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Minutes - 06/24/1991 ~. COUNCIL MEETING MINUTES June 24, 1991 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 24, 1991. 0003 CONVENED. The Council met in regular session at 7:00 p.m. with Mayor Kyser presiding. 0012 ROLL CALL Mayor Councilor Councilor Councilor Councilor Councilor Councilor Kyser Figley Galvin Hagenauer Jennings Sifuentez Steen Present Present Present Present Present Absent Present Staff Present: City Administrator Quinn, City Attorney Shields, Public Works Director Tiwari, Community Development Director Goeckritz, Finance Director Gritta, Library Director Sprauer, Park Director Holly, Police Lt. Eubank, Deputy Recorder Tennant. 0020 MINUTES. JENNINGS/FIGLEY... approve the Council minutes of June 10, 1991; accept the Recreation & Park Board minutes of April 8 & 23, and May 8, 1991, and the Downtown Association minutes of June 4 and 11, 1991. The motion passed unanimously. 0031 Mayor Kyser reminded the Council and general public of the Open House scheduled for Thursday, June 27th, to wish Administrator Quinn good luck in his new job. 0053 Library Director Sprauer briefly reviewed the changes effective July 1, 1991 pertaining to the hours in which the library is open to the public and restructuring of the overdue materials policy. 0170 CHAMBER OF COMMERCE REPORT. Scott Nehring, representing the Chamber Board, provided the Council with a status report on the Founder's Day activities held June 7 - 9 at the Settlemier House. He also reported that final plans are being made for the Ag Tour in August with details to be released in July. Page 1 - Council Meeting Minutes, June 24, 1991 1r .-. COUNCIL MEETING MINUTES June 24, 1991 TAPE READING 0202 STATUS REPORT -1991 SUMMER MUSIC GAMES. Larry Kriegshauser, representing the Drums of Fire organization, requested Council sponsorship of the summer music games and inclusion of the event under the City's liability insurance policy. He reviewed the work done by organization to upgrade the Legion Park facility which included repainting of bleacher seats, purchase of portable bleachers, and completion of restroom and snack bar facilities. He stated that approximately 1,000 performers will be arriving in Woodburn on July 2nd and will leave the city following their performance on July 3rd. Shuttle buses will again be used to accommodate the spectators who wish to park at the High School or Senior Estates Clubhouse. 0348 Lt. Don Eubank advised the Council that over $5,000 has been raised to cover the cost of the fireworks display. Funds not used this year will be carried over until next year and used as seed money for soliciting additional funds. He also reviewed the activities scheduled for July 4th at Legion field and encouraged the public to participate in the activities. 0404 PUBLIC HEARING - CONTINUATION OF HEARING ON ANNEXATION. COMPREHENSIVE PLAN. AND ZONE MAP AMENDMENT OF PROPERTY LOCATED NEAR 1-5. Mayor Kyser continued the public hearing at 7:17 p.m.. Community Development Director Goeckritz read a letter submitted by George Brice, representative of Prairie Corp, advising the City that he was unable to obtain the property owner consent form required under the annexation laws. Therefore, the staff recommended that this application be removed from the agenda. The Mayor declared the public hearing closed at 7: 18 p.m.. JENNINGS/FIGLEY.... remove from the agenda until it can be brought back with the required consent form and readvertised. The motion passed unanimously. 0484 PUBLIC HEARING- COMMENTS ON SELECTION PROCESS FOR A NEW CITY ADMINISTRATOR. Mayor Kyser declared the public hearing open at 7:20 p.m.. He reviewed the proposed selection process which provides for Councilors Hagenauer, Sifuentez, and Jennings to select 12 candidates for the position. Following this selection process, appointed committee members would review those applications and select 5 individuals. The Council would make the final selection for the position. The Mayor appointed the following citizens to serve on the committee: John Hudanish, Job Valverde, Wes Bauer, Keith Robinson, Dan Glennon, Mary Schultz, and Brent Reddaway. No comments were received from the public on the selection process. The hearing was declared closed at 7:22 p.m.. Page 2 - Council Meeting Minutes, June 24, 1991 '1f -. COUNCIL MEETING MINUTES June 24, 1991 TAPE READING 0563 COUNCIL BILL 1311 - RESOLUTION AUTHORIZING APPROPRIATION TRANSFERS DURING FISCAL YEAR 1990-91. Council Bill 1311 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 1311 passed unanimously. Mayor Kyser declared the bill duly passed. 0656 COUNCIL BILL 1312 - ORDINANCE ADOPTING BUDGET FOR FISCAL YEAR 1991-92. LEVYING TAXES. AND MAKING APPROPRIATIONS. Council Bill 1312 was introduced by Hagenauer. The two readings of the bill were read by title only since there were no objections from the Council. Administrator Quinn reviewed the revised budget appropriations based on current budgetary revenue/expenditure information. The property tax levy is proposed to be the same as approved by the Budget Committee pending voter approval of the one-year operating tax levy. On roll call vote for final passage, the bill passed unanimously. Mayor Kyser declared Council Bill 1312 duly passed with the emergency clause. 0792 COUNCIL BILL 1313 - RESOLUTION AUTHORIZING INTERDEPARTMENTAL BORROWING OF FUNDS FOR FISCAL YEAR 1990-91 TO BE REPAID IN FISCAL YEAR 1991-92. Councilor Hagenauer introduced Council Bill 1313. Deputy Recorder Tennant read the bill by title only since there were no objections from the Council. Administrator Quinn advised the Council that grant funds had been requested to reimburse the Housing Rehabilitation Fund, however, it was not anticipated that sufficient revenues would be received by June 30th in order to meet necessary expenditures. On roll call vote for final passage, the bill passed unanimously. The Mayor declared Council Bill 1313 duly passed. 0909 COUNCIL BILL 1314. RESOLUTION AUTHORIZING SECOND ADDENDUM AGREEMENT WITH POGOLOWITZ & ASSOCIATES FOR HOUSING REHABILITATION PROGRAM. Council Bill 1314 was introduced by Hagenauer. The bill was read by title only since there were no objections from the Council. Councilor Jennings expressed concern regarding continuation of the consultant services since he had been under the impression that the City would assume the administration of the program as of July 1 st. Following a brief discussion, JENNINGS/GALVIN... table Council Bill 1314 until July 8, 1991. The motion passed unanimously. Page 3 - Council Meeting Minutes, June 24, 1991 ,... ~3A COUNCIL MEETING MINUTES June 24, 1991 TAPE READING 0983 COUNCIL BILL 1315 - RESOLUTION AUTHORIZING ADDENDUM TO MEMORANDUM WITH POGOLOWITZ Ie ASSOCIATION FOR ADMINISTRATION OF RENTAL REHABILITATION GRANT. Councilor Hagenauer introduced Council Bill 1315. The bill was read by title only since there were no objections from the Council. JENNINGS/GALViN.... table Council bill 1315 until July 8,1991. The motion passed unanimously. 1018 COUNCIL BILL 1316 - ORDINANCE ADOPTING PERSONNEL POLICY AND PROCEDURE MANUAL Council Bill 1316 was introduced by Hagenauer. The two readings of the bill were read by title only since there were no objections from the Council. Administrator Quinn briefly reviewed his memo which highlighted changes to the prior policy manual. On roll call vote for final passage, Council Bill 1316 passed unanimously. Mayor Kyser declared the bill duly passed. 1199 COUNCIL BILL 1317 - RESOLUTION AUTHORIZING COMPENSATION PLAN FOR NON-UNION EMPLOYEES. Council Bill 1317 was introduced by Hagenauer. The bill was read by title only since there were no objections from the Council. Administrator Quinn reviewed the proposed compensation package which was within the parameters of the approved budget. On roll call vote for final passage, Council Bill 1317 passed unanimously. Mayor Kyser declared the bill duly passed. 1348 COUNCIL BILL 1318 - RESOLUTION AUTHORIZING AGREEMENT WITH TERRY RICHARDSON FOR COMPUTER SOFTWARE CONSULTING SERVICES. Council Bill 1318 was introduced by Councilor Hagenauer. The bill was read by title only since there were no objections from the Council. Councilor Jennings expressed concern regarding the hourly rate and travel time provisions within the proposed agreement. Finance Director Gritta stated that the City had paid travel time to other computer consultants. It was the consensus of the Council that Councilors Jennings, Figley, and Hagenauer would meet with Director Gritta to discuss the proposed agreement. FIGLEY/JENNINGS.... table Council Bill 1318 until July 8, 1991. The motion passed unanimously. Page 4 - Council Meeting Minutes, June 24, 1991 J ---. COUNCIL MEETING MINUTES June 24, 1991 TAPE READING 1644 STORMWATER PROJECT UPDATE - HIGHWAY 214/PROGRESS WAY AREA. Administrator Quinn reviewed his memo to the Council regarding an agreement to be drafted by Attorney Shields pertaining to the storm drain improvement to properties located in the area of Hwy. 214 and Progress Way. Once the property owners have signed the agreement, it will be brought back to the Council for their review and acceptance. 1705 APPOINTMENT OF INSURANCE AGENT OF RECORD. Proposals were submitted by the following insurance firms to perform insurance services to the City as our Agent of Record: Lenhardt & Associates, Sedgwick James, Huggins Insurance, and Alexander & Alexander, Inc.. Administrator Quinn recommended that the Council designate Alexander & Alexander, Inc. as the City's Agent of Record for the period of July 1, 1991 through June 30, 1994. JENNINGS/FIGLEY.... designate Alexander & Alexander as Agent of Record. The motion passed unanimously. 1727 CITY SPONSORSHIP OF CERTAIN JULY 3RD AND JULY 4TH ACTIVITIES. The staff recommended City sponsorship of the 1991 Summer Music Games on July 3rd and the July 4th activities, which includes fireworks, to be held at legion Park and Woodburn high school. JENNINGS/HAGENAUER.... authorize extension of the City's liability insurance coverage for the events scheduled on July 3 and 4, 1991. The motion passed unanimously. 1761 BID AWARD - ABANDONMENT OF WELL #6. The staff recommended acceptance of the bid submitted by Schneider Equipment, Inc., in the amount of $8,520.00 for the abandonment of the well. JENNINGS/FIGLEy.... award the contract to Schneider Equipment Inc. in the amount of $8,520. The motion passed unanimously. 1781 ACCEPTANCE OF UTILITY EASEMENT. The proposed utility easement is located west of the Nazarene Church and is needed to construct improvements to the storm drain and, if needed, allow for the installation of a water line for looping of the water system. JENNINGS/FIGLEY... accept the utility easement from Darlene Mahan as presented and authorize payment of $4,950.00. The motion passed unanimously. 1811 REQUEST FOR SOUND AMPLIFYING PERMIT. Hope luthern Church requested permission to use sound amplifying equipment on July 13 and 14, 1991 during an outdoor youth concert and worship service to be held on their property. Page 5 - Council Meeting Minutes, June 24, 1991 'Ir ---.., COUNCIL MEETING MINUTES June 24, 1991 TAPE READING JENNINGS/FIGLEY... approve the sound amplifying permit to Hope Lutheran Church on the following dates and times: July 13, 1991 - 2:00 p.m. until 4:00 p.m., and on July 14, 1991 - 9:30 a.m. until 12:00 noon. The motion passed unanimously. 1836 EXECUTIVE SESSION. Mayor Kyser requested that this agenda item be tabled until the next meeting at which time all Council members would be present to discuss this issue. FIGLEY/GALVIN... table until July 8,1991. The motion passed unanimously. 1900 APPROVAL OF CLAIMS FOR MAY 1991. JENNINGS/FIGLEY.... approve voucher checks #5397 - 5819 for the month of May 1991. The motion passed unanimously. 1926 Councilor Jennings requested, on behalf of the Downtown Association, that the Council approve closure of Hayes Street between Front and First Street on July 27th to accommodate Crazy Days activities downtown. JENNINGS/HAGENAUER.... approve the closure of Hayes Street between Front & First Streets on July 27th between 1 :00 p.m. and 10:00 p.m.. The motion passed unanimously. Councilor Jennings also requested a workshop with Planning staff regarding the Rehabilitation program. It was the consensus of the Council that individual Councilors meet with staff to discuss the program prior to the July 8th meeting. 2056 PRESENTATION - HOUSING REHABILITATION PROGRAM. A slide presentation was provided by Director Goeckritz and Housing Program Administrator Jeff Pogolowitz. They reviewed the number of homes rehabilitated since the start of the program in 1986 along with average costs to rehabilitate the homes. Of the total funds disbursed, approximately 5% were grants to homeowners who needed immediate repairs and were unable to repay the program due to their limited income. The remaining loan funds, plus accrued interest, will be repaid to the City when the homes are sold. Larry Minard, loan Review Committee member, reviewed the work accomplished within the City to upgrade the existing housing stock. 2070 Councilor Figley expressed her appreciation to the staff and loan Review Committee for their work in assisting homeowners to obtain the necessary funds to improve their homes. Page 6 - Council Meeting Minutes, June 24, 1991 1ft' -, COUNCIL MEETING MINUTES June 24, 1991 TAPE READING 2104 Councilor Jennings expressed his appreciation to Administrator Quinn for the work he has accomplished over the last several years. He also thanked the Police Department for their assistance in providing traffic control when the Drums of Fire organization was installing brackets and banners on the utility poles. In addition, he strongly disagreed with the staff's decision to give the developer's of Stonehedge permission to continue on the project when the Fire Department was not in agreement with the continuation of the project until adequate water supply was available. 2232 Mayor Kyser stated that the City would miss Administrator Quinn and he encouraged the public to attend the Open House. 2263 ADJOURNMENT. The meeting adjourned at 8:27 p.m.. APPROVED 1;t(::/ ~~ ATTEST ~ Mary enn t, Deputy Recorder Page 7 - Council Meeting Minutes, June 24, 1991 '11"