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Agenda - 11/13/1995 CITY OF WOODBURN 270 MONTGOMERY STREET .... WOODBURN, OREGON AGENDA WOODBURN CITY COUNCIL NOVEMBER 13. 1995 - 7:00P.I\lt 1. 2. 3. IIlJrJtQ~I_::'lImllAl:*- .:.: . ,', ':3:'" " " '.~ :.: . :. .. ..'~" " :.' .... ;':', : "-:':':': . ....:.............~..:::....:..!::~....:::...::...:t...:..:....:........:......~...~...J~...........~........:....::.:....::.....~:...:..............!I............:...:...:.:.....:...::....:...~.:. III.. liliiii A. Council minutes of October 23, 1995 and Council Workshop minutes of October 30, 1995. ~ ~ ~ B. C. 4. A. APPOINTMENTS: 1. Mari Ruiz Worley, 40 Smith Court, 981-9555 (work) to a term on the Woodburn Recreation and Park Board expiring December 31, 1996. 2. AD-HOC Committee on Human Rights Policy Statement. B. ANNOUNCEMENTS: 1. Marion County Rural Transportation System Plan public open house: ;f Wednesday, November 15, 1995,4:30 to 7:30 p.m. at Woodburn High School, 1785 N. Front Street. 2. City Hall closure on November 23 and 24, 1995 for Thanksgiving holiday. 3. Wastewater Advisory Committee appreciation - November 27, 1995 at 6:30 p.m. in Council Chambers. C. PROCLAMATIONS 5. .I.~I:~.~:_ A. Chamber of Commerce B. Other Committees 6. .1l1111l111!tlll 7. (This allows public to introduce items for Council consideration not already scheduled on the agenda.) Page 1 - Council Agenda, November 13, 1995 8._ A. Continuation of hearing on the Woodburn Transportation System Plan. 9. IItIIIIII.1I11 10. 1IIIJIljillB11111 A. Council Bill No. 1678 -Ordinance annexing into the city 1.8 acres located west of Brown Street and south of Warren Way and amending the city zoning map from Marion County "urban transition farm" to City "Single Family Residential." 10A B. Council Bill No. 1679 - Resolution authorizing execution of an addendum to agreement with cable television consultant. 10B C. Council Bill No. 1680 - Resolution authorizing execution of ORS 190 agreement for Marion County/City gang intervention program. Acceptance of easement in west Woodburn. Joint participation in archaeological site testing. D. E. 11. 12._ 13. __ 14. Il.Blflll~f.art.I. A. SPR95-22, Fleetwood Homes expansion. 15. 1.11:~::fI_1 A. Mill Creek pump station status report. H. I. J. K. B. C. D. E. F. G. Management/non-union employee compensation study. Promotion of Officer Scott Russell to Patrol Sergeant. Staff liaison - Human Rights Committee. Outstanding performance of police recruit officers Kent and Schweigert. Donation of night vision instruments to Woodburn Police Department. Purchase of radar reader board/vehicle counter to be shared by Woodburn Police Department and Department of Public Works. Housing Rehab Program status report. Review of 1995 City Administrator Goals. Grant/loan application for pump station improvements. Building Activity Report for October 1995. Page 2 - Council Agenda, November 13, 1995 10C 10D 10E 14A , ,. 15A 15B 15C 15D 15E 15F 15G 15H lID. 15J 15K 16. 17. 17. --- ...... 0". ,"~.....:' '" ........~.......... .... ............:. ~~ ~....:.:.. :'\.......~.....: ........ :..~.::.......:...~....~........ - . .....; '," ..... ...: } ..:......::......:~:....w...-......:.. .:...~~........ .: To review and evaluate the job performance and compensation of the City Administrator. ORS 192.660(1 Hi) 18. 11m1Ul1IN1 , ;' Page 3 - Council Agenda, November 13, 1995 TAPE READING 0001 0003 0013 0021 0031 0090 3A COUNCIL MEETING MINUTES October 23,1995 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, OCTOBER 23, 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, Library Director Sprauer, City Recorder Tennant MINUTES. JENNINGS/FIGLEY... approve Council minutes of October 9, 1995 regular meeting and October 10, 1995 workshop with the ~ Wastewater Advisory Committee; and accept the Planning Commission minutes of October 12, 1995. The motion passed unanimously. APPOINTMENTS. Mayor Kirksey appointed Walter Lawson to serve on the Planning Commission in position No.1. His term will expire on December 31, 1995. JENNINGS/PUGH.... approve the appointment of Walt Lawson to the Planning commission. The motion passed unanimously. ANNOUNCEMENTS. A) The Council will hold a workshop on October 30, 1995, 6:00 p.m., PGE Auditorium, for the purpose of reviewing and updating their goals. B) The Transportation System Plan public hearing will be held before the City Council on Monday, November 13, 1995, 7:00 p.m., in the Council Chambers. Mayor Kirksey reminded the public of the Chamber of Commerce Annual Auction to be held on Saturday, November 4th, at the new Aquatic Center. Page 1 - Council Meeting Minutes, October 23, 1995 TAPE READING 0110 COUNCIL MEETING MINUTES October 23, 1995 3A PUBLIC HEARING - ZONE HAPAMENDMBNT #95-05. COMPRBHBNSIVEPLAN HAP AMENDMENT #95-05. CONDITIONAL USE APPROVAL #95-02. LOT LINB ADJUSTMENT #95-05. AND SUBDIVISION #95-03 (Woodburn Crest Bstates/Mobile Home Park/Care Facilitv). Mayor Kirksey declared the public hearing open at 7:04 p.m.. Recorder Tennant read the land use statement required by ORS 197.763. Councilor Jennings stated that he shares the same last name as the applicant but he does not know the applicant. He also stated that he made a site visit prior to this hearing for the. purpose of reviewing the site layout and proposed traffic flow. Community Development Director Goeckritz advised the Council that they are required to act on the amendments to the Comprehensive Plan and Zone Map, however, they can take action on the other requests which have already been approved by the Planning Commission. He reviewed the options available to the Council once the hearing is completed. The property consists of approximately 11.19 acres and is located south of Highway 211 and north of June Way. This application involves 3 parcels of land and is owned by two property owners. If the property is developed, the existing house and buildings currently located on the property would be removed. The application involves the development of a 5-unit Alzheimer Care Facility located on the west portion of the property and adjoining June Way. Of the remaining portion of the ~ development, 13 lots are proposed as part of a SUbdivision of which the largest parcel is proposed to be a Mobile Home Park. If the Mobile Home Park is approved, the state is responsible for building standards on the site, which in turn, has been transferred to Marion County. Off-site improvements will by overseen by the City'S Public Works Department and the County will be responsible for reviewing and inspecting the actual construction of the Mobile Home Park. Director Goeckritz stated that the water, sewer, and storm drain lines are available, however, the developers will be responsible for all infrastructure improvements. In regards to acc~ss to Highway 211, it was noted that access approval from ODOT is a condition of approval. The Planning Commission has included as a condition of the Mobile Home Park the requirement of a tot lot within the park. In response to a question regarding a tot lot versus park land dedication, Attorney Shields stated that the tot lot would be used by individuals living within the park whereas park land dedication would be available for use by all residents of the City and upkeep the responsibility of the Parks Department. Director Goeckritz submitted into the record the following exhibits: Exhibit 1 - Staff Report; Exhibit 2 - Traffic Impact Study done by Lancaster Engineering; and Exhibit 3 _ Opponents/Proponents. Page 2 - Council Meeting Minutes, October 23, 1995 TAPE READING 0748 0959 1168 1386 3A COUNCIL MEETING MINUTES October 23, 1995 Rick Givens, representing property owners Jerry Jennings and Jewel & Elmo Aldridge, stated that the area just south of the proposed development is a mixture of single family dwellings, manufactures homes, and commercial property. The proposed project would require a change in the zone from RS to RM in order to allow for the Manufactured Home Park and the Alzheimer Care facility. He stated that the major concern relates to traffic, however, the traffic impact study shows that there will be a minimal impact on the neighborhood. He stated that he has spoken with OOOT who has expressed a willingness to allow the access onto Highway 211 if the zone change is approved since dissimilar land uses would then exist. Dan Dessler, representing Good Neighbor Care Centers, stated that they build, own, and manage their residential care facilities. He provided the Council with photographs of a facility currently in operation in the Eugene area. He provided background information on the company which has been in business for approximately 8 years and currently employs 165 individuals. If this project is completed, they anticipate employing another 40 individuals to work at this facility. The proposed project provides for 5 single dwelling units each housing a maximum of 10 persons. For security purpose, each dwelling unit would have a fenced area around the unit with an electronic gate. ~ Following the applicant's testimony, Councilor Jennings stated that he had made a recent site visit to the area. He stated that June Way is already a dedicated street from a prior development proposal. If the entrance to the Manufactured Home Park is allowed onto Audrey Way, he expressed his concern regarding increased traffic on Audrey Way, Greenview, and Hardcastle in addition to the safety of the children in the existing residential area. In his opinion, the entrance to the Park should be close to Highway 211 in order to keep the majority of the traffic out of the residential area. Joe Webber, 1396 June Way, stated that a petition signed by 70 people was submitted to the Planning Commission objecting to the Manufactured Home Park proposal. He stated that he is not opposed to the Care Center facility but he is concerned about the Manufactured Home Park. He stated that these parks often turn into a transient area which, in turn, results in a decrease of assessed values to those properties in the vicinity of the park. He also questioned why the developers could not leave the zoning as single-family residential and place a manufactured home subdivision in the area rather than the park. Page 3 - Council Meeting Minutes, October 23, 1995 TAPE READING 1650 1839 COUNCIL MEETING MINUTES October 23, 1995 3A Fred Davis, 1413 June Circle, stated that traffic is already an obstacle on the southern portion of Audrey Way and he suggested that two accesses to Highway 211 be obtained by the developers. Betty DObbins, 1391 Audrey Way, stated that she had no objection to the Care Facility, however, she did not want a Manufactured Home Park to pull down the entire area. Helen Woods, 1444 June Way, stated that the area is well taken care of by the property owners and she objected to the development of a Manufactured Home Park. Eugenia Kojin, 1523 Audrey Way, stated that she was concerned about the traffic coming out of the Manufactured Home Park onto Audrey Way since there are a lot of kids that play in that area. Rosella Finlinson, 1474 June Way, stated that she opposed the Manufactured Home Park proposal and was not in full agreement with the Care Facility since she has worked at residential care facilities for about 12 years. She expressed concern for the Alzheimer's patients since they do wander and there is the close proximity of Highway 211 and Truss-T Structures. Ron Smith, 1459 Audrey Way, expressed his concern with the ~ potential increase in traffic and the safety of the children in the neighborhood. He stated that he was in opposition to the development of the Manufactured Home Park. Rick Givens stated that the developers would have no objection to moving the entrance to the Manufactured Home Park close to Highway 211 rather than onto Audrey Way. He stated that the developer of the Park has strict standards that will not have an adverse impact on surrounding properties. For example, only new double-wide manufactured homes will be allowed in the park and landscaping must be maintained. There will be an on- site manager at the park to insure that the park residents abide by the rules. Infrastructure is available in the area which is sufficient in size to accommodate the proposed development and the developers will be required to pay system development charges. Mr. Dessler stated that some of the same concerns shared by the citizens at this hearing were voiced at the Planning Commission meeting. His company also had some of the same concerns but in their research, they found that the Mobile Home Parks already owned and operated by Mr. Jennings are a wonderful example as to what you can expect as a neighbor. Additionally, the substantial investment requires the owner to Page 4 - Council Meeting Minutes, October 23, 1995 TAPE READING 2250 2630 3A COUNCIL MEETING MINUTES october 23, 1995 keep the Park well maintained. In regards to the traffic study, it shows that there will be a lesser number of trips per day from the Mobile Home Park as compared to other types of RM uses. Lastly, their care facility will provide up-to- date monitored system to keep their residents in a safe and secure environment. Mayor Kirksey declared the public hearing closed at 8:07 p.m.. Councilor Pugh stated that he had also toured the site and the homes in the residential area are well-taken care of. If the Manufactured Home Park is well-designed and taken care of, it will not pull down the assessed values of property in the surrounding neighborhood. Additionally, the Park would be a logical buffer between Highway 211 and the single family residences. He agreed with the proposal to place the entrance to the Park near Highway 211. Councilor Figley stated that her main concern is with the traffic situation and she did not object to the proposed Care Facility. Councilor Jennings concurred with Councilor Pugh regarding the appearance of the homes in the area. He reiterated his concern regarding the traffic situation and ,the need to have the entrance onto June Way near Highway 211. Additionally, ~ the infrastructure lines are 6" in diameter which is sufficient to accommodate needs of the proposed development. Councilor Hagenauer stated that his main concern is the traffic issue. Councilor Sifuentez expressed her op1n1on that the proposed development is a good plan, however, she did sympathize with the current landowners on there concerns. Councilor Chadwick also stated that there is a need in the community for a residential care facility that will provide a home for individuals with memory loss. Mayor Kirksey stated that she opposed the change from single- family residential to mUlti-family residential. She also reminded the public that there is no guarantee of protection as to who your neighbor is going to be whether it be a property owner or renter and whether or not the property will be properly maintained. JENNINGS/PUGH.... instruct staff to prepare findings of approval based on the Planning Commission's actions on #1 (Comprehensive Plan Map Amendment #95-04 from Single Family to Page 5 - Council Meeting Minutes, October 23, 1995 TAPE READING 2687 2693 2750 2790 2810 2872 COUNCIL MEETING MINUTES October 23, 1995 3A MUlti-Family; #2 (Zone Map amendment #95-05 from Single-Family to MUlti-Family; #3 (Subdivision approval for 13 lots ranging in size from 6,000 sq. ft. to 7 acres in size); #5 (lot line adjustment #95-05 to reconfigure from three properties to two properties, and #4 (Conditional Use #95-02 for a 40 space mobile home park on the 7 acre parcel) with the condition that the developer secure the highway access permit prior to any development and that the entrance to the Mobile Home Park be on the north end of the Park with entry onto June Way and that there be no entry or exit onto Audrey Way. The meeting recessed at 8:18 p.m. and reconvened at 8:24 p.m.. COUNCIL BILL NO. 1676 - ORDINANCE ANNEXING 14 ACRES OF PROPERTY LOCATED EAST OF BROWN STREET AND SOUTH OF WARREN WAY. Council Bill 1676 was introduced by Councilor Hagenauer. Recorder Tennant read the two readings of the bill by title only. On roll call vote for final passage, Council Bill 1676 passed unanimously. Mayor Kirksey declared the bill duly passed with the emergency clause. COUNCIL BILL NO. 1677 - RESOLUTION ENTERING INTO AN INTERGOVERNMENTAL AGREEMENT WITH CHEMEKETA COMHUNITY COLLEGE FOR PARTICIPATION IN CHEMEKETA COOPERATIVE REGIONAL LIBRARY SERVICE. Councilor Hagenauer introduced Council Bill 1677. 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 1677 duly passed. CLAIMS FOR THE MONTH OF SEPTEMBER 1995. SIFUENTEZ/JENNINGS.... approve payment of voucher checks #28744 - #29087 for the month of September 1995. The motion passed unanimously. SITE ACTION PLANS. A) site Plan Review #95-14 -- Mufflers, Hitches, & More: The Planning commission has approved, with conditions, the site plan submitted by the owner of Muffler, HitChes, & More for the construction of a 6,000 sq. ft. automotive shop to be located at 555 N. Pacific Highway. B) Site Plan Review #95-21 -- Miles Chevrolet: At the Commission's October 12th hearing, they also approved, with conditions, a site plan alteration of a previously approved plan submitted by Miles Chevrolet which increases the size of the building from 14,000 sq ft to 30,288 sq. ft.. STAFF REPORTS. Page 6 - Council Meeting Minutes, October 23, 1995 T TAPE READING Tape 2 0001 0654 3A COUNCIL MEETING MINUTES October 23, 1995 A) Leaf Pick-Up and Disposal Program --- Director Tiwari stated that increased street sweeping in the Downtown area and those main streets leading to schools began today and will run until December 15th. He reminded the public that leaves on the sidewalks and in the streets are potential hazards during adverse weather conditions. Raking the leaves into the roadway create a risk in the traffic areas by making the roadway slippery and small twigs picked up by the street sweeper can block the vacuum of the sweeper. Alternatives available for disposal of leaves are as follows: 1) Composting on private property; 2) pick-up of bagged leaves by united Disposal Service; 3) Composting at Marion County landfill site; and 4) composting at the Wastewater Treatment Plant. For those interested in taking their leaves to the treatment plant, they can be dropped off Monday through Friday between 8:00 am and 3:00 pm and on Saturday between 8:00 am and 1:00 pm. He also informed the Council that he hoped make presentations to members of the Wastewater Advisory Committee at the next meeting to recognize them for their work in preparing the Draft Wastewater Facility Plan. B) Public Address System -- In a memo from Administrator Childs, he informed the Council that an acoustical engineer from Salem, Larry Carroll, will be evaluating our system and ~ making recommendations for improvements to the system. C) Confined Space Safety Issues -- Wastewater superintendent Frank Sinclair and Wastewater Operator Curtis Stultz updated the Council on the City's Confined Space Safety program by providing basic information on confined space, training and testing standards, equipment used for entry and/or rescue operations, and instrumentation used for testing atmospheric conditions. During a discussion on rescue operations involving confined space, staff stated that the City is the primary rescue team and the Fire Department is only available as a secondary source once the victim has been removed from the confined space. The Confined Space Rescue team consists of 6-8 individuals who are required to train on each different type of confined space situation that may be experienced by our employees. CITY ADMINISTRATOR'S REPORT. Administrator Childs stated that the first two of the three Police Officer recruits under the COPS grant (Community Oriented Policing Services) will be graduating from the Academy on Friday, November 3, at 11:00 a.m.. Page 7 - Council Meeting Minutes, October 23, 1995 TAPE READING 0675 0767 0802 0821 0862 ATTEST 3A COUNCIL MEETING MINUTES October 23, 1995 KAYOR AND COUNCIL REPORTS. Councilor Figley stated that she appreciated the fact that there was a full slate of Planning Commission members at the last meeting. She also encouraged local residents to use the new pool facility. Councilor Jennings stated that he had attended the first water exercise class and was the only male in attendance. He challenged the men in the community to participate in the class which is held on Monday, Wednesday, and Friday each week at 8:00 a.m.. Councilor Hagenauer questioned when the Police Department was going to put the radar reader board out so motorists can see how fast they are going. Chief wright stated that staff is putting the final touches on the unit and it will soon be placed on the streets. Councilor Sifuentez stated that The Counsel for the President of Mexico will be at City Hall to meet with interested individuals on Friday, October 27th, from 10:30 am-11:30 am. This will be a public relations type of meeting. Mayor Kirksey stated that she witnessed the pride shown by Harry Chadwick when he found his tile on the wall at the Aquatic Center knowing that his tile will be there for many ~ years to come. She also reminded the Council of the workshop scheduled for next Monday, October 30th, PGE Auditorium, to review and update Council goals. ADJOURNMENT. JENNINGS/PUGH... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 9:06 p.m.. APPROVED NANCY A. KIRKSEY, MAYOR Mary Tennant, Recorder city of Woodburn, Oregon Page 8 - Council Meeting Minutes, October 23, 1995 TAPE READING 38 COUNCXL WORKSHOP MEETXNG MXNUTES October 30, 1995 DATE. COUNCXL CHAMBERS, CXTY HALL, CXTY OF WOODBURN, COUNTY OF MARXON, STATE OF OREGON, OCTOBER 30, 1995. CONVENED. The Council met in a workshop session at 6:00 p.m. (topic discussion began at 6:30 p.m.) with Mayor Kirksey presiding. The purpose of the workshop was to review and update Council goals which were established in March 1995. ROLLCALL. 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, Public Works Director Tiwari, community Development Director Goeckritz, Finance Director Gillespie, Library Director Sprauer, Park Director Holly, Police Chief Wright, City Recorder Tennant Also present: Preston Tack; Shelby Case, Woodburn Independent~ (The meeting was recorded on tape, however, there are no tape readings available for reference purposes). Administrator Childs had prepared a memo to the Council outlining the goals that had been established in March 1995. It was the consensus of the Council to review each major category and have the department head provide a status report on each goal. WATER MASTER PLAN. Director Tiwari stated that a water treatment program will probably begin within the next four years, however, it is unknown as to when chlorination will be required. Discussion was held regarding the high iron and manganese levels which is found in our water and the feasibility of installing a filtration system to remove these minerals. Councilor Jennings expressed his opinion that the master plan needed to be completed as soon as possible in order to determine if the filtration process is feasible. staff informed the Council that they will plan to have a draft master plan to the Council for their review by December 1996 and one component of the plan will be the feasibility of removing the iron and manganese. Page 1 - Council Workshop Meeting Minutes, October 30, 1995 - 38 COUNCIL WORKSHOP MEETING MINUTES October 30, 1995 TAPE READING WASTEWATER. Director Tiwari stated that the draft facilities plan is before DEQ, however, it will probably be January or February 1996 before it is approved by DEQ. The city is proceeding with the design consulting phase of the project and the bond sale for construction will be around January 1997. Discussion was held regarding potential sale of the bonds over the next few months due to low interest rates. PARKS. A) Review and Update of the Master Plan -- Park Director Holly stated that he has secured quotes for a consultant to assist the City with project, however, due to a lack of revenue sources, it may take up to two years to complete this project. The Councilors requested that the Park Board continue to periodically list their priorities and provide the information to the Council. In summary, the goals in this category are 1) to review and update recreation plans and capital projects, and 2) continue to identify funding resources to pay for an Updated Master Plan. B) Centennial Park -- Director Holly reviewed the work done at the site as of this date which includes an environmental assessment, installation of a limited amount of ~ infrastructure, a $30,000 contribution towards gravel for the roadway, a donation of 2 backstops, and a $40,000 contribution towards playground equipment. The project design is currently be re-designed by Willhelm Engineering since the future south by-pass encroaches on the back portion of Centennial Park. It is anticipated that work will again commence on Phase I in the spring of 1996. The City is working with the School District in regards to infrastructure and the sharing of parking area during non-school hours. Brief discussion was held regarding a potential bond issue in order to get the necessary funding to complete the project all at once rather than in phases. If a bond issue is to be pursued, the Park Board will need to make a recommendation to the council for their consideration. TRANSPORTATION. A) Develop funding options and strategies to begin improvements to our unpaved streets, roads, and alleys Director Tiwari stated that the alley project is being designed with estimated costs for Council review later this year. A policy decision will need to be made by the Council in the spring of 1996 regarding unpaved streets as it relates to funding issues and period of time in which to have this Page 2 - Council Workshop Meeting Minutes, October 30, 1995 38 COUNCIL WORKSHOP MEETING MINUTES October 30, 1995 TAPE READING type of project completed. Councilor Jennings questioned the timeframe in which the City plans to install a traffic light on the east side of the 1-5 ramp. Director Tiwari stated that the project will soon be designed with construction sometime during the summer of 1996. Staff will be applying for State funding to assist with the project costs. Some discussion was also held on the need to develop additional funding sources and Councilor Jennings requested that a report be prepared by staff outlining where the funds are currently being spent before going to the public to ask for more funds. It was the consensus of the Council to hold a workshop in January 1996 on issues relating to unpaved streets and alleys. B) Lobby State Legislature for a 2nd 1-5 Interchange -- Brief discussion was held regarding the need to get organized and lobbying in a concerted effort at both the legislative and congressional levels. More discussion regarding the formation of a committee to proceed with these lobbying efforts will be held during the January 1996 workshop. C) Transportation Plan -- This plan is currently before the Council and it is hoped that it will be adopted by December 1995. ~ DOWNTOWN AREA. Explore options and opportunities for enhancing the vitality of our downtown area -- Councilor Jennings stated that the Woodburn Downtown Association (WDA) recently received a grant which will allow them to hire a consultant to assist them with a revitalization plan. In his opinion, the Council needs to support the efforts of WDA and the Chamber in this project. They have also requested that a small committee be formed to review and update code enforcement ordinances. Mayor Kirksey suggested that sub-goals be established to 1) expand the Historic District to Settlemier Park and 2) work with the WDA and Chamber on a revitalization plan. LIVEABILITY. A) Develop an inventory of opportunities and strategies for city beautification, including an "Adopt a Street" program -- Director Goeckritz stated that several trees had been planted along Highway 99E under a beautification program that started earlier in the year. He also stated that the Planning commission would like to start an awards program to recognize businesses for facility upgrades and landscaping. Councilor Jennings suggested that an awards program be extended to the Page 3 ~ Council Workshop Meeting Minutes, October 30, 1995 - TAPE READING 3B COUNCIL WORKSHOP MEETING MINUTES October 30, 1995 residential areas and a committee, other than the Housing Rehabilitation Committee, be formed to administer this program. The "Adopt a street" program has not been addressed as of this date, however, staff will continue to work on a proposed program. Discussion was also held regarding the establishment of an Urban Renewal District. Councilor Pugh stated that he would like staff to further analyze this type of program with his main objective being the feasibility of burying power lines throughout the City. B) Evaluate and implement strategies to maintain cleanliness quality and safety of our neighborhoods, parks and pUblic buildings and continue to vigorously enforce existing ordinances -- Even though this continues to be an on-going goal of the council, Councilor Jennings stated that he continues to receive complaints from citizens regarding selective enforcement. C) Actively promote Neighborhood Watch programs -- Chief wright stated that implementation of community policing will be in February or March 1996. PUBLIC INVOLVEMENT. ;I Activate the Human Rights Commission and develop policy and procedure guidelines for all boards and committees -- A lengthy discussion was held on this issue since the Mayor and Councilors had varying opinions as to the responsibilities of this Commission. It was the consensus of the Council to establish a goal that would 1) make Human Rights a responsibility of every citizen within the community and 2) form a committee to establish policies and guidelines for the staff and public. The Mayor will contact those individuals who had volunteered to serve on the Human Rights Commission to see if they are willing to serve on this committee. PERSONNEL. start an employee recognition program by and from the Council -- Mayor Kirksey stated that the plans are to have an employee Christmas luncheon and to continue the annual recognition dinner in the spring. Councilor Jennings reminded the Council that this goal included an "Employee of the Month" award which would include sending flowers and a letter from the Mayor and Council. Page 4 - Council Workshop Meeting Minutes, October 30, 1995 38 COUNCIL WORKSHOP MEETING MINUTES October 30, 1995 T~E READING Brief discussion was also held on expanding current city hall facilities. Administrator Childs stated that the city Facility Task Force is meeting bi-monthly and a report should be ready for the Council in the spring of 1996. Councilor Jennings also stated that the Council Rules need to be revised and he is working with Attorney Shields in drafting a new document. Once a draft is prepared, it will be distributed to the Mayor and Councilors for their review and comments. It is anticipated that the draft rules will be ready by January 1996. Preston Tack stated that this workshop provided him with a better understanding of the complexity of a Councilor's job. He suggested that the Council consider the hiring of a consultant to work with the City in designing a program that would encourage Public Involvement. ADJOURNMENT. The workshop concluded at 8:50 p.m.. , ~ APPROVED NANCY A. KIRKSEY, MAYOR ATTEST Mary Tennant, Recorder city of Woodburn, Oregon Page 5 - Council Workshop Meeting Minutes, October 30, 1995 ,. MINUTES WOODBURN PLANNING COMMISSION OCTOBER 26, 1995 3C 1) ROLL CALL: Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner Commissioner Mrs. Warzynski Mrs. Bjelland Mrs. Henkes Mrs. Schultz Mr. Atkinson Mr. Will Mr. Frawley Mr. Palmer Present Present Present Present Present Present Present Present Staff Present: Steve Goeckritz, Community Development Director Teresa Engeldinger, City Planner 2) MINUTES: The Planning Commission minutes of October 12, 1995 were accepted as printed. 3) BUSINESS FROM THE AUDIENCE: ~ None 4) COMMUNICATIONS: A letter from Peninsula Group (Super 8 Motel) asking for a 6 month extension and asking if construction could be phased. Staff stated that if there were any substantial changes in the phasing affecting the site plan, a new site plan would have to be submitted for the Planning Commission to review. 5) PUBLIC HEARINGS: A. SPR #92-12 Holiday Inn Staff read the statement to open the public hearing. The nature of the applicant is the interpretation and potential enforcement of the access conditions of SPR 92-12. The applicant is the City of Woodburn. Staff read the Approval Criteria, the Raise it or Waive it Rule and the Right to Have the Record Remain Open. '" 3C Staff stated that they recommend to the Commission that this hearing be continued until January 11, 1996, at 7 p;m., due to the litigation of this issue is currently pending in Marion County Circuit Court. There is a strong potential that the parties involved could resolve this issue between themselves. Commissioner Atkinson made the motion to continue SPR 92-12 until January 11, 1995, at 7 p.m. Commissioner Will seconded. A vote was taken and passed unanimously. B. Continuance of V AR 9'5-09 Texaco Off Premise Sign Staff gave an overview regarding this hearing at the last meeting. Staff stated that the Commission needed to come to a decision on whether to approve or deny this application. Staff stated that the applicant has processed this application as a variance. This is the correct way to process a request for an off premise sign. (Sign Ordinance, Section 14). The applicant, Gary La Point, 10618 Crosby Rd. NE, Woodburn, stated "I would like to know the procedure here, is it now my purpose to address Mr. Cronies letter on behalf of his clients Mr. Dale Baker and Barry Sullivan. Is that the format that I am supposed to follow here?" Staff stated that because of the evidence Mr. LaPoint handed out to the ;f Commission, he might want to go over this, due to staff not having a chance to review yet. Mr. La Point stated "The reason I ask that is the written information that he submitted, basically what I have done is to respond to that information. I looked up the definitions of what some of this meant so I was clear in my mind as to what I was looking for. The main concerns of the people including the opponents is the traffic congestion on Lawson. As you probably know I've been appealed to LUBA on this traffic issue. The traffic flow is under study by the state and city right now. With the change to Lawson on this right in, right out and possibly one way, to relieve some of the traffic on Lawson is part of the reason that we ask for the off premise sign. I would like to show you (on the overhead projector). By placing the sign here, this is a signalized street, Evergreen, Lawson isn't, it is possibly going to be one way or right in and right out. The people coming down this road, (Evergreen), if they were not aware that they could turn here (at proposed sign) and go to McDonald's or our proposed Texaco, they then have to travel down Evergreen, down Stacy A:\PCM\PCM 1 0-26.95 SG:bw 2 . 3C Allison, back up Lawson and back in here (access to McDonald's and proposed Texaco). In my opinion this is an excessive amount of driving for something that could have been resolved very simply by this sign being placed with the directional arrow on it like McDonald's. Also if Lawson became a one way street, and it has been talked about, in fact someone on this Commission, back on May 25, mentioned that they want it a one way street. If that was a one way, then the traffic. coming from Woodburn would have to come down to Lawson and turn left on Lawson, provided there is not a barrier down the center, or they would have to go across the bridge turn around and come back and turn right on Lawson to come down otherwise there would be absolutely no way to access my business. None, what so ever. I hope that it doesn't become a one way, two way, right in, right out I think is a better system for that but this has been talked about and it was on May2S that they mentioned that. You can see the importance right there. Unreasonable, unnecessary hardship and practical difficulties I think are pretty well addressed, right there. I think his other major concern was extraordinary and exceptional circumstances. The staff report makes reference as stated above, to Lawson becoming a right in, right out to State Highway 214. This alone is exceptional and extraordinary condition for my business. The fact that our business is located on a questionable street and the private road was designed to transfer customers from a signalized street the application is vital for any possible success of the site. When three businesses join together to develop a plan to relieve traffic problems, provide sidewalks to the public, the words exceptional and extraordinary would come to mind. The Super 8 and ourselves have only ask for one easement from the city. A directional sign on Evergreen to inform the public its OK to use the entrance for our business is only good common sense. The staff and Mr. Croney state the proximity of three businesses is not ;f extraordinary and I agree, but three businesses creating their own road, sidewalks, directional signs to help control traffic flow and direction, is extraordinary and exceptional. So I believe that we have answered that one. Detrimental or injurious impact. The sign would not be detrimental to the public or injurious to the property or improvements in the neighborhood. I see no way this sign can cause harm to the public nor be injurious to surrounding properties. Again, as stated in the staff report, the balance is to achieve the efficient transfer of information to the public and the desire to protect the public against sign clutter and unrestricted preferential of signs. The approval of this application I think would be the correct balance to achieve all that. The next criteria was the variance necessary to preserve substantial property rights. As I pointed out there with the questionability of Lawson, the economics of our property and business would drastically be effected if Evergreen was not a primary ingress into our business. Health and Safety, this is one that I can probably elaborate a little more on than what is in writing here. As I stated in A and C, what we are trying to do is transfer the correct amount of information A:\PCM\PCM 1 0-26.95 SG:bw 3 3C to minimize confusion that would cause a safety or health problem. If there was confusion in using the ingress off of Evergreen there could be accidents by motorist who are confused and would. use other businesses or private driveways as a turn around. You can see, if they came down and missed it, they are going to back into somebody else's business or make a u-turn to come back to try to access that. I believe the sign would be a positive influence towards health and safety for everybody in the neighborhood. The last criteria General Harmony and Comprehensive Plan, apparently this application is not only in general harmony with the ordinance but will continue the harmony as established at the last meeting with McDonalds and SuperB. This sign we are talking about is what I almost consider a postage stamp. We're not talking about a freeway sign, we're talking about a sign that is 2 feet wide. We are not talking about a big sign at all. There is not going to be in the vision of turning or whatever. As much effort as we have put into this little sign, believe me I think we will get it placed absolutely correctly. And as I've said the summation here, the staff clearly defined the importance of this application and the need to have clearly marked driveways, that's in their report. I have a copy of it here in case you haven't seen it. That was really important even to them to have clearly marked driveways. The staff report as to the one negative statement concerning extraordinary circumstances, I believe I have covered that in this presentation and I believe I have also covered Mr. Cronies and his clients concerns. So, if you have any other questions in regards to this, I would be more than happy to try to answer them." He showed the colored pictures of the signs. He stated, "this sign (the Super B) will be placed on my property over at the Texaco to direct people to the Super 8 and this one will be placed on the Super 8 property to direct people towards McDonalds and the Texaco. Both of those signs are the same square footage but by McDonalds and myself ,r being on the same sign, are signs are actually half the size of the Super 8. II Commissioner Will asked why Super 8 would want to put a sign on Texaco property if Lawson would eventually become a one way or right-in, right-out? Mr. LaPoint answered "the people coming down Lawson would then know to turn to go to Super 8. They may see Super 8 is over there but they may not understand that the road, that we put in at our own expense, and the sidewalks and everything is put there for the convenience of transferring these people from one business to the other, in minimizing the amount of curb cuts that we were going to need and request from the City. As you can see, if we didn't have that road in there, we would have requested more curb cuts.... The compromise here is with McDonalds, they already had a somewhat inadequate road, for what is going to be done now, that is why we had to redesign it. McDonalds was a key to agree that we could be half on their property and that we would develop the other half.... I live in Woodburn..., our thought process A:\PCM\PCM 1 0-26.95 SG:bw 4 3C was to control traffic, . not create a problem, be better for the community and what exist there and what is going to possibly happen in the future to Highway 214. We will be off the road, we will not be effected, and we are still going to control our traffic in the signalized area, where we believe most of our business is going to come from. If they come from across the bridge, Lawson will be a good access. Anyone coming from town or goes by and misses it, are going to be at the stop light. . They will come down to the private road and still access all three businesses on a private road, not a public road. You don't even have to maintain it, we are going to do it." Chairperson Warzynski asked if there was anyone who wished to speak against this proposal. Vance Croney, 1191 Capital St. NE, Salem, representing Dale Baker and Barry Sullivan. He stated "I think you all have in front of you the letter I submitted in opposition about a week ago. I'm not going to belabor all the points. I'm going to touch on them briefly. I would also like to address things that Mr. LaPoint has stated very well. He is correct in saying that the primary underlying basis is for my clients objection to the Texaco station is the traffic problems on Lawson. I think everyone here is familiar with the problems that Lawson, 214, Evergreen and perhaps in the future Stacy Allison. Had these problems been addressed and solved before the application came before you, I don't think I would be here. They weren't, that is why Mr. Baker and Mr. Sullivan have an objection to putting in another commercial retail business that is going to generate more traffic. That said, I would like to point you to the criteria that this application has to be evaluated under. This is a variance ;f application. Mr. LaPoint has pointed out traffic patterns that mayor may not come into existence with the problems that currently do exist, all as a basis for supporting his application. I think that is all valid points, but I think they missed the point. The point that needs to be made is your zoning ordinance, section 13.020 sets forth six mandatory criteria that must be met by any variance application. Whether it is a sign ordinance, or any other kind ordinance that an applicant may wish relief from. In this case, Mr. LaPoint is asking for relief from an off-premise sign ordinance. That is found at Ordinance 2092. I think I also attached a copy of that to the letter. Essentially, for this variance to work, Mr. LaPoint has taken a look at the requirements for an off premises sign and determined for whatever reason he can't meet those, so he is asking for a variance to those criteria. He has said I can't meet these, so I will meet this other criteria and if I meet these you'll grant the request for the off premise sign. We don't think he has met those. First and foremost is the Unnecessary and Unreasonable Hardship. Mr. LaPoint has pointed out that it may be difficult for cars to access his Texaco station if it is built. He has pointed to Evergreen and Lawson, but I think it is very important to note that A:\PCM\PCM 1 0-26.95 SG:bw 5 3C Stacy Allison lies just to the south and with this private drive across McDonalds you have a nice loop. Which ever direction Lawson Street ever ends up being one way, if it is one way, it could be accessed very easily. By pointing out the one way resolution to the Lawson Street problem, the possible right-in, right - out, I don't think it addresses the problem. The problem is that he has not demonstrated that there is an unusual hardship with this particular application which warrants bringing a variance request from a sign ordinance. And again anything that happens on Lawson Street is speculative. Last time I was down there it was two way and you could turn in left or right from Highway 214. We don't know what ODOT is going to recommend, we don't know years from now what that intersection is going to look like. We can't base anything on speculation. The next most important aspect of the variance application hasn't been met. The requirement that there be substantial property rights that will be impaired unless this variance is granted. I think that I sited to you in the Oregon Supreme State Court of Appeals. The Court of Appeals says just because your property is not being used to its highest value is not a property right. There is other uses for which the property can be used. If you can use them, you are exercising your property rights. That is the reason that was set forth by Mr. LaPoint as justifying this criteria. His reason was, we want to make the highest and best use of this property. The Oregon Court of Appeals said no, that is not a property right. This particular criteria has not been met. I think the one other criteria is the second one, which is the Exceptional or Extraordinary Circumstances. The circumstances sited in the application is the proximity of three businesses. Again, you drive down Highway 214 you will see a whole lot more than three businesses. All of them sitting all on top of the other. Just because there are three businesses side by side doesn't create ,r unusual or extraordinary circumstances warranting a variance. Placing the businesses side by side is exactly what your Comprehensive Plan is designed to do. Designed to bunch these businesses together so that easy access, control development and is pleasing to the eye. But Mr. LaPoint pointed out this evening to you that it is also a problem with Lawson and Evergreen which cause unusual circumstances and again I point to Stacy Allison. That is a two way street, no matter what happens to Lawson you will still be able to get to his property. He still hasn't demonstrated that there is an unusual or unreasonable circumstance which exist as to why he can not comply with the sign ordinance. Lastly, I would like to point out that the staff report acknowledges that Mr. LaPoint has not met the criteria. The staff report points out that he has not demonstrated that there are unusual or unreasonable circumstances which have been met. It is also, I think, important to know that the staff report does not recommend approval of this application. I think that its failure to recommend approval speaks volumes for the quality of this application. Like I said, I didn't want to belabor all the points so I think I will cut it off right there. I will answer any questions you have if I can. II A:\PCM\PCM 1 0-26.95 SG:bw 6 3C He requested that the record remain open for 7 days so he could have the opportunity to respond to the information that Mr. LaPoint has submitted this evening. Mr. LaPoint, the applicant, stated "the firstthing I would like to address is what he mentioned about Stacy Allison. That coming down Evergreen, we forgot Stacy Allison and that our private road creates a loop. Probably what I don't understand where Mr. Croney's office comes from on an issue like this, if his concern is Highway 214 and Lawson, so if people start driving around Stacy Allison, Lawson and Evergreen, they are not effecting Highway 214. So maybe we have achieved something, a new pattern of traffic or something. His concern has been from day one, Lawson and Highway 214 and the development of another business that might impact that or maybe relieve it, he doesn't know for sure, speculation. The next thing is that he stated again, off of his letter that he sent to you, that we did not meet criteria 0 which is the substantial property rights, which I addressed earlier. I think it would be a great economical impact to our business if that road was not utilized to its potential for effectively transferring traffic. As what a sign ordinance is for, as per the staff report, it is to correctly and efficiently transfer information to the motoring public. I believe that we have answered that one unquestionably. The second one is he still doesn't agree that there are exceptional and extraordinary circumstances. I just don't know, I guest that the Commission will have to make that decision. There has been a tremendous amount of effort put into this to be better for traffic flow, convenience to the customer and relieve traffic on 214. Another concern, regarding Mr. Cronies office, I had is that at the last meeting, Wallace Lien, stood in front of this Commission with , a concern for the Miles Chevrolet project and with a massive amount of i' confusion, changes, substantial changes, but no traffic flow was ever mentioned on that project as affecting Hwy 214. His criteria in asking for, I remember he didn't even have his landscape plan, this board to let this go on through that they would take care of this and everything would be alright and basically you concurred with him. Then his office, law firm, stands up here and puts me under a microscope of every single literal interpretation of the law, that every i and every t is absolutely dotted without any questionabilities. I don't know if I understand that. His law firm has a double standard. In one time when they come to Woodburn, they want every single thing put under a microscope and every i and every t dotted and every possible extension granted to them. Then on the other hand their law firm wants leniency and we're the good old boys and we will take care of it. I am really confused about that in being here a couple of weeks ago. The last thing I had is what he brought up in his presentation just a minute ago. We ask for a variance because we couldn't meet an off premise sign. I talked to Teresa about that, the criteria for an off premise sign and whether a variance is even needed. Maybe this is not A:\PCM\PCM 1 0-26.95 SG:bw 7 3C the proper time or maybe I need to come back to one of your next meetings and ask for a clarification on that or maybe you can think about that and talk to staff and find out whether a variance is actually the proper route for an off- premise sign. The very last thing I would like to say on all of it is out in that, I went around to see what this would look like, holding up pictures, because I have a great deal of interest, I live here and I have waited 27 years to finally have a business in Woodburn, and I was noticing all,the entrance signs. I think there is five entrance signs at Burger King, just a little sign that says entrance with an arrow, McDonalds has four or five, Taco Bell has three or four, Denny's has one, Fairway Inn has two, Woodburn Rental has one down the street. All ' of these around town, then we get to Mr. Baker, Mr. Sullivan, and Mr. Cronies law firm, that puts me under a microscope of this magnitude, for what I consider a postage stamp out on the road. That is basically concludes anything or maybe my misunderstanding or conceptions of what all is going on here.. Commissioner Will asked in referring to an off premise sign, are you saying that you don't need a variance? Mr. LaPoint answered that staff would address it. There was discussion among the Commission as to whether to leave the record open for seven days. Staff reminded the Commission that this hearing was already continued and the Commission could either grant or deny a request to leave the record open. Commissioner Will asked staff if the 120 days rule could be waived? ;f Staff answered no, not unless the applicant requested that the record be left open. Commissioner Palmer made the motion to close the public hearing on Variance 95-09. Commissioner Bjelland seconded the motion. A vote was taken and the motion passed. Staff made a clarification on the issues of the directional signs referred to by the applicant. He stated that most directional signs are on premise. Under your sign ordinance, it specifically state that all off premise signs must be reviewed by the Planning Commission. Section 14 of the sign ordinance specifically states that when the Commission is reviewing an off premise sign those types of things require a variance or a review process that is set up in the A:\PCM\PCM 1 0-26.95 SG:bw 8 3C Zoning Ordinance under the Variance Procedures. In regards to the traffic flows, staff would not bring a proposal whether we wish to recommend approval or denial of any proposal if it were a situation where OOOT said tha~ they believed the project would have a detrimental impact on the traffic circulation. A service station is not a destination resort. It is something that people can utilize that service. The motel generates a traffic flow that is off hours. He reminded the Commission that economics did not play any role in evaluating any proposal. Commissioner Schultz asked for a clarification from staff if a variance was needed. Staff answered that Section 14 of the Sign Ordinance makes opportunity for an individual to request a variance of that ordinance, it could be a request for a larger size sign, a request for a taller sign, off premise, etc., they have to go through the variance process to get a modification to,thatordinance. Staff requested the Commission whether the application was approved or denied to instruct staff to bring findings of fact of approval or denial to the Commission at the next meeting. Commissioner Bjelland felt that the applicant has met the criteria. She went over the Variance Procedure 13.030. She felt that the reason he wanted the off premise sign is to make traffic flow better in that area of Woodburn. She felt that utilizing that street would get a much better flow through that neighborhood. Maybe people would use the signal at Evergreen which would make it a lot safer getting onto Hwy. 214. She felt that the Health and Safety ~ of the area was being met. On A, practical difficulties, she felt that practical difficulties had been addressed. B, she asked for clarification, she felt extraordinary or exceptional circumstances would not be met if joint accesses were not provided. Commissioner Palmer stated that they were dealing with a non public street, he felt that this met this criteria. He felt that this would help the traffic flow. Commissioner Frawley stated that when you have three businesses willing to work together to meet this criteria, this is unusual. Commissioner Bjelland stated that item C, she felt would provide safe access and less traffic problems. Item 0, she felt that the variance issues had been addressed in his testimony. She also felt that he addressed item E and item F. She felt that this proposal would make for a safer environment. A:\PCM\PCM 1 0-26.95 SG:bw 9 3C Commissioner Frawley stated that Mr. Croney spoke about the future of Lawson, he felt that is what the Commission is for to look at the future. If the future had been looked at in the past we would not have these problems today. Commission Palmer moved to approve Variance 95-09 with the conditions listed in the staff report and requesting staff to bring back findings of fact for approval to the next Planning Commission meeting. Commissioner Frawley seconded. A roll call vote was taken: Chairperson Warzynski Vice Chairperson Bjelland Commissioner Palmer Commissioner Frawley Commissioner Schultz Commissioner Henkes Commissioner Will Commissioner Atkinson Yes Yes Yes Yes Yes Yes Yes Yes The vote passed unanimously. C. SPR 95-22 Fleetwood Staff read the statement necessary to open the public hearing. Staff stated that the nature of the application is to build an additional 12,000 sq. ft. The ;' applicant is Fleetwood Homes of Oregon. Staff read the Approval Criteria, The Raise it or Waive it Rule, and The Right to Have the Record Remain Open. Staff stated that the applicant wished to add a total of 12,000 sq. ft onto three of its existing buildings. The applicant has met the standards. They would not be adding any employees, no additional parking would be required. One condition of approval is that they enhance their existing landscaping in the publiC right-of-way. A sign located in the public right-of-way will be relocated. Staff read into the record a letter in support of the applicants request from Universal Forest Products. Chairperson Warzynski asked if there was anyone in the audience who wished to speak for this project. There were none. She asked if there was anyone who wished to speak against this project. There were none. She closed the public hearing. A:\PCM\PCM 1 0-26.95 SG:bw 10 3C Commissioner Schultz asked if there is a time limit on the landscaping conditions from staff. Staff answered yes, at the time a occupancy certificate is issued. Commissioner Schultz moved that SPR 95-02 be approved with recommendation of reasonable time limit for meeting landscaping conditions of approval, ie, occupancy certificate. Commissioner Will seconded. A vote was taken and the motion passed. 6 DISCUSSION ITEMS.: A. Zone Text Changes Update Staff asked the Commissioners to bring their Draft Zoning Ordinance Amendment documents to the next meeting. He asked that any Commissioner that did not have the documents or was missing any chapters, 2-18 should be in notebook, please let staff know. B. Comprehensive Plan Text Changes for 11/9/95 Staff stated that they were trying to correct mistakes regarding numbers, acreage, population, percentages, etc., that had been made back when the document was put together. He stated that Jason Tuck, Planning Technician, ;f has updated this document. To revise the figures in this document it will require a public hearing. 7 BUSINESS FROM THE COMMISSION: Chairperson Warzynski stated regarding the recognition of business, that not only new businesses be considered but any existing business that maintain their landscaping should be brought to the Commission for consideration at the next meeting. Commissioner Atkinson asked if the businesses should be at least one year old? Staff answered yes, new businesses are required to landscape. We need to give older businesses the incentive to improve their landscaping. Commissioner Palmer asked about a new flood plain map. A:\PCM\PCM 1 0-26.95 SG:bw 11 l 38 Staff answered that FEMA does the mapping. If the city feels that there is a potential for any house to be in the flood plain they are required to get the property surveyed and the first floor is required to have a 1.5 foot elevation above flood plain. Commissioner Frawley asked if there was an acronym list that could be obtained. Staff answered that a list is in the Planning Commissioner handbook that is available at the training. Commissioner Schultz asked staff what the status is of the incorporated land being annexed into the city. Staff stated that at the meeting with the City Attorney and an expert in annexation policies and procedures. We have to identify all the properties, put it up to a vote. The identification of the properties has already been started. Commissioner Bjelland ask staff if the City Council voted on the Miles Chevrolet item or did they just take the Commissions word for it. Staff stated that they do not have to take action on a Planning Commission vote if they agree. If they do not agree they can call it up for a hearing. Commissioner Bjelland was concerned that it seemed that the City Council over rode the Commission on the decision of Miles Chevrolet. They kind of gave them the go ahead. ;f Staff stated that the City Council remanded it back to the Planning Commission, but gave the owner the go ahead at his own risk. They made it very clear to the applicant that they would not guarantee that the Commission would approve or disapprove. Staff informed the Commission that the vision obstructing shrubbery at Bi- Mart/Shop-N-Kart intersection had been taken care of by the Code Enforcement Division. Staff informed the Commission that Mr. Frank Tiwari, Public Works Director, would be at the next meeting to give the Commission an overview of the WWTP (Woodburn Wastewater Treatment Plant) plans. A:\PCM\PCM 1 0-26.95 SG:bw 12 3C 8 ADJOURNMENT: There being no further business the Planning Commission meeting adjourned at 8:30 p.m. ;f A:\PCM\PCM 1 0-26.95 SG:bw 13 3D MINUTES MONTHLY MEETING OF WOODBURN PUBLIC LIBRARY BOARD DATE: October 25, 1995 ROLL CALL: Willy Baldwin Nancy Bowman Dorothy Jaeger - Present - Present - Excused Gloria Predeek Jean WeatheriIl - Present - Present STAFF PRESENT: Linda Sprauer, Director Judy Coreson, Secretary GUEST~: None CALL TO ORDER: President Gloria Predeek called the meeting to order at 12 Noon. SECRETARY'S REPORT: The monthly Board minutes of September 27, 1995 were approved as submitted. DIRECTOR'S REPORT: Monthly Statistics: The monthly statistics were self-explanatory. Activities: A list of activities was distributed to the Board. The following programs are scheduled during the week of November 13- 18 for National Children's Book Week at 4 PM in the Multi-Purpose Room: Tuesday, the 14th, a presentation of live and mounted insects; Wednesday, the 15th, a puppet show by Celeste Rose; and Thursday, the 16th, a program on reptiles by the Salem Audubon Society. The library wilI be closed Saturday, November 11, for Veterans Day and Thursday and Friday, November 23 and 24, for the Thanksgiving Day holiday. Sunday opening will begin November 5 from 1 to 4 PM and will continue through April. ;I Organizational Chart: An updated organizational chart was distributed. OLD BUSINESS: Heating System Project: The contractor has proposed an alternate fan configuration to the original bid specifications for the replacement of the HVAC fans. They indicate that other products may be better or more efficient. We are waiting to hear from the consulting 1 1/ /. .' 1/ ' 3D engineers who were hired to study the system and write the bid specifications which would best address the needs of the library building. Parking Lot Project: The parking lot should be finished by the end of the week. The completion date is Tuesday, October 31. Reader Board Costs: Linda will continue to investigate the best type of reader board for the library. Linda has found that an inside lighted reader board would be too costly. Also, it may be better to have the reader board at ground level. Inter-District Use Meeting: Linda attended a meeting with other Library Directors in neighboring districts on October 20 in Wilsonville to discuss the possibilities of establishing a policy for inter-district usage. The other districts are reimbursed at a higher rate than CCRLS libraries and it does not appear that CCRLS would have funds for reimbursement for other district usage. NEW BUSINESS: Facility Needs: Linda made a presentation to the City's task force concerning the library's facility needs. The most immediate need is a technology update. Other needs include: leaky roof repair, planning for expansion, lack of parking space, exterior maintenance, and park and grounds upkeep. The Board expressed concern about the current maintenance of the library, indicated that the outside is "an embarrassment" and the interior is not kept as well deaned as when the library had a full-time custodian. ;I Staff: Jon DeBoard was hired for the new library assistanUsecurity monitor position. Kathy Hayes, a previous volunteer, was hired for the page position. The Sunday staff will be Marilyn Felipe, Reference Librarian; Jo Marshall; and Jan Hudanish, part-time Library Assistants. Marilyn will not be available part of the time because of her new baby due November 18th. o LAlP LA: The Board had a short discussion on the sessions offered at the combined Oregon Library Association (State) and Public Library Association (National) Conferences. It was decided that the sessions did not seem appropriate for Board members, so any funds that would pay for them to attend sessions should be available for the full-time library staff instead. Library Board Minutes - 10/25/95 2 3D BUSINESS TO/FROM THE CITY COUNCIL AND/OR MAYOR: None ADJOURNMENT: The meeting was adjourned at 12:45 PM. Respectfully Submitted, ~;ir~ Recording Secretary ,f library Board Minutes - 10/25/95 3 ' 10A COUNCIL BILL NO. 1678 ORDINANCE NO. AN ORDINANCE ANNEXING INTO THE CITY OF WOODBURN 1.8 ACRES OF PROPERTY LOCATED WEST OF BROWN STREET AND SOUTH OF WARREN WAY; AMENDING THE CITY OF WOODBURN ZONING MAP FROM MARION COUNTY "URBAN TRANSITION FARM" (UTF) TO CITY OF WOODBURN "SINGLE FAMILY RESIDENTIAL" (RS); AND DECLARING AN EMERGENCY. WHEREAS, the Woodburn Comprehensive Plan and Zoning Map have established certain land uses within the City of Woodburn's Urban Growth Boundary, and WHEREAS, the Woodburn City Council has reviewed the record in Annexation Case No. 95-04 and Zone Map Amendment Case No. 95-06 and considered all public testimony presented; NOW, THEREFORE, THE CITY OF WOODBURN ORDAINS AS FOLLOWS: Section 1. The subject property is owned by Nancy Bocchi and Faye Zimmer and is legally described in Exhibit" A", which is attached hereto and by this reference incorporated herein. Section 2. That based upon the findings and conclusions described in Exhibit "B", the subject property is hereby annexed to the City of Woodburn. ;f Section 3. That the Woodburn Zoning Map is hereby amended, as to the property described in Section 1 of this ordinance, from Marion County "Urban Transition Farm (UTF) to City of Woodburn "Single Family Residential" (RS) based upon the findings and conclusions contained in Exhibit "B". Section 4. This ordinance being necessary for the immediate preservation of the public peace, health and safety, and 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 formc:v7.<rtJ- ~ 11-1- 4 S- City Attorney Date Page 1 - COUNCIL BILL NO. 1678 ORDINANCE NO APPROVED: Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant, City Recorder City of Woodburn, Oregon Page 2 - COUNCIL BILL NO. 1678 ORDINANCE NO 10A Nancy A. Kirksey, Mayor ;f ~ Legal Description for Nancy Bocchi Council Bill No. 1678 Exhibit IIAII Page 1 of 2 10A A part of the most Northerly portion of the property described in Volume 1229, page 681, as recorded in the Deed Records for Marion County, Oregon, being more.particularly described as follows: Beginning at a.point marking the intersection of the Northwesterly right-of-way line of Brown Street with the North line of the Peter Raymond Donation Land Claim No. 58, in Section 18, Township 5 South, Range 1 West, of the Willamette Meridian, in Marion County, Oregon, which point bears North 89035'00" West 949.61 feet (North 89035'00" West 949~61 feet per Reel 224 Page 88) (953.00 feet per Volume 1229, Page 681), from the Northeast corner of said Raymond Claim; Thence South 40054'50" West along the Southwesterly extension of the said Northwesterly line of Brown Street, also being the Easterly line of a tract of land described in Volume 295, Page 63 & Reel 224, Page 88, a distance of 88.04 feet, more or less, (South 40054'50" West, 88.04 feet per Reel 224 Page 88) (South 39050"00" West per Volume 1229, Page 681), to an angle point in the Easterly line of said Reel 224, Page 88, also being the True Point of Beginning; thence continuing along said Easterly line of said Reel 224, Page 88, North 61046'06" West, 102.57, more or less, to an angle point in said Easterly line; thence continuing along said Easterly line, South 41017'57" West 509 feet, more or less, to the Southeast corner of said Reel 224, Page 88, also being an angle point in the Northerly line of Volume 1229, Page 681; thence along the Southeasterly extension of said Northerly line, South 60043'28" East, 163 feet, more or less, to a point on the Easterly line of said Volume 1229, Page 681, also being the Northwest comer of Reel 1229, Page 683; thence along said Easterly line, North 40001'44" East, 500' MIL to a point South 61046'06" East from the True Point of Beginning (said point also being the ;f easterly southeast corner of land annexed to the City of Woodburn as approved by DOR 24-197- 80); thence North 61046'06" West to the True Point of Beginning. RECE!VED NOV - 2 1995 666DESC.920 ( "'- '~~11VCCH1""'-""'ANNEXA'TION 10A Located in Section 1~ Township 5 South, Range 1 West of the Wi//amette Meridian, Marion County, Oregon. Council Bill No. 1678 Exhibit "A" Page 2 of 2 C I T Y WOODBURN OF TL 7900 LIMITS S 40.54'50" W 88.04' N 61.46'06" W 102.57' TL 1300 N.E. Cor. Peter Raymond O.L. C. OREGON JULY 12. 1963 MALCOLM N. CLARK 601 ~\" . ~JJ:; !.8x Ac. ~ ~ .~~ , 6() D( ~ TL 1L?00 TL L?OO ~ ~ ~ ~ ~ OUTSIDE C I T Y Scale: 1"= 100' TL 1400 Suite 300 - N;C Center DE HAAS 9450 S.W. Commerce Circle o. Wilsonville, Oregon 97070 ssociates, Inc. Consulting Engineers & Surveyors PHONE: (503) 682-2450 FAX: 682-4018 1995 1995 95.666.812 Council Bill No. 1678 Exhibit "B" Page 1 of 7 10A CITY OF WOODBURN 270 Montgomery Street · Woodburn, Oregon 97071 · 982-5222 STAFF REPORT ANNEXATION 95-04 ZONE MAP AMENDMENT 95-06 LOT LINE ADJUSTMENT 95-03 APPLICANT: Nancy Bacchi 19164 SW Chesapeake Drive Tualatin, OR 97062 II OWNER: Nancy Bacchi and Faye Zimmer III NATURE OF THE APPLICATION: The applicant has submitted a petition requesting to annex approximately 1.8 acres" to the City of Woodburn. The owners of the subject property have filed the necessary petition and do consent to the proposed annexation. The applicant is requesting a zone change from Marion County Urban Transition Farm (UTF) to City Single-Family (RS). The annexation will include a portion (1.81 AC) of one parcel of property (56.92 AC). The subject prop~rty is located west of Brown Street and south of Warren Way. The property owner wishes a property line adjustment between two parcels, tax lot number 1300 owned by Pete Cam and the subject property tax lot 1400. ~t.E Mt-..? 1. IV RELEVANT FACTS: Land area: Approximately 1.8 AC after property line adjustment The property can be identified specifically as a portion of Tax Lot 1400 5S,1W, Section 18C General description of the erea: a. slopes - flat and level b. vegetation - pasture grass c. drainage - natural drainage exists. Applicant subject to Public Works comments d. flood area - none e. sewage disposal - available. Applicant subject to Public Works comments f. utilities (gas,electric, tel) - available Existing land Use a. No. single family units .Q b. No. multiple family units Q c. Commercial 0 IndustrialO Public Uses 0 d. Open space 0 AC . Council Bill No. 1678 Exhibit IIB" Page 2 of 7 10A School Impact: The school district has consistently estimated .5 students per household. The total number of students can be determined once a site specific revised subdivision application is submitted. A notice of the proposed action was sent to Department of land Conservation and Development on July 21 15, 1995 per Oregon Administrative Rule 660-18-020. Marion County was also notified of the proposed action. The proposal will be in compliance with the Counties Comprehensive Plan to concentrate growth within the City's Urban Growth Boundary . The request is being made by the applicant because of a previous land use action on property that is contiguous to the applicants property. The planning commission gave preliminary approval of a 70 lot subdivision known as Steklov Subdivision in August 1994. After final engineering and surveying had begun, the developer became of aware of the fact that the proposed subdivision did not abut Brown Street. The applicant's property was actually between the proposed subdivision and Brown Street. One the conditions of approval for Steklov Subdivision was to obtain access to Brown Street. Through private negotiations between the two parties, the strip of land adjacent to Brown Street was dedicated as public right-of-way and the remaining 1.81 AC will allow the applicant to square off this long narrow portion of tax lot 1400. As stated by the applicant, the 1.81 acres could be used by the developer of Steklov Subdivision for storm water detention. It is important to note that this application is for the annexation, zone change and lot line ;I adjustment only. This additional acreage and its exact configuration and functioning with Steklov Subdivision will be subject to another review. V RELEVANT APPROVAL CRITERIA: A. Woodburn Comprehensive Plan D. Annexation Policies G. Housing Goals and Policies H. Public Services Goals and Policies I. Transportation Goals and Policies K. Growth and Urbanization Policies B. Woodburn Zoning Ordinance Chapter 5 Permits and Enforcement Chapter 6 Planning Commission Chapter 7 Public Hearing Chapter 1 5 Zone Change Chapter 22 RS Single Family C. Woodburn Subdivision Ordinance Chapter III section 9. Procedures for Property line Adjustments .. 2 Council Bill No. 1678 Exhi bit llBll Page 3 of 7 Goals and Policies for the Land Use Plan 10A Annexation Policies Annexation policies are extremely important for the City . While it is.' important that enough land is available for the necessary development anticipated in the City of Woodburn, it is also essential to prevent too much land being included in the city limits as this leads to inefficient, sprawling development. Because of the need to plan for public improvements, the City should insure that there is a five year supply of vacant land within the City. Services should be provided to that land during that five year period. Staff: The Urban Growth Boundary was adopted in 1980. This boundary designates areas outside Woodburn's City Limits that could be annexed to accommodate growth to the year 2000. The annexation of this land is to accommodate. the growth demands of the City in a timely manner. City service can be provided' through a logical extension down Brown Street. Housing Goals and Policies G-1-1 The City will insure that sufficient land is made available to accommodate growth the City. This requires that sufficient land for both high density and low density residential developments is provided -' within the confines of the growth and development goals of the City... Staff: The applicant is requesting to make available 1.81 acres of a larger parcel of land for development. This policy has been satisfied in that this property will be incorporated into a previously approved subdivision. Approximately 18% (757.8 AC) of the total 4,089.9 acres in the city's planning area (to the year 2000) is planned for single family development. Six (6%) percent (238.1 AC) Is planned for RM multi-family. G-1-2 It is the policy of the City to encourage a variety of housing types to accommodate the demands of the local housing market. Staff: Pending approval of a revised subdivision application, the subject property can realize development as stick built homes or as manufactured homes. The current zoning ordinance makes allowance for either. 3 Council Bill No. 1678 Exhibit "B" Page 4 of 7 . 10A Public Services Goals and Policies It is the goal of the City to provide adequate public services to an. areas of the City to include: . . '. . . sewer lines of adequate capacity; water lines of adequate.capacity for both domestic supply and fire fighting capabilities; and storm drainage to prevent flooding of valuable property where feasible. Staff: Sewer, water and storm drain lines are available. It will be the responsibility of the developer to construct the infrastructure that is needed for development to occur. Transportation Goals and Policies Staff: The Transportation Task Force has identified Brown Street as a access street. It will connect to Cleveland which is a service collector. and the proposed south by-pass. Specific trip generation based on the reconfiguration of the subdivision and number of lots will be addressed at the time a new application is made. Growth and Urbanization Policies Policies K-1 through k-11 are applicable to the petitioners request.;' Public services are available to the site, the developer will be required to pay systems development charges for their impact on the infrastructure. The City of Woodburn and Marion County have maintained a process for providing an exchange of information relative to any proposed annexation. Woodburn Zoning Ordinance Chapter 15 Zone Change Procedures 1. There is a need for the use proposed. Staff: The need for the zone change is based on the fact that if a property is annexed, the subject property needs to be reclassified from a county designation to a city zone. The need would also be indicated by current market conditions as well as the City's current inventory of land. 4 Council Bill No. '1678 Exhi bit "B" Page 5 of 7 10A 2. Show that the particular piece of property in question will best meet that need. Staff: The subject 1.81 AC is an odd shaped piece of property. It is next to a previously approved subdivision. One condition of approval for that subdivision (Steklov Subdivision) was for there to be access to Brown Street. This request and the cooperation of the two property owners will allow the other subdivision to function better and' to be developed. By allowing the property line adjustment and the annexation of this, the remaining 55.11 acres would be available for development without the long narrow part of the property that is now being reviewed. Woodburn Subdivision Standards Chapter III Section 9 Staff: The applicant has submitted the information as required per section 9. VI COMMENTS FROM OTHER DEPARTMENTS: No comments are attached for the request ,VII CONCLUSION: The applicant is petitioning the City of Woodburn for annexation of approximately 1 .8 acres of property described in this report. The annexation is necessary for the development of a previously approved subdivision which is contiguous to the subject property. In addition, the annexation and property line adjustment will help in~ squaring up the remaining parent parcel. The zone change is needed to redesignate the property from a county zone to a city zone. Services are available. VIII ADDITIONAL STAFF COMMENTS: A. The city of Woodburn's Comprehensive Plan Map identifies the land to be incorporated into the city limits as low density residential. B. The property is presently zoned as Marion County Urban Transition Farm (UTF). C. At the time of annexation, the property would be changed from UTF to single-family residential (RS), subject to Planning Commission and City Council approval. D. The Annexation would include a portion (1.81 AC) of tax lot 1400 (56.92 AC) E. The applicant has addressed the relevant approval criteria as identified in the staff report. 5 'tounci1 Bi11 No. 1678 Exhi bit "B" Page 6 of 7 IX RECOMMENDATION: Approve Application with the following conditions A. Annexation Zone Change 1. Provide Planning Staff a copy of survey describing area to be annexed and partitioned. B. Lot Line Adjustment 1. Approval of LLA is subject to City Council approval of annexation. 2. The recorded Lot Line Adjustment must be in substantial conformity with the tentative plan for the proposed partition and shall be platted according to standard surveying practices. 3. Prior to recordation with Marion County: The applicant shall submit a copy of the survey and plat indicating public and private utilities, easements, and adjusted property line to the Engineering Department. 4. Following recordation with Marion County, provide three copies of final plat to Planning Department. ;I 6 Council Bill No. 1678 Exhibit "B" Page 7 Of 7 II, 10A 1 ,,. M/~? 1- 108 MEMO TO: Mayor and City Council FROM: Chris Childs, City Administrator vflt--- SUBJ.: Extension of Cable TV Consultant Contract DATE: October 30, 1995 RECOMMENDATION: Approve accompanying Council Bill (Resolution) authorizing Addendum to professional services contract with cable television consultant Stephen Jolin, PhD (dba MuniCom Communications Management) in an amount not to exceed $6,110. Funds are budgeted for this purpose in line item number 039-395-630.050. BACKGROUND: Mr. Jolin has assisted the City in this capacity since 1992, initially involving the renewal of the Northland Cable Television, Inc. franchise, and subsequently assisting the City in respect to a second franchise application, from North Willamette Telecom, solicited by the Council in March, 1992. A similar Addendum, covering expenses incurred in the 1994-95 fiscal year, was approved by the Council on April 25, 1994. This Addendum provides for services already rendered by MuniCom during the period of July 1 through October 31, 1995, as well as anticipated expenses during the balance of Fiscal Year 1995-96. All work involving cable television franchising issues continues to be done "in ;I house", to reduce costs, with the principal specialized expertise being that provided by Mr. Jolin. Present issues to be dealt with primarily involve technical review of required documents and reports submitted by Northland and the resolution of the North Willamette Telecom franchise application. This contract Addendum contains a "not to exceed" clause relative to the total contract value, which includes $5,900 for professional time, as outlined in the Scope of Work, as well as $210 for incidental miscellaneous expenses. I 108 COUNCIL BILL NO. 1679 RESOLUTION NO. A RESOLUTION AUTHORIZING EXECUTION OF AN ADDENDUM TO AGREEMENT WITH STEPHEN JOLIN FOR EMPLOYMENT AS A CABLE TELEVISION CONSULTANT. WHEREAS, the City retained Stephen Jolin for the purpose of evaluating a cable television franchise renewal for Northland Cable Television, Inc. and reviewing and evaluating a cable television franchise application submitted by North Willamette Telecom; and WHEREAS, the City is still in the process of considering the cable television franchise application of North Willamette Telecom; and WHEREAS, it is necessary that additional funds be expended and the parties wish to enter into an Addendum to Agreement so that the City can complete the cable television franchise application process for North Willamette Telecom; NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. The Mayor and City Recorder are authorized to sign an Addendum to Agreement with Stephen Jolin (dba Municom) a copy of which is attached hereto, and by this reference, incorporated herein. Approved as to form~ ~~ City Attorney II hi, ') Date t ~ APPROVED: Nancy A. Kirksey, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant, City Recorder City of Woodburn, Oregon Page 1 - COUNCIL BILL NO. RESOLUTION NO. 10B ADDENDUM TO AGREEMENT THIS ADDENDUM TO AGREEMENT entered into this day of , 1995, between the City of Woodburn, an Oregon municipal corporation, (hereinafter CITY) and Stephen Jolin (dba Municom) 4820 S.W. Barbur Blvd. #34, Portland, Oregon, 97201 (hereinafter CONTRACTOR). WITNESSETH WHEREAS, CITY retained CONTRACTOR for the purpose of evaluating a cable television franchise renewal for Northland Cable Television, Inc. and reviewing and evaluating a cable television franchise application submitted by North Willamette Telecom; and WHEREAS, CITY is still in the process of considering the cable television franchise application of North Willamette Telecom; and WHEREAS, it is necessary that additional funds be paid to CONTRACTOR so that consideration of the cable television franchise application of North Willamette Telecom can be completed, NOW, THEREFORE, in consideration of the terms, conditions, and covenants and performances contained herein, the parties agree as follows: ;f I. INTENT OF ADDENDUM This ADDENDUM TO AGREEMENT is intended by the parties to modify that agreement made and entered into on the 9th day of June, 1992, between the City of Woodburn, an Oregon municipal corporation, and Stephen Jolin (dba Municom), 4820 S.W. Barbur Blvd. #34, Portland, Oregon, 97201. The terms of said agreement are modified only as contained in this ADDENDUM TO AGREEMENT and in all other respects the original agreement shall remain in full force and effect. II. CONSIDERATION Paragraph IV (Consideration) of said original agreement is modified to add an additional paragraph which shall read as follows: PAGE 1 - ADDENDUM TO AGREEMENT 10B Notwithstanding, and pursuant to the ADDENDUM TO AGREEMENT, additional compensation not to exceed (six thousand one hundred ten dollars) $6,110.00 shall be paid to CONTRACTOR at the rate of $90.00 per hour according to the SUPPLEMENTAL SCOPE OF WORK attached hereto. III. SUPPLEMENTAL SCOPE OF WORK The SUPPLEMENTAL SCOPE OF WORK attached to this ADDENDUM TO AGREEMENT is adopted by the parties and shall be incorporated as "Attachment 3" of said original agreement. CITY OF WOODBURN STEPHEN JOLIN By: Nancy A. Kirksey, Mayor Date: Date: ATTEST: Mary Tennant, City Recorder City of Woodburn ;f PAGE 2 - ADDENDUM TO AGREEMENT '10B SUPPLEMENTAL SCOPE OF WORK (November 1995) Estimated Approximate Task DescriDtion Hours Professional Fees Professional services provided between 7/1/95 and 10131/95 (at $85/hour) 27 $2,300.00 Direct expense incurred . between 7/1/95 and 10131/95 nla 60.00 Meetings with City staff & NWT to complete negotiations; wlprep & followup (3) 16 1,440.00 Meetings with Cable Advisory Board; prep and followup (2) 8 720.00 City Council meeting with prep and fOllowup (1) 4 360.00 ;' Franchise language drafting 6 540.00 Miscellaneous correspondence, phone consultation, research 6 540.00 Direct expenses (mileage, photocopies, etc.) nla 150.00 TOTAL $6,110.00 10C City of Woodburn Police Department MEMORANDUM Ken Wrigh Chief of Pol" Woodburn, Oregon 97071 (503) 982-2345 Date: November 7, 1995 To: Mayor and Council Thru: C. Childs, City Administrator Subject: BJA Grant 1995-96 Recommendation: Approval of Intergovernmental Cooperation Agreement with Marion County. 1988 and 1989 Youth Gangs became apparent in Woodburn. The community became increasingly aware of the gang problem over the course of the next few years. While the community responded immediately it was soon recognized that a mere response was not enough. The community needed to respond in both the reactive and proactive modes. The community joined together through community forums. The schools, police and juvenile authorities also united to form yet another front in the fight to keep our youth out of gang violence and involvement. It was determined that only by addressing the family could the struggle be accomplished. The Marion County Juvenile Department, Woodburn School District and Woodburn Police department responded through a task force. ;f The task force has met and continues to meet monthly to determine the best strategies to address the youth gang syndrome. The meetings of professionals determined that one strategy was to assist the families of at risk youth. It was with this thought in mind that a joint grant was written and submitted by the three agencies to the Bureau of Justice Administration for a Byrne Memorial Grant for Criminal Justice Agencies. The grant purpose was to intervene with the at risk youth and their families through individualized and intensive services. These services would provide ongoing training, support and education. In June 1994 the city and agencies were notified that the grant was approved, providing that the three partners were included in the Woodburn Gang Task Force. The grant was a four way partnership with the Justice Administration, City of Woodburn, Woodburn School District and Marion County Juvenile providing shared funding, leadership and guidance. 10C At the conclusion of the first year, the Criminal Justice Services Division of the State of Oregon reviewed and evaluated the grant and its objectives. The 1994-95 grant personnel employed were hired by and supervised as part of the Police Department. While the first year of the grant met with successes it was determined that the supervision of the grant would be better served through an agency that specializes in family and youth guidance. After numerous meetings and evaluations by all agencies it was determined that a better method of supervision of the grant would be through the Marion County Juvenile Department whose personnel are more directed in addressing family concerns. While the police are concerned their direction is not as focused or disciplined in the area of family counseling and therefore the employment and supervisory direction of the program would be best served by the Marion County Juvenile Department. The City of Woodburn would continue to be the agency of record for the grant administration but Marion County would become the employers of any personnel, thereby supervising the direction of the grant goals and objectives. Funds for grant match and administration were budgeted and approved by the City Council in this budget year fy 95-96. B:bjagq,gnt ;' 10C COUNCIL BILL NO. 1680 RESOLUTION NO A RESOLUTION AUTHORIZING AN INTERGOVERNMENTAL COOPERATION AGREEMENT FOR A GANG INTERVENTION SPECIALIST PROJECT AND AUTHORIZING THE MA VOR TO SIGN SAID AGREEMENT WHEREAS, the City of Woodburn is a member in a grant project for gang intervention services, with the Woodburn School District and Marion County, and WHEREAS, under the terms of a proposed intergovernmental cooperation agreement, Marion County is to provide personnel services and the City is to serve as fiscal agent to disburse and administer the grant funds, and WHEREAS, it is in the interests of the City to enter into said agreement so that the gang intervention program can proceed and provide needed services to the residents of Woodburn, NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the Mayor is authorized to execute the Gang Intervention Specialist Project Intergovernmental Cooperation Agreement with Marion County and the Woodburn School District on behalf of the City of Woodburn. Section 2 That a copy of said agreement is attached hereto and, by this ,r reference, incorporated he~ein. /Y1 . ~ APprovedastofor~/~ II-Q-4S' City Attorney Date APPROVED: Nancy A. Kirksey, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant, City Recorder City of Woodburn, Oregon ~ 10C GANG INTERVENTION SPECIALIST PROJECT INTERGOVERNMENTAL COOPERATION AGREEMENT THIS AGREEMENT, made and entered into by and between MARION COUNTY, a political subdivision of the State of Oregon, and the fonowing government unit: City of Woodburn Police Department, hereinafter referred to as WOODBURN Marion County and Woodburn shall be referred to collectively as "Parties" WITNESSETH: WHEREAS, Marion County is a participating partner in a grant project for gang intervention services in the city of Woodburn, aiong with the City of Woodburn Police Department and the Woodburn School District: and WHEREAS, the City of Woodburn Police Department is the fiscal agent for the receipt and disbursal of grant funds: and WHEREAS, ORS Chapter 190 provides for intergovernmental co-operation agree- ments: and WHEREAS, Marion County is providing personnel for the implementation of the grant, NOW, THEREFORE, In consideration of mutual covenants, terms and conditions hereafter provided, the parties agree as follows: ,r I. MARION COUNTY SHALL PERFORM AS FOllOWS: A. Personnel Services 1. Staffing for the project will be provided by Marloh Cou:"':t'l, which wi!! ba responsible for the recruiting, hiring, supervision and other personnel duties. 2. Submission of invoices to Woodburn for the cost of staffing, including salary, fringe benefits, administrative costs, recruiting costs. II. WOODBURN SHAll PERFORM AS FOllOWS: A. Fiscal Services 1. Disbursal of grant funds to Marion County as requested by invoice for personnel services as described in 1.A.1. above. 2. Accounting and management of grant funds on behalf of the parties. 10C 3. Submission of all required fiscal reports to the grant authorities. III. L1ABILllY It is understood. by the Parties that any and all Gang Intervention Projects. staff are employees of Marion County Juvenile Department and are not employees, agents or representatives of the City of Woodburn or the Woodburn Police Department. IV. AMENDMENTS This Agreement may be modified or amended only by joint written agreement of the Parties. V. TERMS AND TERMINATION Duration of this Agreement as to each Party shall take effect as of the date of execution by such Party and shall remain in full force and effect from Renewal of this Agreement will be discussed by Marion County and Woodburn by IN WITNESS WHEREOF, the Parties have hereto caused this Agreement to be executed by their duly authorized officers as of the days and year entered hereinafter. ~ BOARD OF COMMISSIONERS FOR MARION COUNlY CllY OF WOODBURN Date Date Chairman Commissioner Commissioner County Counsel 11' 10C WOODBURN INTERAGENCY GANG INTERVENTION GRANT BUDGET BUDGET 1995-96 Income: Grant Funds 36,000. Match Funds (Woodburn School District $23,146) 35,400. (Woodburn Police Dept. $15,430) (Marion County Juvenile Dept. $12,858) Total Income: 71,400. Expenses: Salary - 1 Gang Intervention Specialist @ $2,298. per month 27.577. Fringe Benefits - 1 Gang Inter. Spec. @ $735. per month 8,823. Sub- Total Personnel Services 36,400. ;' Contract Services: Salary - 1 Mental Health Specialist @ $2,916. per month 35,000. Sub-Total Contracted Services 35,000. Total Expenses: $71,400. FfE 1 100 MEMO FROM: City Administrator for Council Action --j Randy Scott, CE Tech III, through Public Works Director. . ' TO: SUBJECT: Acceptance of Storm Sewer Easement DATE: November 9, 1995 RECOMMENDATION: It is being recommended that the council accept the attached storm sewer easement. BACKGROUND: The attached 20-feet wide storm sewer easement is for future maintenance of a 10. diameter storm sewer recently installed to eliminate an existing drainage problem. The existing storm sewer serving Willow Avenue discharged through an overflow type catch basin at the west (rear) property line of 235 Willow. The runoff was discharging onto private property and not into a natural drainage way. This created a ponding problem which prohibited the property owners from developing their property. The city extended a 10-inch diameter storm sewer to the natural drainage way to eliminate the problem. s! Attached is the signed easement and map. WI LOSSIJR.EAS STORM DRAIN EASEMENT 10D KNOW ALL MEN BY THESE PRESENTS, that. Peter Reutov & Anlsia Reutov. husband and wim, for the consideration of One Dollar ($1.00) and other valuable considerations to them paid, the receipt 'Whereof hereby is acknowledged, hereby do forever grant unto the CITY OF WOODBURN" a Municipal Corporation of Marion' CoUnty, Oregon referred to herein as the CITY, a permanent right- of.JNay and easement over and along the full width and length of the premises described as follows, to wit: A 20-foot wide stonn drain easement within Tax Lot No. 71219-041, Deed Reel 1001 Pg 330, in Section 11, Township 5 South, Range 2 West of the Willamette Meridian, Marion County, Oregon, this easement is more particularly described as follows: Beginning at the Southwest comer of Lot 21, Block 8 of Nazarine Part Addition, thence North f1' 04' 00" West, 310.53 feet to the point of true beginning for this easement; thence North f1' 04' 00" West, 221.34 feet; thence North 45004' 00" West, 69.68 feet; thence South 44056' 00" West, 20.00 feet; thence South 45004' 00" 61.39 feet; thence South 000 04' 00" East, 213.06 feet; thence South 89" 56' 00" East, 20.00 feet, more or less to the point of true beginning, With the right, privilege and authority, to said City, to construct, maintain, replace, reconstruct, remove, and add to, such utilities, with all appurtenances incident thereto or necessary therewith, in, under and aaoss the said premises, and to cut and remove from said right-of-way any trees and other obstructions which may endanger the safety or interfere with the use of said pipelines, or appurtenances attached or connected therewith; and the right of ingress and egress to and over said above described premises at any and all times for the purpose of doing anything necessary or useful or convenient for the enjoyment of the easement hereby granted, THE CITY SHALL, upon each and every occasion that such UTILITY facility is constructed, maintained, replaced, reconstructed or removed, or added to, restore the premises of the Grantors, and any improvements disturbed by the City, to as good condition as they were in prior to any such installation or work, but if not practicable, then pay to Grantors reasonable compensation. THE GRANTORS, heirs and assigns, reserve the right to use the premises for walkways, driveways, planting, and related purposes, and all UTILITY facilities shall be at a depth consistent with these purposes. EXCEPTION: No structure shall be placed within the easement, or within 450 projection upward from the bottom of the pipe. ~ ,/~~~ ~J ~dLJ Peter Reutov Anlsia Reutov ',~~;:'S~~"",- ;;:.::.r::., OFFICIAL SEAL :;'1' , LYNN A. GERSTNER &.), i NOTARY PUBLlC.OREGON "l' COMMISSION NO, 025262 !~Wy COMM!~SION EXPIRES JUNE 13. 1997 I$~$"'~:!'~~~~s,,~ Accepted by the Woodburn City Council on , 1995 STATE OF OREGON ) )SS COUNTY OF MARION ) On this the!l!!... day of J\4 u c - be r I 1995, before me a Notary Public in and for the County and Statewpersonally appeared, Mary Tennant, City Recorder City of Woodburn, Oregon IN WITNESS WHEREOF,I hereunto set my hand and official seal. N~~C-x1 ~..... My Commission Expires: ~ - 1.3 - 97 Reutov,UTL '- . r -.r!'!!fN-t..;. llL--- -l'1:1"':It;.-~.......-- .~Al1-)-.. .'._, '. J.., ',". -v. L Z' ^VMH~IH 31VlS f------~-T-------- I I I I I I I I 3l-lClAW - ~- - -i~ I I I~ L Z OL9LtSl6 211 o Z 009 LtSl6 [171 6 L 06SLtSl6 L 91 "\,)~ 10D ,-- I ,I J 5 8 L 09SLtSl6 I~ 'I I' ~ ~ ~ ILL OLSLtSl6 Lt' j ~____~~~____ _ _en : i~! - 9 -l-O~'~ ~ ~ : o~ :=J Gel " >> \It, ~!;.. o i ~ ~ 681 s; L OSSLtSZ6 6s2 t L OtSLtSZ6 182 L 0~S~tSZ6 [O[ 21 02SttS26 62[ o o :E: \ \ ~ \ \ \ \ , \ ~\ \ \. ~ ?J 0\ r.j) C OJ CJ 2. - r.j) - o -z- 'j--> NVJ U;O ~o ~ ~ >~ In: ~-i ~ ,;'! s N MEMO 10E TO: Mayor and City Council FROM: Chris Childs. City Administrator t-/VL SUBJ.: Joint Venture I Archaeological Site Testing DATE: November 3. 1995 RECOMMENDATION: Authorize City participation in joint Phase 1 archaeological testing and Phase 2 planning/budgeting process with Oregon State University (Center for the Study of the First Americans) and Woodburn School District, including 1/3 Phase 1 cost share not to exceed $2,000. BACKGROUND: This issue was before the Council on October 9, 1995 and, by Council motion, action was deferred for thirty days. The previous Administrator's staff report described in detail the overall scope of the project contemplated, what each "Phase" represented, and the nature of the initial OSU/CSFA proposal, including a recommendation for Phase 1 financial participation in an amount not to exceed $6,200. By way of review, Phase 1 involves exploratory core drilling and carbon dating of selected core samples. On October 12, 1995 CSFA representatives met with Paul Shaffer, Woodburn High School Principal, and City staff, including myself, to further discuss the proposed ~ project and the relative roles of the agencies represented. Previously, the school district had not committed to any specific role other than to authorize the Phase 1 activities to occur on property owned by the district. In the course of that meeting, conceptual discussion focused on equal financial participation by all three parties. On November 1, 1995 I received a revised proposal from OSU Anthropology Professor Robson Bonnichsen, Director of CSFA. CSFA believes that core drilling cost estimates can be reduced by OSU soil scientists performing some of the soils analyses that would otherwise be done by the core drilling contractor. Prof. Bonnichsen now estimates that total Phase 1 cost (including both core drilling and carbon dating) should not exceed $6,000. Consistent with the October 12 discussion, Prof. Bonnichsen's letter also states that recent donor contributions will now allow CSFA to fund one-third of the estimated cost and that the Woodburn School Board has also authorized $2,000 for participation in Phase 1. WHS Principal Shaffer has confirmed to me that such action was in fact taken by the Board on October 19th. If the City believes participation in this project to be worthwhile, our one-third project share would similarly be $2,000. 1 10E Page 2 - Phase 1 Archaeological Testing (11/3/95) If the Council acts favorably on this ,revised proposal, CSFA officials have indicated that their intent would be to move forward rapidly with the Phase 1 activities, most likely in the latter part of November. Although there are a number of details to be finalized, weather will be the principal limiting (but not necessarily prohibitive) variable. This entire project, particularly its later phases, represents an opportunity for interested citizens to participate directly in its financial success, reducing any need to rely on local government (City) participation. Tax deductible donations to support the project may be made payable to the "O.S.U. Foundation", Snell Hall 517, Corvallis, OR 97331-1653. Donors should specify that their contribution is for "CSFA - Woodburn Project". ;f 14A MEMO TO: Mayor and City Council through City Administrator FROM: Woodburn Planning Commission SUBJECT: Site Plan Review 95-22 Fleetwood Enterprises, Inc. DATE: November 6, 1995 APPLICANT: Schlecht Construction, Inc. for Fleetwood Enterprises, Inc. PO Box 719 Kelso, W A 98626 ~ II NATURE OF THE APPLICATION: The applicant is requesting site plan review approval to expand 3 storage buildings. The total square footage for storage building #1, #3, and #4 is approximately 12,000 square feet and is described in the application. III RELEVANT FACTS: A. The site is located at 2655 Progress Way north of Highway 214 in the Industrial Park. The subject property can be identified on Marion County Assessor Map as Tax Lot 2100, 55, 1W, Section 50. Tax Lot 2600, 2900, 55, 1W, Section 8A and Tax Lot 100, 55, 1W, Section 8B. Previous land use actions related to this site include site plan review 93-05. B. Two of the storage sheds that are 60' x 125' would each realize a 50' x 60' addition. The third shed which is 60' x 100' would realize a 120' x 50' addition. c. The three storage sheds will house rafters, drywall and insulation used in the manufacture of manufactured homes. MEMO 1~ TO: City Council through City Administrator , FROM: Public Works Director ~ ~ SUBJECT: Decision Involved with Mill Creek Pump Station Control Replacement DATE: October 30, 1995 Current Decision Status: Staff believes that the replacement of all electrical controller units for the pump station, utilizing new technology, is a much better investment than replacement of just one unit and matching it with the old technology components. Therefore, the replacement of the controller unit is being postponed to next summer. Background: ~ Last winter the council was made aware of the fact that one controller of the main waste water pump station was not functioning properly. Expert control engineers from General Electric were called to repair and replace the parts to make the controller operational. Council was given information that the pump station is fifteen years old and the technology for controller units has changed to such a great degree that parts for the old controller are very difficult to find. Council was informed that replacement of this unit will be planned for the 95/96 budget cycle. In response to the above discussion, $55,000 was included in the current year's budget to replace one control unit. However, prior to advertising for the contract to replace the unit, our analysis indicated that other controller units should also be replaced at the same time. The main reason for this decision comes from the understanding that the replacement of one unit will only partially improve the reliability factor due to the fact that it has to be matched to other old technology units. In addition, all other units will have to be changed within the next few years. The quality of partial modification done one piece at a time would be inferior and costly. Generally the problem with the controller unit is experienced during the high flow months of February and March, and 'it will not be possible to design and accomplish the contract replacement of all units prior to that time. In addition, the funds needed to replace all units have not been included in this year's budget. Therefore, staff is taking small steps to improve the reliability of the system for this winter and is planning to replace all controller units next summer. The new units should provide Page 1 - Wastewater Pump Station Control Replacement 15A service to the city for the next 15-20 years. The steps being taken to improve the reliability and plan for replacement are as follows: 1. Have GE engineers check and service the controller unit within next three weeks. 2. If necessary, construct a device that will allow operation of constant speed pump unit even if the bubbler system is not working properly. 3. Direct control design engineer to prepare plans and specifications for replacement of all control units including the bubbler system. 4. Advertise for contract to replace all controller units and the bubbler system in March 1996. 5. Receive council approval for replacement contract of controller units estimated at $150,000.00 in May/June of 1996. 6. Replace the units in July/August of 1996. There is some risk involved, but the staff feels that actions outlined above would minimize "'the risk. The replacement of all units, including the bubbler system, appears to be a superior decision because this investment would serve the city for the next 15-20 years. GST/cvn c: Plant Superintendent Engineering File B:\MILLCR.PMP\CONTROLR.CC Page 2 - Wastewater Pump Station Control Replacement ~ MEMO 158 TO: Mayor and City Council FROM: Chris Childs, City Administrator ~ SUBJ.: Management/Non-Union Employee Compensation Study DATE: November 6, 1995 This memo is to update the Council on the status of the management/non-union compensation study. An RFP for this purpose has been developed and issued, with four recognized Oregon employment consulting firms submitting proposals. In the next thirty to sixty days staff will be evaluating the proposals and checking references and will forward a recommendation to the Council for final approval at an upcoming meeting. In keeping with current trends, the compensation study will be a "total compensation" study, evaluating employee benefit levels as well as salaries. The ~ study will evaluate internal relationships as well as make external comparisons to the comparable labor market, which may include private as well as public sector employers. Over the past two years the Council has on various occasions discussed the need for a compensation study to evaluate all management, supervisory and other non-union positions. Accordingly, funds were specifically budgeted in the current year's budget for this purpose. The last independent study was performed almost twelve years ago, in 1984. In the decade since, management and supervisory salary and compensation adjust- ments have not maintained parity with compensation packages negotiated by rank and file employees represented by the City's unions. We are, in fact, currently facing at least one situation where it is difficult to draw a distinction between the compensation of a supervisor and the compensation of those being supervised. Such circumstances make fair and proper personnel administration almost impossible to accomplish. A number of examples illustrating the parity issue were included in the City Administrator's July 20, 1995 staff report which accompanied Council Bill 1651 , the resolution establishing the management and non-union compensation levels for 1995- 96. The compensation study will be immensely valuable to the governing body, providing guidance regarding necessary planning, budgeting and decision-making. When implemented, it will also serve as an essential management tool for Executive Management personnel in administering a competitive compensation program and in attracting and retaining high quality management and supervisory employees. y 15C City of Woodburn Police Department MEMORANDUM Ken Wri Chief of Woodburn, Oregon 97071 (503) 982-2345 Date: November 6, 1995 To: Mayor and Council Subject: Police Sergeant Promotion As you will recall, the approved fy 95-96 budget allowed for additional supervisors as a result of departmental growth and the demonstrated need for increased supervision. As a result the Department recently completed an exhaustive selection process. ~ In light of this highly competitive process it gives me great pleasure to announce the promotion of Officer Scott Russell to the rank of Patrol Sergeant effective November 1, 1995. Sergeant Russell has been a member of the Police Department since August 1988. Sergeant Russell's assignments have included uniform patrol, D.A.R.E., and investigations. Sergeant Russell is married to Cami and they have one child, Katherine, 1 year of age. MEMO 150 TO: Mayor and City Council FROM: Chris Childs, City Administrator ervt SUBJ.: Staff Liaison - Human Rights Committee DATE: November 2, 1995 During the Council's October 30, 1995 goal review session, it was noted that the City's Human Rights Commission ordinance contains a sunset clause which will take effect in the very near future. A Human Rights Commission has never been formally organized, and the concensus was to let the ordinance sunset as scheduled, with formal reconsideration of a similar ordinance if future circumstances warrant. ~ In the alternative, concensus was for the Mayor to establish an ad-hoc committee to develop a general City policy statement regarding human rights issues. The City Administrator was asked to designate a City staff representative to participate in that task. The designated staff representative will be the Woodburn Chief of Police or his designee. Chief Wright has developed distinct familiarity and expertise in this area, through his active support of the Human Rights Commission concept, including development of the ordinance, and his direct involvement with the former Citizens Review Committee that existed in the 1980's. The flexibility to designate this task to some other member of the WPD command staff, under the general supervision of the Chief, will afford that individual a unique opportunity to participate in, and observe, the formulation of extremely important policy direction for the City. 15E City of Woodburn Police Department MEMORANDUM t Woodburn, Oregon 97071 (503) 982-2345 Date: November 6, 1995 To: Mayor and Council Thru: C. Childs, City Administrator Subject: Outstanding Performance Police Recruit Officers Santiago Kent & Chris Schweigert ~ On Friday, November 3, 1995, Councilman Hagenauer I attended the graduation ceremonies for Basic Police Class 196 at the Oregon Police Academy. Part of the ceremonies includes the announcement of outstanding conduct of a few graduates. Class 196 was one of the largest graduating classes at the academy with 53 members. Of the fifty-three members, only one person was selected for Outstanding Shooter Award - and that person was Chris Schweigert, Woodburn Police Department. Of the fifty-three members, only one person was selected to receive the Defensive Tactics A ward - and that person was Santiago Kent, Woodburn Police Department. These awards reflect very favorably upon both the officers and the Woodburn Police Department. I wish to commend both Santiago and Chris for their efforts and representation of the high standards of the department. ,/ cc City Administrator "SF City of Woodburn Police Department MEMORANDUM Woodburn, Oregon 97071 (503) 982-2345 Date: November 7, 1995 To: Mayor and Council Thru: C. Childs, City Administrator Subject: Acceptance of Donation Recently Mr. Douglas Goldsberry, President of Continental Investment Associates Inc. l' donated two Night Vision Scopes to the Police Department. Mr. Goldsberry's donation of the two night vision instruments will enhance the department's equipment to combat crimes occurring in darkness. Some weeks ago Mr. Goldsberry contacted me and we discussed departmental needs. It is rewarding to have concerned citizens that are willing to provide for the interests of the community. While donations of equipment are always welcome it is necessary for the donor , to coordinate their gifts with staff to assure quality. ;- I bring this to the attention of the City Council to recognize those citizens who are able to provide extra to make their city a better place to live. City of Woodburn Police Department 15F MEMORANDUM 270 Montgomery Street W oodbum, Oregon 97071 (503) 982-2345 Ext. 351 Don Eubank, Lieutenant Criminal Operations Date: October 30, 1995 RE: Donation of Equipment FROM: GOLDSBERRY, Douglas 434 E. Cleveland St. Woodburn, Oregon 97071 DOB: 060338 981-0970 PROPERTY DONATED: 1. HITEK INTERNATIONAL NIGHT VISION SCOPE SN: 9518166 ~ VALUE: (NEW) $600.00 2. HITEK INTERNATIONAL NIGHT VISION SCOPE SN: 9517185 VALUE: (NEW) $600.00 I am the President of Continental Investment Associates Inc. I am the owner of this above listed property. I am donating these Night Vision Night Scopes to the Woodburn Police Department and request no com nsation. This was discussed with Chief Ken Wright about three weeks Date: Ii. '/~IfN, ,,00 , <<. ,- ' ~ ' Qi .' WOODBUQN POLICE DEPLillTMENT 15F 'Serve and Protect' KEN WRIGHT, Chief of Police November 6, 1995 Douglas Goldsberry, President , ContinenW Investment Associates fuc. 434E. Cleveland St, Woodburn OR" 97.071 Subject: UIANK YOU! ~ Dear Mr. Goldsberry, I wish to Thank You! on behalf of the Woodburn City Council, Citizens and Officers of the Police Department for your recent donation of two Night Vision Scopes. These will be utilized by officers in the pursuit of those persons perpetrating crimes in the hours of darkness. Your donation is greatly appreciated and will be utilized. ;I , Chief of Police Woodburn Police Department 270 Montgomery St. Woodburn, Oregon 97071 INCORPORATED 1889 Phone 982-2345 Fax 982-2370 Emergency 9-1-1 y 15G City of Woodburn Police Department MEMORANDUM Woodburn, Oregon 97071 (503) 982-2345 Ken Wrig Chief of Date: November 6, 1995 To: Mayor and Council Thro: C. Childs, City Administrator Subject: Mighty Mover Trailer with Smart System With the Council's adoption of the FY 95-96 budget another inter-departmental project was ~ approved. The City departments are encouraged to "partner" with one another to maximize purchasing of equipment that will be beneficial to each department. In the FY 94-95 budget the Police partnered with Public Works to expand a building at the Treatment Plant for the parking of police department vehicles. Within this year's budget is yet another example of joining together to purchase equipment that will be beneficial to more than one department. The Mighty Mover Trailer with Smart System is a trailer mounted radar reader speed display board. The Trailer is more than a "speed reader". The Smart System is a sophisticated computerized vehicle counter. As vehicles travel through the Smart System and are counted, their speed is recorded by day and hour. This information is analyzed by both the Police Department and Public Works staff. Armed with this information, the Police are able to respond to an area or street at a more specific time for the enforcement of traffic violations. Public Works staff are able to utilize the traffic count and speed information for street improvements and engineering. With this information. more accurate information can be used to better allocate resources of both agencies. Assignment of the trailer is by the Patrol Operations commander based upon various sources. Some of those are citizen complaints, traffic accidents and traffic volume counts. The purpose of the Reader Board is to remind drivers of the speed and to change behaviors. The trailer will be marked with graphics to identify both Departments and the City. MEMO 15H TO: Kathy Figley, Chairperson Housing Rehabilitation Task Force FROM: Steve Martinenko, Program Administrato@ SUBJECT: Status Report - Housing Rehab Program July 1, 1995 to October 31, 1995 DATE: November 2, 1995 ~ The Woodburn Housing Rehabilitation Program has been in operation since the beginning of July, 1995. The first two weeks were devoted to setting up our office space in the Community Center and devising , printing, etc all the forms and documents required for the effective implementation of our program. We are fortunate in having a list of thirteen (13) families who had been calling in since January 1995 in hopes of qualifying for our services. We were thus able 'to inaugurate the program without any appreciable delay. Our first Loan Review Board met in August 1995. Three loans were approved and three were rejected based on income levels that were too high. The Board has met every month since. Attachment #1 lists all loans acted upon with pertinent data as of 31 October 1995. There are currently five applications in various stages of completion that will be submitted for action when completed. It is obvious from the data and the time frame covered, that we were off to a great start. Considering the documented need (Population/Income Survey - PSU) this is not surprising. Attachment #2 is a map identifying the general location of all approved loans. I cannot conclude without commenting on the support that I have received from City Staff which has been superlative without exception. Without their assistance, my job would have been that much harder to perform. The City should feel fortunate in having the services of such a dedicated staff. cc: Housing Rehabilitation Task Force Members y ~ 2S z W Q. >< W Z o ~ CI) .::,t. .... co E 0) a: ..... <l>C: ;:) o ~ E u:< 0)"'0 .....~ CO CO 0.5 u.. Co E o u '#. ~ g 0) ..... "'0 co .(5 0 Q. ..... CI) 0) ~..... 0) CO Ea: "'0 0) > o .... 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",' I r,'" "m" . 1 =i ~i'p.> ::::-J.'hJ-~ 1 ~ u ""'''' -, 1_. 1_ lj~' . .j ~JI>;' : B:I ~ \ '~~~ e 2: a: ~ a1 C o o ~ LL o >- I- - CJ ~, 15H :E <( 0: C) o 0: c.. 2 o i= <( ... ::i - ~ <( ::r: w 0: C) - 2 - ~ e o ::r: I- Z w c: C3 w a: z <t o ..oJ en w ~ () o z .. MEMO 151 TO: FROM: Mayor and City Council Chris Childs, City Administrator ~ SUBJ.: Review of 1995 City Administrator Goals DATE: November 7, 1995 On October 30, 1995, the Mayor and Council spent a productive evening doing a 6-month progress review of the Council's goals for the 1995-97 biennium. These goals were the result of a facilitated goal-setting session held on March 2, 1995. The Council's willingness to take the initiative and time necessary to develop its own set of goals is to be commended, and represents a significant first step in formulating a vision or "mission" for the City from which important policy direction can be derived to guide the City through the current period of growth and change. i~ Like any set of goals, some may be achieved, some may be postponed or set aside and other results or accomplishments, not on the "original" list, will also be achieved. The importance of the Council's efforts in this regard is underscored by the fact that, prior to the March session, no formal goals had been articulated by previous Councils since 1987. An alternative in the recent past has been a reliance on the City Administrator to present a set of annual goals for Council review. While the Council goals obviously provide the Administrator and other City staff with a guide to the governing body's hopes and expectations, there continues to be "room for both". As the City's "CEO", it is helpful for the Administrator maintain a parallel set of goals to complement the governing body's goals, as well as to monitor City staff accomplishments in an organized manner. The City Administrator's goals for 1995 were presented as a staff report to the Council at its January 9, 1995 meeting. As the year begins to draw to a close, I believe it timely to review the status of the Administrator's goals. A considerable number of them have already been accomplished and, with almost two months remaining, there is opportunity for .progress on, or conclusion of, various others. Administrator goals for 1996 and future years will logically be tempered to reflect the goals of the governing body which, as described above, now exist in a more formalized fashion. In summary form, the status of the City Administrator's 1995 goals is as outlined on the following two pages: 151 Page 2 - Memo/Administrator Goals Review (11/7/95) * Preparation of a balanced F. Y. 1995-96 City budget that maximizes provision of current City services and recognizes growth-related needs and objectives. (Accomplished) * Continue a strong prevention, intervention and enforcement program directed at the gang issues facing Woodburn, including renewal of the Department of Justice Byrne Memorial grant supporting gang intervention activities. (Ongoing/Byrne grant renewed) * Finalize development of the City Disaster Plan and showcase at least one full-scale disaster exercise during 1995. (Nearing Completion/exercise planned in conjunction with statewide Quake-ex '96) * Development of Council goals and action plan to guide the City through the final five years of the decade into the Twenty-First Century. (Accomplished [initial goal- setting]; Ongoing in terms of refining goals and developing comprehensive action plan) ~ * Successful completion and operation of the Woodburn Memorial Aquatic Center. (Accomplished) * Transition of 9-1-1 dispatch services to an independently functioning joint intergovernmental agency created under ORS Chapter 190. (Accomplished) * Completion of Phase 1 of Centennial Park, including access road, parking lot, youth ball fields and play area. (Integration with proposed school district facilities being reviewed/additional activities planned for 1996) * Development and adoption of uniform internal policies for utilization, purchase and sharing of computer hardware and software. ("On Hold" thru the summer/moving forward again with appointment of new Finance Director) * Completion of Evergreen north extension/4-way traffic light. (Accomplished) * Final resolution of North Willamette Telecom cable television and "competitive tele- communications" franchise applications. (Cable application ongoing/temporarily "On Hold" pending outcome of potentially related litigation (not involving the City)) * Development and implementation of updated competitive compensation plan for City management and supervisory personnel. (Selection of consultant/approval by Council anticipated by year-end) 151 Page 3 - Memo/Administrator Goals Review (11/7/95) * Final DEQ approval of Wastewater Facilities Plan and start of plant pre-design phase. (Plan "in DEQ's hands" /RFP process for plant pre-design is Ongoing) * Completion and implementation of City Transportation System Plan (TSP) after approval from state agencies. (Plan tentatively completed/temporarily "On Hold" pending interpretation/resolution of comments/objections from state agencies) * Revision and update of Comprehensive Plan and implementing ordinances, including joint development of a long-term citywide Parks Comprehensive Plan. (Some related activities Ongoing/Periodic Review required in 1996/Parks Master Plan also part of new Council goals) * Successful CDBG grant application and implementation of a new housing rehabilitation program. (Accomplished [grant]/Ongoing [program]) * Accomplish necessary replacement or upgrades to City Hall and Library HV AC ~ systems. (Accomplished - City Hall/ Ongoing - Library [contract awarded] * Updated aerial contour mapping project encompassing the entire city and Urban Growth Boundary. ("On Hold" due to competing priorities/projects; anticipated to be re-budgeted in F.Y. 1996-97) * Development of Private Water Well Abandonment Program and full implementation of comprehensive groundwater protection program. (To be incorporated into Water Master Plan included in Council goals for 1995-97 biennium) * Completion of updated Public Contracting Rules and purchasing manual. ' ("On Hold" through the summer/moving forward again with appointment of new Finance Director) * Development of long-term City Hall/General Fund Capital Improvement Plan (CIP). (Ongoing - administrative task force presently reviewing facility needs) * Update of utility billing files computer program to conform to revised USPS carrier route numbers. (Included with updated water/sewer billing system/implementation anticipated by year-end) As time permits, following the end of calendar year 1995, it is my hope that I can communicate additional information to the Council in a "year in review" vein as well as present a revised set of Administrator's goals for 1996. MEMO 15J FROM: City Council through City Administrator Public Works Program Manager -4 ~ Water/Wastewater Financing Program Public Hearing TO: SUBJECT: DATE: November 8, 1995 RECOMMENDATION: The City Council conduct a public hearing on December 11, 1995 on the City's intent to make application for funds through the Water/Wastewater (W/W) Financing Program. BACKGROUND: ~ The 1993 Oregon Legislature created a water fund to provide financing to local governments to construct and improve public drinking water systems and public wastewater collection systems. The legislation was primarily intended to assist local governments meet the requirements of the Safe Drinking Water Act and Clean Water Act. The W /W Financing Program is administered by the Oregon Economic Development Department. The City's Facility Plan for an advanced wastewater treatment plant was dictated by a need to comply with the provisions of the Clean Water Act. The city will be requesting a combination loan/grant to assist with engineering design of the advanced wastewater treatment facility and construction of collection system improvements. The city has already been approved for a $2,000,000 State Revolving Fund loan for this portion of the project. This W /W Financing Program loan/grant coupled with revenue bond proceeds will fund the design and collection system improvement segment of the total wastewater treatment facility. The W /W Financing Program is independent of other programs that provide funds for improvements such as Woodburn's advanced wastewater treatment facility. Receipt of W/W funding will not preclude the city's obtaining other program, such as Community Development Block Grant, funds in the future as the treatment plant project progresses. Additional W/W Financing Program information and details of the application will be provided to council at the public hearing. C:\nondyIm.....oa\_lInllpu.bnt .. 15K MEMO FROM: Community Development Director Bob Arzoian, Building Inspector ;?4 TO: SUBJECT: Building Activity for OCTOBER 1995 DATE: November 2, 1995 OCTOBER 1993 OCTOBER 1994 OCTOBER 1995 No.. Dollar Amt & Dollar Amt & Dollar Amt New Residence Value 2 $275,000 2 285,700 4 556,074 Multi Family 0 0 0 0 0 0 Residential Adds & AIts 8 142,950 8 41,800 7 45,300 Iddustrial 2 144,675 2 250,000 0 0 Commercial Value 0 0 1 2,500 3 62,329 Signs, Fences, DrivewaysS 4,150 4 4,256 5 9,900 Mobile Homes 0 0 3 115,000 4 213,500 TOTAL: 17 $566,775 20 699,256 23 887,103 July I-June 30 Fiscal Year-to-Date $7.576.631 $3.412.194 $8.824.607 Robert Arzoian Building Official RS:bw BLDACT10.95 1