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Minutes - 12/12/1994 TAPE READING 0')01 0018 0045 0050 0150 .0199 0208 Q250 -- COUNCIL MEETING MINUTES December 12, 1994 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, DECEMBER 12, 1994. CONVENED. The Council met in regular session at 7:00 p.m. with Mayor Kelley presiding. Mayor Kelley thanked the community for the opportunity to be Mayor over the last two years and he expressea his hope the future will be better for all of our citizens. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Kelley Figl~y Galv1n Hagenauer Jennings sifuentez Present Present (arrived 7:07) Present Present Present Present staff Present: city Administrator Childs, City Attorney Shields, Public Works Director Tiwari( Community Development Director Goeckritz, Police Chief Wr19ht, Finance Director Gritta, Park Director Holly, Library D1rector Sprauer, 9-1-1 Communications Manager Wolf, Public Works Manager Rohman, city Recorder Tennant OATH OF OFFICE. City Recorder Tennant administered the Oath of Office to Nancy Kirksey (Mayor) and Mary Chadwick (Councilor Ward IV). ELECTION OF COUNCIL PRESIDENT. Mayor Kirksey acce~ted nominations for Council President whose term would expire 1n December 1996. HAGENAUER/FIGLEY... nominate Dick Jennings for Council President. SIFUENTEZ/HAGENAUER.... nominations be closed. On roll call vote, the Council unanimously elected Dick Jennings to serve as Council President. MINUTES. JENNINGS/FIGLEY... approve the Council regular and executive session minutes of November 28, 1994; and accept the Planning Commission minutes of November 10, 1994. The motion passed unanimously. PRESENTATION OF AWARDS. Mayor Kirksey presented Len Kelley with a placque for his service as Mayor from 1992 to 1994. Mayor Kirksey also presented a placque to Joe Galvin in appreciation for his service as Councilor in Ward IV from 1990 to 1994. APPOINTMENTS. Councilor Jennings stated that he, along with several other councilors, are re~esting that the Mayor appoint Richard Pugh as Councilor in Ward I. Mayor Kirksey stated that she has been supportive of Mr. Pugh over the last several weeks, therefore, she appointed Richard Pugh to serve as Ward I Councilor. Page 1 - Council Meeting Minutes, December 12, 1994 ] TAPE READING 0292 0334 0375 0413 0455 -- COUNCIL MEETING MINUTES December 12, 1994 JENNINGS/FIGLEy.... appointment of Richard Pugh as Councilor Ward I be approved. The motion passed unanimously. JENNINGSLFIGLEY... suspend the rules to have the oath of office administered. The motion passed unanimously. OATH OF OFFICE. Recorder Tennant administered the Oath of Office to Richard Pugh (councilor Ward I). Councilor Jennings also submitted the name of Walt Lawson to serve on the Wastewater Advisory Committee to replace former Councilor Bill Mitchell. Mayor Kirksey stated that she was pleased to appoint Walt Lawson to the Wastewater Advisory Committee. JENNINGS/FIGLEY... appointment of Walt Lawson to the Wastewater Advisory Committee be approved. The motion passed unanimously. Ruth Desantis representing the Pool Committee, invited the Mayor, council, and general public to the Kick-Off ceremonies for the Woodburn Memorial Aquatic Center. The re-ground breaking event will be held on Wednesday, December 14th, 2:00 p.m. Settlemier Park, to celebrate the commencement of construction activities. She briefly recounted the history involved in the original War Memorial Pool which was constructed in 1947. ANNOUNCEMENTS. Mayor Kirksey stated that a Council workshop will be held on Wednesday, December 14th, 7:00 p.m., city Hall, for the purpose of interviewing citizens who are interested in serving on various City committees and commissions. The Woodburn Public Library will host an Open House on Thursday, December 15th, 6:30 pm to 8:00 pm. Mayor Kirksey stated that the regular Council meeting of December 26th has been rescheduled to Monday, December 19, 1994, 7:00 pm, City Hall. A Council workshop concerning wastewater issues has been scheduled for Tuesday, January 17, 1995, 7:00 p.m., in the City Hall Council Chambers. CHAMBER OF COMMERCE REPORT. Mindy Smith, representing the Chamber Board, congratulated Mayor Kirksey for her election to office. Chamber announcements include: 1) Business of the Year - Northland Cable; 2) Chamber of the Year - Michael Jaeger, u.S. Banke and Tony Orlandi, HWlj and 3) the new Chamber Pres1dent is Donna Hendricks of Northland Cable. She also reminded the public that the Chamber and Kiwanis are sponsoring the Holiday lighting contest with judgin9 to be done on December 14th and the announcement of the W1nner in the December 22nd issue of the Woodburn Independent. Page 2 - Council Meeting Minutes, December 12, 1994 'If TAPE READING 0520 0560 .0 f, 2 7 0872 -.. COUNCIL MEETING MINUTES December 12, 1994 extended her that the Chamber on issues of Jane Kanz, Chamber Executive Director, also congratulations to Mayor Kirkser and stated is looking forward to working w1th the city growth and livability. Joan Garren, re~resenting Woodburn Together (Drug and Alcohol Prevention Comm1ttee for the city's Youth), stated that their committee has been working with the Pool Committee on the brick program. She encouraged the citizens to "Buy a Brick" as soon as possible since the order will soon need to be placed with the tile companr. She also stated that they had recently sponsored a Parent1ng for a positive Future training funded by a grant from Portland General Electric. The program was not as successful as they had anticipated ( therefore, they will be working with the school district to f1nd other ways of doing parent training. The Committee meets the second Wednesday of every month, 9:30 am - 11:00 am, at the Woodburn Community Center and the public is invited to attend the meetings. WASTEWATER ADVISORY COMMITTEE. Marv Shelby, Committee Vice-Chair, updated the Council on the Committee's work in formulating the wastewater facilities ~lan. He stated that a major facility upgrade and expansion 1S required by 1999 to meet federal mandates. He briefly reviewed options which the Committee has considered to minimize cost and yet meet the DEQ standards. The Committee has been formulating their plans based on a 20 year plant. The cost of the uP9rade and ex~ansion would be completed in two stages. The f1rst stage w1ll cost approximately $39 million and will accommodate a population of 31,000. The second stage will involve future expansion when the need arises and will cost approximately ~10 million to serve a total population of 43,000. It was the consensus of the Committee to do the future expansion at a later date in order to utilize an~ new wastewater technolo9Y. In regards to rates, prelim1nary numbers will be ava1lable at the January 17th workshop. The final plan must be submitted to DEQ in July 1995 with the plant fully o~erational by 1999. He also stated that the committee was or1ginally appointed for an 18 month period which ends December 1994, however, the Committee has requeoted that their terms be extended to one month beyond the submission date of the final facilities plan to DEQ (planned submission scheduled for July 18, 1995). Beverly Koutney and Lia Martinez, representing the Business and Professional Women's Group, presented Ma~or Kirksey with a floral arrangement and extended their best w1shes in accomplishing the tasks she will be undertaking as Mayor. PUBLIC HEARING - COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM. Mayor Kirksey declared the public hearing open at 7:31 p.m.. Public Works Manager Rohman stated that the purpose of this hearing was to solicit comments from the public on projects relating to housing, public infrastructure improvements, and improving access to public facilities and services by persons with disabilities. The State anticipates approximatel~ $16 million in federal funds to grant to cities for commun1ty development projects. There are two public hearings required Page 3 - council Meeting Minutes, December 12, 1994 11 TAPE READING 1039 1091 1.1.32 -.. COUNCIL MEETING MINUTES December 12, 1994 before application can be made for funds. This hearing provides citizens an opportunity to express community aevelopment needs while the second public hearing ~rovides citizens an opportunity to comment on s~ecific proJects. At this time, the staff has preliminarily 1dentified another Housing Rehabilitation program and a public works infrastructure project as potential projects for grant funding. It was also noted that the maximum level of grant funds for water and wastewater projects is $750,000. No one in the audience provided any comments on this issue. Mayor Kirksey declared the public hearing closed at 7:36 p.m.. COUNCIL BILL 1591 - RECONSIDERATION OF COUNCIL BILL 1591 (ORDINANCE DEFINING CHRONIC NUISANCE PROPERTY). JENNINGS/FIGLEY... Council Bill 1591 be brought back before the Council for reconsideration. The motion passed unanimously. At the November 28th Council meeting, the Council had unanimously passed the bill, however ( Mayor Kelley returned the bill to the Council along with h1S objections to the proposed bill as required by the City Charter. JENNINGS/FIGLEy.... move for passage of Council Bill 1591. roll call vote, the motion passed unanimously. Mayor Kirkse~ expressed her opinion that it was a good ordinance Wh1Ch had been diligently researched b~ staff and implementation of the ordinance is necessary to 1mprove the living standards in our community. On roll call vote for final passage, the Council Bill 1591 passed unanimously with the emergency clause. On COUNCIL BILL 1592 - RESOLUTION AUTHORIZING CONTRACT WITH HARRIS , EIDE. CPA. FOR AUDITING FINANCIAL STATEMENTS FOR FISCAL YEAR ENDING JUNE 30. 1994. Councilor Hagenauer introduced Council Bill 1592. 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 Counc1l Bill 1592 duly passed. CONTRACT AWARD - CITY HALL SEWAGE PUMPING SYSTEM. Public Works Director Tiwari stated that in the City Hall building, there is a need to separate the storm water from the wastewater system in order to eliminate the continual gas odors from the downstairs restroom facilit~ caused by an inade~ate pumping system. Bids were rece1ved from the following contractors: DaNeal Construction, $35,728.83; R & G Excavating, ~39l830.00i EMK Construction Co., $42,200.00; and Triad Mechan1ca Inc( ~44,895.00 (bid rejected since it was improperly submitted). Staff recommended the acceptance of the low bid from DaNeal Construction since it was only 5.5% over the engineer'S estimate. Councilor Jennings expressed concern over the use of 9-1-1 Communications funds to help pa~ for the cost of the project. JENNINGS/SIFUENTEZ... table unt1l the next meeting. The motion and second were withdrawn. Administrator Childs stated that a lift station was installed in the City Hall basement when the building was built in 1976, however, it had not been tested until the 9-1-1 Center was Page 4 - Council Meeting Minutes, December 12, 1994 'IT TAPE READING }320 1336 1375 - COUNCIL MEETING MINUTES December 12, 1994 installed in the basement. The lift station design was inadequate and we have received a written warning from OR-OSHA that the problem needs to be taken care of by the city. The majority of costs for the lift station would be paid for through the City Hall Construction Fund, however, $10,000 of 9-1-1 funds will be used since their operation is housed in the basement. The 9-1-1 User Board has agreed to utilize 9-1- 1 funds towards this project. JENNINGS/FIGLEY... approve the contract with DaNeal Construction in the amount of $35,728.83. The motion passed unanimously. CLAIMS FOR NOVEMBER 1994. SIFUENTEZ/CHADWICK.... approve voucher checks #25114 - 25490 for the month of November 1994. The motion passed unanimously. Layton Frawley, 1243 Woodland Ave., stated that the Mayor's appointment of Mr. Pugh to the Council was unexpected and he questioned if the Mayor had contacted Mr. Kasachev in advance of the meeting of the pending appointment. Mayor Kirksey stated that she had not spoken to Mr. Kasachev about the appointment, however, she intended to contact him the following day and to not only express her appreciation but see if he would be interested in serving on some other committee. STAPF REPORTS. (A) State Leased Office Space -- Director Goeckritz stated that the Emplo~ent office activities are considered an ancillary serV1ce carried on by the college to make services more readily available to their students. The modular unit will provide a Life Skills classroom and the EmplOYment Office, if relocated to 120 Lincoln st., will occupy one room of the existing center. (Bl Regional Library Funding In a memo from Administrator Ch1lds, he outlined a pro~osed financing package involving Chemeketa Cooperative Reg10nal Library Service (CCRLS) in which legislative action may be taken next year to place CCRLS in the non-school category of property taxes. Administrator Childs stated that changing the category of taxes will impact the City's revenues under Measure 5 compression, however, CCRLS is e~eriencing a greater amount of revenue loss as long as it is st111 considered a school category under Ballot Measure 5 limitations. Mayor Kirksey also shared some statistical information with the public that shows the number of volumes checked out by library patrons and through the interlibrary loan program. (C) Status of City Hall/Library HVAC Systems -- A detailed report will be made to the Council in the spring of 1995. No comments were made on this issue by the Council. (D) Proposed Oregon Department of Transportation Finance Package -- No comments were made by the Council on this issue. Page 5 - Council Meeting Minutes, December 12, 1994 ..,.. 'If ~ COUNCIL MEETING MINUTES December 12, 1994 TAPE READING (E) Canvass of November were as follows: Mayor - Kirksey Kelley write-Ins Overvotes Undervotes 8, 1994 ballots -- Election results 2,635 1,769 25 2 320 Councilor Ward III - Hagenauer Allen Write-Ins Overvotes Undervotes 254 165 2 o 66 councilor Ward IV - Chadwick 459 Write-Ins 7 Overvotes 0 Undervotes 304 Councilor Ward V - Figley 526 Martin 311 write-Ins 3 Overvotes 1 Undervotes 254 Tax Base -- Yes Votes No Votes Overvotes Undervotes 2,253 2,127 1 370 (F) status of Mill Creek Pump station -- Recently, one of two main pumps has not been fully operational and an overhaul of the equipment will probably not solve all of the problems. It appears that the control system is not working ~roperly and staff is having General Electric and CH2M Hill eng1neers to look into the problems. Currently, the control system is planned for an upgrade in 1998 ana it is hoped that this expensive project will not need to be completed any earlier than planned. The remaining pump continues to move the wastewater to the treatment facility, however, if this pump or control panel fails, the City may experience some major problems. Staff has been looking at all options and it is hoped that everything will be resolved without any problems. (G) Building Activity Report -- Director Goeckritz stated that the City has generated about $7 million in building activity since July 1, 1994 andi if this trend continues, the city may experience $20-$21 mil ion of building activity by June 30, 1995. 1"'94 JENNINGS/FIGLEy.... go back to New Business agenda item. The motion ~assed unanimously. Mayor K1rksey questioned Councilor Pugh if he had resigned from the Plann1ng Commission. councilor Pugh stated that he had submitted his resignation at the last Planning Commission meeting. WASTEWATER ADVISORY COMMITTEE TERMS. Mayor Kirksey recommended that the Council extend the terms of the Wastewater Advisory Committee for one month after the submission of the Facilities Plan. JENNINGS/FIGLEy.... extend the terms of the Wastewater Advisory Committee to December 31, 1995. The motion passed unanimously. Page 6 - council Meeting Minutes, December 12, 1994 ~ TAPE READING 1842 2:l80 2191 -.. COUNCIL MEETING MINUTES December 12, 1994 Councilor Figley expressed her thanks to the voters for their partici~ation in the election ~rocess. She stated that she was exc1ted about the op~ortun1ty to serve both the citizens in her Ward and in the C1ty, and she hoped to have a productive 4 years on the Council. Councilor Hagenauer also expressed his thanks to his constituents for their vote of support. Councilor Sifuentez expressed her thanks to Len Kelley and Joe Galvin for the work they did while serving their terms of office. She also congratulated Mayor Kirksey on her election to office. Councilor Chadwick stated that she was glad to be a part of the Council and to be given the chance to help serve the citizens in her Ward. Councilor Pugh thanked his supporters in Ward I and stated that he would do his best to serve their needs. Mayor Kirksey thanked her opponent, Len Kelley, for participating in a "clean" race for office. She also stated that she has spoken with representatives of the 3-Valley Project which provides training for groups in cross-cultural communications. Woodburn has been chosen as a site for this project which is funded by the Rockafeller Foundation. Councilor Sifuentez stated that she had been working with the 3-Valle~ Project representatives over the last 3 months. The group w111 consist of a~proximately 40 individuals. She has given them names of ind1viduals to contact within the City, however ( more names of interested participants are needed. Mayor K1rksey stated that she woula be assisting the project coordinators in making appointments to this group and any interested citizen is encouraged to contact her. EXECUTIVE SESSION. JENNINGS/FIGLEy.... adjourn to executive session under the authority of ORS 192.660(1) (d) to conduct deliberations with persons aesignated by the governing body to carryon labor negotiations. The motion passed unanimously. The council adjourned to executive session at 8:09 p.m. and reconvened at 9:48 p.m.. Mayor Kirksey stated that the Council would be taking no action on items discussed in executive session. Councilor Pugh requested that he be given an o~portunity to cast a vote for Council President. After a br1ef discussion on Roberts Rules of Order, Councilor Pugh's vote for Dick Jennings was recorded. Page 7 - Council Meeting Minutes, December 12, 1994 " TAPE READING 2220 -- COUNCIL MEETING MINUTES December 12, 1994 ADJOURNMENT. SIFUENTEZ/PUGH.... motion to adjourn. The motion passed unanimously. The meeting adjourned at 9:53 p.m.. APPROVED YOR [!J ~ ATTEST I .. Mary ~an , Recor er City of Woodburn, Oregon Page 8 - Council Meeting Minutes, December 12, 1994 'If