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Minutes - 05/22/1995 TAPE READING 0001 0003 0013 0026 0036 0064 COUNCIL MEETING MINUTES May 22, 1995 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, MAY 22, 1995. CONVENED. The Council met in regular session at 7:00 p.m. with Council President Jennings presiding. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kirksey Chadwick Figley Hagenauer Jennings Pugh Sifuentez Absent Present Present Present Present Present Present staff Present: City Administrator Childs, city Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Police Chief Wright, Police Lt. NUll, Police Lt. Eubank, Park Director Holly, Library Director Sprauer, 9-1-1 Communications Manager Wolf, Public Works Manager Rohman, city Recorder Tennant MINUTES. FIGLEy/SIFUENTEZ.... approve the Council regular and executive session minutes of May S, 1995, and accept the Planning commission minutes of May 11, 1995. The motion passed unanimously. Administrator Childs requested that agenda item lOA (Council Bill 1635 RE: Ordinance amending the Urban Growth Boundary to include 19.6 acres located west of 1-5 by annexing and rezoning property) be removed from this agenda and be brought back to the Council for consideration at a subsequent meeting. It was the consensus of the Council to honor the joint request from the staff and applicant. APPOINTMENTS - HOUSING REHABILITATION TASK FORCE. In Mayor Kirksey's memo to the Council, she appointed Kathy Figley (to serve as Chair), Walt Lawson, Barbara Pugh, and Steve Goeckritz (staff representative) to the Housing Rehabilitation Task Force. FIGLEy/PUGH.... appointments be approved as presented. The motion passed unanimously. Page 1 - Council Meeting Minutes, May 22, 1995 .... TAPE READING 0091 0105 0238 0292 0415 " COUNCIL MEETING MINUTES May 22, 1995 MEETING ANNOUNCEMENTS. The Transportation Task Force will hold their next meeting on Wednesday, May 24, 1995, 12:00 noon, in the City Hall Council Chambers. PROCLAMATION - BUCKLE UP AMERICA I WEEK. Council President Jennings read the Proclamation which designates the week of May 22-29, 1995 as Buckle Up America! Week to encourage the use of safety belts while in a motor vehicle. PRESENTATION - RECOGNITION OF VOLUNTEER WORK BY VIRGINIA FRYBERGER. Police Chief Wright stated that his department has used volunteers since 1989 and those volunteers have contributed numerous hours of service to the community. In appreciation for the volunteer hours provided to his department by Virginia Fryberger, he presented her with a plaque in appreciation for her dedicated service. On behalf of the Mayor, Council President Jennings extended his appreciation to Mrs. Fryberger for her work as a volunteer. CHAMBER OF COMMERCE REPORT. Dorothy Monnier, representing the Downtown Association, stated that the Chamber has been working with the Downtown Association on two objectives: 1) install signs that would outline the Downtown Historic District and 2) Chamber, City Officials, and Community-based organizations work toward long- range planning projects that would help the downtown area to prepare for the 21st century. WOODBURN COMEBACK CAMPAIGN REPORT. Councilor Figley stated that solicitation is now in progress for the annual July 4th Fireworks display. Police Lt. Eubank stated that the Noon Kiwanis Club is getting more involved in this project and they will be taking care of the fundraising for this event. Volunteers are needed for the food booth, games, etc., and individuals interested in assisting with this project can contact either himself or Vee ott at City Hall. He expressed his appreciation to the community for their past and continued support for this annual event. PUBLIC HEARING - 1995-96 CITY BUDGET HEARING. Council President Jennings declared the public hearing open at 7:16 p.m.. Administrator Childs stated that this hearing provides the pUblic with an opportunity to comment on the City'S 1995-96 budget which includes state Revenue Sharing funds and the Page 2 - Council Meeting Minutes, May 22, 1995 ~. -. -_...-..--~..._._.._.-.~_....~""-~~~~~...._-_.~-_. COUNCIL MEETING MINUTES May 22, 1995 TAPE READING independent 9-1-1 dispatch agency (NORCOM) being created through an intergovernmental agreement effective July 1, 1995. The total budget for all funds is $19,772,307. This total includes the individual budgets for the tax-supported funds being $3,019,529 (General Fund), $139,057 (Transit Fund), $533,246 (Library Fund), and $974,250 (Park/Recreation Fund). The Budget Committee has approved the proposed budget document with a tax levy requirement of $3,354,060. The breakdown of the tax levy is as follows: General Fund Tax Base, $1,895,247; Library Fund Continuing Levy, 509,983; Park/Recreation Fund Continuing Levy, $755,164; and Bonded Debt Fund $193,666. Of the total tax levy requirement, $3,160,394 will be subject to compression under Ballot Measure 5. The estimated tax rate is $5.64 per $1,000 assessed valuation after compression plus an estimated bonded indebtedness levy of $.36 per $1,000 for the aquatic center general obligation bonds. Administrator Childs reviewed the budget which included 1) personnel additions in the POlice, Facilities Maintenance, Library, Swimming Pool, and Public Works; 2) reactivation of the Housing Rehabilitation program; 3) early redemption of outstanding water and sewer bonds; 4) creation of a City Hall/General Fund Capital Improvement Fund; 5) updated topographical survey; 6) reinstatement of 2 patrol cars per year replacement program; 7) establishment of reserve fund for eventual construction of a consolidated Public Works shop facility; 8) adjustments to 9-1-1 budget to reflect the creation of the independent 9-1-1 agency; and 9) restructuring of the city Recorder/Finance Department/Municipal Court budget categories . Council President Jennings also stated that the Budget Committee had decided to add tax dollars to the Library ($40,000) and Parks & Recreation budgets ($60,000) for operations and additional capital improvements over and above the 6% tax increase normally provided for within the budget document. No one in the audience spoke on the 1995-96 city budget and no written comments were received on this issue. Council President Jennings closed the hearing at 7:25 p.m.. 0726 PUBLIC HEARING - HERITAGE PARK SUBDIVISION #94-05. ANNEXATION #94-03 AND ZONE CHANGE AMENDMENT #94-05. Council President Jennings declared the pUblic hearing open at 7:27p.m.. Councilor Pugh declared a potential conflict of interest and advised the public that he would not be participating on this issue either by vote or comment. Page 3 - Council Meeting Minutes, May 22, 1995 T -~."~"'--~~--~'-~-'----' ~..'-..- ."-'-"-"'.' .,.' - . " COUNCIL MEETING MINUTES May 22, 1995 TAPE READING Recorder Tennant read the land use statement as required by ORS 197.763. Community Development Director Goeckritz entered the following documents into the record: Exhibit #1 - Staff Report, Exhibit #2 - ATEP Engineering Transportation study, and Exhibit #3 - Written comments made by the pUblic on this issue. The Director stated that the proposal involves the annexation of 34.5 acres located north of Country Club Rd. and west of Boones Ferry Road. Residences in the most westerly portion of the proposed subdivision would have backyards adjacent to homes within Senior Estates. The average lot size within the proposed 145 lot subdivision is 6,500 square feet which meets the residential land criteria for this type of development. The applicant is also requesting that the property be rezoned from Marion County Urban Transition Farm (UTF) to Residential Single Family (RS). The proposed subdivision will have a Homeowner's Association and homes will range in value between $125,000 and $175,000. A "good neighbor" fence will border the perimeter of the property along Vanderbeck, Astor Way, and Country Club Road. The fence will be very similar to the one required in the Henry Farms Subdivision. Along Boones Ferry Rd., there will be a brick entrance way with a detention pond to be used during high flow periods. The transportation analysis, prepared by Associated Transportation Engineering & Planning (ATEP) for the applicant, concludes that there will be approximately 1,400 vehicular trips per day generated by this subdivision. The subdivision proposal provides for two access points into the development - one from Boones Ferry Rd. and the other onto Country Club Road. Another access point will be on the north side of the development onto Vanderbeck once Vanderbeck becomes a through street to Boones Ferry Rd. The homes adjacent to Country club Rd. will not front the roadway, therefore, reducing the number of accesses to Country Club. He reviewed the traffic circulation within the development and stated that the access to Country club will lineup with the future roadway into Henry Farms subdivision and will allow for a walkway into Henry Farms so children do not need to walk down Boones Ferry Rd. to go to school. The developer has also agreed to a non-remonstrance agreement regarding any future improvements to Boones Ferry Road and will be dedicating approximately 10 feet of right-of-way along Boones Ferry Rd. for future road improvements. The Planning Commission closed their public hearing on this issue on April 13, 1995 and took action to recommend approval of the application with conditions at the April 27, 1995 meeting. Those conditions, in addition to those already recommended by staff, included 1) a sign be posted at Country Club and Astor Way to identify it as a dead-end street and 2) move the detention basin internally rather than near the roadway and use it for a play area/tot lot with a $19,200 adjustment from Page 4 - Council Meeting Minutes, May 22, 1995 r - .~.__..-.._----"~"...._-_. _.~'_..~ ._~_.~,--.. -.".-- - .'. --,--_.~_.. - - TAPE READING 1460 " COUNCIL MEETING MINUTES May 22, 1995 the approximately $70,000 required for cash in-lieu-of land Park system Development Charge. The Home Owners Association will be responsible for the maintenance of the common areas within the facility which includes the play area/tot lot and the fence surrounding the development. Director Goeckritz also stated that a letter had been received from Senior Estates addressing traffic concerns and a petition had been received (Exhibit 4) with 980 signatures from Senior Estates expressing concern on the health and safety of residents through the increase in traffic to be generated by Heritage Park. Ken Sherman Jr., attorney representing the applicant Multi- Tech Engineering, stated that the land use application requested an annexation of property, zone change amendment, subdivision approval, and a variance on the internal traffic. He stated that the developer has a solid reputation of providing high-quality affordable housing primarily in the Salem area, one of which is "The Meadows" in Keizer. There will be a brick entrance to Heritage Park similar to "The Meadows" entrance way. Annexation of the property will allow the developer to obtain city services. The property is already within the Urban Growth Plan and is designated as residential on the map. He stated that Woodburn is experiencing a need for increased housing in the medium price range with a main feature for this development being close proximity to the freeway. The developers are in agreement with the Planning Commission's conditions regarding fencing, moving of the detention basin to the other side of the cul-de- sac near the entrance to the development, park development, and realigning the north street onto Country Club Rd. to line- up with road improvement into Henry Farms. Mark Grimms, Multi-Tech Engineering, stated that he had worked closely with City staff over the last six months in developing the site plan. The major focus within this development is to line up accesses on Country Club Road and Boones Ferry Road and to plan for a future access onto Vanderbeck if it is extended to Boones Ferry Road. The internal traffic flow consists of short blocks and is of simple design. The storm drain system is a pass-through type for low flow periods and a detention basin to be used for high flow periods only. Water within the detention basin would disappear within a few hours. Councilor Chadwick questioned increased traffic flow down Astor Way rather than the motorists utilizing Boones Ferry Road. Dick Woelk, traffic engineer for Associated Transportation Engineering & Planning, stated that there would be some traffic infiltration down Astor Way, however, it is only estimated at 10% or 30 cars per day. The reason this infiltration is low is because the Transportation Plan will be Page 5 - Council Meeting Minutes, May 22, 1995 r , . ., _..+_....-..._-_._~_.._~-~,_....__.._~_. TAPE READING 2302 2688 2955 " COUNCIL MEETING MINUTES May 22, 1995 downgrading of Astor Way to a local street rather than a collector street and travel time studies show that the quickest method to reach the freeway is to travel Boones Ferry Road to Highway 214. Preston Tack, 2197 Camilla Way, stated that he is taking a neutral position on this issue but he did question if sufficient right-of-way is being obtained from the developer in the event Boones Ferry Rd. becomes 5 traffic lanes with a bicycle lane. Phil Hand, Attorney representing senior Estates, reviewed several concerns Senior Estates Golf & Country Club have regarding the traffic issue. He stated that Senior Estates is unique in that there are no sidewalks for pedestrians and many residents use golf carts as a means of transportation to locations within Senior Estates and adjacent shopping areas. He felt that the traffic engineer's estimate for traffic infiltration within Senior Estates is too low since motorists tend to take shortcuts to Highway 214. To lessen the impact the new development may have on Senior Estates, they requested that 1) motorists be discouraged from using Country Club Rd. and they be asked to slow down while traveling within Senior Estates, 2) stop signs be placed at the intersection of Country Club Road and Umpqua Road, 3) Randolph Rd and Rainier Rd. become a 3-way stop intersection, and 4) designating a tot lot will keep residents within Heritage Park from using the senior Estates Park. Bob Christophersen objected to the site plan design suggesting that homes front Country Club Rd. with direct access rather than having an enclosed development with only two or three access points. He also expressed concerns regarding the fence and maintenance of landscape areas. Alan Nutall, 1986 Heather, stated that the tot lot would not be available for use for most of the year and that a tot lot of approximately 6,500 square feet would be insufficient area to keep kids within the development. Ken Sherman, applicant's attorney, stated that the dedicated right-of-way on the west side of Boones Ferry Rd will be sufficient to accommodate 5 lanes of traffic. The developer is willing to discourage traffic from utilizing the Senior Estates streets and has no problem with the placement of the dead-end street sign or stop sign requests. This is a preliminary site plan which will need to go through a final site plan process before development begins. In regards to homes fronting Country Club Road, limiting the number of accesses onto Country Club Road will reduce future traffic Page 6 - Council Meeting Minutes, May 22, 1995 r - - COUNCIL MEETING MINUTES May 22, 1995 TAPE READING problems along that street. The developer has a good history in creating Homeowner Associations that work at minimal cost to the homeowners. The Homeowners Association will maintain the perimeter of the development, fencing, and the park even though the park will be open to the public. The approximate size of the park is 15,000 square feet which they consider to be adequate to meet the needs of the homeowners within the development. Additionally, sidewalks are required within the development per city ordinance. Tape 2 0133 The public hearing was declared closed at 8:33 p.m.. Councilor Figley stated that she did have some concerns regarding the size of the park in a fairly large subdivision but felt that this concern would not be enough to vote against the subdivision. council President Jennings expressed his support for the requests made by the Senior Estates Golf & Country Club regarding traffic signs and the need to include these requests as conditions of approval. Additionally, he did not want to see any playground equipment placed in the Senior Estates Park. Councilor sifuentez commended the developers in there working with Senior Estates to minimize problems associated with this development. Councilor Chadwick stated that she did not fully agree with the engineer's estimate for traffic infiltration in Senior Estates and she feels that increased traffic will be a problem for the Estates. 0233 FIGLEy/SIFUENTEZ.... staff be directed to draft an ordinance approving the annexation, and zone change amendment with the conditions of approval recommended by the Planning Commission and the additional conditions of approval suggested by Mr. Jack Donaly and Mr. Philip Hand from Senior Estates relative to additional stop signs. On roll call vote, the motion passed 4-1-1 with Councilor Chadwick voting nay and Councilor Pugh abstaining. 0281 Council President Jennings expressed his thanks to Barbara Pugh and Walt Lawson for their willingness to serve on the Housing Rehabilitation Task Force. 0304 COUNCIL BILL 1636 - ORDINANCE IMPOSING A PRIVILEGE TAX ON NORTHWEST NATURAL GAS COMPANY IN THE AMOUNT OF 2%. Council Bill 1636 was introduced by Councilor Hagenauer. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. On roll call vote for final passage, Council Bill 1636 passed unanimously. Council President Jennings declared the bill duly passed with the emergency clause. Page 7 - Council Meeting Minutes, May 22, 1995 r 'II I TAPE READING 0340 0360 0382 0434 0450 COUNCIL MEETING MINUTES May 22, 1995 COUNCIL BILL 1637 - RESOLUTION DECLARING CITY'S ELECTION TO RECEIVE STATE REVENUES DURING FISCAL YEAR 1995-96. Council Bill 1637 was introduced by Councilor Hagenauer. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Council President Jennings declared Council Bill 1637 duly passed. COUNCIL BILL 1638 - RESOLUTION APPROVING THE EARLY REDEMPTION OF 1977 GENERAL OBLIGATION SEWER BONDS. Council Bill 1638 was introduced by Councilor Hagenauer. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, Council Bill 1638 passed unanimously. Council President Jennings declared the bill duly passed. LETTER OF UNDERSTANDING FROM HARRIS , EIDE. CPA. Administrator Childs stated that there is some preliminary accounting work that needs to be initiated prior to the NORCOM effective date of July 1, 1995. Therefore, a letter of understanding from the accounting firm is appropriate since NORCOM is not able to enter into contracts until after the July 1st implementation date. Staff recommended the approval of the letter of understanding with Harris & Eide, CPA, who currently provides auditing services for the City and other accounting services for several agencies within NORCOM. FIGLEy/PUGH.... approve the attached letter of understanding with Harris & Eide, CPA. The motion passed unanimously. ACCEPTANCE OF BID --- RE-ROOFING OF CITY HALL. Prior to the installation of the new HVAC system, roof repairs are necessary for the built up portion of the City Hall roof. Proposals were returned from the following contractors: Tom Blaylock, Inc., $5,373.00; and McGilchrist Roofing co., Inc., $9,425.00. staff recommended the acceptance of the proposal from Tom Blaylock, Inc.. FIGLEy/PUGH.... accept the proposal from Tom Blaylock, Inc., in the amount of $5,373.00 for repairs to the City Hall roof. The motion passed unanimously. ACCEPTANCE OF EASEMENT - GEM EOUIPMENT OF OREGON. Staff recommended the change of a current 15-foot wide water line exclusive easement to a 15-foot non-exclusive easement on property owned by GEM Equipment of Oregon. FIGLEy/SIFUENTEZ.... accept the non-exclusive easement from GEM Equipment Co. as recommended by staff. The motion passed unanimously. Page 8 - Council Meeting Minutes, May 22, 1995 r --. <"M."."'.._~.~_,.,.___.,___.__~___.._____.._._~..,.,.._ - - TAPE READING 0460 0474 0526 COUNCIL MEETING MINUTES May 22, 1995 ACCEPTANCE OF DONATION - VIDEO CAMERA FROM M.A.D.D. The Police Department has been selected as a recipient of a video camera, remote microphone, monitor and mount (valued at approximately $1,600) to be used in enforcing DUll laws. FIGLEY/SIFUENTEZ.... accept the donation of the mobile video camera from the Marion County Mothers Against Drunk Driving (MADD) for DUll enforcement. The motion passed unanimously. ADDITIONAL PARKING ADJACENT TO THE PUBLIC LIBRARY. The Council briefly discussed the options presented at the previous Council meeting. staff recommended the Option 1 parking configuration which is the least expensive at this time but is compatible to a future design that would include a mall-type effect. HAGENAUER/FIGLEY... use Option 1 as the parking configuration on the south side of the Library. The motion passed unanimously. STAFF REPORTS. A) Administrator Childs read a letter from Dan Berrey requesting 1) additional time to make structural repairs to the Salud building (up to 24 months) if he makes the investment and 2) waiver of all fees/charges relating to remodeling permits. Administrator Childs stated that this issue would be discussed by the Council at their June 12th meeting. The Councilors expressed concern over continued delay of the structural repairs and the request for waiver of permit fees. B) Transportation Task Force information -- The Council received Technical Memorandum #4 summarizing future transportation system alternatives and needs. C) Young street Railroad Crossing Improvement -- Southern Pacific Railroad will begin installation of the rubberized crossing on or before May 31, 1995. D) Aquatic Center Update -- Park Director Holly stated that construction is progressing with the opening date targeted for September 1, 1995. The building is far enough along to where you can visualize the facility and he felt that the pUblic will be pleased with the end product. He invited the Councilors to schedule a time in which he could give them a tour of the facility. E) Meeting with Marion County officials regarding County facility needs and related issues --- Administrator Childs stated that a meeting with County officials has been scheduled for Wednesday, June 7th, 1:30 p.m., at City Hall. The purpose Page 9 - Council Meeting Minutes, May 22, 1995 r ----- .._'~-_..._.......~._.,.,_._._._._~~.,~._.~~.~.~~ 'IT I TAPE READING 0968 0995 1043 1054 1060 COUNCIL MEETING MINUTES May 22, 1995 of the meeting is to discuss with elected city officials future building needs of the County. CITY ADMINISTRATOR'S REPORT. Administrator Childs commended Park Director Holly on his overseeing the Aquatic Center construction in addition to his routine work that needs to be accomplished. He also commended Public Works Director Tiwari on his outstanding jOb in the bringing to closure the Country Club road realignment and the Evergreen Road extension. Councilor Figley thanked the Public Works Department for the good condition of our roads since her recent visit to Jamaica showed her how poor some roads are in other countries and how upset people can get over poor road conditions. Councilor Sifuentez stated that she has heard from numerous children who are very enthusiastic and proud of the new pool facility. EXECUTIVE SESSION. FIGLEY/SIFUENTEZ.... adjourn to executive session under the authority of ORS 192.660(1) (h) to consult with legal counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed. The motion passed unanimously. The Council adjourned to executive session at 9:06 p.m. and reconvened at 9:22 p.m.. council President Jennings stated that the Council would not be taking any action following the executive session. ADJOURNMENT. FIGLEY/SIFUENTEZ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 9:24 p.m.. APPROVEO'- / I~rli, ~~-l NANCY A. SEY, MAYOR ATTEST L21~ ~~ Mary Te~ant, Recorder City of Woodburn, Oregon Page 10 - Council Meeting Minutes, May 22, 1995 T -".._~-~._-'------_._---,_.,--,-._._"'~-~"_."._,,_.., . -