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Minutes - 06/27/2005 COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 27, 2005. CONVENED. The meeting convened at 7:00 p.m. with Mayor Figley presiding. 0025 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland Cox Lonergan McCallum Nichols Sifuentez Present Present Present Present (7:40 p.m.) Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, Public Works Director Tiwari, Public Works Manager Rohman, Police Chief Russell, Community Development Director Mulder, Finance Director Gillespie, Park & Recreation Director Westrick, Associate Planner Richling, City Recorder Tennant Mayor Figley stated that Councilor Lonergan was attending another meeting at his place of business and would be attending this meeting once his other meeting has concluded. 0058 ANNOUNCEMENTS. A) City Hall and the Library will be closed on July 4, 2005 in observance of Independence Day. The Aquatic Center will be open from 1 :00 pm until 4:00 pm. B) July 4th Independence Day Celebration: Scheduled events are as follows: Chuckwagon Breakfast - 6:00 am until 10:30 am Youth Parade beginning at Settlemier Park - 2:00 pm 3:00 pm until Dusk: Centennial Park activities include Youth games; Disc Jockey; Food concessions; Dance, Dance, Dance performance; performances by the Americana Band and Joni Harms; and Fireworks display. A free shuttle bus will be available from City Hall parking lots to and from Centennial Park throughout the afternoon and evening hours. C) Music in the Park: On July 5, 2005, J.T. & the Tourists will perform in Library Park at 7:00 p.m.. D) Drums of Fire marching band competition will be held at Woodburn High School on July 6, 2005 beginning at 7:00 p.m.. E) Public hearing on the Boones Ferry Road local improvement district (LID) will be held before the City Council on Monday, July 11, 2005, 7:00 p.m., in the City Hall Council Chambers. Page 1 - Council Meeting Minutes, June 27, 2005 ~ COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING F) Public hearing before ODOT will be held on July 21,2005,4:30 - 7:30 p.m., Hoodview Church of God (1530 Mt. Hood Avenue), regarding the 1-5 interchange environmental assessment. 0222 PROCLAMATION HONORING HARRIET GORMAN'S 52 YEARS OF SERVICE. Mayor Figley read this proclamation honoring Harriet Gorman for her 52 years of service as Choir Director for St. Luke's Church in addition to utilizing her musical talents within the Woodburn community as a music teacher, singer, and musician. A retirement reception was held in her honor on June 15,2005 and the Mayor stated that she had presented Mrs. Gorman with this proclamation at her reception. 0320 Mayor Figley stated that MacLaren Superintendent Gary Lawhead was unable to attend this meeting and his presentation will be rescheduled for a different meeting date. She also stated that the discussion with ODOT staff on the Boones Ferry Rd / Settlemier Avenue / Highway 214 intersection is premature and Administrator Brown will provide some information to the Council under the City Administrator's Report. 0350 COMMUNICATIONS: LETTER FROM MID-WILLAMETTE VALLEY COMMUNITY ACTION AGENCY. Administrator Brown stated that a letter had been received today from this Agency which included an application form for Councilor Lonergan to complete in an effort to get a seat on this Board. Staff will work with Councilor Lonergan to get the application completed and returned to the Agency for consideration. 0415 CONSENT AGENDA. A) approve the executive session and regular Council meeting minutes of June 13,2005; B) receive the Police Department Statistics report for May 2005; C) receive the ODOT Highway 99E Preservation and Safety Project report; and D) receive the report on the removal of two (2) street trees at 378 Montgomery Street. Councilor McCallum noted for the record that the process established by the City to determine the health and risk factors associated with street trees has been followed and a certified arborist's report stated that the two trees were deteriorated to the point that they could pose a public safety hazard which takes precedence over aesthetics. BJELLAND/MCCALLUM... consent agenda be adopted as presented. The motion passed unanimously. 0519 PUBLIC HEARING: APPEAL OF DESIGN REVIEW CASE FILE NO. 05-01 AND VARIANCE CASE FILE NO. 05-05 (1475 Mt. Hood Avenue). Mayor Figley declared the public hearing open at 7:10 p.m.. For the record, Mayor Figley stated that she has used the services of the appellant's law Page 2 - Council Meeting Minutes, June 27, 2005 COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING firm for personal business at various times over the years and she does drive by the property on a regular basis, however, neither of those items will prejudice or influence her decision in any way. Councilor McCallum stated that he has driven on and been on that property numerous times, has participated in community activities connected with Silverton Hospital, and is well acquainted with the appellant's attorney. Councilor Cox stated that he is acquainted with the appellant's attorney and Silverton Hospital activities, has been familiar with the property for a long time and, in anticipation of this hearing, has walked and driven around the property to get a better idea as far as the lay of the land, however, none of these things would affect his decision. Councilor Bjelland declared that he is very familiar with the property and has had many dealings in the past with the appellant's attorney but that would not affect his decision in this case. Councilor Sifuentez made a similar declaration and stated that it would not influence her decision on this matter. Councilor Nichols stated that he has seen the property and does not feel that his decision will be influenced by the people he recognizes from the law firm. Community Development Director Mulder read the land use statement required under ORS 197. He stated that the Planning Commission's final order approved the applicant's design review to retrofit and upgrade the building facade and site elements at the old K- Mart building for use as an outpatient health service and wellness center, and variance to allow 43 existing parking spaces to remain in the required front yard setback. The subject property is zoned commercial general with the adjacent properties to the east and west also being zoned commercial general. The Planning Commission imposed a condition of approval that would require the applicant to provide a driveway cross connection to the property to the east. The applicant has appealed this particular condition of approval which is now before the Council. He provided background information on Access Management and Cross Connection policies within the City's Development Ordinance and Transportation System Plan. The policy states that cross over easements should be provided on all compatible parcels to facilitate future access between adjoining parcels which would eventually facilitate compliance with the ODOT Access Management Classification System. It was noted that the connection of all parcels along this strip of commercial zone would minimize traffic access on a major arterial (Highway 214). He stated that the Planning Commission conditioned this property to grant an access easement from their property to the property to the east. There is an easement already in place from Progress Way east to the subject property plus an easement just east of the subject property to North Park Plaza. The staff report provided detailed information on a number of issues, however, he did discuss in more detail two issues that were addressed in the applicant's appeal narrative. One issue is that the applicant is arguing that the use of this property will not be compatible with the uses of other properties in this area, therefore, cross access is not needed. Secondly, the applicant was concerned about Page 3 - Council Meeting Minutes, June 27,2005 - COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING pedestrian safety as it relates to traffic circulation within their parking lot by motorists utilizing the cross connection to access the traffic signal. The Planning Commission believed that the proposed use of the property is a similar compatible use and this property has the only signalized access onto Highway 214 along this stretch of roadway. He stated that the applicant can install traffic calming devices in their parking lot in order to reduce traffic speed. He reviewed the Council's options in regards to this matter and provided the staff recommendation which is to substantiate the Planning Commission's decision. Councilor Bjelland questioned as to why the cross connection could not go to the left towards Highway 214 from the easement on the east side to the access roadway on the subject property rather than requiring the traffic pattern going to the building and then over to the access driveway area. Director Mulder stated that the cross connection is to close to the access driveway point at Highway 214 and it is best to move cross conflicts as far away as possible from the traffic signal. It was also noted that the number of parking spaces is very tight on this site plan. Councilor McCallum questioned if there are any plans before the City for more development to the east of this property. Director Mulder stated that there are no plans before the City, however, the property owner to the east recently recorded the partition of that property and there has been some discussions with the property owner who would like to develop a small retail center on the vacant property. 2357 (Councilor Lonergan was in attendance for the rest of this meeting). 2397 Robert Engle, Attorney representing Webstar LLC and Silverton Hospital, stated that the Council has the exterior design before them for the entire project. There were many conditions on this exterior design review application and they are in full in agreement with every condition except for the cross connection condition. They have no objection to the cross connection ordinance and the traffic pattern, however, the problem they have in this case is the emergency aspect of this Urgent Care facility which will be located on the southeast comer of the building. They feel that the traffic pattern that will need to be used by motorists because of the cross connection condition will place those individuals who are using urgent care in a dangerous situation. In their opinion, their facility is not compatible with the surrounding property uses. He also introduced Shawn Whelan, Silverton Hospital representative, and Matthew Spicer, ClarklKjos Architects, who would provide information to the Council regarding this project and on how this condition will affect the overall design and safety measures of this building. Mr. Whelan stated that Silverton Hospital considers this facility as a medical center even though programs are still evolving within the center based upon the needs of the Woodburn community and the Hospital's perception as to where they can best address the health and illness needs of the local residents. One of the core elements of the facility will be an urgent care center which will have expanded hours of service and more Page 4 - Council Meeting Minutes, June 27, 2005 - 1 COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING physicians available to treat patients at this center. It will also be an emergency care center and they anticipate that clients will come to the center in a state of anxiety or decreased mental, physical, or emotional abilities. They also believe that there will be a large number of elderly citizens who will come to the urgent care center day and night. He stated that the cross connection easement does not mean that much to Hospital management but as health and wellness programs are brought to the City, they feel that they are challenged by a high potential for injury and accident to their patients and visitors right in front of their own building. The cross connection traffic will generate an unknown volume oftraffic that could be from retail operations, restaurant operations, or a sports bar located to the east. He stated that they believe that the medical facility is not compatible to the adjacent properties. He reiterated that the Hospital wants to support these businesses and be good neighbors but they foresee trouble ahead based on their experience with people and their mental, emotional, and physical capacities when they approach an emergency room. As their facility grows and usage increases, they see the potential of that issue only becoming worse. He stated that they wanted to bring this issue to the Council's attention and requested that the condition not be imposed. 2919 Mayor Figley questioned the level of emergency care that would be administered by the doctors at this facility. Mr. Whelan stated that this would be a multi-phase program for this building and the hospital has talked about housing ambulances at this facility but have no commitments at this time. This facility will not be a licensed emergency room since, under Oregon law, an emergency room must be attached to a hospital. In the State of Washington, there are licensed emergency rooms that are free-standing emergency departments. The State of Oregon is looking at the potential of a free-standing emergency department license and it could be a strong possibility in the future for this facility to be an emergency room if the State elects to issue licenses for this type of facility. Councilor McCallum questioned the types of cases that utilize the urgent care facility. Mr. Whelan stated that an ambulance would not transport a patient to this facility, however, an ambulance would come to the facility to transport patients from urgent care to the hospital. Medical conditions that patients come initially to urgent care on their own are for chest pains (heart attacks), appendices, and similar types of conditions that require transport. The urgent care center would be open from 7:00 am until 11 :00 pm. Councilor Bjelland stated that in the materials submitted, the Hospital estimated 109,000 visits to this facility in the first year of its existence and he questioned if that number would be just urgent care visits. Mr. Whelan stated that urgent care patient visits is estimated at 16,000 annually and the center would be open 7 days a week. Councilor Cox questioned how the number of visits per day for this facility would compare to the level of traffic when K-Mart was operating at that location. Mr. Whelan stated that he was unable to provide an answer to this question but they do believe that they are relatively tight as far as parking and anticipate a large volume of Page 5 - Council Meeting Minutes, June 27, 2005 COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING traffic to their facility. 3403 Matthew Spicer stated that they are concerned for the safety of the people coming to this facility. The building has two main entrances one of which will draw people into the wellness facilities and the second entrance will be located on the east side for urgent care. Through signage and landscape features, it is intended that there will be a clear path for motorists to be directed either right or left depending on the area they need to visit. He stated that the southwest quadrant of the building may receive a lot of traffic because of the urgent care facility and they see a strong potential for adding more congestion to this area by adding the access road in a very tight traffic pattern area. They are very concerned about the safety of pedestrians and vehicular traffic in this area of the facility. Councilor McCallum questioned the total cost of the first phase of this project. Mr. Spicer stated that the estimated cost of the project is $8 million and relative cost of this condition to the project if the cross connection is required is small. There would be a need to adjust landscape design and there would be the potential of losing 4 or 5 parking spaces which will put them underneath the required number of parking spaces for this type of facility. He reiterated that safety is the issue not the cost associated with this condition. He provided information on the available area for driveway and landscape width on the east and north side of the building. There will also be enough room for parking spaces along the east side to be used primarily for urgent care patients. In regards to utilization ofthe building by community groups, Mr. Spicer stated that Phase I does include an educational facility and individuals attending those functions would be directed to the main front entrance on the southwest portion of the building. It was also noted that the there would be about 20-25 parking spaces along the east side of the building some of which would be handicap accessible parking spaces. 4298 Attorney Engle stated that the Planning Commission had approved the conditions on a 3- 2 vote. He referred to Exhibit A-I attached to his statement in support of the appeal and stated that Mark Wolf, property owner to the property east of the facility, had provided this document to him to show what his building plans are for his property adjacent to the Hospital property to the east. Exhibit B-1 shows the interior of the facility and the location of the urgent care center on the southeast comer of the building with room to expand to the northeast portion of the building. He reminded the Council that the cross connection is not required under Woodburn ordinances and it is permissive only ifit is found that there are similar and compatible uses between the facilities. The cross connection is something that staff wants but Silverton Hospital has been trying to develop this site so traffic and pedestrians can function throughout this site in a safe manner. He stated that the cross connection easement would make sense for a commercial development but it does not make sense for a medical facility. In his opinion, the staff is saying that they view the convenience of the people coming from the east to use the traffic light on the Silverton Hospital property as being more important than the safety of users of the Silverton Hospital facility. No one in the audience spoke either for or against the proposed application. Page 6 - Council Meeting Minutes, June 27, 2005 COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING Councilor McCallum asked Police Chief Russell ifhe had any comments to add in regards to pedestrian safety. Chief Russell expressed his opinion that, in this case, safety is an engineering issue rather than a traffic enforcement issue and did not feel that he could be of much assistance to the Council. The public hearing was declared closed at 8:15 p.m. Councilor Cox stated that the cross connection will only be improved when Mr. Wolf develops his property to the east and, as a result, is faced with the dilemma as to why a condition needs to be imposed on a private property owner that may not be of great public benefit. Currently, there are accesses onto Highway 214 for the established businesses to the east but there are potential problems of getting onto the highway when trying to go east. He stated that he would wait to hear comments from the other Councilors before he would make a decision as to which way to vote on this issue because he is conflicted similar to what the Planning Commission experienced. Mayor Figley stated that her main concern is that left turns are very difficult along the north side of the highway and this property has the privilege of having a traffic light. In looking at the traffic pattern, she felt that the cross connection to the east would not be a bad idea for those motorists who need to go to the shopping facility. She was especially concerned with having a retail center and bank facility only using the bank entrance. If she were to vote on this issue, she stated that she would vote to uphold the Planning Commission's decision. Councilor Bjelland stated that the concept of cross connection is primarily to allow motorists to move from one commercial area to another without having to egress out to the main street system. Safety is a major concern but feels that the number of parking spaces that are north of the traffic pattern and along the east side of the building are sufficient to meet the needs of the urgent care center during their hours of operation. Councilor McCallum stated that Silverton Hospital has built two large facilities in Woodburn already and they have expanded faster than they had anticipated which is why they are now working on this medical center. In regards to safety, he felt that they had the best safety entrance into their property with the traffic signal and he feels that the cross connection is necessary. Councilor Nichols stated that he would go along with the Planning Commission's decision in order to have those roadway connections between commercial properties on the north side of Highway 214. Councilor Sifuentez questioned if this condition can be imposed at a later time or ifit needs to be done now. The Mayor stated that the condition needs to be decided upon at this time. COX/NICHOLS... approve the action of the Planning Commission and deny the appellant's request to change it and ask the staff to come back with findings in an ordinance to implement that decision. Page 7 - Council Meeting Minutes, June 27, 2005 - COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING Councilor Lonergan stated that he would abstain from voting since he was not present for the entire discussion. On roll call vote, the motion passed 5-0-1 with Councilor Lonergan abstaining. 6709 PUBLIC HEARING: SALE OF COMMUNITY CENTER PROPERTY (491 N. THIRD STREET). Mayor Figley declared the public hearing open at 8 :31 p.m.. Administrator Brown stated that the City had received two (2) offers for the Community Center one of which was submitted by Mark Nyman in the amount of$185,000 and the other bid submitted by Deborah Higginbotham in the amount of $200,000. The property is currently zoned Commercial General but the Comprehensive Plan update proposes that this property be rezoned to Commercial Office thereby reducing the allowable uses at this site to minimize impact on the surrounding residential properties. He stated that the property has been on the market for about two years but staff did not utilize the services of a real estate broker until about 6 months ago. Since then, there have been a number of individuals looking at the property. Under state law, the Council is required to go through a public hearing process before any property can be sold in order to give the public an opportunity to comment on the proposed sale and valuation of the property. He stated that staff is recommending that one of the two offers be rejected before the Council proceeds with the public hearing process so that the Council will then hold a hearing on a specific offer. It was noted that the lesser of the two offers was received first and both offers were made contingent on the Council's final approval of either one of the offers. He stated that the offer submitted by Mr. Nyman asked that the Council give him an opportunity to do some due diligence to find out what kind of uses can be put into the property since he is interested in buying the property and then leasing space out to other users. Mr. Nyman has never specifically identified what he wants to do with the property and, under the state statute, it is required that a discussion be held during the public hearing on the use or intended use of the property. On the other hand, Ms. Higginbotham has indicated that she wants to operate a dance studio and she is currently operating the Willamette Ballet in a building located at Second and Garfield Street. Since the first offer is lower than the second, Administrator Brown recommended that the first offer be rejected. Additionally, the second offer will net the public more money to work with since the Council has gone on record to dedicate the money from the sale of this property to a new community center. He also mentioned that there was an appraisal done on this property several years ago and the property was valued at $395,000. The valuation method used at that time was a combination of land and what it would cost to build the facility at today's value. In reality, $200,000 seems to be in approximate range since no bids have exceeded that amount even when the City was trying to sell the property prior to going through a real estate broker. Additionally, the real estate broker felt that the $200,000 range was an appropriate amount to ask for. Page 8 - Council Meeting Minutes, June 27, 2005 COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING COX/MCCALLUM.... reject the offer of$185,000 submitted by Mark Nyman. The motion passed unanimously. Mayor Figley opened up the hearing for public comment, however, no one in the audience spoke either for or against the proposed sale of the property. Councilor Lonergan questioned if Mr. Nyman was ever given an opportunity to increase his bid once the second bid was received. Administrator Brown stated that Mr. Nyman was informed about a week ago of the second bid and that the second bid would be the staff recommendation before the Council. He did not specifically ask Mr. Nyman for another bid. Mayor Figley declared the public hearing closed at 8:40 p.m.. COX/NICHOLS... agree to sell the property pursuant to the second offer to Deborah Higginbotham for $200,000 and ask staff to prepare a resolution to document the sale. On roll call vote, the motion passed unanimously. 0508 COUNCIL BILL NO. 2573 - ORDINANCE ADOPTING A SUPPLEMENTAL BUDGET FOR FISCAL YEAR 2004-05. Councilor Sifuentez introduced Council Bill No. 2573. The two readings of the bill were read by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2573 duly passed with the emergency clause. 0579 COUNCIL BILL NO. 2574 - ORDINANCE ADOPTING A BUDGET FOR FISCAL YEAR 2005-06. MAKING APPROPRIATIONS. AND LEVYING TAXES. Council Bill No. 2574 was introduced by Councilor Sifuentez. Recorder Tennant read the two readings of the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2574 duly passed with the emergency clause. 0639 COUNCIL BILL NO. 2575 - RESOLUTION ENTERING INTO AN AGREEMENT WITH THE CITY OF LAKE OSWEGO FOR POLICE RANGE USE AND TRAINING SERVICES. Council Bill No. 2575 was introduced by Councilor Sifuentez. 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 Figley declared Council Bill No. 2575 duly passed. Page 9 - Council Meeting Minutes, June 27,2005 - COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING 0707 COUNCIL BILL NO. 2576 - RESOLUTION CERTIFYING THE ELIGIBILITY OF THE CITY TO RECEIVE STATE-SHARED REVENUES DURING FISCAL YEAR 2005-06. Councilor Sifuentez introduced Council Bill No. 2576. 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 Figley declared Council Bill 2576 duly passed. 0758 COUNCIL BILL NO. 2577 - RESOLUTION DECLARING THE CITY'S ELECTION TO RECEIVE STATE REVENUES DURING FISCAL YEAR 2005- 06. Councilor Sifuentez introduced Council Bill No. 2577. 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 Figley declared the bill duly passed. 0808 TRAFFIC GRANT ENFORCEMENT PROGRAM AND AGREEMENT. BJELLAND/SIFUENTEZ... authorize the City Administrator to sign an agreement with Marion County for administration of a traffic grant once final language has been agreed upon. Councilor Cox stated that the general scope of the of the traffic enforcement work is identified within the staff report and he is in agreement with the work The motion passed unanimously. 0867 LIABILITY. AUTO. PROPERTY. AND WORKERS' COMPENSATION INSURANCE FOR FISCAL YEAR 2005-06. Mayor Figley stated that the staff report was distributed just prior to this meeting and she gave the Council a few minutes to read the report. Recorder Tennant stated that City County Insurance Services continues to be the main public entity insurance carrier in Oregon and the rate increase for liability, auto and property insurance was less than the previous year's increase. In regards to workers' compensation insurance, staff will be further evaluating the guaranteed cost plan and the retrospective plan to determine which plan will best meet the City's needs. BJELLAND/MCCALLUM... authorize City Administrator to execute liability, auto, property, and workers' compensation insurance contracts with City County Insurance Services for fiscal year 2005-06. The motion passed unanimously. 1006 CITY ADMINISTRATOR'S REPORT. 1) Police Facility Status Report: Administrator Brown stated that the drawings are 90% complete and it is anticipated that the drawings will be 100% complete by July 8, 2005 with the bid documents ready for distribution soon after that date. There will be an approximate 6 week bidding period Page 10 - Council Meeting Minutes, June 27, 2005 COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING once the bids have been advertised and it is anticipated that the bid award will be before the Council at the second meeting in August with construction to begin around the second week in September. He stated that bids have been released for a Construction Manager which was an expense built into the project costs and it is anticipated that a manager will be on board by the time the bids are either opened or awarded. In regards to construction costs, he stated that the projections at the 30% and 60% level have put the estimated costs over budget primarily due to cost increases for certain building materials. A number of adjustments have been made and some value engineering has been done to lessen the estimated cost, however, at the 60% level, the estimated cost is still about $600,000 over budget or approximately 10% of the project cost. There will be some dollars available in areas that were over budgeted that can be applied to the $600,000 and this overage does not take into account other changes made recently on landscaping. Additionally, some revenues will be generated from tax credits that the City will be able to sell since this building will be energy efficient and will meet certain State standards that qualify for reimbursement. Overall, he feels that the project will be approximately $200,000 or less over budget and, as a result, the bid document will provide for bid alternates so that the City can either accept or reject the alternates dependent upon the bid amounts. He asked for Council policy guidance on 1) removing the bullet trap at the firing range from the work to be done at this time with the bond funds (cost savings of$25,000), and 2) use of Marion County Loss Sinking Fund dollars if necessary to make up the difference in costs. He also stated that if the bids come in higher than expected, the City will be working with the contractor of choice about value engineering in order to get back to a project cost that is acceptable. Brief discussion was held regarding the Marion County Loss Sinking Fund which currently has a balance of approximately $200,000. It was the consensus of the Council to follow the direction outlined in the City Administrator's comments. 1784 2) Boones Ferry / Settlemier Avenue / Highway 214 Intersection Update: Administrator Brown stated that he had met with the ODOT representative on this project and, as a result, there is a delay in getting this project started and it will not happen this year. It is anticipated that the project will begin next summer while school is out. He stated that ODOT has been re-organizing over the last year and this City application has moved around within the ODOT organization. Additionally, ODOT has been viewing this application as incomplete and they have placed other projects ahead of the City's project. He briefly reviewed a proposed scheduled that would provide for a bid let date of February 2006, a bid award date in the spring of2006, and construction to begin in the middle of June 2006. It was noted that this will be an ODOT project, however, the City will put the work together for ODOT who will accept the bids. ODOT will also manage this contract once it has been let and ODOT has indicated that they will manage the contract through a consultant. He also stated that the grading and paving of the area will take about 30 days, however, the traffic light improvement will take between 60 and 75 days. Page 11 - Council Meeting Minutes, June 27, 2005 COUNCIL MEETING MINUTES JUNE 27 , 2005 TAPE READING 2135 MAYOR AND COUNCIL REPORTS. Councilor Lonergan stated that he will not be attendance at the next Council meeting since he will need to be at another business meeting that evening. Councilor McCallum provided the Council with a copy of the Relay for Life program and noted that the City was well represented from sponsorships, teams, and participants. This year's goal was to raise $67,000, however, the event raised over $80,000. He thanked the Mayor, community, and businesses for their generosity. Councilor Cox stated that, in listening to the comments made by Councilor McCallum, he is amazed to hear how many good people there are in our community that make this town work so well. Mayor Figley agreed that this is a reminder that there are very generous and very fine people that live in our community. 2350 EXECUTIVE SESSION. Mayor Figley entertained a motion to adjourn into executive session under the authority ofORS 192.660(1)(f) and 192.660(1)(d). NICHOLS/LONERGAN.... adjourn into executive session under the statutory authority cited by the Mayor. The motion passed unanimously. The meeting adjourned to executive session at 9: 13 p.m. and reconvened at 9:46 p.m.. 2512 Mayor Figley stated that no action was taken by the Council while they were in executive seSSIOn. ADJOURNMENT. MCCALLUM/SIFUENTEZ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 9:47 p.m.. ATTEST q;)~-r=~ Mary enna: t, Recorder City of Woodburn, Oregon Page 12 - Council Meeting Minutes, June 27, 2005 Executive Session COUNCIL MEETING MINUTES June 27, 2005 DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, JUNE 27,2005. CONVENED. The Council met in executive session at 9: 17 p.m. with Mayor Figley presiding. ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Figley Bjelland Cox Lonergan McCallum Nichols Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, City Recorder Tennant Mayor Figley reminded the Councilors and staff that information discussed in executive session is not to be discussed with the public. The executive session was called under the following statutory authority: 1) To consider records that are exempt by law from public inspection pursuant to ORS 192.660(1 )(f); and 2) To conduct deliberations with persons designated by the governing body to carry on labor negotiations pursuant to ORS 192.660(1)(d).. ADJOURNMENT. The executive session adjourned at 9:45 p.m.. c---- ATTEST /Y1~ ~- Mary Te ant, Recorder City of Woodburn, Oregon Page 1 - Executive Session, Council Meeting Minutes, June 27,2005 -