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Agenda - 07/12/1993 CALL TO ORDER AND FLAG SALUTE ROLL CALL MINUTES A. Council minutes of June 21 regular meeting and June 28, 1993. regular and executive sessions. B. Planning Commission minutes of June 24, 1993. APPOINTMENTS AND ANNOUNCEMENTS APPOINTMENTS ANNOUNCEMENTS: A. PUBLIC HEARING- SYSTEM DEVELOPMENT CHARGES (TRAFFIC IMPACT FEES) JUL Y 28, 1993, 7:00 PM, CITY HALL, COUNCIL CHAMBERS B. INFORMATIONAL BUDGET COMMITTEE DISCUSSION WORKSHOP JULY 15, 1993, 7:00 P.M., CITY HALL, COUNCIL CHAMBERS PROCLAMATIONS COMMITTEE REPORTS A. Chamber of Commerce B, Woodburn Comeback Campaign COMMUNICATIONS A. Written - BUSINESS FROM THE PUBLIC (This allows public to introduce items for Council consideration not already scheduled on the agenda.) 3A 3B Page 1 - Woodburn City Council Agenda, July 12, 1993 11. PUBLIC HEARINGS Dangerous Buildings (Earthquake Damage) Ae B. C. D. E. 591 N. Front Street 237 N. Front Street. 573 N. Front Street. (I.O.O.F.) (Bahai) (Pool hall) 199 N. Front Street. (Old bank building) Annexation & Zone Map Amendment for approximately 115 acres located adjacent to Boones Ferry Road north of Woodburn High School (Tukwila property) TABLED BUSINESS GENERAL BUSINESS A. Council Bill No. 1483 - D. E. F. Resolution setting public hearing on special assessment for sidewalks along Highway 99E. Council Bill No. 1484 - Resolution authorizing a contractual agreement for consultant on the swimming pool renovation project. Renewal of city property insurance coverage. Bid award for Bi-Mart/Kmart signal installation. National Night Out street closures. Continuing education related to city government management. APPROVAL OF CLAIMS 8A 8B 8C 8D 8E 10A 10B 10C 10D IOE 10F 12. PUBLIC COMMENT 13. NEW BUSINESS 14. SITE PLAN ACTIONS 15. 16. 17. STAFF REPORTS A. Water contamination status report. MAYOR AND COUNCIL REPORTS ADJOURNMENT 15A Page 2 - Woodburn City Council Agenda, July 12, 1993 COUNCIL WORKSHOP MEETING MINUTES June 21, 1993 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 21, 1993. 0003 CONVENED. The Council met in a workshop session at 7:00 p.m. with Mayor Kelley presiding. RO L__~_LL_~ALL. Mayor Kelley Present Councilor Figley Present Councilor Galvin Present Councilor Hagenauer Present Councilor Jennings Present Councilor Mitchell Present Councilor Sifuentez Present 0025 Staff Present: City Administrator Childs, Public Works Director Tiwari, Police Chief Wright, Finance Director Gritta, Park Director Holly, Library Director Sprauer, City Recorder Tennant Mayor Kelley read the meeting notice stating that the purpose of the workshop was to provide the Council with a briefing of the meetings held June 1 6, 17, & 18, 1993 between the Mayor and department staff/city employees regarding alleged Iow morale. The Mayor stated that he had taped the sessions with the management staff and Library personnel, however, the general employee session was not taped due to objections from numerous employees. He also provided the Council with a transcript of the June 16th management meeting which he had personally prepared and short memos summarizing the other two employee meetings. City Administrator Childs also stated that he had copied letters from 8 employees for their review. At the end of the June 18th meeting, the Mayor advised the employees that they could write letters to the Council addressing their concerns. He did not include 3 letters that were received because they were unsigned and one was withdrawn at the request of the employee. He also requested that the Council consider the letters confidential and exempt from public disclosure at this time under ORS 192.502(1) until City Attorney Shields has an opportunity to review the statute and determine if it is applicable. Page I - Council Workshop Meeting Minutes, June 21, 1993 COUNCIL WORKSHOP MEETING MINUTES June 21, 1993 TAPE READING 0461 O6OO Councilor Figley suggested that the same exemption should apply to the June 16th transcript. Mayor Kelley stated that he had finished the transcript just before the Council meeting and no one has seen any of the materials he has provided. He also suggested that his memos be exempt from public disclosure until the City Attorney has had time to review the statute. During Council discussion regarding the memos, the Mayor stated that he had taken notes at the meetings and summarized the main points discussed by the employees as it relates to Iow morale. Councilor Jennings questioned the Mayor's statement within the memo for the June 18th meeting in which he accounted for much of the comments made by the employees as scuttlebutt and heresay. He expressed his opinion that those comments are just as important in getting down to the main source of the problem as those from individuals willing to give their name and cite specific situations. The Mayor also commented on the fact that he represents the citizens of the community and they have a right to know facts. Councilor Sifuentez stated that she has confidence in the City staff, some of which are also citizens within the community who contribute towards the cost of city services. She felt that the morale was Iow amongst employees and the Mayor and Council need to do something to improve the morale. Further discussion was held as to what should be done by the Council at this juncture. Administrator Childs reiterated his request to only make the City employee letters exempt from public disclosure at this time. He did not feel that the Mayor's transcript or memos should be included in the exemption. Councilor Mitchell suggested that open communication is the key to resolving the problem. Employees should not feel compelled to speak their concerns for fear of retribution and he encouraged employees to speak at this workshop so the Council could understand their concerns. Administrator Childs stated that many employees attended the June 18th meeting, however, the City is still in negotiations with AFSCME represented employees and they are unwilling to discuss specific details until such time ag negotiations have concluded and a contract is in place. Mayor Kelley stated that the intent of the meetings was to get the information out to the Council. He was not looking for fault but looking for a cure to a problem. 0775 Mayor Kelley briefly reviewed his memos and stated that 11 employees expressed concerns regarding the Iow morale. Additionally, in his opinion, the Library employees did not see a morale problem. Page 2 - Council Workshop Meeting Minutes, June 21, 1993 COUNCIL WORKSHOP MEETING MINUTES June 21, 1993 TAPE READING 0914 Councilor Figley expressed her appreciation to the employees who wrote letters to the Council. She stated that the employees do a terrific job for the City and steps need to be taken towards positive communications between the staff and Mayor/Council. Dialogue needs to be opened up in order for the employees and Council to work as a team which hasn't been the case over the last few months. She encouraged openness between the employees and Council for the purpose of talking things out and getting any adversarial issues out and into the open. Councilor Jennings stated that he takes pride in the work done by the city employees. He also hoped that the employees have enough faith in the Council to work things out and he apologized to the employees for not telling them often enough the great job they are doing. Councilor Hagenauer expressed similar comments as Councilors Figley and Jennings. Councilor Sifuentez stated that most of her contacts are with Departments Heads who provide the public with accurate information. She felt assured that that the represented people get the information and she has always maintained an open door policy. She also assured the employees that they are doing a good job for the City. Councilor Galvin stated that the Mayor and Council should apologize to the employees for allowing this situation to even exist. I O34 Mayor Kelley stated that his dialogue with the employees has opened up an opportunity for the Mayor and Council to get the information out, 1090 Larry Minard, 333 Smith Drive, stated that he took issue with Mayor Kelley's statement that he represents the citizens and not the employees. He did not feel that the Mayor should have gone directly to the employees, rather, he should have appointed an objective committee to solicit employee concerns and the committee would be responsible for reporting back to the Council with a summary of their findings. As a former City Councilor, he stated that the Council needs to work hard to protect the employees in addition to addressing the concerns of the public. 1179 Gary Kohfield, Wastewater Treatment Plant employee, stated that the most of the employees want to work for Woodburn. He felt that the morale problem was not between staff members from City Administrator on down, instead, the problem began when Mayor Kelley took office. Comments regarding wages and benefits have contributed to the problem. He expressed his displeasure in the way the Mayor has cut the management staff down by trying to put blame on them. He also stated that he did not feel that the Mayor accurately summarized the June 18th employee meeting. Page 3 - Council Workshop Meeting Minutes, June 21, 1993 TAPE READING 130O 1458 1691 1817 COUNCIL WORKSHOP MEETING MINUTES June 21, 1993 Police Chief Wright stated that the tone of the meeting on June 16th with management staff was adversarial. Goals need to be established by the Mayor and Council so that management staff can carryout their plans. At this point in time, the Mayor and Council has not established any new goals or provided any direction in which to follow. Public Works Director Tiwari stated that the City has wonderful employees, most of which are not use to speaking in large crowds but they still think similar thoughts. Low morale cannot be boiled down to only one issue and it is the responsibility of the Mayor and Council to make those employees feel comfortable so that they will tell the whole story. He emphasized the need for the person who is conducting the meeting to create an atmosphere in which people are willing to share information. As a manager, he respects those employees who produce well and, in return, it provides better dialogue and respect from the Council and Mayor. He encouraged the Council to continue working toward a solution. Colleen Rehm stated that, as a part-time employee and a citizen of Woodburn, she resented the Mayor's statement that he represented the citizens and not the employees. Mayor Kelley disagreed with her comment. Administrator Childs stated that he had not had an opportunity to review Mayor Kelley's memos or the transcript of the management staff meeting. He questioned the Mayor as to whether or not there is a morale problem, however, the Mayor did not answer the question. He commended the staff and employees for approaching the Mayor and Council in a professional manner and felt that a constructive plea was being asked of the Mayor and Council to become positive of the City's organization and become part of the team. Councilor Jennings assured the employees that no adverse action would be taken against anyone who spoke at this meeting, wrote letters, or would be speaking on this issue in the future. All of the Councilors agreed with Councilor Jennings statement. ADJOURNMENT. The workshop adjourned at 8:05 p.m.. APPROVED LEN KELLEY, MAYOR ATTEST Mary Tennant, Recorder Page 4 - Council Workshop Meeting Minutes, June 21, 1993 TAPE READING 0001 0003 0017 0020 0047 0106 COUNCIL MEETING MINUTES June 28, 1993 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARIONv STATE OF OREGONv JUNE 28~ 1993. CONVENED. The Council met in regular session at 7:00 p.m. with Mayor Kelley presiding. ROLL CALL. Mayor Kelley Present Councilor Figley Present Councilor Galvin Absent Councilor Hagenauer Present Councilor Jennings Present Councilor Mitchell Present Councilor Sifuentez Present Staff Present: City Administrator Childs, City Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Police Chief Wright, Park Director Holly, Library Director Sprauer, Public Works Manager Rohman, city Recorder Tennant MINUTES. Councilor Figley stated that the June 7th Council minutes should reflect that she was present at the meeting. JENNINGS/FIGLEY .... approve the Council minutes of June 7 and 14, 1993 with the amendment to the June 7th meeting and accept the Library Board minutes of May 26, 1993. The motion passed unanimously. APPOINT~WTS TO W~STE WATER ADVISORY COMMITTEE. Mayor Kelley appointed the following individuals to serve on the Waste Water Advisory Committee which will be in existence for an 18 month period unless the Council decides to extend the committee term at a later date: Bill Mitchell, Chairperson; Wesley Bauer, Joann Bjelland, Preston Tack, Gil Flaugher, Marvin Shelby, Scott Burlingham, Forrest Mills (Aurora), Richard Barstead (Silverton), and Frank Tiwari (Frank Sinclair as an alternate staff member). JENNINGS/FIGLEY .... appointments be approved as recommended. The motion passed 4-0-1 with Councilor Mitchell abstaining. CwaMBER OF COMMERCE REPORT. Jane Kanz, Executive Director, expressed the Chamber's appreciation to the City, and in particular to the Public Works and Police Departments, for their assistance during the Settlemier Days celebration. She also advised the Council that the Chamber is now receiving more visitors at their new location in Fairway Plaza. Page 1 - Council Meeting Minutes, June 28, 1993 COUNCIL MEETING MINUTES June 28, 1993 TAPE READING 0143 WOODBURN CON-BACK CAMPAION REPORT. Councilor Figley stated that more volunteers are needed to help with the July 4th Celebration which will be held at the high school field. She encouraged the local residents to attend the event sometime during the day and to enjoy the best fireworks show in the valley. 0170 0372 0400 LETTER FROM WOODBURN DOWNTOWN ASSOCIATION. The letter from WDA and the World Berry Museum urged the Council to resolve the situation with the hazard areas within the downtown area as soon as possible since it gives the downtown area an "out of business" look. Councilor Mitchell questioned what type of action the Council can take to have property owners expedite the repairs. Administrator Childs stated that the public hearings on the dangerous buildings located in that area provide the Council with an opportunity to work with the property owners in locating resources for funding of the repairs and to keep abreast of the situation. The Council wants the area cleaned up as soon as possible but financial constraints to property owners sometimes makes it more difficult to accomplish the larger projects. Additionally, historic preservation is important to the Council rather than demolition. As a last resort, the Council could pass a Resolution to declare certain buildings as a hazard and then take appropriate action. Preston Tack, 2197 Camillia Way, read a letter into the record critizing the Woodburn Independent reporter for not obtaining Mayor Kelley's side of the "low morale" issue following the June 21st special meeting. Gilbert Flaugher, 1352 Astor Way, suggested that a citizen review board be appointed to discuss the employee low morale problem. He felt that it was a disservice to the community if both sides of the story were discussed in an atmosphere in which differences could be heard openly. 0441 0560 Orrin Ostrom, Museum Board chairman, expressed his concern about the downtown buildings and the appearance the barricades and taped sidewalks portray to local residents and visitors to the downtown area. He also expressed concern regarding the people living in the upstairs apartments at 479 N. Front Street who allow their children to play on the roof. He stated that everybody needs to work together to solve this problem but it is imperative that the downtown area look more appealing so the stores do not go out of business. CONTINUATION OF PUBLIC H~RING - 591 N. FRONT ST. (I.O.O.F. LODGE). Mayor Kelley continued the public hearing at 7:21 p.m.. Page 2 - Council Meeting Minutes, June 28, 1993 TAPE READING 0633 0851 COUNCIL MEETING MINUTES June 28, 1993 Community Development Director Goeckritz stated that Don Aljets Construction will be repairing the south parapet on Wednesday or Thursday of this week with the project to be completed by this weekend. It was the recommendation of the staff to continue the public hearing until July 12th. JENNINGS/FIGLEY... continue the public hearing until Monday, July 12, 1993 at 7:00 p.m.. The motion passed unanimously. CONTINUATION OF PUBLIC W~RING - 479 N. FRONT ST. (SMART SHOP BUILDING). Mayor Kelley continued the public hearing at 7:24 p.m.. Community Development Director Goeckritz stated that the upstairs apartments are allowed to have occupancy of up to 10 individuals since there is only one fire escape. This particular project does require a significant amount of money to repair and the property owner has applied for a Small Business Administration loan. Dave Lindenmuth, property owner, stated that he is still dealing with the SBA for a loan and he hopes to receive tentative approval within the near future. He stated that if funding becomes available, he will make the necessary repairs since his home is part of the collateral on the purchase of the downtown building. Additionally, he has two structural engineering firms available that would be able to assist him immediately in finalizing the plans, however, it may be another month before the SBA makes their decision. He also plans to rebuild the structure to its original form. Councilors Mitchell and Figley commended Mr. Lindenmuth for his effort in trying to secure funding for the repairs. JENNINGS/MITCHELL .... continue the public hearing until Monday, July 26, 1993 at 7:00 p.m.. The motion passed unanimously. COUNCIL BILL NO. 1476 - ORDINANCE ADOPTING A BUDGET FOR FISCAL 0952 YEAR 1993-94. Council Bill 1476 was introduced by Hagenauer. Recorder Tennant read the first reading of the bill by title only since there were no objections from the Council. Administrator Childs reviewed the staff memo which summarized revenue and appropriation increases contained in the proposed ordinance as allowed by State budget law. The second reading of the bill was also read by title only. On roll call vote for final passage, Council Bill 1476 passed unanimously. Mayor Kelley declared the bill duly passed with the emergency clause. COUNCIL BILL NO. 1477 - RESOLUTION AUTHORIZING TRANSFER OF APPROPRIATIONS DURING FISCAL YEAR 1992-93. Council Bill 1477 was introduced by Councilor Hagenauer. The bill was read by title only since there were no objections Page 3 - Council Meeting Minutes, June 28, 1993 TAPE READING 1023 1066 1098 1066 1180 COUNCIL MEETING MII~]TES June 28, 1993 from the Council. On roll call vote for final passage, the bill passed unanimously. The Mayor declared Council Bill 1477 duly passed. CO~CIL BILt NO. 1478 - R~5OLUTION CERTIFYING THE CITY'S ELIGIBILITY TO RECEIVE STATE-SWaRED Councilor Hagenauer introduced Council Bill 1478. 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 Kelley declared Council Bill 1478 duly passed. COUNCIL BILL NO. 1479 - RESOLUTION CALLING FOR A PUBLIC ~RING ON THE ANN~aTION OF CERTAIN PROP~RT~ Council Bill 1479 was introduced by Councilor Hagenauer. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Kelley declared Council Bill 1479 duly passed. Mayor Kelley questioned the staff as to whether or not the City owns parkland in the proposed annexed area which is considered as wetlands. Community Development Director Goeckritz stated that the land which lies along the creek is privately owned and will be part of the golfcourse's greenway. COUNCIL BILL NO. 1480 - RESOLUTION ENTERING INTO A COOPERATIVE AGR~WR_WT WITH T~ STATE OF OREGON FOR T~ INSTALLATION OF TRAFFIC SIGNAL AT THE KMART/BI-MART 5~nI~ED ACCESS TO awx. 214. Council Bill 1480 was introduced by Hagenauer. The bill was read by title only since there were no objections from the Council. On roll call vote for final passage, Council Bill 1480 passed unanimously. Mayor Kelley declared the bill duly passed. COUNCIL BILL NO. 1481 - RESOLUTION AUTHORIZING AGREEMENT WITH MARION COUNTY FOR HEPATITIS B IMMUNIZATION. Council Bill 1481 was introduced by Councilor Hagenauer. Recorder Tennant read the bill by title only since %here were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Kelley declared Council Bill 1481 duly passed. 1249 COUNCIL BILL NO. 1482 - RESOLUTION AUTHORIZING ADDENDUM OF C~nLE TV CONSULTANT CONTRACT. Councilor Hagenauer introduced Council Bill 1482. The bill was read by title only since there were no objections from the Page 4 - Council Meeting Minutes, June 28, 1993 TAPE READING 1289 COUNCIL MEETING MINUTES June 28, 1993 Council. On roll call vote for final passage, Council Bill 1482 passed unanimously. The Mayor declared the bill duly passed. REQUEST FOR STREET CLOSURE - DRUMS OF FIRE SUMMER MUSIC GAMES. 1305 A request to close Park Avenue between Alexandra and James Street on July 1, 1993 from 12:00 noon until the end of the program was submitted by Drums of Fire, Inc.. Police Chief Wright recommended that the Council approve the request. SIFUENTEZ/FIGLEY .... approve the request to close Park Avenue between Alexandra and James Street on July 1, 1993. The motion passed unanimously. R~QUEST FOR "NO PARKING" ON WEST HAYES ST. IN FRONT OF NELLIE MUIR SCHOOL. Staff members of Nellie Muir School have requested the installation of "No Parking" signs on the south side of West Hayes Street in front of the school. The Public Works Engineering staff has recommended that the "No Parking" signs be installed to eliminate traffic hazards. SIFUENTEZ/MITCHELL .... approve the recommendation to install "No Parking" signs on the south side of West Hayes Street in front of the school. The motion passed unanimously. ~320 REQUEST FOR RELOCATION OF EASEMENT IN LIBRARY PARK. U.S. West Communications had previously been granted a 5'x 5' easement in Library Park for the purpose of installing a maintenance cabinet. However, during their engineering phase to install the cabinet, they have determined that it would be better placed in the northwest corner of Library Park. They are requesting a 5'x 18' easement and the existing easement would be canceled. Staff recommends that the easement be granted. JENNINGS/SIFUENTEZ .... approve the request to grant an easement to U.S. West Communications as recommended by staff. The motion passed unanimously. 1350 Betty Stuchlik, 938 Oregon Way, questioned the distance in which "No Parking" would be allowed on West Hayes Street. Councilor Figley stated that the area would be limited to on- street parking directly in front of the school. 1380 Councilor Jennings stated that the yellow tape across the sidewalks in the downtown area is taken down regularly. He stated that the barricades and tapes make the area look as if it is closed for business. Even though the City may take a risk as it relates to public safety, he suggested that the cones be removed from the roadway to encourage people to shop and/or visit the downtown area. Councilor Figley expressed her concern regarding the large Page 5 - Council Meeting Minutes, June 28, 1993 TAPE READING 1730 1934 COUNCIL MEETING MINUTES June 28, 1993 number of vacant buildings in the downtown area. She felt that the Mayor and Council representatives, along with the Woodburn Downtown Association and Chamber of Commerce, should encourage or recruit businesses to the downtown area. Councilor Sifuentez questioned the City's potential liability if the cones are removed. City Attorney Shields stated that there is some liability since the City knows that the buildings are potentially dangerous and are taking necessary steps to remedy the situation. The City is under some obligation to protect the people that maybe injured from falling debris, however, the loose debris has been removed at this point and the potential danger would occur if there were another earthquake before all repairs are completed. Councilor Jennings stated that the Council is still continuing the public hearings to get the property owners to make the necessary repairs but existing businesses may be gone before those repairs are made due to lack of customers. Councilor Figley reiterated her comments that the City needs to take a leadership role in encouraging business activity in the downtown area. JENNINGS/HAGENAUER .... cones be removed in front of the former Smart Shop building and the Salud building. The motion passed unanimously. It was noted that the sidewalks will continue to have tape across specific areas that could be hazardous to pedestrians. Councilor Mitchell questioned what method could be used to pursue development of downtown. Councilor Figley suggested that a meeting be scheduled of various representatives to get some dialogue going on this issue. Following some discussion on this subject, FIGLEY/JENNING$ .... Administrator Childs schedule a meeting among 2 representatives of the Council, Woodburn Downtown Association, World Berry Museum, Chamber of Commerce, and the Community Development Director regarding the viability of the downtown area. The motion passed unanimously. Councilor Jennings suggested the Councilors Mitchell and Figley represent the Council at this meeting. Gilbert Flaugher, 1352 Astor Way, stated that he was encouraged by the Council's discussion to improve the downtown area, however, steps also need to be taken to improve the condition of homes which surround this area. Betty Stuchlik suggested that the city contact other cities such as Salem to find out more information on how they revitalized their downtown area. Page 6 - Council Meeting Minutes, June 28, 1993 COUNCIL MEETING MINUTES June 28, 1993 TAPE READING 2014 WATER CONTAMINATION UPDATE. Public Works Manager Rohman provided the Council with a detailed review of the water contamination problem in a specific area of Senior Estates. He stated that the State Health Division was advised immediately of the problem and discussions with them have entailed specific procedures to follow to isolate the problem area and flush the water lines. At this point in time, the Health Division is not concerned about the positive samples and no action is required by city residents. Public notice has been given to the residents and the City has exceeded the legal requirements in providing public notice. He also stated that the samples tested did not contain fecal coliform or E. coli bacteria. 2446 STATUS REPORT - ~aNNRY~TION OF AGRIPAC. Public Works Director Tiwari stated that representatives of Agripac have been cooperative and negotiations are taking place on this issue. The city's willingness to serve their potable water and sanitary sewer needs is an important issue which needs further discussion as it relates to the old Agripac plant. However, it has been agreed that the City will allow fire protection water use and domestic sewage treatment at 1.5 times the inside city rate. The Agripac Board will next meet in July at which time they will discuss a time table for future negotiations with the City. 2700 STATUS OF BUILDING LOCATED AT $73 N. FRONT STREET (POOL HALL). Community Development Director Goeckritz stated that the property owners did obtain a structural engineering report, however, the County Building officials report indicated that the engineering report was acceptable for the second story repairs but did not address the potential damage to the first floor or there interconnection. The repairs must also be close to the seismic code level 3. The public hearing on this particular building had previously been continued until July 12, 1993. He also stated that the Small Business Administration is ready to loan money to the property owners, however, the amount of the loan will not be known until the current problem relating to the engineering report is addressed. 2955 The staff suggested that a Council workshop on a traffic systems development charge be scheduled at the earliest possible date. Tape 2 It was the consensus of the Council to hold a workshop on Wednesday, July 7, 1993, at 7:00 p.m.. Page 7 - Council Meeting Minutes, June 28, 1993 COUNCIL MEETING MINUTES June 28, 1993 TAPE READING 0022 0028 0038 EXECUTIVE SESSION. JENNINGS/FIGLEY .... adjourn to executive session under the authority of ORS 192.660(1)(h) to discuss the Portland General Electric franchise renewal. The motion passed unanimously. The meeting adjourned to executive session at 8:30 p.m. and reconvened at 9:08 p.m.. Following the executive session, Mayor Kelley advised the public that no decision will be made by the Council. Councilor sifuentez stated that she was excited about the activities scheduled within the community on July 4th and she encouraged public participation. Councilor Jennings reminded the public of the Drum & Bugle Corps show scheduled for July 1, 1993 at Legion Field. Councilor Figley stated that she was proud of the work performed by the Department Heads and the professionalism displayed by those individuals to do the right job. She also reminded the public of the Fireworks show scheduled for 10:00 p.m. on July 4th at the high school field. Councilor Mitchell stated that the staff has taken time to explain various issues to him and he expressed his thanks for their assistance. He also stated that he was proud of the community support and of his opportunity to serve on the Council. Administrator Childs also advised the Council that an informational budget meeting will be scheduled in mid-July and Committee members will be notified as soon as the meeting date and time has been set. 0163 ADJOURNMENT. The meeting adjourned at 9:14 p.m.. APPROVED LEN KELLEY, MAYOR ATTEST Mary Tennant, Recorder city of Woodburn, Oregon Page 8 - Council Meeting Minutes, June 28, 1993 Executive Session COUNCIL MEETING MINUTES June 28, 1993 DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 28, 1993. CONVENED. The Council met in executive session at 8:32 p.m. with Mayor Kelley presiding. The session was held under the authority of ORS 192.660 (1)(h). ROLL CALL. Mayor Kelley Present Councilor Figley Present Councilor Galvin Absent Councilor Hagenauer Present Councilor Jennings Present Councilor Mitchell Present Councilor Sifuentez Present Staff Present: City Administrator Childs, City Attorney Shields, City Recorder Tennant, Finance Director Gritta. City Administrator Childs provided the Council with a status report on the franchise renewal with Portland General Electric. ADJOURNMENT. The executive session adjourned at 9:05 p.m.. APPROVED LEN KELLEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page I - Executive Session, Council Meeting Minutes, June 28, 1993 1) 2) 3) 4) 5) MINUTES PLANNING COMMISSION MEETING JUNE 24, 1993 ROLL CALL: Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner Commissioner Mr. Johnson Absent Mrs. Warzynski Present Mrs. Bjelland Present Mrs. Henkes Absent Mrs. Grijalva Present Mr. Pugh Present Mr. Bauer Present Mr. Stoval Present Staff Present: Steve Goeckritz, Community Development Director Teresa Engeldinger, City Planner MINUTES: Woodburn Planning Commission meeting minutes of May 19, 1993 were accepted as printed. City Council minutes of May 24, 1993 were accepted as presented. BUSINESS FROM THE AUDIENCE: None COMMUNICATIONS: None PUBLIC HEARING: ANNEXATION HAZELNUT PARTNERS (TUKWlLA) #93-01, ZONE MAP AMENDMENT #93-05 Staff read the statement necessary to open the public hearing. Staff stated that the applicant wished to annex, to the City of Woodburn, property to allow further development of the Tukwila Golf Course. Staff went over the findings and facts listed in the staff report. Staff's recommendation was to approve this application with the conditions listed in the staff report. pcm06.024 SG:bw The applicant, Mike Campbell, representing the Hazelnut Partnership stated that he felt that staff had covered everything and he would be willing to answer any questions that the Commission had. There were no questions from the Commission. Wally Lien, lawyer from Salem, representing the Senior Estates Neighborhood Association, stated that there was some concern in Senior Estates about the traffic this annexation would generate. He stated that the Senior Estates Neighborhood Association felt that since the infrastructure is not in this area that the annexation should not take place. He continued his concerns regarding the traffic issues and stated that there was not enough information at this time to make a final decision. He stated that the Senior Estates Neighborhood Association was against this annexation. Mike Campbell, applicant, stated that Marion County has given their approval of this project. A traffic study has been done. These issues have been gone over. Staff commented that at this time only 115 acres were being annexed. This was only a conceptual plan at this time. When a more solidified plan was received a more thorough analysis can be made on the traffic impacts in this area. As for the Golf Course, the city has gone through a Planned Unit Development (PUD) process, in which open space recreation areas and those types of uses are allowed in a PUD. Staff stated that the Conditional Use approval has been given by Marion County. Vice Chairperson Warzynski closed the public hearing. Commissioner Bauer stated that everyone was concerned about the traffic impact. He made the motion that the Commission approve the annexation application. Commissioner Stoval seconded the motion. A roll call vote was taken. Warzynski - yes Djelland - yes Stoval - yes Grijalva - yes Bauer - yes The motion passed unanimously. SPR 93-05 FLEETWOOD PLANT EXPANSION Staff read the statement necessary to open the public hearing. pcm06.024 2 SG:bw Staff stated that the applicant, Fleetwood Homes of Oregon, wished to pave two graveled areas along Progress Way for additional employee parking, fence in all parking and build a 8' x 8' guard shack, expand the present semi-permanent production office, add another semi-permanent structure at the northeast corner of the building ad an awning to the west side of south plant building for increased material storage, extend pavement on the north side of the north plant by 16 feet. Staff recommended approval of this application subject to the condition listed in the staff report. The applicant, Terry Walker, Fleetwood Homes of Oregon, Inc., stated that a new shift of work would be added from 5 pm to 1:30 pm and this would employ 160 more people. No one wished to speak for or against this proposal. Vice Chairperson Warzynski closed the public hearing. Commissioner Bauer made the motion to approve SPR 93-05 as presented subject to any staff limitations. Commissioner Pugh seconded the motion. A vote was taken and the motion passed unanimously. 6) REPORTS: A. SPR 93-06 CREDO COMPANY AWNING IMPROVEMENT Staff stated that an administrative decision was made to allow the awning improvement to the Credo Company. B. SYSTEMS DEVELOPMENT CHARGES Staff stated that Don Ganer and Frank Tiwari would be explaining the program to the Commission. Mr. Tiwari explained that systems development charges (SDC) or traffic impact fee (TIF) referred only to NEW development. He stated that Storm Water Drainage fees were for NEW development. He then introduced Mr. Don Ganer. Mr. Ganer explained to the Commission the Systems Development Charges Methodology Report which was included in their packet. He explained the formulas that were used to calculate the SDC rates. pcm06.024 SG:bw Mr. Tiwari stated that this would be one component of the total package that has been talked about. He went over the other components that had been discussed at the previous meeting. C. SENIOR ESTATES NEIGHBORHOOD ASSOCIATION (SENA) Wally Lien, Land Use Lawyer in Salem representing the Woodburn Senior Estates Neighborhood Association, stated that neighborhood associations were generated, initially, back even before there was zoning codes and, ironically, the first goal of the Statewide Goals and guidelines is the private citizen involvement. He stated that the Senior Estates Neighborhood association is a non-profit corporation and, for the record, it carries Corporation Division No. 349330-85. It is run by an executive committee, it has by-laws, it has boundaries that are established that coincide with the Woodburn Senior Estates. He stated that the first thing he wanted to talk about was what the neighborhood association wanted from the city was recognition. Recognition means whatever you as the city wants it to mean. The second thing is that neighborhood associations get preferred status on your public hearing procedure. The third element is access to staff assistance and this is an area that directly depends upon the resources and commitment to the planning process. The last thing is attendance of training seminars. Finally one of the issues that a neighborhood association can provide to the city is police advisory agents. He stated that one of the most dynamic things that result from neighborhood associations is the development of new community leaders. We are trying to show what valuable resources we can be in transportation planning process. He referred to people who work/serve the City of Salem. He stated that the City of Salem Chapter 64 is five or six pages of legalese that adopts a neighborhood association plan. He stated that the neighborhood association would work through Chapter 64 and come up with a revised version of rule 64 that is more particularized to the City of Woodburn. At this point in time what they wanted was informal recognition which means nothing more that you recognize that we exist ant that we're out there and you put us on your agenda for your next meeting or perhaps the meeting after that in which we can more particularly discuss how to implement this as a pilot program. Vice Chairperson Warzynski what part of Senior Estates Mr. Lien was representing or was he representing the entire Senior Estates or part of Senior Estates. Mr. Lien answered that it was his understanding that all of Senior Estates but the Mobile Home Park. Staff explained that he felt comfortable with the neighborhood association but the resources are short but we will provide as much assistance as we can. pcm06.024 SG:bw Staff stated that he could recommend that they come back with a draft of their own, so the Commission could review. Commissioner Pugh asked for a point of clarification of would the neighborhood association come forth with a unified vote to us or they come with a recommendation. Mr. Lien stated that you have to allow the flexibility for case-by-case decision. Commissioner Bjelland was concerned about more powerful people becoming a biased group. Mr. Lien stated that he did not know the demographics but he stated that this had happened, but it didn't last long. Commissioner Bauer had concerns about the percentage of the populous of the Senior Estates. He told Mr. Lien that he wished to have him bring back to the Commission the percentage of the populous of the Senior Estates that is being represented. Vice Chairperson Warzynski suggested that Mr. Lien get this on the agenda so it could be continued at that time. D. SENIOR ESTATES MUNICIPAL WELL #1 Staff stated that this was in the reports for the Commission's information. E. CHAPPELL DEVELOPMENT PROPOSAL WITHDRAWN Staff stated that this has been withdrawn due to finances. Commissioner Pugh made the motion to write a letter expressing the Commission's regrets that this project had to be withdrawn. Commissioner Dauer seconded the motion. Staff stated that would be done. F. BUILDING ACTIVITY- MAY, 1993 G. CODE ENFORCEMENT REPORT - MAY, 1993 7) BUSINESS FROM THE COMMISSION: None pcm06.024 SG:bw 8) ADJOURNMENT: There being no further business the Planning Commission meeting adjourned. pcm06.024 6 SG:bw DATE: JULY 8,1993 MEMO TO: MAYOR AND CITY COUNCIL THROUGH CITY ADMINISTRATOR FROM: STEVE GOECKRITZ, COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: CONTINUATION OF PUBLIC HEARING OF MAY 10, 1993 CONCERNING DISPOSITION OF THE DANGEROUS BUILDING LOCATED AT 591 N. FRONT STREET ( IOOF LODGE) Don Aljets of Aljets construction has removed that portion of the parapet on the North West corner of the building that was found to be unstable and constituted a potential hazard to pedestrian traffic. In the opinion of the Building Official, the structure no longer constitutes a dangerous building. Since the danger of the unstable parapet has been removed, staff recommends the structure be removed from the dangerous building list. Any subsequent reconstruction or renovations will be reviewed by the Building Official as may be normally required. In a telephone conversation of July 7, 1993, with a representative of Aljets Construction, it was confirmed to our Building Official that the owner of the property was in the final stages of securing financing to rebuild the parapet and do some internal renovation to the structure. RECOMMENDATION: That Council close the public hearing on this building and remove it from the Dangerous Building list. MEMO DATE: JULY 8,1993 TO: MAYOR AND CITY COUNCIL THROUGH CITY ADMINISTRATOR FROM: STEVE GOECKRITZ, COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: CONTINUATION OF PUBLIC HEARING OF MAY 10, 1993 CONCERNING DISPOSITION OF THE DANGEROUS BUILDING LOCATED AT 237 N. FRONT STREET (BAHAI) The City Building Official has been in contact with Mr. David House regarding the disposition of the BAHAI structure. It was conveyed to our Building Official that a meeting was going to be held on the evening of July 15, 1993 among BAHAI members to select from various bid proposals a contractor to do the repairs to the structure. Our Building Official informed Mr. House that BAHAI representatives should be present for the July 12, 1993 Council meeting. Mr. House stated he or a representative would attend that Council meeting. RECOMMENDATION: Subject to any testimony by the property owner on progress to date, continue the hearing to a date certain on either July 26, 1993 or August 9, 1993. MEMO DATE: JULY 8,1993 TO: MAYOR AND CITY COUNCIL THROUGH CITY ADMINISTRATOR FROM: STEVE GOECKRITZ, COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: CONTINUATION OF PUBLIC HEARING OF MAY 10, 1993 CONCERNING DISPOSITION OF THE DANGEROUS BUILDING LOCATED AT 573 N. FRONT STREET ( POOL HALL) In the staff memo of June 24, 1993, I outlined the progress being made to the pool hall. The following is an excerpt from that memo, "in assessing the requirements as to what is needed to bring the structure up to Uniform Building Code (UBC) standards, the following three conclusions were made by Marion County Building Officials: 1) The plans submitted by Trapp and Associates were "acceptable as submitted." It should be noted, however, the plans only detailed the repairs to the second story. 2) The plans did not fully take into consideration the potential damage to the first floor of the structure. The UBC calls for the Icad forces to be analyzed all the way to the foundation. 3) The project may be subject to standards as required under the Americans with Disabilities Act of 1990 (ADA). Since receiving the Marion County correspondence, staff has met with Dave Trapp Engineers and the Marion County Building Official, separately, to discuss various construction alternatives. It appears that some design alternative has to be worked out that insures a level of occupant safety, is cost effective, and does not leave the adjoining structures in a position that their structural integrity is jeopardized. If the structure is razed and since it shares a common wall with the buildings on its north and south sides, any removal, in the estimate of our building officials, would jeopardize the wall integrity of the building on either side of the pool hall. City staff, Marion County Building Officials, Dave Trapp and Associates, the Structural Engineer, and property owners will be meeting July 14, 1993 in an attempt to resolve this issue. Scheduling conflicts among the parties prevented the scheduling of this meeting prior to the July 12, 1993 council meeting. RECOMMENDATION: Continue the hearing until the July 26, 1993 Council meeting. DATE: JULY 8, 1993 MEMO TO: MAYOR AND CITY COUNCIL THROUGH CITY ADMINISTRATOR FROM: STEVE GOECKRITZ, COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: CONTINUATION OF PUBLIC HEARING OF MAY 10, 1993 CONCERNING DISPOSITION OF THE DANGEROUS BUILDING LOCATED AT 199 N. FRONT STREET ( OLD BANK BUILDING) An Engineer's report assessing the damage to the structure was filed with the Building Official in early May of 1993. However, no Engineering report has been submitted that describes how structural repairs will be made to the building to make it safe for occupancy. As the Council is aware, Mrs. Nora Fives, owner of the building has been before the council and has requested additional time in which to sell this structure to someone that would be interested in renovating it. The Council has in turn been willing to provide additional time for the property owner to sell the structure with hope that the building can be saved and renovated because of its historic value to the community. The Building Official has contacted Nora Fives and has requested that she attend the July 12, 1993 hearing to provide council a progress report. RECOMMENDATION: That Council, based on testimony provided by owner Nora Fives, make a determination as to what further action is appropriate. MEMO TO: FROM: SUBJECT: DATE: City Council through City Administrator Woodburn Planning Commission Annexation 93-01 and Zone Map Amendment 93-02 for Approximately 115 Acres Located Adjacent to Boones Ferry Road North of Woodburn High School July 8, 1993 At their hearing of June 24, 1993 the Woodburn Planning Commission reviewed the proposed annexation and zone map amendment request. The commission, after taking testimony, closed the hearing and moved to recommend to the city council the annexation of this 115-acre parcel. The city council may choose one of the following alternatives: (1) (2) (3) Approve the recommendation as requested by the planning commission Approve, but modify, the planning commission's recommendation Deny the request, with findings, of the applicant's request SG:Ig 93-01 .CC STAFF REPORT ANNEXATION 93-01 ZONE MAP AMMENDMENT 93-02 APPLICANT: Jay Glatt Inc. & Charles M. & Neelie A. Schultz 6133 Trevino Ct N., Salem 16710 Boones Ferry Rd, Woodburn II III NATURE OF THE APPLICATION: The applicant has submitted a petition requesting to annex to the City of Woodburn. The owners of the subject property have filed the necessary petition and do consent to the proposed annexation. Annexation of this site will allow further development of the Tukwila Golf Course. It is anticipated that this next phase will involve both residential development as well as the construction of the golf course. Following annexation, the subject property will be reclassified as single family to conform with the current Comprehensive Plan designation. The owners will then be required to process an application for a Planned Unit Development in order to facilitate development of the golf course and the proposed residences. The proposed layout of County Club Road as depicted on the attached master plan will be vacated and relocated to some point between Country Club and Vanderbeck Roads. RELEVANT FACTS: Land area: Approximately 115 AC The property can be identified specifically as Tax Lot 100 5S, lW, Section 7A & 8B Tax Lot 1100 5S, lW Section 6D & Tax Lot 1500 SS, lW Section 5C General description of the area: a. slopes - see exhibit "c" b. vegetation - woodlands, grass, filberts c. drainage - The site does contain drainage ways into Mill Creek d. flood area - The site could contain areas of flooding e. sewage disposal - will interconnect to the Miller Farm development to the south. The line that runs parallel to the east property line is 15". f. utilities (gas,electric,tel) - see exhibit "C" Existing Land Use a. No. single family units 0 b. No. multiple family units 0 c. Commercial 0 Industrial 0 Public Uses 0 d. Open space 115 AC School Impact: See Exhibit "D" It is not known what the school impact will be until the school district has an opportunity to review site plans that indicate the number of housing units that will be proposed through the P.U.D. approval process. Wetlands: In the Wetland Reconnaissance and Wildlife Assessment prepared on September 21, 1990 by David Evans and Associates, wetlands were found on the site. Approximate boundaries of the these identified wetlands were mapped. At this time the requested annexation parcels contain 3 out of the 7 identified areas. The Division of State Lands comments at that time encouraged the developers to complete a detailed wetland delineation for the project area to ensure regulatory compliance. Since that time it has come to the City of Woodburn's attention that the developers have had a delineation completed. This delineation along with a proposed golf course design has been reviewed by the Division of State Lands (See enclosed letter dated 5/25/93). The applicant is requesting annexation only at this time and specific site development and the proposed golf course design relative to the wetlands will have to be reviewed through the site plan review process and the appropriate review authority. IV RELEVANT APPROVAL CRITERIA AND FINDINGS: A. Woodburn Comprehensive Plan Chapter IV Existing Land Uses Staff: The subject property is located within the City's Urban Growth Boundary and have been included in the inventory of available land for single family development. Chapter V Open space, Scenic and Historic Areas, and Natural Resources Staff: The subject property will provide for both public and private open space. The site does contain some wildlife areas and wetlands as identified by David Evans and Associates (September 21, 1990). At the time the applicant requests preliminary approval of the P.U.D., the location and appropriate review of the wetland areas will be required. Chapter IX Goals and Policies for the Land Use Plan Residential Land Development Policies The residential land development policies A-1 through A-1 1 have been implemented by the City's Zoning Ordinance. Site specific zoning standards will be addressed at the time the applicant requests approval of the Planned Unit Development. A-l, Residential areas should be designed around a neighborhood. Neighborhoods should be an identifiable unit bounded by arterials non-residential uses, or natural features of the terrain. The neighborhood should have a community facility, such as a school, park, or privately owned community facility to allow for interaction within the neighborhood. Staff: The proposed development will consist of an 18 hole golf course that will be integrated with residential development to create a Planned Unit Development. The overall concept calls for the newly annexed area to provide a mix of single family and multi-family mixed units that will maintain density's as required by the (RS - 12 units per acre) single family land use designation. A-3 Development should promote, through the use of moderate density standards and creative design, a feeling of openness and spaciousness with sufficient landscaped area and open space to create a pleasant living environment. Staff: The objective of the applicant is to review the annexation request that will in turn result in a P.U.D. being developed. Additional resi~..~ntial policies will have to be addressed when the P.U.D. proposals for residential development are submitted. Annexation Policies Annexation policies are extremely important for the City. While it is important that enough land is available for the necessary development anticipated in the City of Woodburn, it is also essential to prevent too much land being included in the city limits as this leads to inefficient, sprawling development. Because of the need to plan for public improvements, the City should insure that there is a five year supply of vacant land within the City. Services should be provided to that land during that five year period. Staff: The Urban Growth Boundary was adopted in 1980. This boundary designates areas outside Woodburn's City Limits that could be annexed to accommodate growth to the year 2000. The annexation of this land is to accommodate the growth demands of the City in a timely manner. Public Services Goals and Policies It is the goal of the City to provide adequate public services to all areas of the City to include: sewer lines of adequate capacity; water lines of adequate capacity for both domestic supply and fire fighting capabilities; and storm drainage to prevent flooding of valuable property where feasible. Staff: Se'vver, water and storm (]rain lines in conjunction with streets abut the annexed property. It will be the responsibility of the developer to construct the infrastructure in the various residential "pods" and proposed golf course. Transportation Goals and Policies Establish a framework for the development of facilities to move persons and goods in a safe, effective and efficient a manner as possible under projected year 2000 traffic conditions. Staff: The road system will be designed to allow for an East/West route from Front Street to Boones Ferry Road. This connection will also make allowance for interconnection of residential streets. Growth Goal City's goal is to grow to a population of approximately 18,000 by the year 2008. This growth should be orderly and accompanied by the necessary public services. The growth should be balanced in residential, industrial, and retail sectors of the City. As much as possible, the growth should not add any additional burdens on the City's taxpayers. Staff: The land to be annexed is adjacent to the Miller Farm P.U.D. This annexation will allow the expansion of the conceptual development plan that, when finalized will consist of an 18 Hole golf course and residential development. Growth and Urbanization Policies Policies K-1 through k-ll are applicable to the petitioners request. Public services are available to the site, the developer will be required to pay systems development charges for their impact on the infrastructure. The City of Woodburn and Marion County have maintained a process for providing an exchange of information relative to the proposed annexation and golf course. The County has given conditional use approval for that portion of the golf course that is outside of the UGB and within the County's jurisdiction. The subject property that has been the responsibility of the County will now fall under the City's jurisdiction. It will be reclassified from County Urban Transition Farm to City Single Family Residential which is consistent with the City's Comprehensive Plan. Chapter X The Land Use Plan The subject property is planned for single family residential. The applicant intends to develop the site as single family, therefore, the property to be annexed will be redesignated as single family. Chapter XII Implementation of the Plan The Comprehensive Plan is implemented by the City's Zoning Ordinance and various 3ther ordinances that help in accomplishing the goals and policies of the Comprehensive Plan. Staff: Specific ordinances addressing site Plan review and approval of the Planned Unit Development will have to be addressed by the applicant at such time that approval of the golf course is requested. Urban Growth Boundary and Policy Agreement Staff: A notice of the proposed annexation will be sent to Marion County for comment 20 days prior to the City Council Hearing. Woodburn Zoning Ordinance Staff: The Zoning Ordinance implements Woodburn's Comprehensive Plan. The applicant will be required to address specific sections of the Zoning Ordinance and meet the approval criteria at such time that they request site plan review. V COMMENTS FROM OTHER DEPARTMENTS: None VI VII CONCLUSION: The applicant is petitioning the City of Woodburn for annexation of approximately 1 1 5 acres of property described in this report. The annexation is necessary for the development of the Tukwila Planned Unit Development and Golf Course. The developer has already received conc~itional use approval for that portion of the golf course that is outside side of the Urban Growth Boundary and the City's jurisdiction. Once the subject property outside the City limits and inside the Urban Growth Boundary is annexed to the City it will be change from County Urban/Transition Farm to Single Family residential. This development will be the next phase of the already approved Miller Farm P.U.D. Annexation of the property will facilitate this next phase. Once annexation has granted, the applicant will be required to submit an application addressing the relevant approval criteria, design standards, P.U.D. process etc. FINDINGS: Ao The city of Woodburn's Comprehensive Plan Map identifies the land to by incorporated into the city limits as Iow density residential. The property is presently zoned as Marion County Urban Transition Farm (UTF). At the time of annexation the property will be amended from UTF to single family residential (RS). The RS district is the zone designation that meets the criteria of the Comprehensive Plan land use designation of Iow density residential. Eo The applicant has addressed the relevant approval criteria as identified in the staff report. VIII DECISION: Based on the findings in this report, staff recommends approval of this application subject to the following conditions: Ao The annexed property will be subject to site plan review approval which could incorporate the following elements: 1. Identify right of way, both dedicated and vacated. 2. Storm drainage plan 3. Irrigation Plan 4. Obtain required permit from the Division of State Lands and/or the Army Corps of Engineers. 5. Submit master plan identifying locations of out buildings accessory structures i.e. club house, sheds, driving range ANNEXATION INFORMATION SHEET II. Iii. DIRECT QUESTIONS TO: Mike L. Campbell (NAME) P 0 Box 532 (ADDRESS) Woodburn (cmo PROPERTY OWNERS: Jay Glatt Inc. Charles M. & Neelie A. NAME (PLEASE PRINT OR TYPE) LOCATION AND SIZE OF THE PROPERTY: S% /~ ?~ North of city limits between Boones Ferry 982-4748 (TELEPHONE) OR 97071 (STATE) (ZIP CODE) 6133 Trevino Ct N., Salem Schultz, 16710 Boones Fy Rd., Woodburn ADDRESS & ZIP CODE Rd .and Hill Creek APPLICATION CHECKLIST ss, ..',~/~- ?~_ .~ s:~ OFFICE USE ONLY YES NO ANNEXATION PETITION SIGNED, (NOTORIZED SIGNATURES) BY PROPERTY OWNERS EXHIBITS: 1. REASON FOR ANNEXATION REQUEST 2. PROPOSED DEVELOPMENT OF AREA 3. EXISTING CONDITIONS OF AREA (Exhibit (Exhibit (Exhibit o SCHOOL IMPACT ANALYSIS (Exhibit PARK AND RECREATION FACIUTIES AVAILABILITY (Exhibit LEGAL DESCRIPTION OF THE PROPERTY (Exhibit PLOT PLAN (Exhibit LIST OF ALL PROPERTY OWNERS WITHIN 100 FEET OF THE PROPERTY (Exhibit "B") ~. "C") "D") "E") "F") "G") 9. ASSESSOR'S MAP (Exhibit "1") SCHEDULED HEARING DATE: APPLICATION RECEIVED BY: DATE: annex.bs/bw -8- ANNEXATION PETITION - REQUIRED INFORMATION PLEASE PROVIDE THE FOLLOWING INFORMATION: REASON FOR ANNEXATION REQUEST: Exhibit "A" A. Reason: Bo Proximity of City Services - indicate on an hccompanying map. PROPOSED DEVELOPMENT OF THE AREA Exhibit "B" A. if't0tally or partially undeveloped, what are the future plans for the site (Provide a preliminary site plan): B. If the site is fully developed provide a plot plan: EXISTING CONDITIONS OF THE AREA Exhibit "C" Ao Ce Land Area: Acres General description of the area: 1. Slopes: 2. Vegetation: 3. Drainage: 4. Flood Areas: 5. Sewage disposal 6. Utilities (gas, elect., tele.) Existing Land Use: 1. Number of single family units: 2. Number of multiple family units: 3. Commercial Industrial Public Uses 4. Open Space __ SCHOOL IMPACT Exhibit "D" A. Where is the nearest school facility: annex.bs/bw What is the expected student population of the area upon completion of the development: 5. PARK AND RECREATION FACILITIES Exhibit "E" A. Is there sufficient area to provide for park or open space for the development: LEGAL DESCRIPTION OF THE PROPRTY Exhibit "P' o PLOT PLAN: Show all properties within 250' from property and the land use of each. and parallel to the subject Exhibit"G" NAMES AND ADDRESS OF ALL PROPERTY OWNERS (husband and wife) within 250' from an parallel to the subject property. Obtain certified list and map from title company and attach. Exhibit "H" ASSESSOR'S MAP. Attach copy of Marion county Assessor's Map showing subject area and outlining 250' notification area. Exhibit 'I" We the undersigned, hereby certify that all the statements in the plot plan, attachments, and exhibits transmitted herewith are true and complete, and we are the owners of record or contract purchasers of property which the annexation is requested: annex.bs/bw SCHULTZ / GLATT ANNEXATION EXHIBIT "A" To further develop the Tukwila project it is required that 115 acres, more or less, north of the present city limits be. annexed into the city of Woodburn. This property extends northward to the Urban Qrowth Boundary and is bordered by Mill Creek on the east and Boones Ferry Road on the west. The property is shown on Woodburn Comprehensive Land Use Plan as residential with less than twelve units per acre. The next phase of Tukwila will involve both residen- tial development as well as the construction of the golf course. It is necessary, therefore, that this property be annexed so that services may be brought into this area. Water, sewer, and storm drainage are available to this site. A map showing their, existing location and size is attached on the following page.~ Electric, power, telephone and T.V. cable are available in the Boones Ferry Road right-of-way. EXHIBIT "B" The proposed annexation is currently undeveloped. Usable portions of the land are curdently being used as farmland producing primarily filberts._ A large drainage swail exists on a portion of the site. It flows from east to west into Mill Creek, Proposed future development is to include residential construction around a golf course. The residential units will consist of single family, homes as well as attached units. Housing areas are indicated on the attachedplan. At this stage of'the development, it i.s too early to show the final lot layouts. Market conditions at the' time of construction undoubtedly will dictate'the final design. It is proposed that Country Club Road will be located within this area. This has previously been discussed and agreed to wit'h the city of Woodburn planning staff. The attached Exhibit "B" shows a proposed layout for .this road. The final design will follow shortly with the development application for the first phase of this area. The golf course construction will consist of tees and greens as indicated on the map. The entire golf course design encompasses additional property both to the north and south. The golf course clubhouse and facilities for related use will also be incorporated on this site. EXHIBIT "C" EXISTING CONDITIONS OF AREA Land_Area - The property consists of 115 acres, more or less. B. Genera]..Desc~Jp%_ion Slopes - The majority of the site is relatively flat. The southeast corner of the site contains a sloped drainage swail flowing runoff water into Mill Creek. Vegetation - The sloped drainage portions of the property ,contain woodland areas with grassy openings· The remainder of the site is filbert nut orchard with ground cover being maintained. 3 & 4. Drainage of Flood' Areas - As mentioned in item #1 above, there is a drainage swail located in the southeast corner of this lot. This drains into Mill Creek at the eastern edge of the site. Sewage Disposal - With the recent development of Miller Farm, and 8" Sanitary Sewer line has been extended North to a portion of the subject property. This will serve the western side of the property. An 18" line runs'parallel to the east Property line. These lines are more than adequate to meet the proposed needs of this project, These lines are shown on the map included in Exhibit "A". Utilities - Gas.: A Northwest Natural Gas line extends North along Boones Ferry Road. We have been assured by the gas company that there will be ample service for our prosed project. Electric: PGE services are located alongside, Boones Ferry Road and are ample to serve the project. C. Ex.isting_.Land_Use 1. Number of Single Family units - 2. Number of Multiple Family Units 3. Commercial - None Industrial - None Public Use - None 4. Open Space - Farm use 0 EXHIBIT "D" SCHOOL IHPACT Nearest School Facilities: The Woodburn Senior High campus is located approx- imately .500 feet south of the proposed annexation property. Also, a short distance south and on the opposite side of Boones Ferry Road are located French Prairie Junior High School 'and Lincoln Elementary School. Although it is expected that a percentage of our customers will be "empty nesters" (children have left home), the following are calculations'based on our expected number of lots to be'developed and the potential school age children they would generate. /he calculations ame based on a previous study of this area as it deve]opes into a golf course/ residential community. This plan may vary Slightly as final plans are now being designed. Area E s.t .ina.re d _..Uni.t s. B 135 G 80 Portions of A,D,E,C ...... 20 Total Units 235 Using a factor of .57 school age children for each residential unit, this area could generate approxi- mately 134 students between elementary and high school ages. This would be a maximum estimate. EXHIBIT "E" PARK AND RECREATION FACILITIES As mentioned previously, this property will be an integral part of Tukwila, a planned golf course/ residential community. A large portion of the annexed property will be used for the golf course. This will be a public golf course. This plan clearly provides for ample open space for recreational enjoyment. It is also planned for the neighborhood housing areas to include swimming pools and common landscaped areas. EXHIBIT "G" PLOT PLAN / ADJACENT LAND USE May 25, 1993 Mr. Lee Brune GOLF/Management/Planning, Inc. 12830 SW Hart Beaverton, OR 97005 Re: Tukwila Golf Course, Woodburn, Oregon T5S, R1W, Section 6 Dear Mr. Brune: DIVISION OF STATE LANDS STATE LAND BOARD BARBARA ROBERTS Governor PHIL KEISLING Secretary of State JIM HILL State Treasurer Thank you for the time you took to discuss the proposed golf course. I have reviewed the wetland delineation completed by Mr. Scott Craig. Based on the documentation provided, I concur with the delineation presented in his report. Fill or other alteration of the wetland area is regulated by Oregon's Removal-Fill Law (ORS 196.800 - 196.990). I reviewed the proposed golf course design with you. Since the course does not propose to fill or otherwise alter the wetland area by grading, no state permit will be required. I also understand that the crossings of the wetlands will be on wooden, pile supported structures. Placement of such structures is not regulated by the Division of State Lands. Additionally, we discussed some tree removal from the wetland area. I would urge you to retain as much forest cover as you can. The Division does not regulate tree removal; however, you should review the proposal with Oregon Department of Forestry and the City of Woodburn. Thank you for your 4nquiry. Please call if you have any questions concerning this letter'. Sincerely, Kenneth F. Bierly Wetlands Program Manager KFB/j p ken:426 CC: jim Goudzwaard, Corps of Engineeers Scott Craig, W.E.T., Inc. City of Woodburn -21- 775 Summer Street NE Salem, OR 97310-1337 (503) 378-3805 FAX (503) 378-4844 CITY OF WOODBURN, OREGON ANNEXATION PETITION AND CONSENT We, the undersigned legal owner or contract purchaser and resident electors of a certain parcel of land herein described and attached to this Annexation Petition as Exhibit I, petition the Honorable Mayor and City Council of Woodburn for annexation of that certain property to the City of Woodburn. We further desire that by this petition that the certain property be annexed to and be included within the corporate limits of the City of Woodburn, Oregon, a municipal corporation, and we do hereby consent to such annexation, without the necessity of any election being called with the area above described, and we do hereby consent that the City Council of the City of Woodburn, Oregon, take steps as are necessary to determine whether or not the said above described area shall be annexed. Absentee Owner{s) or Contract Purchaser(s): Resident Owner{s) or Contract PTur~ser(s) that are Resident Elector(s)*: Address: Address: Resident Electors* that are not Land Owners: Address: Resident Electors means Registered Voters Subscribed and sworn to me this 'J//~E~Z~ day of ~ LORI t~ FOS~HOLM I ~..~1~,.~ NOTARY PUBLIC- OREGON i ~ COMMISSION NO. 004213 I MYCOMMISSION EXPIRES FEB 12, ~9951 STATE OF OREGON ) COUNTY OF MARION ) SS I, ~z~/'Z- /'. //~.~/~Z~//',/'~) ,being duly sworn upon oath, say that I secured each name appearing on the within and foregoing petition, and each name was signed freely, voluntarily, without undue influence of any nature and under no misrepresentation as to the facts, further affirm, that to the best of my knowledge the individuals above named constitute a majority of the electors registered in the territory proposed to be annexed and the owners/contract purchasers of more than half of the land in that territory. (Signature) ~-/z~/ J~/_~')~ Date: ~"/// NOTARY PUBLIC FOR OREGON My Commission expires: ANNEXATION PETITION AND CONSENT ANNEXPET .693 MEMO TO: FROM: SUBJECT: City Council through City Administrator Public Works Program Manager/~ Resolution for Public Hearing on Special Assessment for Sidewalks along Highway 99E DATE: July 8, 1993 RECOMMENDATION: Approve the attached resolution setting a public hearing for August 9, 1993 on Council's intent for special assessment for sidewalk installation along Highway 99E. BACKGROUND: Council entered into an agreement with the State of Oregon for improvement of Highway 99E from Lincoln Street to the north city limits on January 13, 1992. As part of that agreement the city paid the State $63,000 for installation of sidewalks where none had existed previously along this segment of Highway 99E. The State paid for replacement of existing sidewalk. Resolution 1117 authorized preparation of an engineering report on installation of the sidewalks through special assessment. The Council approved the engineering report on June 14, 1993. Ordinance 2105 requires that council, by resolution, declare its intent to make the sidewalk improvement through special assessment and set a public hearing on the improvement. The attached resolution complies with these requirements and staff recommends its approval. COUNCIL BILL NO. /z-/E'-.~ RESOLUTION NO. A RESOLUTION SETTING A PUBLIC HEARING ON THE COUNCIL'S INTENT TO MAKE SPECIAL ASSESSMENT FOR INSTALLATION OF NEW SIDEWALKS WHERE NONE HAD PREVIOUSLY BEEN IN PLACE ALONG OREGON STATE HIGHWAY 99E FROM LINCOLN STREET TO THE NORTH CITY LIMITS. WHEREAS, Resolution No. 1117 authorized preparation of an engineering report relating to installation of sidewalks along Oregon State Highway 99E from Lincoln Street to the north city limits; and WHEREAS, the engineering report has been prepared and approved by council, and WHEREAS, Ordinance No. 2105 requires that council declare its intent to make the improvement by special assessment and to hold a public hearing on the improvement, NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the Woodburn City Council passed Resolution 1099 on January 13, 1992 which authorized the city to enter into a cooperative improvement agreement with the Oregon State Highway Division for improvement of Oregon Highway 99E from Lincoln Street to the north city limits. As a part of that agreement the city agreed to reimburse the state $63,000.00 for costs of new sidewalks required by the project. The state would replace existing sidewalks as a part of the project. The reimbursement was to place sidewalks where none had existed previously. Section 2. That the cost of said improvement shall be at the expense of property specially and peculiarly benefitted by such improvement. Section 3. With the addition of sidewalks along the entire length of Oregon Highway 99E from Lincoln Street to the north city limits benefitted properties are those who had sidewalks installed as part of this project. Benefitted properties indicated by an * are located outside the Woodburn city limits. Properties benefitted are depicted in Exhibit "A" and by this reference incorporated herein. They were benefitted by the sidewalk installation and should share in the cost of the improvement. That the property specially and peculiarly benefitted by such improvement is hereby declared to be the parcels of real property described in the Marion County Record of Deeds as follows: Tax Lot '42145.000 '42147.000 *4215O.OOO 42189.000 Owner of Record Ivan & Betty Orton William & Twyla Whistler Daryl & Dorothy Wiesner Miller Brewing Co. Page 1 - COUNCIL BILL NO. RESOLUTION NO. '42525.000 42535.001 42538.000 42571.666 42596.O00 42605.000 42639.000 42639.001 42643.429 42647.000 42656.000 42660.000 42667.000 42669.000 42955.O00 42964.000 92450.020 92440.000 92440.010 92440.020 92440.030 92440.040 92440.190 92730.000 92890.000 92890.010 92890.016 92890.020 92890.031 92890.044 State of Oregon Ira Gordon, Et al Robert Huges (Richard Henkes) Leroy & Margaret Meyers Pablo Alverez, Et al Gerald & Betty Yoder Leroy Miller Diana Schwab Tomseth Leroy Miller Robert & Gloria Bigej Yacov & Nina Konovalov Willamette Valley Assembly Jehovah's Witnesses Real Estate Properties LTD Real Estate Properties LTD Roth's IGA Foodliner Inc. Richard Kreitzberg Milo Bibelheimer Et al John & Vera Grigorieff Milo Bibelheimer Et al Peter Lood Golden Coral Corporation Golden Coral Corporation FGC Investments Doug & Betty Livesay (Mistry) Helen Ruebesam Dempsy & Mary Sullivan George & Doris Yoder Josele Taylor Floyd Lenhardt Dempsy & Mary Sullivan Hall of Section 4. That the city engineer's cost estimate, including already reimbursed construction costs and future engineering costs, finance, legal, and administrative is estimated to be $69,531.68. Based on the front footage of the properties involved, the fair share cost has been estimated to be $6.95 per front foot. Costs per lot are: FRONT ESTIMATED TAX LOT FOOTAGE COST SHARE 1. 42147.000 600.00 4,110.00 2. 42145.000 386.04 2,644.37 3. 42150.000 57.62 394.70 4. 42189.000 1,277.54 8,751.15 5. 42525.000 1,947.22 13,338.46 6. 42535.001 644.93 4,417.77 7. 42538.000 162.48 1,112.99 8. 42571.666 118.59 812.34 9. 42596.000 160.00 1,096.00 10. 42605.000 168.00 1,150.80 Page 2 - COUNCIL BILL NO. RESOLUTION NO. 11. 42639.000 9.47 64.87 12. 42639.001 85.73 587.25 13. 42643.429 147.80 1,012.43 14. 42647.000 145.34 995.58 15. 42656.000 144.81 991.95 16. 42657.000 170.00 1,164.50 17. 42660.000 240.90 1,650.17 18. 42667.000 453.35 3,105.45 19. 42669.000 271.00 1,856.35 20. 42955.000 523.08 3,583.10 21. 42964.000 500.26 3,426.78 22. 92440.000 70.00 479.50 23. 92440.010 70.00 479.50 24. 92440.020 70.00 479.50 25. 92440.030 70.00 479.50 26. 92440.040 70.00 479.50 27. 92440.190 30.00 208.50 28. 92450.020 166.59 1,141.14 29. 92730.000 117.71 806.31 30. 92890.000 100.00 685.00 31. 92890.010 100.00 685.00 32. 92890.016 490.00 3,356.50 33. 92890.020 208.00 1,424.80 34. 90890.031 268.00 1,835.80 35. 90890.044 200.00 1,370.00 10,244.46 69,531.68 Section 5. That the benefitted property owners shall pay their share: 1) at the completion of the project, or 2) shall sign the Bancroft application with the city within the allowed time and make yearly payments for a period of ten years. The owners shall be allowed to pay off the remaining balance at any time during the bonding period. In case legal or jurisdictional difficulties exist, the properties outside the city limits may be billed directly by the city or state and be excluded from special assessment participation. Section 6. That it is estimated that the interest rate will be 7.0 percent. Section 7. That a public hearing on the city's intent to install the sidewalks through special assessment be held at 7:00 pm on August 9, 1993 in the Council Chambers of Woodburn City Hall at 270 Montgomery Street in Woodburn, Oregon. Approved as to form: City Attorney APPROVED: Len Kelley, Mayor Page 3 - COUNCIL BILL NO. RESOLUTION NO. 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 4 - COUNCIL BILL NO. RESOLUTION NO. COUNCIL BILL NO. RESOLUTION NO A RESOLUTION AUTHORIZING A CONTRACTUAL SERVICES AGREEMENT WITH DON CAREY AND ASSOCIATES. WHEREAS, Don Carey and Associates have submitted a consultant services to perform the architectural and engineering Woodburn swimming pool renovation project; and proposal for phase of the WHEREAS, Don Carey appears to have excellent professional qualifications and is familiar with the Woodburn swimming pool, NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That the Mayor and City Administrator are authorized to execute a professional services agreement with Don Carey, dba Don Carey and Associates, a copy of which is attac__hed hereto and, by this reference, incorporated erei . Approved as to form--'~.. ?~,~/~--~ Dante I~- I~'~ City Attorney APPROVED: Len Kelley, 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 CONSULTING AGREEMENT THIS AGREEMENT, made and entered into this ~ day of ,1993, by and between the CITY OF WOODBURN, OREGON (hereinafter referred to as '~he City") and DON CAREY dba "DON CAREY AND ASSOCIATES" (hereinafter referred to as '"[he Consultant"). WHEREAS, pursuant to the terms and conditions of this Agreement, the City desires to engage the Consultant, and the Consultant desires to be engaged by the City, to render certain technical and professional services described hereinafter. NOW, THEREFORE, in consideration of the mutual promises and agreements set forth herein, it is agreed by and between the City and the Consultant as follows: 1. Services to be Rendered. The Consultant hereby agrees to render and perform for the City the technical and professional services as described in the following Scope of Work: SCOPE OF WORK A. Review with the City of Woodburn the architectural/engineering design concept for the swimming pool renovation, and make recommendations to the city for construction and accessibility configurations appropriate to design intent, construction system, and applicable regulations. Configuration and architectural/engineering designs may or may not exceed the basic repair concepts specified in FEMA DSR#39688, which is attached hereto and incorporated herein. In either case, the fees paid to the Consultant by the City pursuant to this agreement shall not exceed $23,000. B. Provide structural design for the swimming pool shell, overflow gutter, and deck. C. Provide appropriate mechanical and electrical design for the pool renovation. D. Provide drawings and specifications and related details to secure a building permit for the pool contractor to bid and construct a complete working swimming pool system, including but not limited to the pool itself, all piping, decks, surge tank, deck drains, overflow gutter piping, mechanical room piping and chemical system. E. Assist the City of Woodburn in securing a building permit and selecting a qualified pool contractor capable of constructing the proposed systems Page 1 - CONSULTING AGREEMENT F. Review shop drawings and submittals created by the pool contractor in a timely manner during construction. Make six periodic trips to the job site to observe the construction as required. Monitor the work as it proceeds with design intent, and provide field report for each site visit. 2. Consultant is an Independent Contractor. The parties hereby agree that the Consultant is an independent contractor, and not an employee of the City, and that nothing contained in the Agreement shall constitute or designate the Consultant or any of its employees, agents or contractors as employees of the City. 3. Consideration . In consideration of the Consultant's performance of the services described in the above Scope of Work, the City shall pay Consultant at the rate of $55.00 per hour. The Consultant's total compensation, including travel expenses and six copies of the drawings and specifications, shall not exceed the sum of $23,000. The City shall pay the Consultant on a monthly basis upon receipt of an itemized invoice. Soil engineering, extra copies of the drawings and specifications, and the cost of necessary permits are not included in the Consultant's total compensation and shall be billed to the City at cost. Any modification of the Scope of Work which involves extra costs shall be evidenced in writing, approved by both parties, and shall become an extra charge over and above the fees listed in this agreement. Any additional work which is agreed to in writing and not included in the Scope of Work, shall be billed to the City by the Consultant at the rate of $55.00 per hour, plus necessary expenses. 4. Compliance with Laws. The Consultant agrees to comply with all applicable laws, ordinances and codes of state and local governments. 5. Termination. Either party may terminate this agreement upon 30 days written notice to the other party. If at the time of termination, the City owes any fees to the Consultant, such fees are due and payable within 30 days of termination. 6. Assignment. The rights and duties of the parties hereunder are personal and shall not be assignable by either party without the express written consent of the other party. 7. Governing Law. It is agreed that this agreement shall be governed by them laws of the State of Oregon. 8. Severability. If any provision or part of this agreement is for any reason determined by a court of competent jurisdiction to be invalid or unenforceable, then such part shall be severed from the agreement ant the remainder thereof shall remain fully enforceable. Page 2 - CONSULTING AGREEMENT 9. Attorneys Fees. In the event a suit or action is instituted to enforce any right guaranteed pursuant to this agreement, the prevailing party shall be entitled to, in addition to the statutory costs and disbursements, a reasonable attorneys fee to be fixed by the trial and appellate courts respectively. 10. Entire Agreement. This agreement constitutes the entire understanding of the parties with respect to the subject matter herein and supersedes all negotiations, prior discussions and preliminary agreements made prior to this date. All modifications to this agreement shall be in writing and shall be signed by the parties. CITY OF WOODBURN By:. Len Kelley, Mayor Date: DON CAREY Date: A'I-I'EST: Mary Tennant, City Recorder City of Woodburn Page 3 - CONSULTING AGREEMENT . / z FEDERAL EMERGENCY MANAGEMENT AGENCY I I. D~,/AR~, ION NO. .................. 'ROJE~ 0E~RIPTION APPLICANT NAME/COUNTY . ~0. FROJECT TITLE 11, OAMAGEO FACILITY DAMAGE DIMENSIONS/DESCRIPTION/SCOPE OF ELIGIBLE WORK DESC/SCOPE: 14.01~11N~ NO. ! ~' NAME OF FEDERAL IN~ECTOR (~g) 16. AGENCY ~ . AGENCY CODE DATI~ ATTACHMENTS N IRECOMMENDATION ATTACHMENTs CONCUR ATTACHMENTS ITEM CODE MATERfAL AND/OR DESCRIPTION UNIT OF MEAS L.s. L. S. UNIT FRICE COST PART III - FLOODPLAIN NI~NAGEMENT/HAZARD MITIGATION REVIEW PART IV. FOR FEMA ~E ONLY ITMENT REQUIR~O F · G- Pro~: S ~. DURATION B' - COMM~NTS/CHANGES Contentr $ ~n~t: $ C: C; RST REVIEW I DATE JSECOND REVIEW ($~'n4~,~.~) I DATE DAMAGESURVEY REPORT . DATA SH~SET I [ F EMA- (:~5':i [~L~'~E;&~; ......................... ]'~ - 10. PROJECT TITLE :3. PA IDENTIFICATION NO, 4. INSPECTION DATE =. PROJECT 12. FACILITY LOCATION t ~,'o o .5. ,5 ~.-~ l oq ; e c A ,~.. . 6. % COMPLETE 0 8. FINAL DSR 7. WORK ACCOM BY F ~) FC CATEGORY v~_s I--1 13. DAMAGE DIMENSIONS/DESCRIPTION/SCOPE OF ELIGIBLE WORK NAME OF FEDERAl. INSPECTOR~IPrint) [4. INSP NO. ;B, INSP NO. NAME OF STATE INSPECTOR NAME OF LOCAl. REPRESENTATIVE 16. AGENCY COO;: AGENCY CODE RECOMMENDATION CONCUR Y N PART II - ESTIMATED GOST OF PROPOSED WORK ITEM 1 CODE MATERIAL AND/OR DESCRIPTION UNIT OF MEAS L.S. UNIT PRICE (~) ,, COST 21. ~. EXISTING INSURANCE /~0~. ~,Q, TYPE--F: $ G: $ TOTAL s256, PART III - FLOODP~IN ~NAG~ENT/HA~RD M[TIGATION fl;VIEW )~INORWETLANOF W ~ I 2 3 4 S ~ 2 3 4 Y- N. [UJ I 2~ 4- 1 PART IV - FOR FE~ ~E ONLY 1 3~. DURATION 8; I (Y~a~] g , G - C: C: !~. AMOUNT ELIG / 29. ELIGIBLE I 30. SPECIAL CONSIDERATIONS 13. INSURANCE COM. Guilding: S Prop~ty: dlTMENT REQUIRED F - G - Content: $ ~ntent: ]5. COMMENTS/CHANGES :IRST REVIEW [ DATE SECOND REVIEW MEMO TO: Mayor and City Council FROM- Chris Childs, City Administrator Property Insurance Renewal July 8, 1993 SUBJ.: DATE: RECOMMENDATION: That Council, by motion, authorize staff, with the assistance of the city's Agent of Record, to enter into a one-year property insurance policy with Chubb Insurance. BACKGROUND: For the past several years, the city's property insurance coverage has been obtained through City County Insurance Services (CIS), an agency created exclusively to handle insurance needs for municipal governments. The CIS program functions as a self-insurance trust composed of participating cities and counties and, to provide stability, member entities are asked to enter into three-year commitments. Woodburn's commitment, by virtue of Resolution #1023, has now ended. Woodburn is one of over 46 Oregon local governments that have obtained this coverage through CIS. Similar three-year commitments exist for the city's liability and workers' compensation programs, also provided by CIS. The liability program comes up for renewal on July 1, 1994 and the workers' compensation program on July 1, 1995. Each program needs to be re-evaluated in conjunction with its renewal. The city's Agent of Record is Durham & Bates Agencies, Inc. of Portland. Our previous Agent of Record for many years, Alexander & Alexander, transferred our account to Durham & Bates in late 1992 so that A&A could focus more specifically on larger accounts. Durham & Bates has actively pursued the city's interests since becoming Agent of Record, including an extensive market comparison in regard to our property insurance renewal. Jim Camburn, of Durham & Bates, has prepared a summary comparison of the property coverage packages available from three of the principal competitors in the market; Cl~, Chubb Insurance and Northbrook. This summary is included as Attachment "A". Although there is obviously much more detail involved overall, Mr. Camburn's summary is presented in the best manner possible for you to be able to make price comparisons at a glance. In terms of lowest cost, the Chubb program appears most competitive, with or without earthquake insurance, with Northbrook second and CIS a somewhat surprising third. As noted in the final page of Mr. Camburn's summary, we stand to lose some multi-line discounts by removing the property insurance from the CIS program, but the net effect still leaves us with a distinct cost savings if the Chubb proposal is selected. Chubb is actively trying to become more competitive in the municipal market and, Page 2 - Memo/Property Insurance (7~8~93) according to Mr. Camburn, now has between twenty and thirty Oregon municipal accounts, including Marion County and the cities of Salem, Keizer and Eugene, among others. The ClS proposal is somewhat attractive in that it includes a generous $5 Million earthquake coverage, but, as noted in Mr. Camburn's letter, the method of calculating the deductible would, in effect, leave us with a deductible amount of almost $1 Million. Northbrook's deductible is similarly based on the total value of the city's assets. Chubb offers $1.5 Million in earthquake coverage with a $75,000 deductible. Mr. Camburn has indicated that, if the city chooses the Chubb proposal, we can expand on Chubb's earthquake coverage by purchasing excess earthquake coverage. As we are situated directly on top of the Mt. Angel Fault, earthquake insurance has now become an important consideration. FEMA has, in fact, required that we provide earthquake insurance on at least one building (the Community Center) as a condition of receiving federal reimbursement for damage incurred in the March 25, 1993 quake. I have been advised by FEMA that, whatever configuration our earthquake insurance eventually takes, we would be eligible for the 75% FEMA disaster reimbursement program for the amount of our deductible as well as damage in excess of our insurance limits. However, that would also be contingent upon federal disaster declaration. Another small advantage, not reflected in the summary, relates to our boiler insurance coverage. This coverage was previously not provided by the CIS program and, in fact, we have already had a boiler policy with Chubb. Mr. Camburn has indicated that, if the Chubb proposal is selected, the existing boiler policy can be combined into the overall coverage, with some resultant expansion in coverage. If selected, the Chubb coverage would be subject to review or renewal on an annual basis. Both Chubb and CIS have agreed to bind coverage pending a Council decision on this matter at the July 12, 1993 meeting. It is our intention that Mr. Camburn will be available to further discuss our property coverage options with the Council at the July 12, 1993 meeting. ATTACHMENT "^" July 7, 1993 chris Childs City Administrator City of Woodburn 270 Montgomery Street Woodburn, Oregon 97071 Reg Property Insurance Dear Chris, We have receive proposals for your property coverage from= CI$, Chubb and Northbrook. CIS has incorporated a $5,000,000 earthquake sub limit in their property coverage. This expanded coverage is subject to a 5%, $50,000 minimum deductible. Chubb has agreed to provide an earthquake sub limit o£ $1,500,000 with a $75,000 deductible. Northbrook has provided an earthquake figure with the same limit and deductdible as CIS. We received indications for a stand alone earthquake policy (DIC) from Marine Office of America Corporation (MOAC) and Gerald J. Sullivan & Associates. MOAC indicated a premium of $7,500 for $1,000,000 to $1,500,000 coverage; Sullivan indicated $10 000 to $12,000 for a $5,000,000 limit. ' The CIS proposal is based on over stated values. They included the inland marine schedule vith personal property and added $440,000 equipment (inland marine). The total values on ~he CIS proposal is $20,606,007 rather than $20,166,007. We are hopeful of receiving a corrected figure before ~he council meeting Monday, July 12. The following page displays the property premiums with a $1,000 deductible, except earthquake and flood. Sincerely, Ja~es F. Camburn,. CPCU Assistant Vice President ATTACHMENT "A" CIS BUILDINGS, PERSONAL PROPERTY, EDP EQUIPMENT TOTAL VALUES ANNUAL PREMIUM LESS COMMISSION CREDIT NET PREMIUM $20,166,007 440,000 $20,606,007 $23,049 (2,305) $20,744 CHUBB BUILDING & PERSONAL PROPERTY EDP EQUIPMENT TOTAL VALUES ANNUAL PREMIUM EXCLUDING EARTHQUAKE ANNUAL PREMIUM - EARTHQUAKE TOTAL ANNUAL PREMIUM . $19,172,623 297,972 695,412 $20,166,007 $12,602 2,287 $14,889 NORTHBROOK TOTAL VALUES ANNUAL PREMIUM ANNUAL PREMIUM - EARTHQUAK~ TOTAL ANNUAL PREMIUM $20,138,305~ $13,710 3,574 $17,284 CHUBB AND NORT~BROOK PP.~IUMS ARE SHOWN AT "NET" COST (EXCLUDING COMMISSION). DURHAM AND BATES AG~'NC~, INc. ATTACHMENT "A" CIS NET PREMIUM CHUBB NET PREMIUM / NORTHBROOK DIFFERENCE LIABILITY ADJ~JSTMENT (1%) WORKER'S COMPENSATION ADJUSTMENT (1%) N~T DIFFERENCE IN ANNUAL PREMIUM $20,744 20,744 14,889 17,284 5,855 3,460 (719) cng) (948) (948) CIS HAS ADVISED THAT ANY REFUNDS DUE ON POLICY YEARS IN THE CURR~NT THREE YEAR PERIOD WILL BE WITHHELD IF TH~ COVERAG~ IS NOT CONTINUED. THE PERCENTAGE RETURNED IN 1993 (1990-91 CONTRACT YEAR) WAS 12%. CIS HAS ADVISED THE LOSS HISTORY FOR THE 1991-92 CONTRACT YEAR (1994 REFUND} DOES NOT LOOK FAVORABLE. THE LOSS HISTORY FOR THE 1992-93 YEAR LOOKS FAVORABLE (1995 REFUND YEAR). ATTACHMENT "A" DuR A MEMO TO: FROM: SUBJECT: DATE: City Council through the City Administrator//~ Public Works Program Manager Bid Award for Signal Installation July 8, 1993 RECOMMENDATION: Approve the award of the bid of Linnco Electric of $75,198.50 for installation of a traffic signal at the Bi-Mart/Kmart shared access with State Highway 214. BACKGROUND: Ordinance 2106 was passed on May 24, 1993 setting up a special assessment district to install a traffic signal at the Bi-Mart/Kmart shared access with Highway 214. Resolution 1480 was passed on June 28, 1993 entering into a cooperative agreement with the State of Oregon to install the above signal. Associated Transportation Engineering and Planning (ATEP), at the direction of the city and state, prepared plans and specifications for the signal. The signal plans were approved by the state. ATEP advertised and received bids on the project. The bids were opened and publicly read by ATEP. The results were: Bidder Amount Linnco Electric Albany Electric Cherry City Electric Benson Electric $75,198.50 80,956.00 84,060.00 88,677.47 The state has approved the award of the project. Since the project is to be paid through the city's assessment district, it has been asked that council also approve the award. Staff recommends that award of the signal project bid to Linnco Electric be approved. RR:Ig SIGNAL.BID CITY OF WOODBURN POLICE DEPARTMENT 270 Montgomery Street Paul Null ~ Services Lieut Woodburn, Oregon 97071 STAFF REPORT 982-2345 Ext. 352 July 7, 1993 TO: Mayor and City Council Thru: Ken Wright, Chief of Police RE: National Night Out, Tuesday August 3, 1993 On Tuesday, August 3rd, neighborhoods throughout Woodburn are being invited to join forces with thousands of communities nationwide for the "10th Annual National Night Out." National Night Out will involve over 8,500 communities from all 50 states, U.S. territories, Canadian cities and military bases around the world. In all over 24 million people are expected to participate in America's Night Out Against Crime on August 3rd. National Night Out is designed to: (1) Heighten crime and drug prevention awareness; (2) Generate support and participation in local anticrime efforts; (3) Strengthen neighborhood spirit and police-community relations; (4) Send a message to criminals letting them know neighborhoods are organized and fighting back. From 7:00 to 9:00 p.m. on August 3rd, residents in neighborhoods in Woodburn and across the nation are asked to lock their doors, turn on outside lights and spend the evening outside with neighbors and police. Many neighborhoods throughout Woodburn will be hosting a variety of special events such as block parties, cookouts, ice cream socials, organized walks, and visits from police and McGruff the crime fighting dog. National Project Coordinator Matt Peskin said, "When neighbors know neighbors, and when the police and the community become partners, crime and drug problems disappear." "National Night Out ia a powerful reminder that the crime/drug prevention awareness and programs must be nurtured and sustained every day of the year. COUNCIL ACTION In order to accommodate citizens of Woodburn who wish to close their streets for block parties, I am requesting the Mayor and Council give the Chief of Police the authority to authorize street closures on Tuesday August 3rd 1993 from 6:00 to 10:00 p.m. PROCLAMATION NATIONAL NIGHT OUT 1993 WHEREAS, the National Association of Town Watch is sponsoring a unique, nationwide crime and drug prevention program on August 3, 1993 called "National Night Out"; and WHEREAS, the "10th Annual National Night Out" provides a unique opportunity for the City of Woodburn to join forces with thousands of other communities across the country in promoting cooperative police-community crime and drug prevention efforts; and WHEREAS, it is essential that all citizens of the City of Woodburn be aware of the importance of crime prevention programs and the impact that their participation can have on reducing crime and drug abuse in Woodburn; and WHEREAS, police community partnerships and neighborhood safety and awareness cooperation are important themes of the "National Night Out" program; NOW, THEREFORE, I, MAYOR LEN KELLEY, do hereby call upon all citizens of Woodburn to join the Woodburn Police Department and the National Association of Town Watch in supporting the "10th Annual National Night Out" Tuesday, August 3, 1993. FURTHER, LET IT BE RESOLVED THAT, I, MAYOR LEN KELLEY, do hereby proclaim Tuesday, August 3, 1993 as "NATIONAL NIGHT OUT" in the City of Woodburn. LEN KELLEY, ~A~Y R July 6, 1993 TO: CITY COUNCIL MEMBERS FROM: MAYOR LEN KELLEY SUBJECT: CONTINUING EDUCATION The George H. Atkinson Graduate School of Management, Willamette University, has offered a seminar especially related to city government management and administration. It is recommended for elected officials, city administrators and department heads and budget committee members. The complete seminar will be conducted by several faculty members, all highly qualified and whose credentials are recognized both nationally and internationally. The complete seminar consists of four workshop sessions, each of four hours duration. The University will conduct these sessions on either two eight hour days or one workshop on each of four days. They will accept a maximum number of twenty individuals for each seminar. Upon my request, the faculty will be happy to accommodate us by holding the sessions in Woodburn. The total cost is $1,250.00 for each workshop, or a total of $5,000.00, which covers preparation time, the program and all materials. Based on twenty participants, the cost per participant would be $62.50 per session or $250.00 for the entire series. It is recommended to include the following within the limit of twenty: Mayor 1 Council Members 6 city Administrator 1 Budget Committee Members 6 city Attorney 1 Department Heads 5 In order that all mentioned are given an opportunity to benefit, I recommend that City Council allocate the funds necessary, at this time. Also, please make a decision as to your preference of a two day schedule or separate four hour sessions. MEMO TO: FROM: SUBJECT: DATE: City Council through City Administrator Public Works Program Manager ~ Water Contamination Update #3 July 8, 1993 Four additional samples in the vicinity of the original positive sample were taken on June 28th, the day of the last council meeting. Three of these four samples were positive. As a result of these positive samples a portion of the water line in the area of the positive samples was disinfected with chlorine on June 30th. The system was flushed and allowed to sit and five additional samples were taken on July 2nd. Results received on July 6th and indicated that four of the five samples were positive. As a result of these results on July 6th there were 12 samples taken in the area~ throughout the City and in the vicinity of previous positive samples. The purpose of the large number of samples was to determine if the problem has spread anywhere else in the system or remained confined to a relatively small area. Results received on July 8th showed 11 of the 12 samples were negative. The positive sample was at a city sampling point on Newport Way which is north of the area that had been causing the series of positive samples. A follow-up sample at this point and three others in the area of this sampling point were taken on July 8th. The City will continue to flush the water lines in the Senior Estates area on July 8th and 9th. There will be additional samples taken on Monday, July 12th after the water has had a chance to settle. The State Health Division concurred with this plan. The city is continuing to consult with the Health Division and we still can not determine a cause for the positive samples. Our current plan is to continue flushing the system's lines. The samples taken on July 8th included ones from the Senior Estates Mobile Home Park which had an unauthorized water line replacement at the time of the first positive sample in mid June. None of the samples have shown any E. Coli or fecal coliforms. There are no health concerns for residents at this time and no action is required by residents. MEMO TO: FROM: SUBJECT: DATE: City Council through City Administrator Public Works Program Manager f'~ ~'~--'-- Water Contamination Update //4 July 12, 1993 Four samples taken in the vicinity of the July 8 positive sample on Newport Way were reported as negative on July 9. Since the city has had several previous negative samples in this area, the conclusion was that the positive sample from July 8 was as a result of a sampling problem. Another sample from the Country Club sampling point, however, was returned as positive. The city still feels that the problem is confined to a small area near the Country Club Road sample site. The city continued flushing lines in the area on July 8 and 9. Nine additional samples were taken this morning, July 12. Four of the samples were from the Country Club Road sampling point area and five were from normal city sampling points located throughout the city. Samples are being taken from other areas to insure that the problem is isolated in the one area. Results from this series of samples will be available the afternoon of July 13. If this set of samples has continued positive results from the area near Country Club and Umpqua, the city's intent is to more extensively chlorinate the water lines in the vicinity. This action will cause some additional inconvenience to customers since water will have to be shut off for a period of time. Affected residents will be notified prior to the water being shut off. We have been in contact on a continual basis with the State Public Health Division. They have concurred with the city's actions to date and feel there is no health risk at this time. No sample has tested positive for E. Coli or fecal coliforms. No action is required by city residents. 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