTES August 12, 1996 JENNINGS/PUGH... award the street repair and resurfacing contract to Morse Bros. (low bidder) in the amount of $120,220.00. Councilor Jennings stated that he, along with other Councilors, have expressed concerns regarding the priority list designating street improvements and will agree to this contract award, however, no other projects should be advertised prior to the Council holding the street improvement workshop next month. The motion to award the bid to Morse Bros. passed unanimously. MERIT PAY INCREASE -- FINANCE DIRECTOR. Administrator Childs recommended that Finance Director Gillespie receive a 5% merit pay increase effective August 1996. JENNINGS/FIGLEy.... approve a merit pay increase of 5% for Finance Director Gillespie as recommended by Administrator Childs. The motion passed unanimously. APPROVAL OF CLAIMS FOR JULY 1996. SIFUENTEZ/PUGH.... approve voucher checks #33000 - #33247 issued during the month of July 1996. The motion passed unanimously. Mayor Kirksey informed the public that Dr. Albert Frazier, a longtime friend to many individuals within the community and resident of Senior Estates, had passed away on Saturday afternoon and she expressed her condolences to the family. NEW BUSINESS - OVERTIME COSTS FOR SPECIAL EVENTS. Councilor Hagenauer brought the issue of high overtime costs to the Council for the purpose of initiating a review of these costs and potential reimbursement from festival organizers of some or all costs incurred by city departments. Councilor Jennings agreed that the City should be looking into this situation since certain functions held within the City are making money and overtime costs for police and park maintenance personnel are quite high. Councilor Sifuentez stated that the City needs to research what other cities are doing to recoup their costs from special events. Councilor Pugh also stated that cost reimbursement has been practiced by other large cities that he has lived in for many years. Administrator Childs stated that he would work with staff to formulate cost figures associated with various events along with researching policies implemented by other cities and he will report back at a future meeting. Page 4 - Council Meeting Minutes, August 12, 1996 ~. .. . ....,.., COUNCIL MEETING MINUTES August 12, 1996 TAPE READING 0631 Councilor Jennings also questioned the status of the Super 8 Motel complex. Director Goeckritz stated that the permits have been issued, however, they are discussing the development fees with the Public Works Director at this time. Councilor Pugh requested that staff follow-up on an unsightly condition existing in an area near Evergreen Road. 0675 STAFF REPORTS. A) Data Processing Strategic Plan -- In a memo from Finance Director Gillespie, he informed the Council that the City is currently advertising for a consultant to develop a Data Processing Strategic Plan. Funding for this project was approved by the Budget Committee and Council as part of the 1996-97 budget. B) US West Franchise Renewal -- Administrator Childs informed the Council that the staff is currently negotiating the franchise renewal with the company. Staff is also negotiating for an increase in the franchise fee to 7% (currently 5%) which is allowed under state law and in effect within several Oregon cities. C) General Election Filing Deadline -- Nomination petitions for the positions of Mayor and Councilors in Ward I, II, & VI must be received by the City Recorder no later than Monday, August 26, 1996, 5:00 p.m., in order to be placed on the General Election ballot. D) Marion County Housing Authority Farmdale Housing Complex Open House -- The Mayor and Council received a flyer from the Marion County Housing Authority inviting them to attend an Open House on Monday, August 19th, 12:00 noon to 3:00 pm, to view the remodeling which has been completed at the complex which is located at 1219 W. Lincoln Street. E) Letter from Attorney Bill Kloos representing Mar-Dene Corporation -- Attorney Shields advised the Council not to set or schedule a hearing until the Land Use Board of Appeals (LUBA) makes a decision on the issue(s). Therefore, no specific action was taken by the Council at this meeting. F) Building Activity Report for July 1996. Page 5 - Council Meeting Minutes, August 12, 1996 .....--' -....--. -+...~..._,- .---..-........,..--. TAPE READING 0754 0818 "'" COUNCIL MEETING MINUTES August 12, 1996 ADMINISTRATOR'S REPORT. Administrator Childs commented on the expedited manner in which the meeting has taken place which is due, in part, to the numerous hours of staff preparation time to provide the Council with sufficient written material in order to make their decisions. Administrator Childs commended the Police Department on their professional and methodical work that was done in cooperation with federal agents from the US Dept. of Justice Drug Enforcement Administration Metropolitan Enforcement Team (MET) which resulted in numerous arrests and confiscation of drugs, weapons, vehicles, and fraudulent immigration documents. The MET team concept is a unique and innovative method to assist communities in combatting activities relating to drug and violence. In this instance, the federal agents and city police officers worked together to clean-up some problem areas in an expedient manner. MAYOR AND COUNCIL REPORTS. Councilor Jennings requested Park & Recreation Director Holly to provide brief report on the Community Center Advisory Committee's recent trip to Washington to tour Community Center facilities. Director Holly stated that the Committee toured facilities in the State of Washington located at the City of Renton, City of Kent, and the City of Issaquah. The Committee has also toured the Center located in Tualatin and some members have viewed the City of Canby's facility. The Committee is excited about their mission and they are progressing rapidly with the initial report scheduled to be presented to the Council in January 1997. Barbara Lucas, Committee member, stated that she had tried to obtain facts and figures on revenues and expenses from their tour guide at the Canby facility, however, the guide was unable to provide her with that type of data. Councilor Jennings commended Barbara Lucas for the art work and pamphlet design which was distributed to the Council. He suggested that it be distributed to local citizens It was also noted that the School bond passed last year does include a 300 seat theater and the Committee will be sending representatives to the next School District Board meeting to discuss a cooperative arrangement for use of the theater. Councilor Sifuentez stated that she recently had professional friends visit her who had previously lived in Woodburn for a number of years but moved to Corvallis several months ago. It was refreshing for her to hear her friends mention how much they miss living in Woodburn. In her travels around her Ward this last week, she was impressed by all of the positive comments made by residents regarding the community. Page 6 - Council Meeting Minutes, August 12, 1996 - . TAPE READING 1225 1232 1241 ''i',", COUNCIL MEETING MINUTES August 12, 1996 Councilor Pugh stated that, following the two town hall meetings he had called, he has filed to run for office (Councilor - Ward I) and is proud of the fact that he is running for this office. Councilor Sifuentez stated that she has also filed for re- election to her position (Councilor - Ward VI) . Councilor Jennings stated that he will be filing for the Ward II Councilor position. Mayor Kirksey also stated that she has filed for re-election as Mayor and is also proud of running for this office. In regards to completing the business items in the agenda packet within a half-hour, she stated that the staff preparation is one major factor while the other major factor are informed Councilors who care and work on the hard issues before the meeting so that they can ultimately do their best for the City. Mayor Kirksey also applauded the Police Department for their on-going efforts to fight criminal drug activity within our community. Additionally, National Night Out was a success since many neighborhoods participated in this annual event. She had hosted an ice cream social at her home which brought neighbors from each end of the street together, not only for a specific purpose, but to visit with each other and renew acquaintances. The meeting recessed at 7:37 pm and reconvened at 7:58 pm. EXECUTIVE SESSION. JENNINGS/PUGH. .. adjourn to executive session under ORS 192.660(1) (E) and ORS 192.660(1) (h) to conduct deliberations with persons designated by the governing body to negotiate real property transactions and to consult with counsel concerning legal rights and duties of a public body with regard to current litigation or litigation likely to be filed. The motion passed unanimously. The meeting adjourned to Executive Session at 7:59 p.m. and reconvened at 9:37 p.m.. Mayor Kirksey stated that she is still concerned about the City's liability coverage and would like to have a Committee review the coverage. JENNINGS/FIGLEY... appoint 2 members of the Council, along with the Mayor, to look at liability insurance policies. The motion passed unanimously. Mayor Kirksey appointed Dick Pugh and Don Hagenauer to the Committee. Page 7 - Council Meeting Minutes, August 12, 1996 j' ._~~-,~_._,-~,_.._-~ . I TAPE READING 1260 ~\ COUNCIL MEETING MINUTES August 12, 1996 ADJOURNMENT. JENNINGS/PUGH... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 9:40 p.m.. APPROVED~~ A~~, NANCY A KIRKSEY, MA~ ATTEST Ma~a~~~der City of Woodburn, Oregon Page 8 - Council Meeting Minutes, August 12, 1996 ,..-----"--~- . .