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Minutes - 10/30/1995 Workshop "" COUNCIL WORKSHOP MEETING MINUTES October 30, 1995 TAPE READING DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, OCTOBER 3D, 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. 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, 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 r .... _ _ ~..__.~.,,,. ____..u..__..__.-. "'__"__"_'" ,__<m .., . "" 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 r'. .~.,_.~~- ...~.._~-- ....-,--~_., .,.-.'" .' .._--_.._-...".._._._,-~ w . ..............~ ..,., 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 I-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 ...,--.- - - ---- ..... COUNCIL WORKSHOP MEETING MINUTES October 30, 1995 TAPE READING 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. 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 r . ._.__."._,--......_.__..-_.------------_..._~ 11 I "" COUNCXL WORKSHOP MEETXNG MXNUTES October 30, 1995 TAPE READING Brief discussion was also held on expanding current city hall facilities. Administrator Childs stated that the City Facility Task Force is meeting bi-month1y 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.. ATTEST 11 ~ Mary ~nant, Recorder City of Woodburn, Oregon Page 5 - Council Workshop Meeting Minutes, October 30, 1995 r-o.- ._',-. -'~.'~'"._'..~...""'- ...,_._._-~~'_.----- 111 I