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Minutes - 12/11/1995 TAPE READING 0001 0003 0013 0018 0029 0040 ~" COUNCIL MEETING MINUTES December 11, 1995 DATE. COUNCIL CHAMBERS, CITY BALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, DECEMBER 11, 1995. 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, Community Development Director Goeckritz, Finance Director Gillespie, Police Chief Wright, Park & Recreation Director Holly, Library Director Sprauer, Public Works Manager Rohman, city Recorder Tennant A letter from the 3-Valleys Project Coordinator was received by the staff on December 8th advising the city that they have decided to secure office space at another location. JENNINGS/PUGH.... item 10H be removed from the agenda. The motion passed unanimously. MINUTES. JENNINGS/FIGLEY... approve Council minutes of November 27, 1995 and accept the Library Board minutes of November 22, 1995. The motion passed unanimously. BOARD/COMMITTEE APPOINTMENTS. Mayor Kirksey made the following appointments/reappointments: Term Exoiration Budget Committee: position 1 Wendy Veliz Position 2 Bruce Thomas Planning commission: position 1 - Walter Lawson (reappt.) position 6 - Laten Frawley (reappt.) Recreation and Park Board: position 1 - Lee Ehrens (reappt.) position 2 - David ott (reappt.) position 3 - Art Montgomery position 4 - Gilbert Medina Baltazar December 31, 1998 December 31, 1998 December 31, 1999 December 31, 1999 December 31, 1998 December 31, 1998 December 31, 1997 December 31, 1997 1995 Page 1 - Council Meeting Minutes, December 11, r - - -~ TAPE READING 0140 0181 0212 ..", COUNCIL MEETING MINUTES December 11, 1995 Li))rary Board: position 4 - Phyllis Bauer Cable TV Advisory Board: position 4 - A.C. Bakken (reappt.) position 5 - Phyllis McKean (reappt.) Term Expiration December 31, 1999 December 31, 1998 December 31, 1998 JENNINGS/FIGLEy.... appointments be approved. Councilor Jennings expressed his appreciation to the Mayor for making the appointments prior to January 1996. Councilor Figley stated that even though Phyllis Bauer is considered a new appointment, she was glad to see that she was willing to serve on the Library Board once again. The motion to approve the appointments passed unanimously. Mayor Kirksey expressed her gratitude to the Council for their assistance in obtaining names of individuals who were interested in serving on the various boards and committees. ANNOUNCEMENTS. A) continuation of the Public Hearing on the Transportation Plan will be held on January 8, 1996, 7:00 p.m., in the City Hall Council Chambers. B) A public hearing will be held on revisions to the Comprehensive Plan on January 22, 1996, 7:00 p.m., in the city Hall Council Chambers. C) A Council workshop regarding unpaved streets will be held on Monday, January 29, 1996, 7:00 p.m., in the City Hall Council Chambers. D) city offices will be closed on Thursday, December 21st, between 12:00 noon and 1:00 p.m. so that employees can attend a potluck luncheon. CHAMBER OF COMMERCE REPORT. Randy Saunders, representing the Chamber of Commerce, reminded the public of the following upcoming events: 1) Chamber of Commerce Annual Banquet - December 12, 1995 at the United Methodist Church; and 2) Monthly Chamber Forum - December 20, 1995, 12:00 noon, at the Settlemier House. The forum will include lunch and a tour of the house. PUBLIC HEARING - APPLICATIONS FOR FUNDS THROUGH THE STATE WATER/WASTEWATER FINANCING PROGRAM. Mayor Kirksey declared the pUblic hearing open at 7:08 p.m.. Public Works Manager Rohman presented the staff report reviewing the State's financing program which was established Page 2 - Council Meeting Minutes, December 11, 1995 r r . . TAPE READING 0362 l'> COUNCIL MEETING MINUTES December 11, 1995 to assist local governments in meeting the requirements of the Safe Drinking Water Act and Clean Water Act. The staff is proposing that an application package be submitted which involves a $500,000 loan and a $500,000 grant to be used towards the cost of engineering design and construction of collection system improvements and towards the cost of pre- design and final design of the treatment facility. It was also noted that this financing program is separate from other State administered programs and the city will continue to apply for other grant/loan funds towards the design and construction of the new treatment plant facility. Since there was no other testimony from the audience on this issue, the Mayor declared the public hearing closed at 7:12 p.m. . JENNINGS/FIGLEy.... approve the application for funds through the Water/Wastewater Financing Program as presented by staff and authorize the Mayor to sign the application package. The motion passed unanimously. PUBLIC HEARING - PARATRANSIT PLAN FOR IMPLEMENTATION OF ADA PROVISIONS. Mayor Kirksey declared the pUblic hearing open at 7:13 p.m.. Public Works Manager Rohman stated that the Paratransit Plan is required by the Federal Transportation Administration since the City operates a fixed route bus system. Under the American with Disabilities Act (ADA), the City must provide a complementary paratransit service to elderly and disabled citizens within the community. Currently, the City'S Dial-a- Ride van operates 3 days per week with an annual ridership of 4,894. In order to comply with ADA requirements, six service criteria must be met by January 26, 1997. At this time, the City meets all but two of the criteria, specifically, the Response Time and Hours/Days of Service. He suggested that the City take the following steps to work towards compliance with the federal regulations: 1) Add a fourth day of van service effective July 1, 1996; 2) Submit an undue financial burden waiver to the Federal Transit Administration; and 3) Propose an ADA Paratransit anticipated compliance date of July 1, 1998. No one in the audience provided any additional testimony on this issue. Mayor Kirksey declared the public hearing closed at 7:24 p.m.. JENNINGS/SIFUENTEZ.... City submit to the Federal Transit Administration an undue financial burden waiver to the January 26, 1997 ADA paratransit compliance date and provide an anticipated compliance date of July 1, 1998. The motion passed unanimously. Page 3 - Council Meeting Minutes, December 11, 1995 r .. ... ~ TAPE READING 0727 0750 0800 0822 0853 1>. COUNCIL MEETING MINUTES December 11, 1995 COUNCIL BILL 1682 - RESOLUTION APPROVING A SUBSTANCE ABUSE POLICY FOR SAFETY SENSITIVE EMPLOYEES AND AUTHORIZING MAYOR TO SIGN A MEMORANDUM OF AGREEMENT WITH AFSCME LOCAL 642. Council Bill 1682 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 Council Bill 1682 duly passed. COUNCIL BILL 1684 - RESOLUTION GIVING CITY/COUNTY INSURANCE SERVICES TRUST NOTICE OF POTENTIAL WITHDRAWAL FROM MEMBERSHIP IN THE SELF-INSURANCE POOL. Council Bill 1684 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 1684 passed unanimously. Mayor Kirksey declared the bill duly passed. COUNCIL BILL 1685 - RESOLUTION EXPANDING SCOPE OF AGREEMENT WITH CH2M-HILL REGARDING POPLAR TREE TEST PLOT. Councilor Hagenauer introduced Council Bill 1685. 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 1685 duly passed. LIOUOR LICENSE APPLICATION -- HI-WAY 99 MARKET. Chief Wright recommended that the Council forward a recommendation of approval to OLCC relating to the application submitted by Ho Suk & Eun Soo Hwang DBA Hi-Way 99 Market, 320 N. Pacific Highway (formerly Lind's Market). JENNINGS/FIGLEY... forward to OLCC a recommendation to approve the liquor license application for Hi-Way 99 Market. The motion passed unanimously. Councilor Jennings complimented the Police Department for submitting a complete report to the Council. BID AWARD - FORKLIFT FOR PUBLIC WORKS. Bids for a 5,000 lb. forklift were received from the following vendors: Norlift of Oregon, Inc., $17,995.00; Norlift of Oregon, Inc., $18,250.00; The Halton Company, $20,225.00; Hyster Sales Company, $20,995.00; and CB Equipment Company, $21,587.00. Staff recommended that the low bid from Norlift of Oregon be accepted. JENNINGS/FIGLEY... award bid #96-05 to Norlift of Oregon, Inc., in the amount of $17,995.00. The motion passed unanimously. Page 4 - Council Meeting Minutes, December 11, 1995 r r . TAPE READING 0874 0925 0937 0960 "!> COUNCIL MEETING MINUTES December 11, 1995 SOUND AMPLIFICATION PERMIT/PRE-APPROVAL OF PERMITS. A sound amplification permit was requested by the Woodburn Eagles Lodge for Christmas Caroling on December 21, 1995 beginning at 5:30 p.m.. Staff recommended that this permit request be granted. In anticipation of other similar requests that may be submitted, staff also requested that the Council authorize staff to approve sound amplification requests submitted through the end of December 1995 by groups and/or organizations since there will not be another regular Council meeting until January 8, 1996. JENNINGS/FIGLEY... approve both staff recommendations regarding sound amplification permits. The motion passed unanimously. REOUEST FROM WOODBURN DOWNTOWN ASSOCIATION FOR PERMISSION TO DISPLAY CHRISTMAS TREE IN THE DOWNTOWN PARKING LOT. A letter was received from Brent Reddaway, WDA President, requesting permission to display a large Christmas tree in the northwest corner of the downtown parking lot located at N. First and W. Hayes Street. If this request is approved, a tree lighting ceremony will be planned for December 16th. The staff report from Chief Wright recommended approval of the request with the conditions that WDA provide the City with an adequate Certificate of Insurance and the tree be adequately anchored to assure that the tree does not fall. JENNINGS/PUGH... approve the request from the Woodburn Downtown Association with the conditions recommended by the Police Chief. The motion passed unanimously. CLAIMS FOR THE MONTH OF NOVEMBER 1995. SIFUENTEZ/PUGH... approve voucher checks #29480 - #29838 for the month of November 1995. The motion passed unanimously. STAFF REPORTS. A) New Format for Water/Sewer Bills -- Finance Director Gillespie reviewed the new billing forms which will be included in a cover envelope with a return envelope. The reverse side of the bills include a city telephone directory plus meeting date information for the Council and other boards/commissions. B) Donations Received by the Woodburn Library -- Director Sprauer informed the Council that the Library was the recipient of a $500 donation from the Woodburn Education Association for childrens' books and materials, and $500 from the Woodburn Eagles Auxiliary for large print books, books on tape, or other materials to aid the elderly and/or disabled. She also informed the Council that library patrons are very appreciative of the new parking lot. Page 5 - Council Meeting Minutes, December 11, 1995 "r- - - .- TAPE READING 1132 1200 1282 1358 l~ COUNCIL MEETING MINUTES December 11, 1995 C) Police Officer Graduation -- Chief Wright stated that he will be attending the graduation ceremonies at the BPSST Academy on Friday, December 15th. He invited the Mayor and Councilors to attend the ceremony and, if anyone was interested in riding over to Monmouth with him, he would be leaving at 10:00 a.m. and returning around 1:30 p.m.. D) Building Activity Report for November 1995. ADMINISTRATOR'S REPORT. Administrator Childs stated that street lights have been ordered from PGE for the Aquatic Center parking lot, however, it is unknown as to when PGE will be installing the lights. He also stated that the second regular meeting in December falls on December 25th which is a holiday. In his opinion, no other Council meetings would be necessary until January 8, 1996. MAYOR AND COUNCIL REPORTS. Councilor Pugh reminded the staff that the microphone system needs to be updated. Councilor Jennings questioned if staff needed any preapproval of overtime costs if the forecasted windstorm results in a lot of damage within the City. Administrator Childs stated that no additional action needed to be taken at this meeting, however, the Council would need to be supportive of any emergency action taken as a result of the storm. If an emergency did exist, one of the components in the emergency planning process is to call a special Council meeting to update the Council on the situation and take any necessary action at that time. JENNINGS/PUGH... Council authorize the Administrator to take whatever steps may be necessary should an emergency arise from tomorrow's storm. The motion passed unanimously. councilor sifuentez thanked the Fire Department and other organizations who have been gathering food, clothing, and toys to distribute to needy families. She also invited the public to participate in the Pseudo celebration which starts this Saturday, 7:00 p.m., at st. Luke's Hall. The Mayor and councilors wished members of the community a safe and happy holiday season. EXECUTIVE SESSION. JENNINGS/FIGLEY... adjourn to executive session under the authority of ORS 192.660(1) (h) to consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed. The motion passed unanimously. Page 6 - Council Meeting Minutes, December 11, 1995 r "If I ..,." COUNCIL MEETING MINUTES December 11, 1995 TAPE READING The meeting adjourned to executive session at 7:44 p.m. and reconvened at 8:07 p.m.. Mayor Kirksey stated that no Council action would be taken as a result of the executive session. 1390 ADJOURNMENT. PUGH/FIGLEy.... meeting be adjourned. unanimously. The meeting adjourned at The motion passed 8:09 p.m.. APPROVED ~ j.} c1f~--J N CY A. ;fIRKSEY, MAYOr ! ATTEST fYl ~~ Mary ~ant, Recorder city of Woodburn, Oregon Page 7 - Council Meeting Minutes, December 11, 1995 .'1"- r . ...,...--.,.