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Agenda - 05/08/1995 CITY OF WOODBURN 270 MONTGOMERY STREET °~°° WOODBURN, OREGON AGENDA WOODBURN CITY COUNCIL MAY 8. 1995 - 7:00 P.M. ag 10. Council minutes of April 24, 1995 regular and executive session. Library Board minutes of April 19, 1995. Planning Commission minutes of April 28, 1995. A. APPOINTMENTS: B. ANNOUNCEMENTS: May 11, 1995 at Noon, Transportation Task Force meeting at City Hall. May 22, 1995, 7:00 p.m.- City Council Public Hearing: City Budget for FY 1995-96. May 22, 1995, 7:00 p.m.- City Council Public Hearing: Heritage Park Annexation. C. PROCLAMATIONS - PUBLIC WORKS WEEK - MAY 22 - 26, 1995. 4C A. Chamber of Commerce B. Other Committees (This allows public to introduce items for Council consideration not already scheduled on the agenda.) A. Woodburn Fertilizer Zone Change and Comprehensive Plan Amendment. ~A B. Wastewater Facilities Plan. ~B A. Hermanson Street speed limit signage request. A. Council Bill No. 1626 Resolution entering into a Memorandum of Agreement between the City and Woodburn Police Association for Spanish and Russian language incentive pay. Page I - Council Agenda, May 8, 1995 9A IOA Council Bill No. 1627 - Resolution entering into a Memorandum of Agreement between the City and Woodburn Police Association relevant to the creation of NORCOM. 10B Council Bill No. 1628 - Resolution authorizing a modified Intergovernmental Agreement for communications services and establishing NORCOM. 10C Council Bill No. 1 629 - Resolution certifying the eligibility of the City to receive state-shared revenues during FY 1995-96. 10D Council Bill No. 1630 - Resolution entering into intergovernmental agreement with ODOT for seatbelt and Motorcycle Helmet Enforcement grants. 10E Council Bill No. 1631 - Resolution directing placement of stop sign on Warren Way at intersection of Brown Street. 10F Council Bill No. 1632 - Resolution entering into agreement with the City of Salem for use Senior Center by RSVP. 10G Council Bill No. 1633 - Resolution authorizing an agreement with CH2M-Hill for installation of Poplar trees. 1OH Council Bill No. 163zt - Resolution authorizing an agreement with CH2M-Hill for installation of irrigation system. 1 OH I. Contract Award: City Hall HVAC system. 101 A. Bills for the month of April 1995. 1 lA 15. A. Community Development Block Grant award. 15A B. Additional parking adjacent to Library. 15B C. Background information - Salud building purchaser 15C D. Sunday Library hours. 15D E. Drop-off site for election ballots. 15E F. Building activity report for April 1995. 15F G. Community use of radar equipment: verbal report by Chief Wright. 18. ~ To consult with counsel concerning the legal rights and duties duties of a public body with regard to current litigation or litigation likely to be filed. ORS 192.660(1)(h) 18. Page 2 - Council Agenda, May 8, 1995 TAPE READING 0001 0006 0020 COUNCIL MEETING MINUTES April 24, 1995 3A DATE, COUNCIL CIL%MBERS, CITY NALL, CITY OF NOODBURN, COUNTY OF MARION, STATE OF OREGON, ~PRIL 24, 1995. CONVENED, The Council met in regular session at 7:00 p.m. with Mayor Kirksey presiding. ROLL CALL. Mayor Kirksey Present Councilor Chadwick Present Councilor Figley Present Councilor Hagenauer Present Councilor Jennings Present Councilor Pugh Present Councilor sifuentez Present Staff Present: City Administrator Childs, city Attorney Shields, Public Works Director Tiwari, Police Chief Wright, Community Development Director Goeckritz, Park Director Holly, Library Director Sprauer, Public Works Manager Rohman, 9-1-1 Manager Wolf, City Recorder Tennant JENNINGS/FIGLEY .... approve the regular and executive Council minutes of April 10, 1995 and the workshop minutes of March 20, 1995; accept the Planning Commission minutes of March 23, 1995 and the Recreation and Park Board minutes of April 10, 1995. The motion passed unanimously. 0035 0051 JENNINGS/PUGH... move tabled business (item 9A) to just prior Committee Reports (item 5). The motion passed unanimously. APPOINTMENTS. Mayor Kirksey stated that there are vacancies on the Planning Commission and Cable TV Advisory Committee and she is in need of names of interested citizens for these positions. Additionally, she would llke to appoint citizens to the Human Rights Commission and the Councilors need to submit names of citizens within their Ward willing to serve on this commission. ANNOUNCEMENTS. On May 8, 1995, a public hearing will be held before the City Council on the Wastewater Facilities Plan. Also on May 8th, a public hearing will be held on the Woodburn Fertilizer Zone Change and Comprehensive Plan Amendment. Page i - Council Meeting Minutes, April 24, 1995 3A COUNCIL MEETING MINUTES April 24, 1995 TAPE READING On May 22, 1995, the City Council will hold a public hearing on the City's 1995-96 budget which includes funds under the State Revenue Sharing program. 0100 PROCLAMATION - PEACE OFFICER MEMORIAL WEEK. Mayor Kirksey read the proclamation declaring the week of May 14th through 21st, 1995 as Peace officer Memorial Week in gratitude for their dedicated public service. 0132 TABLED BUSINESS - RENEWAL OF CITy MEMBERSHIP IN THE cOUNCIL OF GOVERNMENTS. JENNINGS/FIGLEY .... remove this item from the table. The motion passed unanimously. Mary Pearmine, Marion County Commissioner, encouraged the Council to renew their membership into the Council of Governments and to become another jurisdiction within an organization that provides technical services to jurisdictions within Marion, Polk & Yamhill counties. Meetings are held monthly and jurisdictions are equal voting partners on issues of regional significance. If COG speaks as one, there are a variety of issues that provide a stronger voice if you are talking on a state or federal level. COG also provides technical support on issues of regional concern that none of the jurisdictions have staff members available to specifically study such as the water issues surrounding the Pudding River Basin. Councilor Figley stated that she was interested in knowing what COG can do for the City as part of the membership fee since so many COG programs require additional participation fees. Alan Hershey, COG Executive Director, stated that there are currently 42 member governments in Marion, Polk & Yamhi11 counties. These governmental units pay approximately $113,000 in annual dues while their annual budget is approximately $5 million. The majority of revenues is from special projects the jurisdictions elect to have carried out. He stated that COG was organized in the 1957 to promote economy and efficiency in local governments and to maintain our livability. COG has been used (1) on highly technical special projects, (2) to develop model or experimental programs amongst the members to test various theories or concepts, and (3) bring members together in group efforts towards a common goal. Councilor Jennings stated that the decision to withdraw beginning fiscal year 1994-95 was made as a result of financial decision.by the Council to utilize the membership fee towards other city programs. Mayor Kirksey stated that as federal revenues slowly disappear, local governments need a united front to keep up with mandated programs. Additionally, COG is able to help our Page 2 - Council Meeting Minutes, April 24, 1995 3A COUNCIL MEETING MINUTES April 24, 1995 TAPE READING City when our staff level is not growing to meet these demands. During a brief discussion on lobbying efforts, Mr. Hershey stated that, in most cases, lobbying is done by individual members and he only gets involved with lobbying when the Board determines that he should represent all of the member agencies on a specific issue. Following some additional Council discussion on the issue, JENNINGS/FIGLEY... City re-join the Council of Governments effective July 1, 1995. On roll call vote, the motion passed 5-1 with Councilor Pugh voting nay. 0686 C~_~BER OF COMMERCE REPORT. Dave Valencia, Chamber representative, stated that the Casino night went well but there are no official dollar amounts reported as of this date. 07~6 LETTER FROM WRRM~NSON ~DDITION NEIGHBORHOOD WATCH ~SSOCI~TION. Mayor Kirksey re~d a letter received t~day from Lucien Klien, member of the Neighborhood Watch Association, requesting the posting of additional 25 MPH signs on Marshall Street and Children At Play signs to alert motorists on the need to be careful when driving in their area. JENNINGS/FIGLEY... request for additional signage be approved. Councilor Sifuentez questioned if the staff was aware of the request, and if so, if they had any comments on the request. Administrator Childs stated that this is the first time that staff was made aware of the letter and he requested that staff be allowed to look into the situation and make a recommendation to the Council. Mayor Kirksey stated that she had just received the letter today and had not had an opportunity to share the contents of the letter with staff. JENNINGS/FIGLEY... table until the next regular meeting. The motion passed unanimously. O83O PUBLIC HEARING - NORTHWEST N~TUR~L G~S UTILITY USE FEE. Mayor Kirksey declared the public hearing open at 7:31 p.m.. Administrator Childs stated that the Utility Impact fee would be assessed on Northwest Natural Gas Company's gross revenues from within the city limits. The Utility Impact Fee, technically known at a privilege tax, is allowed under ORS 221.450, supporting ORS administrative rules, and City Franchise Ordinance 2133 Section 12(2). The City already has in place a Utility Impact Fee on Portland General Electric revenues and the fees generated from this tax are dedicated for Street Capital improvements. Administrator Childs submitted into the record a copy of the letter sent by certified mail to Northwest Natural Gas advising them of the pending imposition of the utility use fee (Exhibit 1). The Page 3 - Council Meeting Minutes, April 24, 1995 TAPE .READING 1352 1384 COUNCIL MEETING MINUTES April 24, 1995 3A proposed fee is 2% which, in conjunction with the current 3% franchise fee, would bring the total collection to 5% which is the maximum allowed under state law. Administrator Childs stated that he had received a letter in support of the proposal from Terry Will who stated that imposing the utility use fee would help with some of the financial problems associated with transportation capital improvments and would treat electric and gas customers alike. Gary Hammack, 695 S. Settlemier, spoke in opposition to the proposed fee stating that the City receives more than enough fees from the utility companies. If there is a concern regarding discrimination between electric and gas customers, the City should repeal the Portland General Electric utility impact fee. Administrator stated that imposing the fee is only a small effort to achieve the traffic related financial obligations that will be facing the city over the next 20 years. Mayor Kirksey declared the hearing closed at 7:43 p.m.. Councilor Pugh stated that the City is faced with an extremely serious problem as it relates to traffic and we cannot expect the State to pay for improvements in full. It was the general consensus of the Council that the fee should be imposed and funds dedicated to Street Capital improvements. JENNINGS/HAGENAUER .... direct the staff to prepare an ordinance in final form for presentation at a subsequesnt meeting which contains an effective date on or after June 18, 1995. The motion passed unanimously. COUNCIL BILL 1621 - RESOLUTION ENTERING INTO WORK BITE AGREEMENT WITH MID-WILLAMETTE JOBS COUNCIL. Council Bill 1621 was introduced by Councilor Hagenauer. Recorder Tennant read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1621 duly passed. COUNCIL BILL 1622 - RESOLUTION Cl%LLING FOR A PUBLIC HF2%RING ON THE ANN .XATION OF PROPERTY L0¢ATED BT OF B00N B FERRY RD AND 1409 NORTH OF COUNTRY CLUB ROAD (HERITAGE PARK). Councilor Hagenauer introduced Council Bill 1622. 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 1622 duly passed. The public hearing will be held on May 22, 1995. COUNCIL BILL 1623 - RESOLUTION ADOPTING AN ATTENDANCE POLICY FOR CITY BO]tRDBt COMMIBSIONBt AND COMMITTEES. Page 4 - Council Meeting Minutes, April 24, 1995 TAPE READING 1689 COUNCIL MEETING MINUTEB April 24, 1995 Council Bill 1623 was introduced by Councilor Hagenauer. Upon the request of the Council, the bill was read in full. Discussion was held regarding the purpose of the bill which will allow the Mayor and Council to eventually take some action to remove a board, commission, or committee member for non-attendance. Councilor Pugh expressed concern over the lack of an excused versus non-excused absence especially if someone is ill for a period of time but eventually able to return to their board, commission, or committee seat. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1623 duly passed. COUNCIL BILL 1624 - ORDINANCE MAKINg AN ~PPROPRIATION FOR A BEQUEST FRO~ THE ESTATE OF MAR~ RISENEG~ER. Council Bill 1624 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. Administrator Childs stated that the Council had been previously advised of the bequest and the proposed bill would allow the Parks Department to make several immediate improvements to the Community Center such as raising the lights in the auditorium, installing some new fixtures, new counter tops in the kitchen area, and some new hall carpeting in the upstairs area. On roll call vote for final passage, Council Bill 1624 passed unanimously. The Mayor declared the bill duly passed. COUNCIL BILL 1625 - RESOLUTION ACKNOWLEDGING ACCEPTANCE OF AN ART DONATION AND ENTERING. INTO AN AGREEMENT WITH DR. LARRY DAVIS. Councilor Hagenauer introduced Council Bill 1625. The bill was read by title only since there were no objections from the Council. Library Director Sprauer stated that the art prints were donated to the Library in March 1994 and the proposed resolution and agreement formalizes the donation both for Dr. Davis and the City. It was noted that Dr. Davis was recognized by the Library last year for his generous donation and there is a wall plaque displayed acknowledging his donation. On roll call vote for final passage, the bill passed unanimously. Mayor Kirksey declared Council Bill 1625 duly passed. 3A 197~ REJECTION OF BID FOR A UBED PICK-UP TRUCK. Page 5 - Council Meeting Minutes, April 24, 1995 TAPE READING 1992 2003 2026 2067 COUNCIL MEETING MINUTES April 24, 1995 3A Staff advised the Council that a bid for a used pick-up truck to be used by the building inspector was received from Hillyer's Ford in the amount of $14,500. Since the budget only provides for an approximate $8,000 expenditure, the staff recommended rejection of the bid. In addition, the staff advised the Council that they would be re-advertising for bids in the Salem and Portland area as well as locally in hope that increased exposure would result in obtaining a bid within the City's budgetary amount. JENNINGS/FIGLEY .... Council reject the bid received under Bid #95-16. The motion passed unanimously. O.L.C.C. LICENSE TB~NSFER - SENIOR ESTATES GOLF & COUNTRY CLUB. Police Chief Wright recommended the granting of an OLCC license transfer for the addition of a partner, Susan K. Reznicsek, who is taking over the operation and management of the Senior Estates Golf & Country Club. JENNINGS/FIGLEY... OLCC license transfer application submitted by the Senior Estates Golf & Country Club and Susan Reznicsek be approved. The motion passed unanimously. REQUESTED ~NDN~NT TO CINCO DE MAYO SOUND ~%MPLIFICATION PERMIT. At the March 20th Council meeting, approval was given for a sound amplification permit for the Cinco De Mayo Celebration for the following dates/times: Friday - May 5th, 12:00 pm to 10:00 pm Saturday - May 6th, 12:00 pm to 8:00 pm Sunday - May 7th, 12:00 pm to 7:00 pm Centro Cultural, sponsors of the event, have requested that Saturday's permit be extended to 10:00 p.m. and following review of the request, staff is recommending that the permit for Saturday, May 6th, be extended to 10:00 p.m.. JENNINGS/SIFUENTEZ .... Council amend its previous action by extending the sound amplification permit for Saturday, May 6, 1995, to 10:00 p.m.. The motion passed unanimously. Dan Quiones, member of Centro Cultural, invited the Council and public to attend the Cinco De Mayo Celebration. Bob , 770 Bryan St., expressed his appreciation to the Council and Police Department for their support over the last few years. ST~FF REPORTS. (A) Settlemier Avenue Resurfacing -- Work is progressing on this project and it is hoped that the work will be completed by the end of the week. Page 6 - Council Meeting Minutes, April 24, 1995 TAPE READING ~9o 2420 COUNCIL ~EETIN~ MINUTES April 24, 1995 3A (B) Country Club Road Realignment/Evergreen Road Extension - Director Tiwari stated that the pavement striping will begin tomorrow by the State Highway Department. Additionally, the State will also be installing the censor devices this week. Both projects should be capable of handling traffic by the end of this week. Director Tiwari also reported that the Astor Well was accepted from the contractors today. Earlier problems experienced by the contractor delayed acceptance of the well until this date. (C) Children's Services Improvement Grant -- Director Sprauer stated that our Library is a recipent of an "Outstanding Project Award" from the Oregon Library Association for the project which was outlined in the improvement grant. The City had received $1,621 towards the purchase of a Macintosh computer and multi-media programs for primary/secondary school age children. Grant funds are available each fiscal year and it is staff's intent to continue and expand this program. This project will be one of 10 projects featured at the upcoming Oregon Library Association's annual conference. CITY ~DMINISTRATOR'S REPORT. Administrator Childs stated that he and Mayor Kirksey had attended a legislative update session today sponsored by the League of Oregon Cities. Issues still pending before the legislator include various public employee collective bargaining issues, significant changes relating to building codes/inspections, potential loss of state-shared revenues, and a cap on assessed valuations. Councilor Sifuentez stated that she frequently gets calls similar to Mr. Klien's concern and she raised the issue of protocol in allowing staff to investigate the issue then they make a recommendation to the Council. Administrator Childs stated that it is helpful for staff to be informed of the request and/or concern so that they may make some initial findings before the Council makes a decision on the issue. Councilor Sifuentez encouraged the public to, whenever possible, contact the staff on these types of issues rather than directly contacting the Mayor or Councilors. Councilor Chadwick stated that it was a pleasure to be able to drive on the newly paved portion of Settlemier Avenue. Councilor Figley also expressed her delight in being able to drive on the newly paved portion of Settlemier Avenue. Page 7 - Council Meeting Minutes, April 24, 1995 TAPE READING 2688 3035 COUNCIL MEETING MINUTES April 24, 1995 3A Additionally, she stated that United Disposal Service deserves a thank-you from the citizens of Woodburn for their annual donation of thousands of dollars in providing dumpsters one week-end each year for backyard clean-up. Councilor Jennings requested that the staff review with him the reason behind so many of the ordinances having emergency clauses. He also complimented the Administrator and Department Heads on the Employee Recognition Dinner. He also stated that he was impressed with the average length of tenure for City employees. In regards to the next Transportation Task Force meeting, a specific meeting date has not been scheduled, however, they are looking at the second week in May. Mayor Kirksey stated that she had found the LOC meeting very interesting and came away feeling very strongly in support of the proposed Transportation Finance package. Without this funding package and reductions in federal transportation funds, the City will not be able to accomplish the capital improvements currently being discussed by the Transportation Task Force. Councilor Jennings expressed his concern that there is no guarantee that more construction dollars will be spent on projects within Marion County and he would be more inclined to support the bill if Marion County would receive its fair share of money collected for capital projects. Mayor Kirksey also expressed her opposition to HB 3387 which would prohibit public employees and public employers from communicating information relating to any candidate, measure, or political committee during the 60-day period prior to an election or mailing of ballots. She stated that the Mayor, Council, or any other citizen who serves on Board, Commission, or Committee could speak out publicly on any election issue 60 days prior to the election or mailing of ballots. Administrator Childs stated that there were 79 employees recognized at the dinner for 5 or more years of service (five year increments) to the City. One individual has been an employee for more than 35 years and, of those individuals recognized, they collectively represent 1,005 years of service to the City. EXECUTIVE SESSION. JENNINGS/FIGLEY... adjourn to executive session to consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation Page 8 - Council Meeting Minutes, April 24, 1995 TAPE READING 3043 Tape 2 0029 COUNCIL MEETIN~ HINUTES April 24, 1995 3A likely to be filed under the authority of ORS 192.660(1)(h). The motion passed unanimously. Councilor Sifuentez left the meeting at this time since she had previously stated that she had a perceived ethical if not legal conflict of interest on the Salud issue. The Council adjourned to executive session at 8:30 p.m. and reconvened at 9:15 p.m.. Following the executive session, FIGLEY/HAGENAUER... due to information received about a possible pending sale of the Salud building at 347 N. Front St., any decision made on filing a complaint be deferred until May 25, 1995. Discussion was held as to why she had selected May 25th and she replied that it was the contingency date on the earnest money agreement. After some further discussion on the date that it should be brought back to the Council, Councilor Figley changed the date to June 13, 1995 and Councilor Hagenauer agreed to the date change. On roll call vote, the motion passed 3-2 with Councilors Pugh and Jennings voting nay. Councilor Sifuentez was not present for this portion of the meeting. Mayor Kirksey stated her support for the aye votes on this issue. ADJOURNMENT. JENNINGS/FIGLEY... meeting be adjourned. unanimously. The meeting concluded at 9:20 p.m.. The motion passed APPROVED NANCY A. KIRKSEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 9 - Council Meeting Minutes, April 24, 1995 3A Executive Session COUNCIL MEETING MINUTES April 24, 1995 DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, APRIL 24, 199,5. CONVENED. The Council met in executive session at 8:34 p.m. with Mayor Kirksey presiding. ROLL CALL. Mayor Kirksey Present Councilor Chadwick Present Councilor Figley Present Councilor Hagenauer Present Councilor Jennings Present Councilor Pugh Present Councilor Sifuentez Absent Staff Present: City Administrator Childs, City Attorney Shields, City Recorder Tennant, Community Development Director Goeckritz Press: Shelby Case, VVoodburn Independent The executive session was held under the authority of ORS 192.660(1)(h) to consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed. Mayor Kirksey reminded the Councilors, staff, and press that information discussed in executive session is not to be discussed with the public. Discussion was held regarding the status of the dangerous building located at 347 N. Front Street (Salud Medical Building). ADJOURNMENT. The executive session adjourned at 9:12 p.m.. APPROVED NANCY A. KIRKSEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 - Executive Session, Council Meeting Minutes, April 24, 1995 3B MINUTES MONTHLY MEETING OF WOODBURN PUBLIC LIBRARY BOARD DATE: ROLL CALl..,: April 19, 1995 Willy Baldwin Nancy Bowman Dorothy Jaeger - Present - Present - Present Gloria Predeek Jean Weatherill Excused Present STAFF PRESENT: Linda Sprauer, Director Judy Coreson, Recording Secretary GUESTS: None CALL TO ORDER: Vice-President Willy Baldwin called the meeting to order at 12 Noon. SECRETARY'S REPORT: The monthly Board minutes of March 29, 1995 were approved as submitted. DIRECTOR'S REPORT: OLD BUSINESS: Monthly Statistics: The monthly statistics were self-explanatory. Activities: A list of activities was distributed to the Board. The Genealogy Workshop on April 8 was well attended. Last night "Comforts of Detective Fiction" by Lynn Darroch was the last Chautauqua program in the series. Staff Update: Maureen Smith will be returning to work tomorrow after her second foot surgery. Donna Melendez was scheduled for surgery tomorrow, but it has been delayed two weeks. Heating System Project: The HVAC fans need to be manufactured, as they are not kept in stock. Because of this, the HVAC fans replacement project has been separated from the City Hall project and is expected to go out for bid next week. The fans should be replaced during the month of October after the hot summer weather. 3B Parking Lot Project: According to Chris Childs, Montgomery Street will not be closed between First and Second Streets for a mall area between the Library and City Hall because of its heavy usage. $27,000 has been budgeted in the next fiscal year to fund this project. The parking lot should be completed by Fall, 1995. Sunday Hours Update: Linda distributed statistics for open Sunday hours comparing this year's to last year's. April 30 will be the last open Sunday until next November. Budget Update: The Budget Committee has forwarded the proposed budget to the City Council for approval. There were no reductions made in the Library's budget. Of the $40,000 added to the Library's budget, $15,000 will be added to the Contingency Fund and $11,000 to Personnel Services. Three part-time temporary employee positions will be increased to part-time permanent. A comment was made from someone on the Budget Committee stating they thought the extra funds would allow more open hours; however, this was not specified in the proposal. Using the $11,000, Linda is considering the possibility of expanding Sunday hours from September to May. NEW BUSINESS: City Board Attendance: Linda read a memo from Chris Childs, City Administrator, concerning City Board attendance rules. A Board member is expected to attend at least 50% of the meetings in a quarter. The Mayor will ask a Board member to resign if he/she can't attend 50% of the meetings in the next quarter. If the member refuses to resign, the City Council can vote to declare the position vacated. Chris requested the Departments to include these rules in their Board By-laws. The Library Board will vote to include these rules in the Library Board By-laws at their next monthly meeting. BUSINESS TO/FROM THE CITY COUN.C.IL AND/OR MAYOR: None ADJOURNMENT: The meeting was adjourned at 12:55 PM. Respectfully Submitted, Recording Secretary Library Board Minutes - 4/19/95 2 3C MINUTES WOODBURN PLANNING COMMISSION APRIL 27, 1995 1! ROLL CALL: Chairperson Mrs. Warzynski Present Vice Chairperson Mrs. Bjelland Present Commissioner Mrs. Schultz Present Commissioner Mrs. Henkes Present Commissioner Mrs. Davis Absent Commissioner Mr. Finch Absent Commissioner Mr. Atkinson Present Commissioner Mr. Salyers Absent Staff Present: Steve Goeckritz, Community Development Director Teresa Engeldinger, City Planner Randall Rohman, Public Works Program Manager 2) 3) 4) 5! 6) MINUTES: The Planning Commission minutes of April 13, 1995 were accepted as printed. BUSINESS FROM THE AUDIENCE: None COMMUNICATIONS: None PUBLIC HEARINGS: None DISCUSSION: A. Heritage Subdivision - Staff had suggested to the developer to move the detention pond so that the park would be more accessible within the subdivision. The best that the PCNl~pcm4-27.95 SG:bw 3C developer could do was to move it over one street. A memo from Nevin Holly, Director of the Parks Department, priced out what was believed to be accurate figures on the cost of the tot lot (park), excluding the cost of the land. Approximately $20,000 would be deferred from the Park Fees for the tot lot. Commissioner Schultz asked about the detention pond, how big it was and if it this would cause the tot lot to be under water and not usable. Staff answered that it would be a minimum of 12,000 sq. ft. maybe even 15,000 sq. ft. Staff explained that the detention pond is designed to normally only hold water during a heavy rain storm for a few hours. Commissioner Henkes asked if there was no problem in giving them a parks and recreation break instead having it be a private park. Staff stated that he could not speak for the Parks Board, but he was guessing that by doing this it defers some of the loading that might be realized in the rest of the park system that is owned by the public. There was some discussion among the members regarding the tot lot. Staff stated that there were two memos, one a discussion paper from staff regarding the traffic, and a memo in regards to some of the concerns raised by the representatives from Senior Estates in regards to how they would like to see traffic controlled. He introduced Randy Rohman, Public Works Progra.m Manager, Public Works Department. Randy Rohman stated that proposed stop signs, from a traffic engineering point of view, loose their effectiveness as stop signs by being overused. Traffic engineering warrants (criteria) are use for when a stop sign is needed. Looking at the stop signs discussed in this study, they do not meet the criteria for placement at this time. The proposed sign for local traffic only or no throu_~h traffic is listed in the Manual for Uniform Traffic Control Devices as signs for use during construction. He had further discussion regarding Boones Ferry Road improvements, and the classification of Astor Way. Teresa Engeldinger, City Planner, stated that the access roads from Heritage Subdivision and Henry Farm Subdivision was looked at by city staff and it was decided they need to be aligned. She stated that it was discussed that maybe Senior Estates could create some type of special entry points, such as the entry to Heritage and Tukwila Subdivisions, so that people know they are driving in Senior Estates. It would not have to be as extravagant as Heritage or Tukwila entrances. PCIV~cm4-27.95 SG:bw 2 3C There was some discussion on signage that could be used, i.e. "dead end street", in some areas entering into Senior Estates. Randy Rohman stated that a barricade would be required at the Heritage Subdivision, Vanderbeck Road connection until Vanderbeck is improved. Commissioner Bjelland made the motion to approve the Subdivision 94-05 and Annexation 94-03 and Zone Change 94-05 with all the conditions in the staff report and all the conditions for the park and the traffic signage (dead end street sign at Country Club Road). Commissioner Schultz seconded the motion. A roll call vote was taken. Chairperson Warzynski Commissioner Bjelland Commissioner Henkes Commissioner Schultz Commissioner Atkinson Yes Yes Yes Yes Yes The motion passed unanimously. B. Devcc Engineering- Partition Staff stated that administration approval had been given for the partition of land for reconfiguration to create three parcels. It is located between Hwy 214, Evergreen Road and Stacy Allison Road behind the rear parking lot of McDonalds. C. Transportation Plan - Technical Memorandum//4 Randy Rohman, Public Works Program Manager, gave an overview of the memorandum. He discussed the three alternatives the consultant came up with regarding the roadway. He explained the evaluation tools that the consultant used for these alternatives. He went over the changes that had been made in the memorandum ince the Commission received their COl)V. He exl lained how the QRSII model is used to predict the traffic volume that would be generated on the streets over the next 20 years. He discussed the future need of intercity bus system, park and rides, and pedestrian, bikeway and golfcart pathways. Commissioner Bjelland stated that it would seem to be easier to encourage transit system usage instead of golf cart usage. PCM~crn4-27.95 SG:bw 3 3C Staff stated that there are a significant number of people who want golf carts as an alternative. He stated that he believed that some routes could be made available to certain areas. BUSINESS FROM THE COMMISSION: Commissioner Bjelland asked about the attendance ordinance for all committee members. Staff stated that the Commission would be provided a copy of that ordinance. Commissioner Atkinson asked for a copy of the resignation received from Gary Kosikowski. ADJOURNMENT: There being.no further business the Planning Commission meeting adjourned. PClVl~pcm4-27.95 SG :bw 4 CITY OF 270 Montgomery Street · WOODBURN Woodburn, Oregon 97071 · 982-5222 PROCLAMATION 4C FOR Public Works Week in Woodburn WHEREAS, public works services provided in our community are an integral and necessary part of our citizens' everyday lives; and WHEREAS, the health, safety, comfort and economic vitality of this community greatly depend on the facilities and services such as water, wastewater and other waste collection and disposal, streets, transportation, etc.; and WHEREAS, the quality and effectiveness of these facilities, as well as their planning, design, and construction are vitally dependent upon the efforts and skills of the public works officials; and WHEREAS, the efficiency of the qualified and dedicated personnel who staff public works departments are materially influenced by the people's attitude and understanding of the importance of the work they perform; NOW THEREFORE BE IT RESOLVED, that I, Nancy Kirksey, Mayor of the City of Woodburn, Oregon, do hereby proclaim May 22-26, 1995 as "PUBLIC WORKS WEEK" in Woodburn, Oregon, and call upon all citizens and civil organizations to acquaint themselves with the problems involved in providing our public works and to recognize the contributions that public works officials make every day to our health, safety and comfort. Nancy Kirksey,' Mayor WOODBURN PUBLIC WORKS DEPARTMENT 4C PUBLIC WORKS WEEK ACTIVITIES MAY 22 - 26, 1995 "Working in the Public Interest" MONDAY, MAY 22 -- KICK OFF 9:00 a.m. - Mayor Kirksey kicks off the week's festivities with a ribbon cutting ceremony to celebrate the 17th anniversary of the Woodburn Transportation Services. Regularly scheduled bus service will be flee to customers all weelc TUESDAY. MAY 23 1(ZOO a.m. - Public Works Fadlities Informational Walk Through for City employees and recognition of support services contribution. (NOTE: At 10:15 a.m. and again at 10:65 a.m., Dean Morrison will explain the positive aspects of the new environmentally sound sewage pumping system in the basement of City Hall. City employees are encouraged to attend and ask questions.) (9 a.m. - 5 p.m. -- Free Bus Service on the regular schedule.) WEDNESDAY. MaY 26 2:00 p.m. - RIBBON CUTTING CEREMONY - Mayor Kirksey will offidally acknowledge the completion of Country Club Road realignment with Oregon way. Also, in recognition of dedicated Public Works 'employees, who 'make life better for everyone", the Mayor will offidally activate Woodburn's first mid-block lighted Pedestrian Crossing on Country Club Road north of Hwy. 216. (9 a.m. - 5 p.m. -- Free Bus Service on the regular schedule.) THURSDAY. MAY 25 10:O0 a.m. - 1:00 p.m. -- DEMONSTRATION -- Water, Wastewater, Street and Engineering Educational Demonstration at City Hall. 3:00 p.m. -- PUBLIC WORKS EMPLOYEE OF THE YEAR AND EMPLOYEE APPRECIATION CEREMONY - Council Chambers, City Hall. (9 a.m. - 5 p.m. -- Free Bus Service on the regular schedule.) FRIDAY, MAY 26 (9 a.m. - 5 p.m. -- Free Bus Service on the regular schedule.) 8A MEMO TO: FROM: SUBJECT: Mayor and City Council through City Administrator Woodburn Planning Commission Woodburn Fertilizer, Comprehensive Plan Map Amendment 95-02, Zone Map Amendment 95-02 DATE: May 3, 1995 At their hearing of March 23, 1995 the Planning Commission Approved the applicant's request for a Comprehensive Plan and Zone Map Amendment· In addition, the Commission approved, with conditions, the applicant's site plan and variance request. The full text of that application is attached. The City Council is only required to review and act on the Comprehensive Plan and Zone Map request. However upon review of the staff report the Council, if approving the request, can modify, delete or add conditions. The Council may take one of the following actions: Approve the applicant's request as recommended by the Planning Commission and instruct staff to provide findings to substantiate that action. Approve but modify conditions of approval and instruct staff to provide findings to substantiate that action. Deny the applicant's request and instruct staff to prepare findings to substantiate that action. 8B TO: FROM: SUBJ.: DATE: MEMO Mayor and City Council Chris Childs, City Administrator ~ Public Hearinq - Wastewater Facilities Plan May 4, 1995 The purpose of this public hearing is to receive public input concerning the Facilities Plan. Department of Environmental Quality requires a formal public hearing of this nature as part of the facilities planning process. Woodburn's facility planning process has consistently been an open process with numerous other opportunities for public input. All information presented by staff during the hearing has previously been made available for public comment. Since the primary purpose of the hearing to to receive public input, no action is necessary on the part of the Council at the conclusion of the public hearing. Suggested hearing format: Open Hearing Staff Report/Background Information Receive Public Input (pro or con) Staff Response/Clarifications (if necessary) Close Hearing 9A CITY OF WOODBURN POLICE DEPARTMENT 270 Montgomery Street Woodburn, Oregon 97071 Paul E. Null fr~, ~.~/;~) Patrol Operations' Lieutena 982-2345 Ext.352 Date: Re: May 3, 1995 Mayor & City Council Ken Wright, Chief of Police Hermanson Addition Neighborhood Watch - Traffic Control Signs 1995 I met with residence of Hermanson Addition, at a Neighborhood Watch Meeting. On April 15, Persons at the meeting identified problems that were effecting the livability of their neighborhood. One of the issues was speeding vehicles, north and south bound on Marshall Street. The citizen group came up with three possible solutions to correct the problem. 1.) Identify the speeders and report them to the police. 2.) Radar enforcement by the police department. 3.) Posting of "Children at Play" and "25 MPH" speed signs at the south end of Marshall Street. A member of the Woodburn Police Department will be meeting with the Hermanson Neighborhood Watch Group on May 13, 1995. The following actions will be completed by, and recommended to the Hermanson Neighborhood Watch by the police department: Citizen Radar Patrol - 2. Reader Board - Traffic Enforcement - Assist police in gathering information on speeding vehicles. Make personal contact by police or send Letter of Reported Traffic Violation to registered owner of vehicle. Place reader board on Marshall Street to alert drivers of their speed and heighten speed awareness. Based on surveys of citizen radar patrol, make patrol assignments to enforce traffic laws. 9A MEMO TO: FROM: SUBJECT: DATE: City Council through the City Administrator Public Works Program Manager ~~- Marshall Street Signs May 4, 1995 RECOMMENDATION: Conditions and sign application studies do not warrant additional signage along Marshall Street. (Note: Relocation of existing speed sign, although unnecessary, could be accomplished. This will cost the city approximately $50.00.) BACKGROUND: Marshall Street is approximately 1,200 feet in length and is 30 feet wide. Parking is permitted along both sides of the street. The Hermanson Addition Neighborhood Watch Association in an April 20 letter, which is attached, requested additional signs along Marshall Street. Staff evaluated the request and utilized the following rationale for arriving at the recommendation. Speed signs have little impact on speed. The majority of drivers, most studies indicate 85 percent, consistently drive at speeds which they perceive as reasonable, comfortable, convenient and safe under existing conditions regardless of posted speeds. In three separate observations on Marshall Street, both during the day and evening hours, during the week of April 24 no obvious above-speed operation was noted but fewer than twenty vehicles were observed. On the street between Stark Street and Wilson Street, vehicles were parked consistently on both sides of the street. This reduced available street width to the point that two cars could not pass at some locations. This reduced street width will tend to keep speeds down since the typical driver would not be as comfortable and perceive safety problems with the reduced roadway width. Speed signs are required where the limit changes from one speed to another. Speed signs are often placed in residential areas on streets that enter the area. This is why the existing speed sign is located on the north end of Marshall. Consistent enforcement is required to maintain all traffic movement at the posted speeds. Additional speed signage has been consistently proven in published studies to have had no significant effect on actual travel speed. Relocation of the existing speed sign, although unnecessary, is an acceptable option since this additional sign already exists. 9A Children at play signs are strongly discouraged. The street is not designed as a place to play and its use as such should not be encouraged. Pedestrian accident studies done on residential areas have shown the vast majority of child accidents are the result of a "dash out" situation where the child enters the roadway from behind a parked vehicle or obstruction. Such incidents occur regardless of vehicle speed. Children, especially at younger ages, are especially susceptible to being involved in a pedestrian accident. There are several factors including inability to evaluate the traffic situation, difficulty distributing their attention, difficulty in perceiving the direction of sound and speed of vehicles and others. Younger children should be educated not to leave the curb without an adult, and should never be told by adults that streets be considered as play areas. Children at play signs are not a substitute for close supervision of children, especially at younger ages. Such signs can give parents and children a false sense of security in that somehow the sign "protects" the children's activity. This sense of false security should never be encouraged by placement of children at play signs. In fact, these signs could have just the opposite effect of the intended purpose. The professional opinion of the Public Works Department is that additional signs will have no benefit in relieving the concerns expressed by the Hermanson Neighborhood Watch Association. It is recommended that the signage on Marshall Street remain as currently placed. RR:Ig Lucien S. Klein 500 Marshall Street Woodburn, Oregon 97071 April 20, 1995 1 1995 ~L~ 9A Honorable Mayor Nancy Kirksey and Members of the Common Council of The City of Woodbum The Hennanson Addition Neighborhood Watch Association requests that a 25 miles per hour speed limit sign and a sign warning drivers of children at play be placed on the east side of Marshall Street, north of its intersection with W'flson Street. Traffic enters Marshall street at an excessive rate of speed. Drivers are accellerating aRer entering Marshall Street instead of maintaining a speed of no more than 25 miles per hour. It would also be helpful ifa 25 miles per hour speed limit sign could be placed on the west side of Marshall Street at approximately Stark Street. A 25 miles per hour sign is already in place on Marshall Street south of Cleveland Street. But it is frequently ignored by drivers by the time they have crossed the intersection with Stark Street and as they approach v~rdson Street. I understand that it is not a usual practice to place two speed limit signs on the same side of a street as close together as I am suggesting for the west side of Marshall Street. If such placement is not possible, perhaps the existing sign could be placed further from Cleveland Steer and closer to Stark Street, but still visible to a south bound driver shortly after exiting Cleveland Street. Thank you for your attention to the requests of the Hermanson Addition Neighborhood Watch Association. Very truly yours, Hermanson Addition Neighborhood Watch Association IOA City of Woodburn Police Department MEMORANDUM 270 Montgom/~'~ Ken Wrigl t [ ], ) } Chief of Date: April 26, 1995 Woodburn, Oregon 97071 (503) 982-2345 To: C. Childs, City Administrator Subject: Police Officer Foreign Language Incentive The city and the police department have long recognized the need for employees to be bilingual in those lang. uages of the community. Through these abilities the department and employees are better able to serve the community. The Woodburn Police Department is one of many cities that provide foreign language incentive. To my knowledge Woodburn Police Department provides more bilingual employees per capita than any other agency. Currently the city provides Spanish language incentive for those officers who have established competency of written and verbal skills. The incentive compensates those individuals who are called upon to assist other officers and the community with communications in Spanish. When the language incentive program was initiated we did not have personnel who spoke other languages. Through our recruiting efforts we have been able to employ two officers who are proficient in the Russian language .and use their skills throughout the day. In recognition of this and through agreement with the Woodburn Police Association I would request that the city extend the foreign language incentive to those individuals who establish proficiency with the Russian language. Competency is established by both written and verbal skills exams. The exams are administered through my office with members of the community interviewing and grading the applicant(s). Budget Impact: Approximate budget impact will be ,~ 1250 over a twelve month period for two employees. This amount has been budgeted for within the police budget. RECOMMENDATION: Approve memorandum of agreement between the City and Woodburn Police Association adding Russian language skills for incentive pay. B:\ctyadmat~uanlng.mem 10A COUNCIL BILL NO. 1626 RESOLUTION NO. A RESOLUTION ENTERING INTO A MEMORANDUM OF AGREEMENT BETWEEN THE CITY OF WOODBURN AND THE WOODBURN POLICE ASSOCIATION FOR SPANISH AND RUSSIAN LANGUAGE INCENTIVE PAY. WHEREAS, the City has entered into a collective bargaining agreement with the Woodburn Police Association, and WHEREAS, under the terms of said agreement, Woodburn Police Association members currently receive incentive pay for proficiency in the Spanish language, and WHEREAS, the City and the Woodburn Police Association have agreed to modify said agreement so that incentive pay is extended to employees demonstrating written and oral proficiency in the Spanish or Russian languages, NOW, THEREFORE THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the Mayor and City Administrator be authorized to execute the Memorandum of Agreement between the City of Woodburn and the Woodburn Police Association, a copy of which is attached hereto and, by this reference, incorporated herein. D~_at/,~/ Approved as to form: '~j~ ~:~ ~-- City Attorney 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 Nancy A. Kirksey, Mayor Page I - COUNCIL BILL NO. RESOLUTION NO. IOA DRAFT MEMORANDUM OF AGREEMENT. SPANISH INCENTIVE and RUSSIAN INCENTIVE Any employee demonstrating written and oral proficiency in the Spanish or Russian languages shall receive, in addition to his/her regular pay, a two percent (2%) premium. The City is to determine the level of proficiency required and the manner of testing that proficiency. The above provision is agreed to on a provisional basis and shall only be continued after the expiration of this Agreement at the mutual agreement of the parties. FOR THE CITY: FOR THE ASSOCIATION: Signature Signature Date Date Memorandum of Agreement - City of Woodburn - Spanish/Russian Incentive lOB COUNCIL BILL NO. 1627 RESOLUTION NO. A RESOLUTION ENTERING INTO A MEMORANDUM OF AGREEMENT BETWEEN THE CITY OF WOODBURN AND THE WOODBURN POLICE ASSOCIATION RELEVANT TO THE CREATION OF THE NORTH MARION COUNTY COMMUNICATIONS AGENCY. (NORCOM). WHEREAS, the City and other participating jurisdictions are in the process of creating a communications agency to be known as the North Marion County Communications Agency (NORCOM) by intergovernmental agreement, and WHEREAS, the City and the Woodburn Police Association recognize that there is an obligation to bargain over the impact of the creation of NORCOM, and WHEREAS, a Memorandum of Agreement has been negotiated between the City of Woodburn and the Woodburn Police Association that constitutes a full and complete resolution of the issues associated with the creation and impact of the creation of NORCOM, NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the Mayor and City Administrator be authorized to execute the Memorandum Agreement between the City of Woodburn and the Woodburn Police Association relevant to the creation of the North Marion County Communications Agency (NORCOM), a copy of which is attached hereto, and is, by this rqference, incorporated herein~.]~~~~~~ ~/~/~ ~-- Approved as to form: ' i, [ -~7~d--~ ~~ City Attorney Datb ~ 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 I - COUNCIL BILL NO. RESOLUTION NO. lOB MEMORANDUM OF AGREEMENT between CITY OF WOODBURN and WOODBURN POLICE ASSOCIATION on THE CREATION OF THE NORTH MARION COUNTY COMMUNICATIONS AGENCY Memorandum of Agreement City of Woodburn/Woodbum Polioe Association 03/30/95 WHEREAS, consideration is being given to the creation of a communications agency to be known as North Marion County Communications Agency, or NORCOM, through the provisions of an intergovemmentai agreement as authorized pursuant to ORS 190.010; and WHEREAS, the parties have reached certain understandings relative thereto; IT IS AGREED AS FOLLOWS: (1) The Agreement: The terms of the ORS 190.010 authorized agreement between the participating public entities shall be modified to provide for continuation of the existing 1994-97 Collective Bargaining Agreement between the above-named parties, and as modified by the following provisions. (2) Upon the creation of NORCOM, all City dispatch employees shall be offered employment with NORCOM and there shall be no loss of seniority or other previously recognized benefits resulting from such transfer of employees from the City to NORCOM. In addition, if any current City employee who is transferred to NORCOM at the time of its creation is subsequently offered and accepts employment as a police officer with the City of Woodbum, he/she shall, provided there is no break in service, retain all previously accumulated seniority. (3) For purposes of construing the existing Collective Bargaining Agreement between the City and the Association, the following shall apply with respect to its application to NORCOM: lOB Memorandum of Agreement - City of WOodbum/Woodbum Polioe Association 03/30/95 Page I (a) All references to "City" shall be construed to mean "NORCOM"; (b) The.definition of "seniority" as found at Article 8-A-1, shall be construed to include the employees' combined continuous service with the City of Woodburn and NORCOM; (c) Ail references to the "City Administrator' as found in Article 28, Grievance Procedure, shall be construed to mean the NORCOM Director; (4) In consideration of the foregoing, the City and the Association agree that neither party shall have any duty whatsoever to bargain over the decision to create NORCOM pursuant to an ORS 190.010-authorized agreement. The City and the Associ~on further agree that the provisions contained in this Memorandum of Agreement constitute a full and complete agreement relative to all issues associated with the impact of the creation of NORCOM and its effect upon the Association and the employees it represents and that neither party shall have a further obligation to bargain over the impact of the creation of NORCOM. FOR THE ASSOCIATION: FOR THE CITY: lOB Date: Date: Memorandum of Agreement - City of Woodburn/Woodbum Police Association 03/30/95 Page 2 10C MEMORANDUM April 29, 1995 To: From: SUBJECT: City Council through the City Administrator Marianne Wolf, Communications Director ~~ ORS 190 AGREEMENT MODIFICATIONS RECOMMENBATION: City Council approve, by motion, the attached articles for inclusion in the ORS 190 Agreement. BACKGROUND: In January, 1995, the City Council approved the draft ORS 190 Agreement, which will establish the communications center as an independent, intergovernmental agency, to be known as North Marion County Communications Center (NORCOM). Relevant to that transition is the transfer of personnel from City of Woodburn employees to NORCOM employees. The City provided communications personnel and the Woodburn Police Association, which represents them, notice of the ORS 190 Agreement and the creation of NOROOM as a stand alone agency, in February, 1995. After meeting with their attorney, the communications employees voted to endorse the new agency, and to maintain their affiliation with the police association for labor relations representation. Negotiations between the City and the Woodburn Police Association resulted in a 'Memorandum of Agreement' regarding the transfer of communications personnel, and that agreement has been developed by Bob Shields, for inclusion into the 190 Agreement as a separate section. The budget was another area which requires address in the lg0 Agreement. Since NORCOM will not be recognized as a separate agency until July 1, 1995, which is the beginning of a new fiscal/budget year, we coordinated with the Oregon Department of Revenue to come up with a means of approving a budget which would comply with Oregon Budget Law. The NORCOM budget has gone through the City budget committee process, and will be published separately with the City budget, along with a notice of the intent to establish NORCOM as a 190 agency, effective July 1, 1995. Citizens will be able to comment on the NOR¢OM budget during the public hearings to be held for the City budget. Bob Shields has drafted language for inclusion into the lg0 Agreement which recognizes this process and requires adoption of this budget by the NORCOM User Board, effective with the establishment of the agency. MARIANNE W. WOLF - DIRECTOR CITY OF WOODBURN 10C COUNCIL BILL NO. 1628 RESOLUTION NO. A RESOLUTION AUTHORIZING A MODIFIED INTERGOVERNMENTAL AGREEMENT FOR COMMUNICATIONS SERVICES; ESTABLISHING NORCOM; AND DESIGNATING A PUBLIC SAFETY ANSWERING POINT. WHEREAS, the City desires to establish and maintain a Public Safety Answering Point (PSAP) and a consolidated communications center; and WHEREAS, ORS 190.010 authorizes governmental entities to agree to the joint provision of communications services and to create an agency to provide these services; and WHEREAS, on January 23, 1995, the City Council passed Resolution No. 1278, authorizing an intergovernmental agreement to establish NORCOM and designating a Public Safety Answering Point; and WHEREAS, certain modifications are necessary to said intergovernmental agreement so that said communications services can be provided; and WHEREAS, the City is free to make these modifications since said intergovernmental agreement has not yet been executed by the other jurisdictions that are parties hereto, NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the City of Woodburn enter into an Intergovernmental Agreement for Communications Services containing the modifications referenced above. A copy of said agreement is attached hereto and, by this reference. incorporated herein. Section 2. That the Mayor and City Recorder are authorized to sign said / agreement on behalf of the~ City of Woodbu,~,~ Datl Approved as to for~.W~AU,orne~~y ~j:~''-~ ~ '~ APPROVED: Nancy A. Kirksey, Mayor Page I - COUNCIL BILL NO. RESOLUTION NO. INTERGOVERNMENTAL AGREEMENT FOR COMMUNICATIONS SERVICES 10C PREAMBLE THIS AGREEMENT is made and entered into by and between the Aurora Fire District, City of Aurora, City of Donald, City of Gervais, Hubbard Fire District, City of Hubbard, Monitor Fire District, Woodburn Fire District, City of Woodburn, St. Paul Fire District, Marion County Sheriff's Office, Woodburn Ambulance, and the City of St. Paul. WITNESSETH: WHEREAS, the undersigned desire to establish and maintain a Public Safety Answering Point (PSAP) and consolidated communications center, and WHEREAS, ORS 190.010 authorizes governmental entities to agree to the joint provision of communications services and to create an Agency to provide these services; and WHEREAS, it is one of the objectives of said Agency to provide consolidated telephone, radio and alarm communications and dispatching services; and WHEREAS, the creation of said Agency will provide improved police, fire and medical aid service communications within the boundaries of the area served; and WHEREAS, the establishment and maintenance of such services will be of substantial benefit to the citizens of the undersigned member jurisdictions and the public in general. NOW, THEREFORE, it is agreed and as follows: SECTION I - DEFINITIONS The terms used in this Agreement shall have the meanings set forth in this section. A. Agency - North Marion County Communications (NORCOM) B. Aqreement - This Communications Services. Intergovernmental Agreement for C. Desiqnated Votinq Reoresentative The individual who has been authorized by a member agency or member jurisdiction to vote on issues before the User Board. PAGE I - INTERGOVERNMENTAL AGREEMENT D. Director - The chief administrative officer of NORCOM. 1 0C E. Fiscal Year - One funded year of operations, beginning on July 1 and ending on June 30 of the following year. F. Member Agencv- A non-governmental entity that has signed this Agreement. G. Member Jurisdiction - A governmental entity that has signed this Agreement. H. NORCOM - Acronym for North Marion County Communications. I. Public Safety Answering Point (PSAP) - A 24 hour communications facility answering 9-1-1 calls originating within a given service area, and processing those calls by direct dispatch, call relay or transfer to the appropriate public or private safety agency. J. Quorum - A majority of the members of the User Board who must be present for the valid transaction of business. K. Second Vice-Chair- The officer elected by the User Board to act as User Board Chair in the absence of the Chair and Vice-Chair. L. User - An entity using the services of NORCOM, including but not limited to member agencies and member jurisdictions. M. User Board - The governing board of NORCOM as further specified in this Agreement. N. User Board Chair - The officer elected by the User Board to preside over the User Board. O. Vice-Chair - The member elected by the User Board to act as the Chair in his or her absence. SECTION II - POWERS AND AUTHORITY A. There is established an Agency to be known as North Marion County Communications, and referred to as NORCOM. Said Agency shall have the responsibility and authority, among others, for emergency service communications and functions incidental thereto, for the purpose of communicating and dispatching in the furtherance of public safety and emergencies within the boundaries of its service area. B. Supervision and management of NORCOM shall be exercised by a Director by authority of the NORCOM User Board. PAGE 2 - INTERGOVERNMENTAL AGREEMENT C. NORCOM is vested with all powers, rights and duties necessary ' for performing the functions of a 9-1-1 Public Safety Answering Point (PSAP) and initiating appropriate response pursuant to ORS 401.710 to 401.790, including, but not limited to, contracting for such services. SECTION III - NORCOM USER BOARD A. The User Board shall consist of the following members: 1. One elected official and one administrative representative from each member jurisdiction, and 2. One administrative representative from each member agency. 3. As of the date of this Agreement, the member jurisdictions and member agencies with designated voting representatives on the User Board, are as follows: (a) (b) (c) (d) (e) (f) (g) (h) (~) (k) (I) (m) City of Aurora City of Donald City of Gervais City of Hubbard City of St. Paul City of Woodburn Aurora Fire District Hubbard Fire District Monitor Fire District St. Paul Fire District Woodburn Fire District Woodburn Ambulance Marion County Sheriff's Office 4. Ex-officio non-voting agencies on of the User Board (a) Oregon State Police (b) Buck Ambulance 5. Additional member agencies and member jurisdictions may be added provided in Section XIII. 6. Each member agency and member jurisdiction, except ex-officio non-voting agencies, shall have one vote that may be exercised by its designated voting representative. Designated voting representatives shall be entitled to vote on all matters before the User Board unless prohibited by law. 7. Each member agency or member jurisdiction may exercise its own vote but shall not represent another member agency or member jurisdiction by proxy. 10C PAGE 3 - INTERGOVERNMENTAL AGREEMENT 8. In the event of a vacancy, the affected member agency or member jurisdiction shall submit, in writing, within 30 days, the name of a representative to fill the vacancy. 9. When an entity is no longer a user of NORCOM, its representation on the User Board shall cease. New member agencies or member jurisdictions of NORCOM added subsequent to the execution of this Agreement shall be entitled to representation on the User Board as outlined in subsections I and 2 above. B. The User Board shall be governed by the following procedures: 1. Officers of the User Board shall be the Chair, First Vice-Chair and Second Vice-Chair. (a) (b) {c) {d) The User Board shall elect officers at the first organizational meeting and the term of these officers shall be through December 31st of the following year. Officers shall be elected, thereafter at the first meeting in January of even numbered years. The term of office for officers shall be two years. If an officer is unable to complete his or her term, he or she will notify the User Board in writing. The User Board shall accept nominations for the vacant position, and hold an election at the next regularly scheduled meeting to fill the vacancy. 2. The User Board shall meet monthly. Special meetings may be called at any time by the User Board Chair or at the written request of any three (3) member agencies or member jurisdictions upon at least three (3) days prior written notice. An emergency meeting may be held on such notice that is reasonable under the circumstances. 3. For the purpose of conducting business, a quorum shall consist of the designated voting representatives of no less than ,51% of member agencies and member jurisdictions. 4. The affirmative vote of a majority of the designated voting representatives of the User Board present at a board meeting, shall be necessary to decide any question or issue before the User Board. 5. All meetings of the User Board shall be noticed and held in accordance with the Oregon Public Meetings Law, ORS 192.610 - 192.690. 6. Unless otherwise provided, Robert's Revised Rules of Order shall govern all procedural matters relating to business before the User Board. 10C PAGE 4 - INTERGOVERNMENTAL AGREEMENT 7. The User Board may adopt such policies and procedures as may be necessary to conduct its business, consistent with this Agreement. 8. The User Board may approve, modify or terminate agreements on behalf of NORCOM to provide emergency service communications to include emergency call reception and/or dispatch services to any person, firm, corporation, local government or agency of government. C. The User Board shall be responsible for: 1. Establishing employment terms and conditions, including compensation and termination of a Director. 2. Establishing NORCOM service levels. 3. Adopting an annual operating budget, in accordance with ORS 294.900 to 294.930, including determination of participating jurisdiction assessments (in accordance with an agreed upon User Fee Formula). Refer to Section VII. 4. Providing an annual audit of NORCOM's finances by an independent accounting firm (CPA) for the purposes of receiving an opinion on the financial statements of NORCOM. 5. Promulgating rules for the orderly management of NORCOM's personnel matters. 6. Approving new users of NORCOM. 7. Adopting a Personnel Policies Manual and Standard Operating Procedures (SOP's) for NORCOM. SECTION IV- DIRECTOR A. The User Board shall select and appoint a Director based upon administrative and technical competence. B. The Director shall be the chief administrative officer of NORCOM and shall be responsible for: 1. Agency administration, personnel, purchasing and budget functions, in conformance with 9-1-1 policies and rules adopted by the User Board. 2. Dispatching, phone answering, record keeping, security and other NORCOM functions in conformance with 9-1-1 policies adopted by the User Board. 10C PAGE 5 - INTERGOVERNMENTAL AGREEMENT 3. Hiring, training, discipline and/or discharge of all subordinate NORCOM personnel, subject to applicable Agency rules and policies. 4. Attending and providing executive staffing of User Board meetings. 5. Preparing and presenting a Personnel Policies Manual and Standard Operating Procedures (SOP's) to the User Board for review and adoption. 6. Preparing and presenting to the User Board a proposed budget for each budget year. 10C SECTION V - PERSONNEL A. The Director shall submit to the User Board a proposed Personnel Policies Manual for adoption. Personnel policies shall conform to state and federal law. B. The Personnel Policies Manual shall provide for initial appointment to the Agency's staff, in accordance with Oregon law. Subsequent employees shall be appointed by the Director in accordance with the approved operating budget and the Personnel Policies Manual. SECTION VI - P.S.A.P. DESIGNATION A. NORCOM is designated by the member agencies and member jurisdictions as their P.S.A.P. and shall be responsible for coordinating and controlling emergency telephone communications planning and operations including dispatch and telephone answering services. B. NORCOM shall receive and disburse 9-1-1 telephone tax revenue in accordance with the requirements of Section 2 of the Emergency Communications Act of 1981 (ORS 401.710 through ORS 401.790, including Sections 10 to 20, chapter 533, Oregon Laws 1981 .! 1. Quarterly 9-1-1 telephone tax revenue received by the cities of Woodburn, Aurora, Donald, Hubbard, Gervais and St. Paul, and that portion received by Marion County for the 981,982, 634, 792, and 678 prefix areas outside the corporate limits of the aforementioned cities, PAGE 6 - INTERGOVERNMENTAL AGREEMENT shall be consolidated into a single 9-1-1 Communications Fund that shall be maintained by NORCOM. 10C 2. Revenues and expenditures from said fund shall be administered by NORCOM in accordance with its operating policies and procedures and Oregon law. 3. P.S.A.P. telephone tax revenue shall be expended as allowed under Oregon Administrative Rule 140-80-060 and any other applicable law. SECTION VII - BUDGET FUNDING A. The proposed operating budget shall be developed by the Director, and presented to the User Board for review and adoption. The Agency budget process shall conform to Oregon Budget Law. B. The Director shall forward to each member agency and member jurisdiction, a proposed budget by the fourth Monday in January preceding the budget year and the NORCOM budget committee shall, to the extent practicable, approve a budget by the fourth Monday in March. To the extent practicable, the budget shall be distributed by the Director in adequate time for each member agency and member jurisdiction to make decisions and include the appropriate amount in its annual budget. The budget period shall be on a fiscal year basis beginning on the first day of July of each year and ending on the thirtieth day of June of the next succeeding year. sharing shall on or before the first day Each member agency and member jurisdiction participating in cost pay its share of the budget in twelve equal installments payable the tenth of each month or quarterly payments due on or before of the next quarter. below: Funding shall be based upon the cost sharing formula described 1. As a Public Safety Answering Point (PSAP), NORCOM shall receive and disburse the 9-1-1 telephone tax revenue received from member jurisdictions in accordance with Oregon law pertaining to the collection and expenditure of such funds. Z. To the extent that this Agreement is in effect during fiscal year 1994-95, operational costs which exceed anticipated annual 9-1-1 telephone tax revenue, shall be assessed to users on a percentage basis determined by the number of computer aided dispatch entered calls for service, per user. 3. The funding formulas between law enforcement and fire/EMS users in the support of NORCOM shall be as follows: PAGE 7 - INTERGOVERNMENTAL AGREEMENT (a) In fiscal year 1995-96, needed funding in excess of 9-1-1 telephone tax revenue shall be assessed with law enforcement users paying 65% and fire/EMS users paying 35% of projected required revenue. 1. Law enforcement user fees shall be determined by population. Population figures shall be obtained frOm the most current certified Portland State University annual census statistics available. Each user's percentage of the total shall be the percentage used to assess that user's fee. 2. Fire/EMS user fees shall be assessed to the user's percentage basis determined by the number of computer aided dispatch entered calls for service, per user. (b) In fiscal year 1996-97, needed funding in excess of 9-1-1 telephone tax revenue shall be assessed with law enforcement users paying 60% and fire/EMS users paying 40% of projected required revenue. (c) The 60/40 distribution formula shall be reviewed by the User Board when there is any change in the number of users. The distribution formula may also be reviewed at any time at the discretion of the User Board. In the event new user assessments are negotiated and adopted by the User Board, the assessment formula shall be attached to this Agreement as an addendum. (d) Any changes in the funding formulas concerning law enforcement and fire/EMS users shall be attached to this Agreement as an addendum. F. New users who contract with NORCOM shall be assessed an initial, one-time fee equal to 10% of that user's projected user fee; OR an impact fee (as appropriate) which shall be determined by the User Board with consideration being given toward user call activity, needs for additional staffing and/or equipment to support the new user; whichever is greater. SECTION VIII - EQUIPMENT A. Attached to this Agreement as Exhibit "B", is an inventory of all assets of the communications center, which shall be transferred to NORCOM upon execution of this Agreement. Also identified are those assets located 10C PAGE 8 - INTERGOVERNMENTAL AGREEMENT within or utilized by the communications center that shall remain the property of member agencies or member jurisdictions. B. The User Board is responsible for providing and maintaining the basic equipment to serve the users. This includes, but is not limited to, the 9-1-1 telephone system, NORCOM business lines, CAD computer system, and radio dispatch consoles. The User Board is responsible for maintaining the existing base radio stations. Each local entity shall be responsible for purchasing, maintaining and repairing their own mobile and portable radio equipment. If a user wishes to add specific equipment to NORCOM to enhance their operation, it must be authorized by the User Board. C. Individual equipment added by a user must be purchased and maintained by that user. The user and the Director shall maintain inventory records to show what items are NORCOM owned or individual user owned. In case of dissolution of NORCOM, or withdrawal of the lending user from NORCOM, such assigned or loaned items shall be returned to the lending user. In the case of dissolution of NORCOM, all other items, or funds derived from the sale thereof, shall be refunded and distributed to the member agencies and member jurisdictions in proportion to their financial participation averaged over the preceding three-year period. SECTION IX - RADIO FREQUENCIES Nothing in this Agreement is intended to alter or effect the existing proprietary rights of the users in certain radio frequencies. All users shall retain any and all legal rights to radio frequencies which they possessed prior to their execution of this Agreement. SECTION X - INSURANCE NORCOM shall provide such available liability insurance coverage as will suffice to cover its total exposure under the Oregon Tort Claims Act, In addition, each participating member jurisdiction and member agency shall provide its own coverage for any liability which may result from membership in NORCOM. SECTION Xl - REVIEW AND EVALUATION This Agreement shall be reviewed annually, prior to December 31st, by the User Board to evaluate the efficiency of the present organizational structure. SECTION Xll - AMENDMENT~ The terms of this Agreement may only be amended with the consent of two-thirds of the member agencies or member jurisdictions who have signed this Agreement or any addenda hereto. 10C PAGE 9 - INTERGOVERNMENTAL AGREEMENT SECTION XlII - ADMISSION OF NEW PARTIES 10C Additional member agencies or member jurisdictions, may be added to this Agreement upon such terms and conditions as agreed upon by two-thirds of the member agencies and member jurisdictions who have signed this Agreement. The admission of such additional member agencies or member jurisdictions shall be incorporated by written addenda to this Agreement, signed by all then existing parties and any additional member agencies and member jurisdictions. SECTION XlV - ARBITRATION Any controversy in regard to the application or interpretation of this Agreement may be submitted to and determined by arbitration in accordance with ORS 36.330 - ORS 36.365. SECTION XV - TERMINATION This Agreement shall be automatically extended from year to year. No member agency or member jurisdiction may terminate this Agreement without giving written notice to all other member agencies and member jurisdictions not less than six (6) months prior to the end of the fiscal year. Such termination shall become effective at midnight of the last calendar day of the fiscal year in which such notice is given. SECTION XVl - NOTICE Any notice provided for under this Agreement shall be sufficient if in writing and delivered personally or deposited in the United States Mail, postage prepaid, certified mail, return receipt requested. SECTION XVII - INTEGRATION A. This Agreement contains the entire agreement and supersedes any prior written or oral discussions or agreements. B. Specifically, the Intergovernmental Agreement between member Agencies of the Woodburn 9-1-1 P.S.A.P., (executed in 1987) is repealed and replaced by this Agreement. C. To the extent that this Agreement is inconsistent with the Annexation Agreement between the City of Woodburn and Woodburn Rural Fire Protection District #6 (effective July 1, 1984) this Agreement repeals and replaces the provisions of the Annexation Agreement. SECTION XVIII - EFFECTIVENESS OF AGREEMENT This Agreement shall become effective on July 1, 1995. SECTION XlX - COUNTERPARTR PAGE 10 - INTERGOVERNMENTAL AGREEMENT This Agreement may be signed in counterparts. Each member agency and member jurisdiction shall send one copy of this Agreement signed by its authorized signatory to: Director, NORCOM, 270 Montgomery Street, Woodburn, OR 97071. Such copy shall also list the name and address of the person to whom all notices under this Agreement are to be sent. 10C MEMBER AGENCIES DATE AURORA FIRE DISTRICT: By: Title: CITY OF AURORA: By: Title: CITY OF DONALD: By: Title: CITY OF GERVAIS: By: Title HUBBARD FIRE DISTRICT: By: Title: CITY OF HUBBARD: By: Title: MONITOR FIRE DISTRICT: PAGE 11 - INTERGOVERNMENTAL AGREEMENT By: Title: 10C WOODBURN FIRE DISTRICT: By: Title: CITY OF WOODBURN: By: Title N;~n~;¥ A, Kirksev, Mayor DATE ST. PAUL FIRE DISTRICT By: Title: MARION COUNTY SHERIFF'S OFFICE: By: Title: WOODBURN AMBULANCE By: Title: CITY OF ST. PAUL By: Title: PAGE 12 - INTERGOVERNMENTAL AGREEMENT 10C 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. RESOLUTION NO. 1OD MEMO TO: FROM: SUBJ · Mayor and City Council Chris Childs, City Administrator Resolution re: State-Shared Revenues DATE: May 4, 1995 RECOMMENDATION: Approve accompanying Council Bill (Resolution) certifying City eligibility to receive state-shared revenues. BA(~KGROUND: This is a routine "housekeeping" matter. Such a resolution is required by statute and a similar resolution is done for each fiscal year, certifying that the City engages in certain fundamental programs that keep us eligible for state- shared revenues. State-shared revenues, including cigarette tax and liquor tax prorations, are a significant and important revenue source to the City of Woodburn. Again, staff recommends approval of this Council Bill. 10D COUNCIL BILl, no. 1629 RESOLUTION NO. A RESOLUTION CERTIFYING THE ELIGIBILITY OF THE CITY OF WOODBURNTO RECEIVE STATE-SHARED REVENUES DURING FISCAL YEAR 1995-96. WHEREAS, Oregon Revised Statutes 221.760 provides that the officer responsible for disbursing funds to cities under ORS 323.455, 366.785 to 366.820 and 471.805 shall, in the case of a city located within a county having more than 100,000 habitants according to the most recent federal decennial census, disburse such funds only if the city provides four or more of the following services: (1) Police protection, (2) Fire protection, (3) Street construction, maintenance, and lighting, (4) Sanitary sewer, (5) Storm sewers, (6) Planning, zoning, and subdivision control, and (7) One or more utility services, and WHEREAS, City officials recognize the desirability of assisting the state officer responsible for determining the eligibility of cities to receive such funds in accordance with ORS 221.760, now, therefore, THE CITY OF WOODBURN RESOLVES ~B FOLLOWS~ Section 1. That the City of Woodburn hereby certifies that it provides the following four or more services enumerated in ORS 221.760: (1) Police protection; (2) Street Construction, Maintenance, and Lighting; (3) Sanitary Sewers; (4) Storm Sewers; (5) Planning, Zoning, and Subdivision Control; and (6) One Utility Service. Approved as to form.-~/~'~~ City Attorney 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, Recorder City of Woodburn, Oregon Page i - COUNCIL BILL NO. RESOLUTION NO. IOE CITY OF WOODBURN POLICE DEPARTMENT 270 Montgomery St? ~) Woodburn, Oregon 97071 Paul E. Null. Patrol Operati utenant 982-2345Ext.352 Date: April 29, 1995 To: Chris Childs, City Administrator Mayor and City Council Thru~ ~ Ken Wright, Chief of Police Re: ~Intergovernmental Agreement - Seat Belt and Grant(s) Motorcycle Helmet Enforcement The Woodburn Police Department is recommending that the City of Woodburn enter into two Intergovernmental Agreements with Oregon Department of Transportation, which will provide supplement funds of $475 for police officer training on safety belt, child safety belt and motorcycle helmet enforcement, and $3,000 in overtime pay for enforcement of traffic laws. Benefits of the grant will be; trained officers in seat belt enforcement; public attention of traffic safety will be gained; dam about safety belt use will be gathered; and numerous hours of traffic enforcement will be added with the expected result of increased seat belt use and decreased deaths and injuries from motor vehicle crashes. The Woodburn Police Department has participated in this program with Oregon Department of Transportation for the last three years. Total amount of money the city has received from the Traffic Safety Grants is $15,000. The last program was named 'Three Flags' which included police agencies from British Columbia, Washington, and Oregon in a joint campaign to enforce seat belt laws throughout the Northwest. Educational materials and "Buckle Lip" traffic signs were purchased, and public service announcements were produced and aired on local television cable access. You may have seen Sgt. Allen DeVault starring in about three of the PSA's. RECOMI~ENDATION: The City of Woodburn enter into an Intergovernmental Agreement with the Department of Transportation, State of Oregon, for supplemental training and enforcement funds to enforce traffic safety laws. IOE COUNCIL BILL NO. 1630 RESOLUTION NO. A RESOLUTION ENTERING INTO TWO AGREEMENTS WITH THE STATE OF OREGON (OREGON DEPARTMENT OF TRANSPORTATION, TRANSPORTATION SAFETY SECTION) ACCEPTING A TRAFFIC SAFETY GRANTS FOR TRAINING AND TO SUPPLEMENT ENFORCEMENT OF TRAFFIC LAWS. WHEREAS, the enforcement of traffic laws in Woodburn is very important to the traffic safety of the city of Woodburn, and WHEREAS, grant funds are available from the State of Oregon, Oregon Department of Transportation, Transportation Safety Section, to provide training on safety belt, child safety seat and motorcycle helmet enforcement to law enforcement officers participating in Transportation Safety Section grant-funded overtime enforcement, and to supplement the enforcement of traffic laws by providing extra overtime funds, NOW, THEREFORE THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the City of Woodburn enter into Agreement #HB958503560, a copy of which is attached as Exhibit 'A", with the State of Oregon, acting by and through the Oregon Department of Transportation, Transportation Safety Section, to supplement the enforcement of traffic laws, especially for safety belts and motorcyle helmets, by providing extra overtime funds. Section 2. That the City of Woodburn enter into Agreement Number DE9§2001 §83, a copy of which is attached as Exhibit "B", with the State of Oregon, acting by and through the Oregon Department of Transportation, Transportation Safety Section, to provide training on safety belt, child safety seat and motorcycle helmet enforcement. Section 3. The Mayor, on behalf of the City, is authorized to execute said ag reements,r~.~ ~ ~'--//~/~'~ Approved as to for....'d~v~- City Attorney 'Dat(i Page I - COUNCIL BILL NO. RESOLUTION NO. Exhibit "A" Page I of 7 INTERGOVERNMENTAL AGREEMENT AGREEMENT #HB958503560 ODOT #13,549 IOE This Agreement is made and entered into by and between the State of Oregon acting by and through the Oregon Department of Transportation, Txanspoxlafion Safety Section, h~eafter called Department, and Woodbum Police Department, hereafter called Agency. I. RECITALS Ae The principal purpose of this agreeme.nt.~ t.o sup?lem?t ~e..enfo~?ment of traffic laws throughout Oregon, especially laws ~f~nSa~ty belts ano motorcycle helmets, by providing extra overume . By the authority granted in 802.300-340, the Department may enter into contracts and agreements for the performance of functions and activities to promote highway safety. 2. By the authority granted in ORS 190, the Depa~iment can enter into intergovernmental agreements. Traffic officers will be trained in safety belt enforcement. Public attention about traffic safety will be gained. Data about safety belt use will be gathered. Hundreds of traffic enforcement hours will be added and the expected result will be increased belt use and decreased deaths and injuries from motor vehicle crashes. II. D. EFFECTIVE DATE AND DURATION This Agreement shall become effective on May 1, 1995 (or on the date when both parties have si .gned this agreement, whichever date is later). This Agreement shall cxpn'e, unless otherwise terminated or extended, on September 30, 1995. PROJECT MANAGEMENT PLAN A. DEPARTMENT OBLIGATIONS Department agrees to pay Agency not to exceed the sum of $3,000 upon completion of work as described under ILB. Agency Obligations. Department shall pay qum'terly billings received by Agency within 30 days if received by Department on or before the 10th of the month following the billing period. HB958503560 ODOT #13,549 Page 2 Exhi bi t "A" Page 2 of 7 IOE B. AGENCY OBLIGATIONS The following assignments will be performed during effective contracts dates. To provide overtime traffic enforcement, with an emphasis on safety belt and motorcycle helmet violations for the period May 1 through September 30, 1995. All officers receiving overtime pay must have attended the two-hour training course, "lSD Safety Belt Enforcement" or complete the course within 45 days of the beginning of the agreen~nt. Thc course will be presented in all regions of the state. The Agency will be notified by the Department of time and place. Agency is responsible for training time of officers participating in the overtime enforcement program. Officers will be permitted and encouraged to issue muldplc citations to drivers who have committed several violations; i.e. "exceeding maximum speed" and "failure to wear safety belt." Agency will select target enforcement areas by conducting pre-enforcement safety belt use surveys in high crash locations. Post-enforcement safety belt survcys will be conducted quarterly or at thc end of thc enforcement period in each selected location. 5. Agency will advise the news media of safety belt compliance in all investigated traffic crashes. 6. Agency will inform the news media of this special program and keep them apprised of enforcement results. Agency will report quarterly to the Department listing traffic enforcement activity during the overtime patrols and listing traffic enforcement activity on regular non-overtime patrol. (See Attachment A for information required.) o Agency agrees to document traffic enforcement, using straight-time hours by non-federally funded officers, equal to or greater than the number of hours submitted for overtime reimbursement under this Agreement. 9. Reimbursement Agreement Agency shall submit billings to the Department not later than the 10th of the month following the billing period. These billings must reflect actual costs and work accomplished during the billing period (Reporting/Billing periods: May- June 30; July-September 30). The billing shall be submitted on the appropriate Department reporting form (Attachment B), indicate alg'eement number, billing period, overtime hours/rate of pay and be signed by contracting official. HB958503560 ODOT #13,549 Page 3 Exhibit Page 3 of IOE The Deparunent will not be able to honor Claims for Reimbursement received after November 5, 1995. This deadline is crucial as the National Highway Traffic Safety Administration now requires all paperwork for the entire Department program be completed by December 31. 10. Allowable charges under this agreement to contract funds include: Overtime pay for traffic palml at agency average overtime rate including benefits. Any approved associated administrative costs will be reimbursed at the straight time rate. b. Overtime pay for conducting pm-enforcement and post-enforcement safety belt user surveys. c. Safety belt/motorcycle helmet educational/promotional materials. cl. Equipment related to safety belt/motorcycle helmet overtime enforcement or education. c. Administrative costs associated with thc project, and travel to TSS- sponsored conferences in Eugene. The Deparunent, the Secretary of State's Office of the State of Oregon, the Federal Government, and their duly authorized representatives shall have access to the books, documents, papers, and records of the Agency which are directly pertinent to this specific agreement for the purpose of making audit, examination, excerpts, and transcripts for a period of three (3) years after final payment. Copies of applicable records shall be made available upon request. Payment for cost of copies is reimbursable by Department. KEY OFFICIALS Woodburn Police Department Attn: Sgt. Allen DeVault 270 Montgomery Street Woodburn, OR 97071 Telephone Number: 982-2345 Transportation Safety Section Contact: Oeri Parker 400 State Library Building Salem, OR 97310 Telephone Number: 378-3669 or 1-800-922-2022 HB958503560 ODOT #13,549 Page 4 Exhibit "A" Page 4 of 7 IOE III. GENERAL PROVISIONS A. TERMINA~ON This agreement can be terminated at any time with two (2) weeks written notice by either party in writing. B. STATE WORKERS' COMPENSATION ACT The Agency, its subcontractors, if any, and all employers working under this Agreement are subject employers under the Oregon Workers' Compensation Law and shall comply with ORS 656.017, which requires them to provide workers' compensation coverage for all their subject workers. Subject to the limitations of the Oregon Constitution and statues, Agency and Department each shall be solely responsible for any loss or injury caused to third parties arising from Agency's or Departmenfs own acts or omissions under this agreement and Agency or Department shall defend, hold harmless and indenmify the other party to this agreement with respect to any claims, litigation or liability arising from Agency's or Department's own acts or omissions under this agreement. D. FEDERAL REGULATIONS It is understood and agreed that the activity covered in this Agreement is undertaken under the authority of Section 402, Title 23, United States Code, and is subject to the admirus' lxative regulations established by Federal gm'delines inclLding Circulars A-87 and A-102, and are hereby incorporated by reference with the same force and effect as if they were given in full text. The Agency agrees not to use the funds received through this Agreement for activities previously carried out with its own resources. IV. APPROVAL Thc Fiscal Year 1995 Highway Safety Plan was approved by thc Oregon Transportation Commi.~sion on July 20, 1994. At that time the Manager was authorized and directed to sign all contracts included in this Plan for and on behalf of the CommLqsion. Said authority is set forth in the records, Minute Book of the Oregon Transportation Commission. HB958503560 ODOT#13,549 Page 5 Exhibit "A" Page 5 of 7 IOE IN WITNESS WHERF__.DF, the parties hereto have set their hands and affixed their seals as of the day and year hereinafter written. V. SIGNATURES AGENCY Agency By: (Type or print name and title) Dme STATE OF OREGON, by and through its Department of T~sportation, Transportation Safety Section By Ed Marges, Manager Date: Exhi bi t "A" Page 6 of 7 IOE .bi ~1 ~m ~&| Exhibit "A" Page 7 of 7 IOE Exhibit "B" Page I of 4 INTERC~VERNMENTAL AGREEMENT IOE Agreement Number DE952001583 ODOT #13,576 This Agreement is made and entered into by and b~twoen the Slate of Oregon acting by and through the Oregon Department of Transtxa'mtion, Transportation Safety Section, hereafter called Depamnent, and Woodbum Police Department, hereafter called Agency. 'I. RECITALS Thc principal purpose of this agreement is to provide training on safety bell child ~afety seat and motorcycle helmet enforcetmnt to selected law enforcement officers participating in TSS grant-funded overtime enforcement. By the authority granted in 802.300- 340, the Department may enter into contracts and agreements for the performance of functions and activities to promote highway safety. 2. By the authority granted in ORS 190, the Department can enter into intergovernmental agreements. Law Enforcement officers will provide safety belq child safety seat and motorcycle helmet enf~t training, to officers throughout the State of Oregon, with an overall goal of inca-easmg safety belt, child safety seat and motorcycle helmet use, and decreasing death and injury from motor vehicle crashes. D. EFFECI]VE DATE AND DURATION This Agreement shall become effective on May 1, 1995 (or on the date when both parties have signed this Agreement, whichever date is later). This Agreement shall expire, unless othervdse terminated or extended, on September 30, 1995. II. PROJECT MANAGEMENT PLAN A. ])EPARTI~ OBLIGATIONS Department agrees to pay Agency not to exceed the sum of $475.00 upon completion of work as described under H.B. Agency Obligations. Depaxm~nt shall pay monthly billings received by Agency within 30 days if received by Department on or before the 10th of the month following the billing period. Intergovernmental Agreement # DE952001583 ODOT #13,576 Exhibit "B" 4/18/95 Page 2 of 4 Page 2 IOE B. AGENCY OBLIGATIONS The following assignments will be peff~ during effective contract dates. The agency agrees: 1. Officer will train at least two classes in "TSS Safety Belt Enforcement,'"' as directed by Department. 2. Classes will be conducted throughout the State. Locations selected will be approved by the Department. 3. Agency will submit to the Depaximent a monthly listing of classes taught, date, location, and number of students trained. (See Attachment A.) 4. Reimbumen~nt Agreement Agency shall submit monthly billings to the Depamnent not later than the 10th of the month following thc billing period. These billings must reflect actual costs and work accomplished dining the billing period. The billing shall be submitted on the appropriate TSS reporting form (Attachment A), indicate billing period, overtime hourahate of pay, travel expenses (if any) and be signed by the contracting official. 5. Allowablc charges to contract funds include: a. Overtime pay for conducting at least two training classes between May 1, 1995 and July 1, 1995. Travel costs associated with conducting local training classes. (According to Executive Department Adminismtfive Rules on Travel and Transportation. The maximum reimbursement for automobiles will be $0.22 per miles. The maximum reimbursement for per diem will be $60.75 per day.) The Department will not be able to honor Claims for Reimbursement received after November 5, 1995. This deadline is crucial as the National Highway Traffic Safety Administration now requires all paperwork for the entire Depacmient program be completed by December 31. The Department, the Secretary of State's Office of the State of Oregon, the Federal Government, and their duly authorized representatives shall have access to the books, documents, papers, and records of the Agency which are directly pertinent to this specific agreement for the purpose of making audit, examination, excerpts, and transcripts for a period of ~ (3) years after final payment. Copies of applicable records shall be made available upon request. Payment for cost of copies is reimbursable by Department. Intergovernmental Agreement # DE952001583 ODOT #13,576 4/18/95 Exhibit "B" Page 3 Page 3 of 4 IOE' III. C. KEY OFFICIALS Woodburn Police Department 270 Montgomery Woodburn, OR 97071 Telephone Number: 982-2345 Instructor:. PATROLMAN CRAIG CUNNINGHAM Tmnsimrtation Safety Section Contact: Geri Parker 400 State Library Building Salem, Oregon 97310 Telephone Number:. 378-3669 or 1-800-922-2022 GENERAL PROVISIONS A. TERMINATION This agreement can be terminated at any time with two (2) wee. ks written notice by either party in writing. B. STATE WORKERS' COMPENSATION ACT Thc Agency, its subcontractors, if any, and all employers working under this Agreement are subject employers under thc Oregon Workers' Compensation Law and shall comply with ORS 656.017, which requires them to provide workers' compensation coverage for all their subject workers. Subject to the limitations of thc Oregon Constitution and statutes, Agency and Department each shall be solely responsible for any loss or injury caused to third parties arising from Agency's or Department's own acts or omissions under this agreement and Agency or Department shall defend, hold harmless and indemnify the other party to this agreement with respect to any claims, litigation or liability arising from Agency's or Department's own acts or omissions under this agreement. Intergovernmental Agreement # DE952001583 ODOT #13,576 4/18/95 Exhi bi t "n" Page 4 Page 4 of 4 IOE D. FEDERAL REGULATIONS It is undersuxxt and agreed that the activity covered in this Agreement is undertaken under thc authority of Section 402, Title 23, United States Code, and is subject to thc administrative regulations established by Federal guidelines including Circulars A-87 and A- 102, and are hereby incorporated by reference with the same force and effect as if they were given in full text. The Agency agrees not to use the funds received through this agreement for activities previously carried out with its own resources. IV. APPROVAL The Fiscal Year 1995 Highway Safety Plan was approved by the Oregon Transportation Commission on Suly 19, 1994. At that time thc Manager was authorized and direct~ to sign all contracts included in this Plan for and on behalf of the Commi.~siom Said authority is set forth in the records, Minute Book of the Oregon Transportation Commission. IN WITNESS WHEREOF, the parties hereto have set their hands and affixed their seals as of the day and year hereinafter written. V. SIGNATURES AGENCY (agency By (Type or print name and title) Date STATE OF OREGON, by and through its Department of Transportation, Transportation Safety Section By Ed Marges, Manager Date 1OF MEMO TO: THROUGH: FROM: SUBJECT: City Administrator for Council Action Public Works Director ~ Julie Moore, C.E. Tech III ~ STOP sign request on Warren Way at Brown Street DATE: May 2, 1995 RECOMMENDATION: It is recommended that Council approve the attached resolution for the installation of a STOl:' sign on Warren Way at Brown Street. With the completion of Walker Addition, Warren Way is now open from Meadowvale Lane to Brown Street. Traffic has not been stopping on Warren Way when entering Brown Street, creating hazardous situations. BACKGROUND; Requests have been made for a STOP sig, on Warren Way at the intersection of Brown Street. With the completion of Walker Addition, traffic is able to go from Meadowvale Lane to Brown Street on Warren Way. Residents on Brown Street have noticed traffic coming from Warren Way and not stopping at Brown Street. The Manual of Uniform Traffic Control Devices states that STOP signs can be warranted on a street that' enters a through street. All the other streets intersecting with Brown Street have STOP signs. Therefore, it is recommended that Council approve the attached resolution allowing the installation of a STOP sign on Warren Way at Brown Street. This will increase traffic safety at this intersection. COUNCIL BILL NO. RESOLUTION NO. 1631 1OF A RESOLUTION DIRECTING THAT A STOP SIGN BE INSTALLED ON WARREN WAY AT THE INTERSECTION OF BROWN STREET. WHEREAS, ORS Chapter 810 grants to the City of Woodburn, the authority to install stop signs at various locations within the City limits, and WHEREAS,the City Council has received and considered the attached staff report recommending that a stop sign be placed on Warren Way at the intersection of Brown Street, NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That a STOP sign be installed on Warren Way at the intersection of Brown Street. Approved as to form.~ ~,'~:~~ City Attorney Date Passed by 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 Approved: Nancy Kirksey, Mayor Page 1 - COUNCIL BILL NO. RESOLUTION NO. O O 0 ..... 1 O? o~ O 0 I ! ! ! lOG TO: FROM: SUBJ.: DATE: MEMO Mayor and City Council Chris Childs, City Administrator (~t~ Facility Use A_=reement - Salem Senior Center May 4, 1995 RECOMMENDATION: Approve accompanying Council Bill (Resolution) entering into agreement for use by RSVP Program of Salem Senior Center space. BACKGROUND: For a number of years a small office in the Salem Senior Center has been provided to the Marion County RSVP Program, which is administered by the City of Woodburn, for use as a satellite center. From this office, volunteer jobsites and placements in the Salem area can be monitored and supported, and Program materials stored. You may have noted that the agreement will expire on June 30, 1995. This agreement provides for the use of the office in the Salem Senior Center for Fiscal Year 1994-95. The form of agreement had apparently been misplaced earlier, so, for all practical purposes, the Council is "retroactively" entering into this agreement for a year that is almost ended. We will likely be seeing another similar agreement in the next several months relative to Fiscal Year 1995-96. Again, staff recommends approval of this Resolution/Agreement. COUNCIL BILL NO. RESOLUTION NO. 1632 lOG A RESOLUTION ENTERING INTO AN AGREEMENT WITH THE CITY OF SALEM FOR USE OF THE SALEM SENIOR CENTER BY THE RETIRED SENIOR VOLUNTEER PROGRAM. WHEREAS, the city of Salem operates the Salem Senior Center; and WHEREAS, the city of Woodburn administers the Retired Senior Volunteer Program (RSVP) through the Federal Action Program; and WHEREAS, the city of Salem has agreed to use of the Salem Senior Center for RSVP activities, pursuant to the terms of a written agreement; NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the city of Woodburn enter into an agreement with the city of Salem for the use of the Salem Senior Center for RSVP program activities, a copy of said agreement which is attached hereto and, by this reference, incorporated herein. Section 2. That the Mayor and RSVP Director are authorized to sign said agreement on behalf of the city of Woodburn. Approved as ,o form..~~ .(~"~/'/e¢~~ City Attorney Dat~ 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 I - COUNCIL BILL NO. RESOLUTION NO. lOG SALEM SENIOR CENTER USE AGREEMENT This Agreement is made between the City of Salem, an Oregon Municipal Corporation (CITY) and the Retired Senior Volunteer Program (RSVP), (User) administered through the Federal Action Program and whose subsidiary agent is the City of Woodburn. Be it known that the USER is a branch of the US Action Program. As such, its mission is to provide meaningful participation in their communities to the retired population through outreach to the community by placing seniors in nonprofit, nursing, governmental facilities, or other community agencies as volunteers. Volunteer opportunities for seniors in Salem, Oregon, include but are not limited to: The State Capitol, Marion County and City of Salem offices, Salem Memorial Hospital, Life Line, Arts Commission, Migrant Workers Project, Golden Clowns, Knitters Circle, Boys & Girls Club, Salem/Keizer Schools, nursing and care homes, Literacy Council, Mano a Mano, Salem Outreach Shelter, Women's Crisis Services. IN CONSIDERATION of the mutual obligations and benefits herein set forth, the parties agree as follows: 1. CITY OBLIGATIONS 1.1 CITY shall provide Room 24 in its Salem Senior Center for the USER and space for activities. When Room 24 is not in use by RSVP, the Senior Center may schedule it for other uses, e. g., tax and personal counseling. USER is entitled to use the Classroom or Auditorium when space is requested by RSVP and can be accommodated in the Senior Center's Facility Use Schedule. USER may use the photocopy machine. 1.2 CITY shall allow the use of facilities and equipment at the Salem Senior Center for the uses specified in Section 1.1. Such use is subject to all generally applicable policies and procedures that the CITY may adopt and amend from time to time. 1.3 CITY shall provide building .s,u. pervision during the hours of USER use of the Salem Senior facility. "Building supervision" means opening and closing the building, turning on and off lighting and HVAC systems, and providing access to special equipment approved for USER's use. CITY's staff shall have no obligation to supervise the conduct of the RSVP Coordinator or volunteer participants in the program. Such staff may take any actions they deem appropriate to prevent misuse of or damage to the City's property. They may also act to stop conduct that violates any law, ordinance, or e~tabli~hed Salem ~enior Center u~e and eondu~ policies. 10G e 1.4 CITY shall schedule the Salem Senior Center and coordinate programs and uses at the facility. CITY's staff shall perform this obligation using their sole discretion within the framework of the annually approved Facility Use Schedule. CITY's goal is to assure access to and use of the Salem Senior Center by the broadest possible range of groups, activities, and interests to serve Salem's senior community. No single group or organization shall be given any preferred or preemptive status in scheduling use of the Salem Senior Center facilities, equipment and space. 1.5. CITY shall assure USER timely, pedodic opportunity for communicating complaints, requests, suggestions, and comments relating to the Salem Senior Center and its operation. 1.6 CITY shall provide at no cost, limited access to a telephone for local and toll-free calls by USER's staff for purposes related to USER's programs and activities under this Agreement. CITY is not obligated to provide toll call access. 1.7 A CITY staff person shall serve as a liaison to USER to assist in coordinating and facilitating USER's use of the Center and minimize conflict with other Center users. 1.8 CITY shall provide USER timely information about Senior Center policies and operations that affect USER's activities at the Salem Senior Center. 1.9 CITY shall publicize USER activities where appropriate in the sole discretion of CITY's Senior Center Director. 1.10 CITY may provide co-sponsorship, partial funding, or both for certain special activities at the Salem Senior Center as may be separately agreed upon between the parties. Availability of City funds depends on budget authorization. Planning for such events must start enough before the CITY's budget review process to allow their consideration. USER OBLIGATIONS 2.1 All USER activities shall be open to all persons age 55 and older regardless of the person's race, gender, ethnic background, national origin, or disability. 2.2 USER shall be solely responsible for recruiting and, if necessary, providing mileage compensation for persons to carry out all of its activities. 4 lOG 2.3 USER, its officers, directors, staff, and volunteers will cooperate fully with the CITY officers and staff of the Salem Senior Center. USER will follow all rules, regulations, and policies established for the Salem Senior Center. USER will assure that its representatives and patrons follow such policies in activities, programs, and meetings conducted or sponsored by USER. 2.4 USER shall be solely responsible for obtaining all required licenses, permits, and registrations necessary for the lawful conduct of its affairs, programs, events, and activities. 2.5 Should USER require special equipment or fixtures that would also benefit and be shared by CITY, the parties shall, by separate agreement, provide for acquisition, reimbursement, and ownership of such. 2.6 USER will provide information regarding USER for publication in Salem Senior Center Update newsletter as space is available. INSURANCE AND INDEMNITY 3.1 USER provides for supplemental car insurance for those RSVP members who maintain their own insurance and are in the process of using a personal car in the delivery of USER duty. 3.2 USER agrees to indemnify the City of Salem, its officers, employees, and agents from all claims, demands, suits and legal actions including appeals arising out of or in connection with User's activities under this Agreement. 3.3 "Indemnify," as used herein, means to indemnify, defend, and save harmless. MISCELLANEOUS 4.1 This Agreement represents the complete understanding of the parties concerning the subject matter hereof. All prior agreement, representations, and negotiations, written and oral, relating to the subject matter of this Agreement are hereby repudiated and set aside. 4.2 This Agreement may be amended only by written instrument executed with the same formalities as the Agreement itself. 4.3 In the event any term of this Agreement shall be held invalid or unenforceable, the parties declare that any such holding would not affect their willingness to enter into all other terms hereof, and such holding shall not affect the validity and enforceability of the remainder of this Agreement. 4.4 4.5 4.6 Failure of either party to object to an event of default, breach, or inadequate performance by the other shall not constitute a waiver of the offended party's dght to object to future events, whether of the same or different nature. No provision of this Agreement shall be held waived or modified by a party's past failure to assert its rights to full and faithful performance. This Agreement shall take effect as of July 1, 1994 through June 30, 1995 unless sooner terminated as provided in Section 4.6. Notwithstanding Section 4.5, either party may terminate this Agreement: 4.6.1 In the event of a continuing material breach by the other, provided that the offended party has given the other not less than 30 days written notice to cure the breach and the other party does not effectively cure the breach within that time. The remedy of termination as provided herein shall be in addition to and not in lieu of any other remedy available at law or equity. 4.6.2 Without cause by giving not less than 30 days prior wdtten notice. 10G IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names by their duly authorized representatives as of the dates set forth below. CITY OF SALEM, OREGON RETIRED SENIORS & VOLUNTEER PROGRAM By: By: City of Salem, City Manager Date: Date: City of Woodburn, Mayor Approved as to form: City Attorney RSVP Coordinator Marion County R~VP Date: MEMO 1OH TO: FROM: SUBJECT: DATE: City Council through the City Administrator Public Works Directo~~~~-~~ Contract Award for Poplar Tree Test Plot Installation May 4, 1995 RECOMMENDATION: It is recommended that city council approve the attached resolutions that authorize the Mayor to sign a contract for Phase A in the amount of $79,022 and Phase B in the amount of $72,806 for poplar tree installation and irrigation system, respectively, to CH2M Hill. (Note: Treatment Plant Construction Fund [which includes some previous DEQ loan funds] will be used to accomplish the tasks) BACKGROUND: A poplar tree plantation is one very important component of the preferred alternative selected by the committee to dispose the treated effluent during the summer months. This alternative was evaluated and found to be more cost effective when compared to summer holding lagoons or the sidestream elevated pool aeration (SEPA). In addition, the plantation provides land for a sludge disposal program and for a future yard debris program. The use of poplar trees for municipal wastewater such as is being considered by Woodburn, has not been used by other service agencies in the past. Because of the city's prior "transpirator" research project in which a root system was used for treatment, Public Works staff feels that a plantation system will work, but without research work started at this time, proper design cannot be performed in the near future. The city needs at least two years of solid data to know the plantation's effectiveness as a component of the entire treatment process before a full size plantation can be designed that will be acceptable to the Department of Environmental Quality (DEQ). In the last few weeks, city staff has worked very hard to obtain an outside grant to fund this research project. Although all agencies such as DEQ, Economic Development Department, and some cities, such as City of Dallas, fully support this project, we have been unable to receive any commitment on funding. The tree planting season is here and we cannot delay the project any longer. Optimally, cuttings should be planted during the month of May. The entire research project is estimated to cost $225,993. Our funding research indicates that there is a small possibility that some funds could still be available from community block grant portion of economic development funds. However, these funds would not be available for this planting season and no one would guarantee it for next season either. Also, we have learned that no funds 1OH are made available to cover the expenses outlined in an approved contract that has already been signed by all parties. Therefore, it is proposed that the project be divided into four phases and contract signing and implementation take place according to funding restrictions and needs of the city. The useful phases from a funding perspective are outlined below: Phase A: Phase B: Phase C: Phase D: Installation of Poplar Plantation $ 79,022 Instrumentation and Irrigation System Installation $ 72,806 Research Monitoring for current year $ 28,405 Research Monitoring for next year $ 45.760 Total 9225,993 It is likely that the city will be able to procure some grant funding for Phase C and Phase D. Although obtaining some funding from outside sources for Phase B appears to be difficult, we have scheduled a meeting to discuss this issue with Community Block Grant and DEQ representatives on May 9. If there is a possibility of obtaining some funding from outside sources, then signing of the contract for Phase B will be delayed. All issues outlined above have been fully discussed with the City Administrator and City Attorney. On the advice of the City Attorney, CH2M Hill is recommended to be the city's prime contractor with Ecolotree being a subcontractor. It is staff's recommendation that the contract be divided into phases outlined above and Phase A and Phase B of the research project contract be awarded to CH2M Hill at this time. The requirements of the contract will be that Ecolotree Reuse Systems must be used as a subcontractor by CH2M Hill on this project and City Administrator and City Attorney review the contents prior to final signature by the Mayor. A copy of the work scope and contract documents will be provided to the city council in the regular meeting of May 8, 1995. Attachments: 1. Resolutions 2. Exhibit I (Contract A scope) 3. Budget estimates for Phase A, B, C, and D GST:Ig POPLAR\OOgTRCT 1OH Exhibit 1 City of Woodburn EcolotreeTM Reuse System Contract A: Site Preparation, mobilization, tree installation, and field design for 4 poplar clones on $ acres May 4, 1995 Project Description: This propos, al is based on {he EcolotreeTM Reuse System Focused Feasibility_ Study Draft submitted to the City of Woodbum on March 29, I995. This scope was further defined April 27, 1995 in a meeting between EcolotreeTM Inc. and City of Woodburn staff. 'The City of Woodbum 1995 E¢olotre~TM Buffer prototype installation will occur in May 1995 and be operated and measured for a t least two growing seasons. In brief, the installation will include the following 4 contracts:' Installalion of U~es Installation of Lrfigation system and installation of Time Domain Rcflcctometry (TDR) monitoring instrumentation in June, 1995 First year culturing, maintenance, and monitoring an reporting from May to December 1995. Second year culturing, maintenance, monitoring and reporting from January to December I996. EcolotreeTM Inc. is poised to deliver the proposed 8 acre poplar project installation based on Woodburn's EcolotreeTM Buffer prototype design as detailed in the Focused Feasibility Study to operate as a secondary effluent treatment utility. As a utility, there is little tolerance for tree death. In the 1995 prototype installation, EcolotreeTM Inc., will use a selectiou of trees, stored in cold storage, and installed at the site to maintain maximum survival. With the irrigation system, soil moisture monitoring system, and sampling program planned for the 1995 and 1996 seasons, Ecolotre~TM Inc.'and CH2M HII.L will obtain the necessary design data for the most frugal full scale treatment system. Contract Terms Reg .ar!din~ Planting The City of Woodburn's poplar tree installation is the first of it's kind for secondary effluent irrigation during low flow summer months in the Pudding River. Though different from other EcolotreeTM Buffer installation, there are many similarities for Woodburn's pro$otype installation. 1OH The project team will use past experience and make its best effort to optimize, the chance for success of this buffer installation, basing decisions in plant varieties, site preparation, site maintenance irrigation, and monitoring on similar situations. Th~ trees selected for the installation have demonstrated acceptable performance at other si miler inst~llations. In no event shall the Con,actor be liabie for any direct, indirect, special, incidental or consequential damages (iucluded, but not by way of limitations, economic losses and lost profits) incurred or claimed by the site owner: Specifically: 1.) All on-site buffed utilities are to be identified by the owner to Contractor staff before planting begins; Conwactor is not responsible for repairing buried utilities which were not marked and shown to the installation crew before planting start- up. 2.) Tree protection from vehicle traffic or wildlife damage is not the responsibility of the Contractor. F. colotreeTM Inc. requests fu~t right of refusal ~o purchase any biomass harvested from the Buffer beginning in 199'/. The purpose of this clause is to prevent over harvest and unacceptable reduction in the Buffer's water and nutrient removal capacity. The Payment Schedule. The Contractor requests 30% down payment for the cost of the ~rees immediately following contract signing to hold the trees. Subsequent billing will be monthly. All payments are expected net 30 days. 1. Introduction The installation of a poplar tree demonstration and research site with irrigation of wastewater, and operations and monitoring and reporting for 12 years will be contracted to CI-I2M Nil.l. and F, colotreeTM Inc. in 4 separate contracts. This is the work scope for Contract A only. CH2M NTI.I. will bethe responsible prime contractor with EcolotreeTM Inc. as a subconU~actor. 2. Scope of Services 2 1OH CH2M I4II.L and BcolotreeTM Inc. will perform the following services: Task I Field Design, Construction Staking, and Installation The site will be measured and staked for tree row alignment, buffers and irrigation corridors. CH2M HILL will provide on-site field design and installation engineering assistance through the course of the tree installation. One final planting plan will be prepared to identify the specific location of the various clones planted at the prototype site. Tree Procurement, Storage, Planting and Final Site Blading EcolotreeTM Inc. will. procure, store, and plant four varieties of poplar trees at the site. The trees will be planted at about 20 square feet per tree for 13 inch cuttings and 30 square feet per tree for whips. Approximately 6 acres will be +_ 13" cuttings and 2 acres ± 48" whips. Task 3 Cover Crop Planting After final site blading the area between tree rows will be planted to a grass mix cover crop to enhance site stability and water and nutrient uptake. After planting the site will be bladed between rows to smooth tire tracks, create a ridge at the rows, and a seed bed between rows. Task 4 Staff, Equipment, and Tree Mobilization Equipment needed for installation will be moved to Woodburn and demobilized after construction. Experienced key staff will also be mobilized to install this important project. Trees will be moved from cold storage only when planting is eminent. Task5 Irrigation Installation Coordination The irrigation engineer fin~g irrigation equipment design will be involved in the tree site installation to coordinate irrigation rights-of-way .and confirm compatibility of final field design and irrigation which will be installed in the next contract. Irrigation of the trees by June, will be critical for survival. Sheet6 Contract' A: Site preparation, mobilization, tree installation, field design S/acre $ for 8 acres 1.Construction staking, and field _design. $ 9~S $ '/,SOO 2. Tree procurement, storage, 'planting, and final site blading, 4 clones on 8 acres, not 6 clones on 10 acres. # tx~es $ Total · 6ac-15" c~ttinss @ 2,170/a¢ @ $$.25 13,020 $ 42,315 .2 ac - 48"+ whips @ l#§O/ac @$4.00 2,900 $ 11,600 - Trees installed - 8 acres 15,920 $ 53,915 3. Plant cover crop. $ 450 $ 3,600 4. Equipment and Tree Mobilization $ 1§0 $ 1,200 :5. Engineer for irrigation installation coordination $ 312 $ 2,S00 Installation Sub-Total $ 68,715 IT~ojec~ M~z~gcment, Adminislz~6on, T~s~ce, O~cl, and Profit $ 10,307 TOTA~ $ 1OH Page1 Sheet6 I I ~..ontract B: Irrigation and instrumentation field des.! gn and installation for 8 acres B-l: Ecolotme and CH2M Hill Irrigation $ for 8 acres - Pump station/filtration $ 938 $ 7,504 . distribution/laterals/tubing $ 1,230 $ 9,840 . in~]!a~on labor $ 1,025 $ 8,200 _ - irrigation ~ngine~r for i~s, tall~tion $ 62~ $ 3,000 - control system (adaptable for ..whole system) $ 1,125 $ 9,000 _ Total prototy~ in~ation $ 4,943. $ 39,544 B-2. CH2M Hill Field Design/ Installation assistance, construction observation. $ 9385 7,500 B-3. Ecolotrb, e and CH2M Hill Instrumentation $ 2,000 $ 16,000 - Tirn~ Domain R, eflector~try lnstctllc~fion Sub-total $7,913 $ Proj~[ Management, Contract ~ 9,496 Administration, Insurance, Overhead,and Profit Total $ 72,806 1OH WDBCON.XLS Sheet6 Contract C: First year monitoring, management, and reporting C- !: Ecolotree - ma~teaanc¢ staff 4 visits @ $1,400/site visit $ 700 $ 5,600 C-2. 12 sets Folia~ and soil analyses, handlin~ @ $150/set $ 225 $ 1,800 .C-3. Lysimeter sample analyses $ 75 $ 600 ._ C-4. 2 Site visits by Licht and Madi.'son @ $4,000 $ 500 $ 8,000 ., C-5. Phone support - 30 Hr. @ $90/hr $ 338 $ 2,700 C~. End of year redact. $ 750 $ 6.000 Sub-total 2,588 $ 24,700 Project Management, Contract Administration, Insurance, Ow-the, ad, and Profit 3,705 Total $ 28,405, 1OH WOBCON.XLS S~eet6 Contract D Second year monitoring, management, and reporting _ D1. Irrigation sysmm maintenanc~ S/acre $ for $ acres .irrigation engineer for $ 6~ $' 5,00o _ _ad~ tlstm~Bts -Cou~o! system support $ 18~ IS 1-$0~ _ D2. Instrumen_t~ion support -Time Domain Reflectomctry $ 375 $ 3,000 D3.. Trees - contingency -1000 rooted replacement trees @ IS4.50 ' $ 563 IS 4.500 D4. Mobili?ztion- F. quipmcnt $ 113 $ 900 _ DS. First year maintenance Ecolo~--~e m_,inte_nance 4 visits $ 825 $ 6,600 D6. 1'2 sets Foliar and soil ian~_alyscs, handling @ $150/Set $ 225 $ 1,800 D7. Lysimeter sample analyses $ 75 $ 600 D8. 2 Site visits by Licht and M. ai.~on $ 773 $ 6,187 Dg. Phone suppo~ - 30 Hr. @ Is90/l~t $ 338 $ :2,700 _ D10. F. nd of year report $ 875 $ 7,000 1996 Prototype Support Estimate$ 5,20.1 $ 41.604 ub-total $ 4,974 s Project Management, Contract Administration, $5,968 Insurance, Ovemeod, Total $ 45,759 1OH WDBCON.XI-S 1OH COUNCIL BILL NO. 1633 RESOLUTION NO. A RESOLUTION AUTHORIZING AN AGREEMENT WITH CH2M-HILL FOR INSTALLATION OF POPLAR TREES. WHEREAS, the City is in the process of planning for the construction of a sewage treatment plant, and WHEREAS, CH2M-Hill has been previously retained by the city to perform project engineering and related tasks associated with the proposed facility, and WHEREAS, an integral part of the sewage treatment plant will be the establishment of a Poplar plantation for treatment of effluent, and WHEREAS, it is necessary to install a Poplar tree test plot so that the feasibility of this alternative can be measured and so that important research data can be obtained, NOW, THEREFORE THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the Mayor and City Recorder are authorized to sign, on behalf of the City, an agreement with CH2M-Hill addressing Phase A: Installation of Poplar Plantation. Section 2. That said agreement is attached hereto as Exhibit "A" and, by this reference, incorporated herein. Approved as to form..C~-~ ~/1'~- ~ ~-//--///~ ~- 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 Page I - COUNCIL BILL NO. RESOLUTION NO. 1OH COUNCIL BILL NO. 1 634- RESOLUTION NO. A RESOLUTION AUTHORIZING AN AGREEMENT WITH CH2M-HILL FOR INSTALLATION OF AN IRRIGATION SYSTEM. WHEREAS, the City is in the process of planning for the construction of a sewage treatment plant, and WHEREAS, CH2M-Hill has been previously retained by the city to perform project engineering and related tasks associated with the proposed facility, and WHEREAS, an integral part of the sewage treatment plant will be the establishment of a Poplar plantation for treatment of effluent, and WHEREAS, it is necessary to install a Poplar tree test plot so that the feasibility of this alternative can be measured and so that important research data can be obtained, NOW, THEREFORE THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the Mayor and City Recorder are authorized to sign, on behalf of the City, an agreement with CH2M-Hill addressing Phase B: Installation of an Irrigation System. Section 2. That said agreement is attached hereto as Exhibit "A" and, by this reference, incorporated herein. Approved as to form: 4'~ ~~ City Attorney Date APPROVED: Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Page I - Mary Tennant, City Recorder City of Woodburn, Oregon COUNCIL BILL NO. RESOLUTION NO. Nancy A. Kirksey, Mayor 1OH THE TEXT OF THE AGREEMENTS IS NOT INCLUDED IN YOUR PACKET BUT IS ATTACHED TO THE ORIGINAL RESOLUTION AND IS A VAIl. ABLE THROUGH THE CITY RECORDER. MEMO TO: FROM: SUBJECT: DATE: City Council through the City Administrator Public Works Program Manager ~5::~~ City Hall Heating Ventilation Air Conditioning (HVAC) Bid Award May 4, 1995 101 RECOMMENDATION: Delete items 3, 5, and 7 from Bid Proposal 95-12 and award the bid for the remaining items to replace city hall HVAC to C. J. Hansen Co., Inc. for $81,821.00. BACKGROUND: City of Woodburn Bid Number 95-12 for replacement of city call HVAC units was opened and read at 2:00 pm on May 3, 1995. After evaluating the bids, it was decided to delete items 3, 5, and 7 from the bid proposal which dealt with replacement of the council chambers heat pump unit. The bid results after these items were deleted was: C. J. Hansen Co., Inc Temp Control Mechanical $ 81,821 158,445 The consultant engineers estimate for the HVAC replacement was $72,000. They were contacted and reviewed the Iow bid proposal. They felt, given the very active construction market, that the result, which was approximately 13% above their estimate, was acceptable. They felt that the very active construction market was also the reason that there were only two bids received. The city had included replacement of the council chamber heat pump in the bid package with the intention of replacing this unit if bid results were near or below estimate. This replacement was included as items 3, 5, and 7 of the bid proposal. This unit has been virtually trouble free but is the same age of the other units. Due to the higher than estimated costs and critical need of replacing the remaining city hall HVAC units, it is recommended that these items be deleted and the bid awarded to C.J. Hansen Co., Inc. RR:Ig liVAC.,AId~D. CC 11A 5/04/95 A/P CHECK LISTING FOR THE MONTH OF APRIL 1995 Page 1 Check N~ber Budgetary Account Number 26930 FIRE BOND C(XIPOflS 26931 FIRE BOND 26932 FIRE BOND COUPON 26933 CouPONS 2693~ FIRE BOND 26935 POSTAGE-VARIOUS 26936 SUPPLIES-LIBRARY 26937 SUPPLIES-VARIOUS 26938 SERVICES-PARKS 26939 SERVICES-POLICE 269/,0 SERVICES-CITY ATTY 26941 REGISTRATION-LIBRARY 26942 SERVICES-HATER 26943 PETTY CASH-VARIOUS 26944 FIRE BOND COUPONS 26945 SERVICES-HATER 26946 V 0 I D 2694? V 0 I D 26948 V 0 ! D 26949 REFUND-HATER/SEWER 26950 REGISTRATION*POLICE 26951 REGISTRATIONoENG 26952 WITNESS FEE-CITY ATTY 26953 WITNESS FEE-CITY ATTY 26954 SERVICES-L6/TP 26955 SUPPLIES-RSVP 26956 MEMBERSHIP-PUBLIC goBKS 26957 SERVICES-VARIOUS 26958 SUPPLIES-POLICE/WgTP 26959 SERVICES-VARIOUS 26960 SERVICES-VARIOUS 26961 WATER WELL COUPONS 26962 SUPPLIES-STREET 26963 SUPPLIEg-JA~TP 2696~ SUPPLIES-WATER 26965 SERVICES'PARKS Z6966 SERVICES-PARKS Z6967 REIMBURSEMENT-CITY ADMIN 26968 SERVICES-ENG 26969 SERVICES-PUBLIC WORKS 26970 SERVICES-L/dTP 26971 WORKERS ~:WP-HON DEPT 26972 SERVICES-IdgTP 26973 SUPPLIES-STREET 269?4 SERVICES-VARIOUS Vendor Naee Vendor Nar Check - Date Written Aaount of Check D.A. DAVIDSON 00~085 4/01/95 5,175.00 CHENICAL BANK 002~40 4/01/95 5,000.00 STATE STREET BANK 0187T~ 4/01/95 175.00 DEPOSITORY TRUST CO 003211 4/01/95 3,322.50 CEDE & CO 002299 4/01/95 5,000.00 POSTAGE BY PHONE 015~66 4/01/95 800.00 JADTEC COMPUTER GROUP 009050 4/01/95 1,463.00 TERRYBERRY #FG JEUELERS 019065 4/04/95 525.00 M:X~OBURN CONSTRUCTION 022560 4/05/95 196,706.00 N. ROgERT SHIELDS 018~50 4/06/95 1,314.oo N. ROBERT $HIELOS 018~50 4/06/95 4,578.75 OLA ANNUAL CONFERENCE 01432r 4/06/95 293.00 US POST OFFICE 020090 /,/06/95 293.00 CITY OF WOOOBURN 015255 4112195 171.63 FIRST INTERSTATE BANK 005140 4/14/95 1,050.00 US POST OFFICE 020090 4/14/95 193.00 VOID VOID VOID VOID VOID VOID TENLY PRO~ERT lES NONE 4/14/95 87'.29 MULTIFAMILY HOUSING COUNCIL NONE 4/14/95 150.00 OREGON ONSITE WASTEWATER NONE 4/14/95 270.00 ANTON] NA KUZNETSON NONE /,/14/95 5.00 DEVON ROSS NONE 4/14/95 5.00 A & A PEST CONTROL 000011 4/14/95 85.00 AL'S FRUIT & SHRUB CENTER 000160 4/14/95 37.50 AJ4ERICAJd PUBLIC ~S ASSN 000300 4/14/95 355.00 ARA~ARK UNIFORM SERVICE INC 0005~ 4/1/,/95 49.70 AUTOMATED OFFICE $YS 00056~ /,/1/,/95 307.84 AT&T INFORMATION SYSTEMS 000620 4/14/95 687.85 AT & T 00062.t 4/14/95 25.71 BANK OF ANERICA O01129 4/14/eS 305.00 8EN-KO-HATIC INC O01ZO0 4/14/95 1,527.51 BI-HART CORPORATION 001275 ~,/14/95 59.0~ BORLAND ]NTERRATIONAL 001362 4/14/95 49.95 DON CAREY & ASSOCIATES 002126 ~/IL/OS s,t72.03 CARLSON TESTING INC 0021/3 /*/1/*/95 1,431.00 CHRIS CHILDS 002~8 /.11/.195 161.~ CH2H- H I LC 002478 /,/14/95 891.8O CINEHAGIC STUO IDS 002483 4/14/95 1,757'.50 CZ NTA$ 00248/, /,/14/95 337.22 CIS:CITY COUNTY INS SERVS 002488 4/14/95 21,019.20 CLACKAMAS CONM COLLEGE 002550 4/14/95 151.00 COLVZ-N SAND 00268~ /,/14/95 40.00 MARGOT COHLEY 002686 4/14/95 115.00 261,1/.3.66 11A A/P CHECK LISTING FOR THE NONTH OF APRIL 1995 Page 2 Check Number Budgetary Account NLarber Vendor Name Vendor Nunber 26975 SUPPLiES-WATER CONSOLIDATED SUPPLY CO 002770 26976 SERVICES-POLICE CREDIT NONTHk~ST CORP 002900 26977 SUPPLIES-U~TP DAVISO# AUTO PARTS 003080 26978 SERVICES-ENG DE HAAS & ASSOCIATES INC 003108 2697~ SERVICES-PUBLIC ~K~RKS DONINO'S PIZZA 003252 26980 SUPPLIES-POLICE EHBLEN ENTERPRISES 004140 26981 SERVICES'RSVP EVERGREEN STAGE LINE iNC 00~433 26982 SUPPL IES'MdTP FAR#ERS OIL 005040 26983 SUPPLIES'L&/TP FISHER'S PUMP & SUPPLY 005147 26984 SUPPLiES'C STORES FORCE 4 COMPUTER 005242 26985 SERVICES'PUBLiC WORKS GELCO CONSTRUCTION CO 006061 26986 SERVICES-LIBRARY GENERAL ELECTRIC CAPITAL 006079 26987 SERVICES-911 GERVAIS TELEPHONE CO 006143 26988 SERVICES-VARiOUS G.T.E. NOBILNET 006373 26989 SUPPL]ES-UUTP G.U. HARDWARE CENTER 006405 26990 REIHBURSEHENT-RSVP PATRICIA HELLHACE 007117 26991 SUPPLIES-VARIOUS INDUSTRIAL UELDING SUPPLY 008100 26~;2 SERVICES-PARKS JOBS AVAILABLE 009105 26993 SUPPLiES-POLiCE LIGHTNING PO~ER CO 011230 26994 SUBSCR i PT I ON- L I BRARY L i BRARY JOURNAL 011276 26995 SUPPLIES-LiBRARY LONGtS ELECTRONICS 011328 26996 PER#ITS-BUILDING MARION COUNTY BLDG INSPEC 012090 26997 SERVICES-~ITp GORDON L. NERSETH P.E. 012434 26998 SUPPLiES-VARIOUS #ETROFUEL ING ]NC 012448 26999 SERVICES-911 NO#ITGR CO-OP TELEPHONE 012550 27000 SUPPLIES-WATER HURRAY CHEVROLET 012697 27001 SERVICES-PUBLIC UORES NEUS & VIEUS 013186 27002 SERViCES-VARIOUS NORTHUI~ST NATURAL GAS 013350 27003 SUPPLIES-PUBLIC UORKS OFFICE DEPOT 014029 27004 SUPPLIES-BUILDING C~EGON BUILDING OFFICIALS 014125 27005 SERViCES-BUILDiNG OR BLDG COOE$ AGENCY 014160 27006 SERVICES-VARiOUS OREGOBIAN PUBLISHING CO 014653 27007 SUPPL iES-VdTP PACiFiC PRINTERS 015058 27008 SUPPLIES-kIt~TP PACIFIC PURE BOTTLED UATER 015059 27009 SUPPLIES-PARKS PAPERD IRECT INC 015112 27010 SERViCES-POLiCE PAULtS AUTO BODY 015185 27011 SERViCES-VARiOUS PERFORMANCE PLUMBING CO 015234 27012 SUPPLIES-~/TP PLATT ELECTRIC OC 015340 27013 SERVICES-VARIOUS PITNEY BO~ES 015350 27014 SERVICES-VARiOUS PORTLAND GENERAL ELECTRIC 015420 27015 SUPPLIES-UATER PU~EL TRUCE SUPPLY CO 015705 27016 SUPPLIES-LA/UTp RED WiNG SHO~ STORE 017138 27017 SERVICES-911 ST PAUL COOPERATIVE TELEPHONE 018035 27018 SERVICES-t~dTP LES SCHWAB TIRE CENTER 018300 27019 SERViCES-NON DEPT SCOTT & ASSOCIATES 018310 27020 SUPPLiES-WATER SET POINT CONTROL 018402 Check - Date Urittefl Amount of Check 4/14/95 404.70 4/14/95 10.00 4/14/95 90.19 4/14/95 2,031.40 4114195 31 4/14/95 478.16 4/14/95 313.50 4/14/95 260.89 4114195 55.25 4/14/95 443.27 4114195 55,544.52 4/14/95 136.00 4/14/95 95.44 4/14/95 19O.29 4/14/95 196.29 4/14/95 103.10 4114/95 53.9O 4/14/95 108.00 4/14195 235.55 4/14/95 79.00 4/14/95 6.50 4114195 268.80 4/14/95 4,439.69 4/14/95 416.24 4/14/95 170.00 4/14/95 18,624.70 4/14/95 15.75 4/14/95 723.92 4/14/95 56.36 4/14/95 203.98 4/14/95 22.00 4/14/95 468.97 4/14/95 127.90 4114195 46.50 4/14/95 25 4/14/95 4O6.50 4/14/95 262.60 4/14/95 68.70 4/14/95 211.39 4/14/95 26,431.54 4/14/95 160.80 4/14/95 249.75 4/14/95 177.60 4/14/95 41.50 4/14/95 939.40 4/14/95 37.50 376, O69.40 11A 5/04/95 A/P CHECK LISTING FOR THE NONTH OF APRIL 1995 Page 3 Check N~eber Budgetary Account Number 27021 SUPPLIES-UATER 27022 SUPPLIES-WATER 27023 SUPPLIES-STREET 27024 SUPPLIES-POLICE 27025 SUPPLIES-VARIOUS 27026 SUPPLIES-VARIOUS 27027 SUPPLIES-STREET 27028 SUPpLIES-VARIOUS 27029 SERVICES-LIBRARY 27030 SERVICES-VARIOUS 27031 SERVICES-VARIOUS 27032 SERVICES-VARIOUS 27033 SUPPLIES-la~i'P 2703~ SUPPLIES-POLICE 27035 SUPPLIES-M~/TP/ENG 27036 $ERVICES-U'dl*P 27037 SUPPLIES-CITY ATTY 27038 SUPPLIES-I&/TP 27039 PAYNENT-NON DEPT 270~0 SERVICES-POLICE 270~1 SERVICES-VARIOUS 27042 SUPPLIES-I~TP/PU 270~3 SUPPLIES-NON DEPT 270~& SUPPLIES-POLICE 270~5 SERVICES-RSVP 27046 REIMBURSEMENT-RSVP 270~7 FIRE BONDS 27048 SUPPLIES-MAYOR 270~9 FIRE BOND 27050 REIMEURSENENT-POLICE 27051 REGISTRATION-COURT 27052 $ERVICES-UATER 27053 REIMBURSENENT-MAYOR 27054 V 0 I O 27055 V o I D 27056 V 0 I D 27057 SUPPLIES-FINANCE 27058 REFUND-gATER/SE~/ER 27059 REFUND-~ATER/SE~ER 27060 REFUND-UATER/SEUER 27061 REFUND-~ATER/SEIIR 27062 REFUND-I,/ATER/SEIdER 27063 REFUND-UATER/SEUER 270~4 REFUND-gATER/SEt,/ER 27065 SUPPLIES-PARKS 270(:~ SERViCES-BUILDING Vendor Name Vendor Nm~er Check - Date gr|tten ~mount of Check SILVERTON SAND & GRAVEL 018490 4/14/95 881.93 SLATER COt4I~JN l CAT IONS 018522 4/14/95 740.30 STUSSER ELECTRIC CO 018870 4/14/95 359.55 TAYLOR ELECTRIC SUPPLY 019030 4/14/95 9'!1.74 TELECONN SYSTENS I#C 01904.3 4/14/95 179.06 THE d THAYER CO 019100 4/14/95 47'9.56 TRAFFIC SAFETY SUPPLY CO 019220 4/14/95 261.00 UNOCAL:ERNIE GRAHAM OIL 020010 4/14./95 853.55 ON I GROUP 0020013 4/14/95 755 . O0 UNITED DISPOSAL SERVICE 020020 4/14/95 614.50 U.S. liST CONNU#1CATIORS 020091 4/14/95 271.40 U.S. lIST CONNUNICATIONS 020095 4/14/95 4,132.~6 VALLEY lILD]NG SUPPLY 021050 4./14/95 9.50 VIKING OFFICE PROOUCT$ 021180 4/14/95 329.65 UAL-NART STORES ]NC 022035 4/14./95 47.81 WATER ENVIRONMENT FEDERATION 022091 4/14/95 240.00 lIST PUBLISHING CO 022160 4/1/,/95 104.00 gITHERS LUMBER 022445 4/14/95 30.80 UOOOSURN CABLE ACCESS TV 022547 4/14/95 21,801.47 UOCOSURN FLORIST 022600 4/14/95 30.00 UOOOSURN INDEPENDENT 022630 4/14./95 519.75 UOOOBUR# OFFICE SUPPLY 022670 4/14/95 175.66 UoooguRN PHARNACY 022680 4/14/95 325.11 YES GRAPHICS 024025 4/14/95 395.00 LEO LA ROGUE 035465 4/14/95 171.00 BARBARA $TALZER 035666 4/14/95 100.00 DEPOSITORY TRUST 003211 4/14/95 25,000.00 UNITED NETHCOIST CHURCH NONE 4/19/95 10.00 DEPOSITORY TRUST CO 003211 4/19/95 5,000.00 DONALD L ELIBARI( 004,280 4./20/95 142.00 STATE COURT ADMINISTRATOR 0187/,5 4/20/95 100.00 US POST OFFICE 020090 4/20/95 220.40 NANCY KIRKSEY 010099 4/21/95 /,61.31 VOID VOID VOID VOID VOID VOID UESTERN TELEMATIC INC NONE 4/21/95 169./,8 HARVEY J OUENS NONE 4/21/95 17.56 ~,K)ODBURN BUILDERS NONE 4/21/95 7.45 ARTHUR GOSTEVSIOfH NONE 4/21/95 30.54 JAMES A EGUALL NONE 4/21/95 12.20 BRICE INVESTMENT REALTY NONE 4/21/95 14.01 ADOLF & JUOY KORTL NONE 4/21/95 21.65 PETE CHERNISHOFF NONE 4/21/95 26.7T NICROSOFT NONE 4/21/95 66.90 NATIONAL ASSESSMENT INSTITUTE NONE 4/21/95 75.00 ~,1,945.97 llA 5/0~/95 A/P CHECK LISTING FOR THE NONTH OF APRIL 1995 Page Check Nteber Budgetary Account Nuaber 27067 REGISTRATION-911 27068 SERVICES-POLICE 27069 SERVICES-PARKS 27070 SUPPLIES-911 27071 SUPPLIES-POLICE 27072 SUPPLIES-C STORES 27073 SERVICES-911 27074 SUPPLIES-PLANN[#G 27075 SERVICES-POLICE/911 27076 SERVICES-FINANCE 27077 SERV[CES-WUTP 27078 SUPPLIES-PLANNING 27079 REGISTRATION-gWTP 27080 SERVICES-911 27081 SERVICES-ENG/t&ITP 27082 SERVICES-k~JTP 27083 SERVICES-PUBLIC UORKS 2708~ SERVICES-M~/I'P 27085 SERVICES-911 27086 SERVICES-U~TP 27087 SERVICES-COURT 27088 SERVXCES-POLICE 27089 SERVICES-PUBLIC UOBKS 27090 SERVICES-CiTY HALL 27091 SERVICES-ENG 27092 SERVICES-UUTP 27093 SUPPLIES-~fl'P 27'09~ SUPPLIES-STREET 27095 $UPPLIES-UWTP 27096 REGISTRATION-POLICE 27097 SUPPLIES-WTP 27098 SUPPLIES-VARIOUS 27099 SUPPLIES-WATER 27100 SUPPLIES-EHGI#EERING 27101 V 0 I D 27102 V 0 I O 27103 V 0 I D 2710~ V 0 I O 27105 V o I O 27106 SERVICES-911 27107 SERVICES-POLICE 27108 SERVICES-NON DEPT 27109 TENPORARY EHPLOYEES-ENG 27110 SERVICES-UWTP 27111 SERVICES-PLANNING 27112 SERVICES'COURT Vendor Name DAVID U HOBSON NONE BPSST NONE ALFRED gERNER #ONE ALCO CAPITAL RESOURCE I#C 00010~ N4ERICAN BOOT CO 000192 AMERICAN BUSINESS NACHINES 000198 AUTOMATED OFFICE $YS 00056~ AWARDS AND ATHLETICS 000580 AT&T LANGUAGE LINE SERVICES 000659 BANK OF ANERICA 001132 BECKWIT# & KUFFEL 001174 OCE-BRUN ING lNC 001500 CAREER TRACK 002123 CELLULAR ONE OOZ~05 CH214- H ILL 002477 CH214 - H ILL 002478 CINEHAGIC STUD[OS 00248~ C l NTAS O02/d~ CLACKAt4AS CONMUN] CAT IONS 002540 COFFEY LABORATORIES INC 002627 MARGOT cOIqLEY 002686 COt4MERCIAL SEAT COVERS CO 002715 OAILY JOURNAL OF COI4NERCE 003020 DA#EAL CONSTRUCTION INC 003028 DE HAAS & ASSOCIATES INC 003108 EC DISTRIBUTING CONPANY 00~050 ENGINEERED CONTROL PROD 00~180 ENVIRONMENTAL ALTERNATIVES 00~205 FARN PLAN 005062 F · e. I . 005071 THE FISH POND 0051~3 FO00 SERVICES OF ANERICA 005200 H D FOULER CO 095210 FUTURE SHOP 005395 VOID VOID VOID VOID VOID VOID VOID VOID VOID VOID G.T.E. M081LNET 006.373 HARRIS ADACON 007086 INTERFACE ENGINEERING [NC 008195 JOB SHOPPERS INC 009119 JOHN CAROLLO ENGINEERS 009124 KITTELSON & ASSOCIATES INC 010093 PETER g. KONOVALOV 010295 Vendor Nmber Check - Date Written Aaount of Check 4121195 &/21/95 4121195 &/21/95 4/21195 4121195 4121195 4121195 4121195 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21 4/21 4/21 ~95 4/21f95 4/21r95 4/21~95 4/21~95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 4/21/95 150.00 310.OO 123.48 125.21 179.00 226.97 · 33.75 16.50 495.03 311.00 ~00.00 47.55 207.00 3,r81.8o 648.13 744.00 171.58 612.00 890. O0 35.00 127.00 43.88 19 ,756.~ 1/,9.16 1.33O.lS 20.00 35.02 25.00 24.30 1,208.57 341.36 1,875.~ 5.22 39.00 2,978.75 708.00 1,321.60 5,532.95 20.00 487,454.24 llA 5/04/95 A/P CHECK LISTING FOR THE MONTH OF APRIL 1995 Page 5 Check Nu~ber Budgetary Account Nu;ber Vendor Name Vendor Ntaber Check - Date Written Amount of Check 27113 REGiSTRATION-VARIOUS LEAGUE OF OREGON CITIES 011110 4/21/95 40.00 27114 SUPPLIES-tTJTP LAWSON PRODUCTS [NC 011176 4/21/95 98.73 27115 SUPPLIES-PARKS LONG LIFE LIGHTING OF OR 011325 4/21/95 238.80 27116 SUPPLIES-PUBLiC WORICS MARION COUNTY CLERK 012087 4/21/95 3.75 27117 SERVICES-BUiLDING MARION COUNTY BLDG INSPEC O12090 4/21/95 516.08 27118 SUPPLIES-VARiOUS NETROFUEL ING ]NC 0124~8 4/21/95 2,051.10 27119 SUPPL]ES-tA~TP NILES CHEVROLET 012490 &/21/95 71.52 27120 SERVICES-911 DR CLEON L. HILLER 012509 &/21/95 230.00 27121 SUPPLIES-UUTP MALCO CHEMICAL CO 013005 4/21/95 360.00 27122 SERVICES-VARIOUS ONE CALL CONCEPT INC 014054 4/21/95 59.40 27123 SUPPLIES-BUILDING OREGON BUILDING OFFICIALS 014125 4/21/95 70.25 27124 FEES-BUILDING OR BLDG CODES AGENCY 014160 4/21/95 681.35 27125 SUPPLIES-STREET OREGON DEPT OF GENERAL $ERV 014200 4/21/95 120.00 27126 SERVICES-POLICE OR DEPT OF NOTOR VEHICLE 014240 4/21/95 33.75 27127 SUPPLIES-POLICE OR SECRETRRY OF STATE 014480 4/21/95 45.00 27128 SUPPLIES-STREET PACIFIC INTERNATioNAL PIPE 015035 4/21/95 210.00 27129 SUPPLiES-POLICE PACIFIC PURE BOTTLED MATER 015059 4/21/95 51.01 27130 SERVICES-POLICE P%ONEER GLASS 015330 4/21/95 270.00 27131 SERVICES-PUBLIC t~ORKS PORTLAND GENERAL ELECTRIC 015420 4/21/95 77.30 27132 SERVICES-t~I'P POSTLEWAIT SPRAY SERVICE 015~65 4/21/95 812.50 27133 SERV]CES-UUTP PRO-TECH ELECTRIC ZNC 015565 4/21/95 456.92 27134 SERVICES-911 PTI COMNUN I CAT IONS 015580 4/21/95 120.00 27135 SUPPLIES-bq~TP RED UING SHOE STONE 017138 4/21/95 285.30 27136 SUPPLIES-TRANSIT SCHETKY NONTHUEST SALES 018240 4/21/95 17.57 27137 SUPPLIES-STREET SCOTT MACHINERY CO 018311 4/21/95 3,970.00 27138 REIMBURSEMENT-PARKS BRIAN SJOTHUN 018456 4/21/95 8~.99 27139 SERVICES-911 SILVER FALLS 911 018468 4/21/95 89.31 27140 SUPPLiES-STREET UNOCAL:ERNIE GRAHAM OIL 020010 4/21/95 231.65 27141 SERVICES-911 U.S. I~EST COIg4UNZCATiONS 020095 4/21/95 157.41 27142 SERVICES-UATER UATER,FOCO & RESEARCH LAB 022062 4/21/95 215.00 27143 SERVICES-VARIOUS UOODBURN iNOEPENDENT 022630 4/21/95 70.75 27144 SERVICES-M~TP UOOOBURN RADIATOR & GLASS 022700 4/21/95 80.65 27145 SERV! CES-VAR[OUS YES GRAPHICS 024025 4/21/95 653.55 27146 SUPPLIES-911 SYSTEM 3X/ID WAREHOUSE ZNC NONE 4/21/95 1,005.50 27147 POLXCE CAR-POLICE FRIENDSHZP FORD tHC NONE 4/26/95 16,297.50 ~7148 PETTY CASH-VARIOUS CITY OF I~OCOBURH 015255 4/26/95 154.28 27149 SERViCES-WATER US POST OFFICE 020090 4/27/95 196.00 27150 VOI 0 VOI 0 VOI 0 27151 VO] O VO[ D VOI O 27152 VO I O VO I O VO ! O 27153 SUPPLIES-RSVP RIVER VALLEY GARDENS NURSERY NONE 4/28/95 200.00 27154 REFUND-t~ATER/SE~ER CENTRAL HOMES NONE 4/28/95 13.78 27155 SERVICES-911 THE RIVERHOUSE RESORT NONE 4/28/95 186.18 27156 REFUND-BUILDING CARLOS TARRILLO NONE 4/28/95 52.50 27157 REG i STRAT I ON -911 APCO 'ORE GON NONE 4/28/95 ~5. O0 27158 SUPPLIES-PUBLIC t~ORKS AMERICAN PUBLIC T/KS ASSN 000300 4/28/95 142.75 518,210.37 · llA 5104195 A/P CHECK LISTING FOR THE NONTH OF APRIL 1995 Page 6 Check N~ber Budgetary Account Nmber 27159 SERVICES-VARIOUS 27160 SUPPLIES-VARiOUS 27161 SUPPLIES-VARIOUS 27162 SUPPLIES-VARIOUS 27163 SUPPLIES-STREET 2716~ $ERVICES-tA~TP 27165 SERVICES-PARKS 27166 SERVICES-POLiCE 27167 $ERV[CES-UgTP 27168 SERVICES-PARKS 27169 SUPPLIES-VARiouS 27170 SUPPLIES-VARiouS 27171 SUPPLiES-STREET 27172 SERVICES-CITY ATTY 27173 87 I#PRVT BOND 27174 SERVICES-POLiCE/PARKS 27175 SERVICES-PARKS 27176 $UPPLIES-UATER 27177 SUPPLiES-LIBRARY 27178 SUPPLIES-VARiouS 27179 SUPPLIES-STREET 27180 SUPPLIES-911 27181 TE#P EHPLOYEES-ENG 27182 SUPPLIES-C GARAGE 27183 SUPPLIES-VARIOUS 2718~ SUPPLIES-ggTP 27185 UNENPLOY INS-VARIOUS 27186 SUPPLIES-POLICE 27187 SUPPLIES-PARKS 27188 SUPPLIES-VARIOUS 27189 SUPPLIES-VARIOUS 27190 SUPPLiES-WATER 27191 SERVICES-tA~TP 27192 SERVICES-RSVP 27193 #E#BERSHIP-911/POLICE 27194 SUPPLIES-IA~I'P 27195 SUPPLIES-~TP 27196 SERVICES-NON DEPT 27197 SUPPLIES-HAYOR 27198 SUPPLiES-POLiCE/STREET 27199 SUPPLIES-VARiouS 27200 SUPPLiES-LIBRARY 27201 SERVICES-POLICE 27202 SUPPLiES-PARKS 27203 SUPPLiES-VARIOUS 27204 SUPPLIES-FINANCE Vendor Name Vendor Number Check - Date Written Amount of Check ARAMARK UNIFORM SERVICE 000534 4/28/95 189.51 AUTOMATED OFF]CE SYS 000563 4/28/95 545.52 AWAROS ANO ATHLETICS 000580 4/28/95 180.00 BI-HART CORPORATION 001275 4/28/95 116.75 CANBY SAND & GRAVEL CO 002060 4/28/95 112.56 CARL~S SEPTIC TANK CLEANZNG 002136 4/28/95 250.00 CARLSON TESTING IgC 002143 4/28/95 378.00 CASE AUTOHOTiVE 002190 4/28/95 1,735.93 CIHTAS 002~8~ 4/28/95 313.89 CLACKANAS LOCK 002558 4/28/95 7.00 DATA COHH I~UtEHOUSE 003~9 4/28/95 398.80 DAVISON AUTO PARTS 003080 4/28/95 182.59 FARN PLAN 005062 4/28/95 189.4~ FIRST ARERICAH TITLE 005126 4/28/95 320.00 FIRST INTERSTATE BANK 005130 4/28/95 10,260.00 FOTO HAGIC 005258 4/28/95 148.35 FOUNDATION ENGiNEERiNG 005260 4/28/95 989.30 W.W. GRAINGER ]NC 006283 4/28/95 115.97 C-RAYBAR ELECTRIC CO 006291 4/28/95 111.86 G.W. HARDWARE CENTER 006~05 4/28/95 351.89 HERSHBERGER NOTORS 007150 4/28/95 81.00 HZLL-DONHELLY DIRECTORIES 007220 4/28/95 10~.09 JOB SHOPPERS iNC 009119 4/28/95 1,325.60 K-MART STORES 010015 4/28/95 26.94 L & L BUILDING SUPPLIES 011010 4/28/95 482.76 LAB SAFETY SUPPLY 011024 4/28/95 76.35 LAURENCE COMPANY 011175 4/28/95 200.00 LIGHTNING PO~ER CO 011230 4/28/95 156.30 LIND'S MARKET 011240 4/28/95 101.28 LONG LIFE LIGHTING OF ON 011325 4/28/95 238.80 NR P~S AUTO PARTS 012510 4128195 196.97 NEWARK ELECTRONICS 013161 4/28/95 147.63 OREGON ARALYTiCAL LAB 014107 4/28/95 1,722.oo PACIFIC PRINTER 015058 4/28/95 108.45 RAIN/MARION COUNTY FISCAL 0170~2 4/28/95 8,167.50 JACK RAWLINGS 017054 4/28/95 232.95 k~4. H. REILLY & CO 017155 4/28/95 814.09 RM CONPUTER PLANNING 017260 4/28/95 1,858.75 ROTH~S iGA 017~40 4/28/95 30.18 LES SCHWAB TiRE CENTER 018300 4/28/95 809.20 SCOT CUSTOOIAL SUPPLY 018308 4/28/95 243.47 SEWING & VACUUN EXCHANGE 018~05 4/28/95 56.98 SLATER CONMUNICATIONS 018522 4/28/95 453.65 SPORTZHE 018697 4/28/95 32.80 TERRYBERRY MFG JEWELERS 019065 4/28/95 1,099.80 THE d THAYER COHPANY 019100 4/28/95 26.99 553,902.26 ' 11A 5/04/95 A/P CHECK LISTING FOR THE MONTH OF APRIL 1995 Page 7 Check N~eber Budgetary Account Number Vendor Name Vendor Nteber 27205 SUPPLIES-WATER TRAIL EQUIPMENT CO 019200 27206 SERVICES-911 U.S. WEST COMMUNICATIONS 020095 27207 SUPPLIES-POLICE UAL-HART STORES INC 022035 27208 SUPPLIES-Ut~rp WHITNEY EQUIPMENT CO 022285 27209 SERVICES-POLICE gouOBURN CARCRAFT 022508 27210 OUES-RSVP gOQ)BUR# CHAMBER OF CONNERCE 022510 27211 SUPPLIES-CITY HALL UOOOBURN FERTILIZER 022590 27212 SERVICES-VARIOUS UOOOBURN INDEPENDENT 022630 27213 SUPPLIES-RSVP M:)OOBURN OFFICE SUPPLY 022670 27214 SERVICES-POLICE UOOOBURN PHARMACY 022680 27215 SUPPLIES-PARKS UOOOBURN RENT-ALL 022708 27216 REINBURSENENT-POLICE KENNETH bRIGHT 0228~0 27217 SERVICES-RSVP MARION BUOY 035055 27218 SERVICES-RSVP ELIZABETH BROOESSER 035067 27219 SERVICES-RSVP MARGARET FANE 035390 27220 SERVICES-RSVP LEO LA ROGUE 035465 27221 SERVICES-RSVP CHARLES NOHLER 035555 27222 SERVICES-RSVP VADA O~EN$ 035583 27223 SERVICES-RSVP MARIAN REED 035615 27224 SERVICES-RSVP JUNE UOOOCOCK 0356~8 27225 SERVICES-RSVP ROBERT STILLHAN 035667 27226 SERVICES-RSVP BETTE WHITEHORN 035747 27227 SERVICES-RSVP JAY UOOOS 035763 27228 SERVICES-DAR DOROTHA BORELAND 045060 27229 SERVICES-DAR GRACE DAVIDSON 045210 27230 SERVICES-DAR CORNELIUS DONNELLY 045Px0 27231 SERVICES-DAR HARVIN GRIMM 045295 27232 SERVICES-DAR WARD O,BRIER 045497 27233 SERVICES-DAR HARILYN PARADIS 045512 27234 SERVICES-DAR GERTRUOE REES 045545 27235 SERVICES-DAR JAMES STROUP 0~5595 27236 SERVICES-OAR BARBARA $TROUP 045596 27237 SERVICES-DAR HATTIE VANDECOVERING 0~5670 27238 SERVICES-DAR GENE ~ELL$ 0~5698 27239 SERVZCES-DAR LOWELL UIKOFF 045705 27240 SERVICES-DAR JUDY YOUNG 045740 Check - Date Written Amount of Check 4/28/95 1,420.00 4/28/95 66.~8 4/28/95 543.56 4/28/95 1,295.78 4/28/95 127.50 4/28/95 50.00 4/28/95 9.75 4/28/95 23~.10 4/28/95 28.78 4/28/95 29.17 4/28/95 57.6O 4/28/95 124.00 4/28/95 12.00 4/28/95 24.75 4/28/95 42.OO 4/28/95 150.50 4/28/95 50.00 4/28/95 94.50 4/28/95 50.00 4/28/95 142.75 4/28/95 120.00 4/28/95 123.73 4/28/95 191.50 4/28/95 49.25 4/28/95 27.75 4/28/95 95.50 4/28/95 11.00 4/28/95 155.50 4/28/95 22.50 4/28/95 38.75 4/28/95 33.0O 4/28/95 21.85 4/28/95 5.75 4/Z8/95 $4.50 4/28/95 20.00 4/28/95 33.75 559,459.81 15A MEMO TO: FROM: SUBJECT: DATE: Mayor and City Council through City Administrator Community Development Department ~ Community Development Block Grant Award ($300,000) Housing Rehabilitation Program May 3, 1995 The attached correspondence from the Oregon Economic Development Department informs Mayor Kirksey that the City of Woodburn will receive $300,000 in Block Grant Funds for Housing Rehabilitation. The City will, in turn, utilize $100,000 in existing Housing Rehabilitation payback funds obtained from previous home owner Housing Rehab recipients to match the grant monies. These funds will be loaned to Iow and moderate income families, at "low interest", for Housing Rehabilitation. 15A April 27, 1995 Honorable Nancy Kirksey Mayor of Woodburn 270 Montgomery Street Woodburn, OR 97071 RE: Notice of Conditional Award of an Oregon Community Development Block Grant, Project No. H95017, ($300,000), Housing Rehabilitation Program Dear Mayor Kirksey: We are very pleased to make the official announcement that your jurisdiction has been awarded a 1995 Oregon Community Development Block Grant in the above amount. You received one of 55 grants awarded this week as a result of our annual grant competition. We received 78 applications with requests totalling $15.9 million. Actual funding is subject to the execution of a contract between your jurisdiction and the Oregon Economic Development Department. The contract will be sent to you in the very near future. A copy of this letter will become Exhibit "A" of the contract. Please review the enclosure for information on upcoming project management training and other information critical to the smooth start-up of your grant project.. If you have any questions about what happens next, please call the Community Development staff at (503) 986-0122. Our objective is to give you the assistance you need to start and complete this project as quickly as possible. Again, our congratulations to you and those who worked on the grant application. We look forward to working with you to make this a successful project. Sincerely, Yvonne L. Addington, Manager Regional Development Division Enclosure c: Steve Goeckritz Jane Ambrosek, Project Coordinator F: \USER\CDSUP\DOCL~qENI\ TEMP\ TEMP4085 775 Summer St., NE [] .~flcm, OR 97310 503-986-0123 · 'IDD 503~98(v-0123 · Fax 5ff{-58 I--5l lS Governor John A. Kitzhaber The dep,l.qmcnl is all AA[EEO eml~loyec in comvliancc wilh Sc(Ii(Ill 5 )4 Of thc Kchab AM ol p~7.1 TO: MEMO Mayor and City Council FROM: Chris Childs, City Administrator Additional Parkinp ad_iacent to Library May 3, 1995 SUBJ.: DATE: 15B This is to advise the Council that Staff will proceed with final design/ construction documents/bidding for parking configuration identified as Ootion 1 in the accompanying documentation. This option has been reviewed and found acceptable by the City Administrator, Public Works Director and Library Director. The Library Board has also had opportunity to review various options. Funds are currently budgeted for this project. The need for additional parking in the City Hall/Library area has been discussed for several years, particularly in respect to parking for library patrons. $20,000 was initially budgeted for this purpose during the current (1994-95) budget year. When it was determined that such a project could not reasonably be completed prior to the end of the fiscal year (June 30th), this project was re-budqeted at $27,697 for the new fiscal year beginning July 1, 1995. Attached is a staff report from the City Engineer outlining the parking configuration options considered, as well as schematic drawings and cost information on four different options. Cost detail information is not included, but is available, if necessary, for review. It should be noted that the Public Works Department is willing to absorb the engineering costs listed for each option; thus, the listed "construction cost" is the cost for which the City must look at budgeted dollars. In brief summary: Ootion 1 is the preferred alternative and is the option for which we are presently budgeted. This option can provide immediate relief to the parking situation by adding ten (10) more net parking spaces. Ootion 2 simply builds on Option 1; for an additional cost of some $8,373, at any time, three more parking spaces can be added south of Montgomery Street. Ootion 3 is a "cadillac" plan, with more of a mall-type effect featuring cobblestone and landscaped areas and possibly a fountain. At the present time, we are nowhere close to being adequately budgeted for this option. However, Ootion 1 can be designed and constructed in a manner that will facilitate changing to an Option 3 configuration if the City desires to do so in the future. Ootion 4 represents a configuration that was sketched out and discussed in very early stages. Besides the concerns expressed in the City Engineer's memo, you will also note that the parking row on the north side would actually encroach several feet past what is, in fact, the south wall of the library building. Also, it does not provide any more parking spaces than Option 1. MEMO 15B TO: FROM: SUBJECT: DATE: City Administrator ~. Public Works Director~ Library Parking Improvement April 25, 1995 Public Works has developed three desirable options for the library parking lot construction· A fourth option, initially considered and found to be undesirable, has also been shown on the plan. Many other options were considered and discarded and these are not shown on the plan. These desirable options are outlined below: Basic parking lot on library property Three parking stalls added to basic on south side of Montgomery St Closure of one-way traffic and installation of a fountain to provide a mall concept Note: This option has less parking stalls and is more costly, but it is much more pleasing to the eye. Prior to developing the above options, the Engineering Division performed a traffic count and analysis. This is outlined below: Eastbound traffic = 659 vehicles/day Westbound traffic = 297 vehicles/day The analysis indicates that eastbound traffic is much higher than westbound traffic and if one-way traffic is allowed then it should be for the westbound traffic· Engineering staff understands that any public road traffic should not be directed to go through a private parking lot to reach the other side of a public road. In addition, staff understands that drainage patterns should not be disturbed to keep the cost of construction reasonable. The options that were considered and discarded included: A) The elimination of the island on Second Street, thus allowing diagonal parking along the library on Second. This was unattractive and required moving the library book drop that is working well at this time; also, it appeared to be costly· B) Complete closure of Montgomery Street. This design produces undesirable traffic flow in the parking lot because east-west traffic must go through the newly constructed parking lot, and it also places an avoidable load on other streets· The initial proposal that was considered by the Library Board fell into this category. There are many major drawbacks to the initial proposal including the fact that, if city ordinances are followed, there is not enough distance between the existing curb and the library wall to accommodate the design properly, and the legal street vacation process would need 15B to be followed prior to parking lot construction. During the vacation process, there may be objections from individuals who own property in the affected area. We believe that if Montgomery Street needs to be closed, it would be more desirable and acceptable to vary option "3" and close the street between the proposed fountain and 2nd Street instead of the initial proposal. However, we do not recommend complete closure of Montgomery Street at this time because we believe that better options, as proposed by engineering, are available. c) Several variations of the above concepts were considered prior to developing final options. My personal preference is for Option 3 with a fountain, but experience tells me that construction of Option I is more likely because of its lesser cost. Considerable time and effort has been invested by the Engineering Department to develop the options presented. As soon as a final decision is made, and approval is given to us, the Engineering Division will finalize engineering plans, develop contract documents, and invite bids for construction. If Option 3 is chosen, we will involve the fire department's input for fire equipment turning radius requirements that may necessitate moving the fountain or curbs. We want to ensure that response time of emergency vehicles is not increased because of poor design. Attachments: 1. Cost estimate of each option 2. Preliminary plan GST:Ig CC: Engineering Library Director File LIBRPRKG.ADD OPTION 1 ! ......... {"'"":;::;:'.!.?',. z~ L.....Lj... ' ................ :::...:::.~.....,.... ...... ...~.:::::::....:.. ;.. ~m ,,..~..¥, .............................. ~ ......................... "."..'""'", /~ i .-.-4 ~ ' ~:"x" ............ ...... ....! ...... "-...,. ' m..'i .~{ .'. ........ · ............ ................ { / .~ i, ................ i/ o~- /I i /// /I ................ ' .............. '1 /I ~ L, ............................. '"'""='"~ I i ~ .. ......................... ~..~ 15B OPTION 2 OPTION 5 I 15B OPTION 4 15B '1 TO: FROM: SUBJ.: DATE: MEMO Mayor and City Council Chris Childs, City Administrator ~ Dan Berrey - Pros_oective Salud Bldq. Purchaser May 4, 1995 15C As Council knows, an Earnest Money Agreement has been signed concerning the old Salud Clinic at 347 N. Front Street, which was previously designated by the Council as a Dangerous Building. The prospective purchaser of the building is Dan Berrey, a realtor from Salem. Based on this development, on April 24, 1995, the Council passed a motion to defer legal action regarding enforcement of the Dangerous Building Ordinance until June 13, 1995. It was originally anticipated that Mr. Berrey would be present at the Council's May 8, 1995 meeting to make a presentation concerning his intentions for the building, timelines, etc. In view of the full agenda and anticipated length of the May 8th meeting, Mr. Berrey has agreed to simply provide written information at this time, with a subsequent 'face-to-face" presentation, possibly on May 22, but ~ on June 13, 1995, the Council-imposed deadline (as noted above). Attached for your information at this time is biographical information provided by Mr. Berrey. As the Council's agenda packet "went to press', additional information concerning Mr. Berrey's due diligence task list and timelines had not been received. Presumably, such material will be provided prior to the Council meeting and copies of any information furnished will be distributed to Council members. PROFESSIONAL QUALIFICATIONS 15C DAN BERREY, CCIM CANDIDATE PRESENT POSITION Mr. Berrey is a Associate Broker with The Prudential Reid Estate Professionals, specializing in Commercial Sales and Leasing as well as 1031 Tax Deferred Exchanges. In addition, his office works with transactions across the St-to of Oregon, and has brokers licensed in the State of Washington and California. The firm has four offices in the Salem area. The main office occupies over 20,000 square feet with approximately 120 agents. It is involved in all areas ofdevelopment, sales and leasing. The firm was started in 1980 as an independent and joined The Prudential franchise in November of 1989. Since that time the firm has been rated in the number one position in the Western Region (11 states) and in the top three offices for the entire United States in dollar volume, number of sales and Gross Commissions Income. Mr. Berrey has been in the {'eal estate prefer, sion since 1977. He has been involved in a wide background of real state transactions from residential, commercial which includes retail, industrial sales and leasing, business opportunities as well as land development. He is currently licensed in the State of Oregon as a Associate Broker. He is currently completing his licensing as a CCIM with 80% of the requirements completed. He has been active has a State Director for the Oregon Board of Realtors £mcc 1988 and as & Salem Director since 1984. He also served as a Exectrtivc officer and 1992 Board President for the local chapter. This has resulted in a board network of brokers throughout the State of Oregon. PROFESSIONAL ORGANIZATIONS.LICENSES Mr. Berrey is a member ofthe National Association of Realtors and the Salem Association of Realtors and is designated as an Associate Broker. He i~ a CCIM candidate and a graduate of the Realtors Institute. He is a executive officer for the Salem Association of Realtors. Also serves on .the Chemeketa Community College Foundation and as the Director to R, ockwest Foundation. WOODBURN PUBLIC LIBRARY 280 GARFIELD STREET WOODBURN, OREGON 97071-4698 503-982-525215263 OR FAX: 503-982-5258 15D MEMORANDUM TO: FROM: DATE: RE: Mayor and City Councilors through Chds Childs, City Administrator Linda Sprauer, Library Director .~ May 2, 1995 STAFF REPORT April 30, 1995 was the last Sunday the library will be open until fall. The patrons who availed themselves of this service day were extremely pleased. We found the statistics we kept were a bit lower than the three month tdal pedod in the 1994-95 fiscal year, but still indicate that patrons like and are using this service day. By way of explanation, "circulation" indicates the actual number of items checked out for use and "check-ins" are those items returned. The "# of sessions" roughly equates to the number of persons who checked out items. However on occasion a person will check out items, then find additional item(s) and this second transaction would create another session. Holds placed indicates items requested from other libraries, or not readily available to the patron in our collection. We have no way of tracking or counting the number of people who come to the library and use the materials (newspapers and magazines or reference items, for example) and leave without checking anything out to be reflected in the other statistics. There are quite a few of these patrons and in the future we will continue to try find a way to keep a count of those also. I am still looking into the possibility of expanding the Sunday hours utilizing the additional staff hours added to the Library's 1995-96 fy budget. If possible, the Sunday hours would extend from September through May, instead of November through April, for an addition of three months of service. Linda Sprauer, Director ................... 982-5259 Donna Melendez, Cataloging & Reference ..... 982-5257 Judy Brunkal, Reference & Interiibrary Loan .... 982-5254 Nicolette Wonacott, Circulation & Long Loans ... 982-5262 Maureen Smith, Youth Services ............. 982-5260 15D SUNDAY LIBRARY HOURS STATISTICS CIRCULATION # OF SESSIONS CHECK-INS HOLDS PLACED TOTALS 2490 775 3728 166 AVERAGE 138.33 43.06 207.11 9.22 AVERAGE/HOUR 46.11 14.35 69.04 3.07 December 4, 1994 94 31 233 2 December 11, 1994 87 33 241 8 December 18, 1994 103 34 175 11 JANUARY 8, 1995 140 48 137 18 JANUARY 15, 1995 193 44 299 8 JANUARY 22, 1995 142 43 176 7 JANUARY 29, 1995 170 48 290 10 FEBRUARY 5, 1995 163 53 302 8 FEBRUARY 12, 1995 106 33 244 7 FEBRUARY 26, 1995 150 57 137 3 MARCH 5, 1995 187 46 190 5 MARCH 12, 1995 106 38 143 19 MARCH 19, 1995 179 53 216 21 MARCH 26, 1995 151 45 245 15 April 2, 1995 137 49 176 6 April 9, 1995 163 52 207 10 April 23, 1995 97 35 112 4 Apdl 30, 1995 122 33 205 4 o 15E MEMO TO THROUGH FROM DATE SUBJECT Mayor and City Council city Administrator Childs city Recorder Tennant ~ May 2, 1995 MAY 16v 1995 MAIL-IN ELECTION City Hall has been designated as a drop-off site for election ballots which must be returned by 8:00 p.m. on May 16, 1995. The ballot box is located near the Finance Department office which is accessible to the public Monday through Friday from 8:00 a.m. to 5:00 p.m.. On May 16th, ballots can be submitted up until 8:00 p.m. at City Hall since an Elections officer will be available to keep the main entrance open to allow voters an opportunity to vote up until the time of closing. Voters will be deciding the following State-wide measures: 1) 2) Lottery For Education Should Legislators be required to reside in their legislative district for at least one year prior to election or appointment MEMO TO: FROM: SUBJECT: DATE: Community Development Director Bob Arzoian, Building Inspector ~. ~z~. Building Activity for APRIL, 1995 May 1, 1995 15F New Residence Value Multi Family Residential Adds & Alts Industrial Commercial Value Signs, Fences Mobile Homes APR 1993 APR 1994 APR 1995 No. DQII~r Amt No. Dollar Amt No. Dollar Amt 0 301,500 3 357,121 I 107,100 0 0 0 0 0 0 11 64,200 8 23,230 7 59,500 0 0 I 58,000 I 100,000 6 387,500 0 0 2 467,000 0 0 I 700 7 15,950 3 167,000 I 36,000 5 215,209 TOTAL: 22 922,400 19 545,851 23 964,759 July 1-June 30 Fiscal Year-to-Date $9.528.681 9,465,455 $14.35~),81~) Robert Arzoian Building Official RS:bw 804.95 ThePrudentml Real Estate Professionals 3~0 V"~a. Ave. SE P.O. ~ 1~3~7 Salem. OR 97309 Bu~. (503) 371-3013 Fax (503) 364-14~3 347 N. Front Street Woodburn, Oregon Below is a list of items that are to be performed in order to complete the due diligence process in purchasing 347 N. Front S'q Woodbum, Oregon, also known as Salud Medical Center. All Rems with an asterisk have been completed:as of May 5, 1995. All items listed as pan of the due diligence process are to be completed by May 25, 1995. At that time a decision is to be made as to whether the project will move forward and escrow will close to tran~er ownership from Salud to the developer. *1 hr 1. Meeting with Mayor ofWoodburn ~lancy Kirkscy) to review possible issues. *.5hr 2. *lhr 3. Meeting with City Attom~ (Bob Shields). Review legal issues. ' Me. etng with Community Developmcm Director (Steve Goeckritz) to discuss City fees and building options to consider with building. Review of City needs for downtown c, ore. Call to set meeting with a few possil~le users of building between now and May 25, 1995, to lay out different tenant mixes. *.5 hr *.Shr *.25 hr *.25 hr *.25 hr *.25 hr a) Aware Food Bank: Dian Bassette 981-1444. b) Mid Willamette Valley Community Action Agency: Roza Gonzale 982-8212. ¢) Marion County Health Dept.: Jar/Bradshaw 588-5358. d) Farm Workers Housing Project'. Alma Grajalva 981-1618. e) Sheriffs Ofl~ce: Lt. Craig Oisen 981-0212. f) Marion County Housing, : g) Children Scrvic, es. h) Marion Polk Food Share. i) Adult Family Services. j) Marion Health Dept: Ruth Johnson 588-5357. k) Employment Division I) Juvenile Department m) Cheraeketa Community College: Terri Johanson 981-8820, n) Chief Wright, City ofWoodbum Poli~ (Any State/County/Local governmental agency that would be compatible to locate in our building to offer their service:.) 5. Employ a second structural engine, to provide a report and inspection ofsubjeet building. Meet with two comractors to have bids for engineers finding. a) Pence/Kelly Contractors .b) Ron Phair Construction *2 hr *.Shr 8. '1.5 hr 9. 7. Employ an Architect to review different plan options. a) One idea is to convert the at~i¢ to a 3rd floor. Research possible historical issues. Brent Reddaway 981-9576. M¢~ing with local real estate broker Dennis Miller/Review downtown issues. 10. (May 22) A time line will be subm~d to the CRy o£Woodbum showing the remodel efforts along with a request to ask the city to place the abatement proc, ceding on hold to meet with the lime line. This time line will be placed in writing once the developer has completed his meeting with the engineer, architect, and builders= Sincerely, Dan Bcrrcy Associate Broker bar/frontO0 l.~prd$-5-95