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Agenda - 10/10/2005 CITY OF WOODBURN CITY COUNCIL AGENDA OCTOBER 10, 2005 - 7:00 P.M. KATHRYN FIGLEY, MAYOR WALTER NICHOLS, COUNCILOR WARD 1 RICHARD BJELLAND, COUNCILOR WARD II PETER MCCALLUM, COUNCILOR WARD III JAMES COX, COUNCILOR WARD IV FRANK LONERGAN, COUNCILOR WARD V EUDA SIFUENTEZ, COUNCILOR WARD VI CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET 1. CALL TO ORDER AND FLAG SALUTE 2. ROLL CALL 3. ANNOUNCEMENTS AND APPOINTMENTS Announcements: A. The Friends of the Woodburn Public Library will hold their semi- annual book sale on October 21 and 22, 2005 from 10:00 a.m. to 4:00 p.m. at the Library. B. The Woodburn Memorial Aquatic Center is closed for annual maintenance from October 22 through October 31, 2005, and will reopen November 1 sl with, regular schedule. C. The Recreation and Parks Board meeting for October is cancelled. D. The Water Treatment Plant ribbon cutting ceremony and open 1 house will be held on Wednesday, October 12, 2005, at 2:00 p.m. at Country Club Road between Boones Ferry and Astor Way. Appointments: None. 4. PROCLAMATIONS/PRESENTATIONS Proclamations: A. Public Works Week 2 B. Disability Employment Awareness Month 3 "Habra interpretes ~isponibles para aquellas personas que no bablan Il1fJlesj previo acuer~o. comunlquese al (503) 980-2485,'. October 10, 2005 Council Agenda Page i T Presentations: C. Countywide Strategic Plan - Patti Milne, Marion County Commissioner D. Water Treatment Facility - Frank Tiwari, Public Works Director E. Emergency Management Update - Scott Russell, Police Chief 5. COMMITIEE REPORTS A. Chamber of Commerce B. Woodburn Downtown Association C. Woodburn School District 6. COMMUNICATIONS None. 7. BUSINESS FROM THE PUBLIC - This allows the public to introduce items for Council consideration not already scheduled on the agenda, 8. CONSENT AGENDA -Items listed on the consent agenda are considered routine and may be enacted by one motion. Any item may be removed for discussion at the request of a Council member. A. Woodburn City Council minutes of September 12, 2005 4 Recommended Action: Approve the minutes. B. Woodburn City Council minutes of September 19, 2005, regular 20 and executive sessions Recommended Action: Approve the minutes, C. Woodburn Public Library Board minutes of September 14, 2005 26 Recommended Action: Accept the minutes. D. Woodburn Planning Commission minutes of August 25, 2005 29 Recommended Action: Accept the minutes. E. Woodburn Recreation and Parks Board draft minutes of 33 September 20,2005 Recommended Action: Accept the draft minutes. 35 F. Claims for the month of August 2005 Recommended Action: Receive the report. October 10, 2005 Council Agenda Page ii G. Fall Leaf Collection Program Recommended Action: Information only. 41 9. TABLED BUSINESS A. Union Pacific Railroad Pipeline Crossing Agreement 10. PUBLIC HEARINGS None. 11. GENERAL BUSINESS -Members of the public wishing to comment on items of general business must complete and submit a speaker's card to the City Recorder prior to commencing this portion of the Council's agenda. Comment time may be limited by Mayoral prerogative. A. Council Bill 2590 - Resolution entering Into the STF 108 Marlon 43 County Rural Agreement with the Salem Area Transit District for FY 2005-2006 and authorizing the City Administrator to sign such agreement Recommended Action: Adopt the resolution. B. Council Bill 2591 - Resolution authorizing the transfer of 47 operating contingency appropriations during fiscal Year 2005-06 Recommended Action: Adopt the resolution. C. 2006 Transient Occupancy Tax Grant Funds 50 Recommended Action: Consider the Chamber of Commerce's request to dedicate 2006 Tourism and Economic Development Grant funds to the Woodburn Visitor's Center, and direct staff to prepare documents necessary to implement Council's decision. D. LIquor License - Greater Privilege 59 Recommended Action: Recommend that the Oregon Liquor Control Commission approve a liquor license application for Billy 0 Deli & Pub granting greater privileges. E. Liquor License - Change of Ownership 62 Recommended Action: Recommend to the OlCC approval of a Change of Ownership application for Rumors Bar & Grill. October 10, 2005 Council Agenda Page jjj m F. Acceptance of Bancroft Bond Applications 65 Recommended Action: Accept the Bancroft Bond applications submitted by property owners within the Boones Ferry Road Local Improvement District which were filed after the initial 10-day filing period. G. Award of Contract for Employee Benefit Insurance Agent of 67 Record Recommended Action: Award a contract for Employee Benefit Insurance Agent of Record to the firm of Willis of Oregon, Inc. and authorize the City Administrator to execute an agreement for an amount not-to-exceed $32,000. H. Parr Road and No Name Street, Contract Award 69 Recommended Action: Award the construction contract to the lowest responsible bidder, Morse Bros., Inc, for street improvements on Parr Road and No Name street in the amount of $306,078.20. I. Energy Savings Performance Contract at the Wastewater 71 Treatment Plant Recommended Action: Authorize the City Administrator to execute an agreement with BacGen Technologies to provide energy efficient upgrades and process optimization at the Wastewater Treatment Plant. J. League of Oregon Cities Conference and Business Meeting 73 Recommended Action: Determine interest in attendance at the League of Oregon Cities Annual Conference and select, as appropriate, voting delegates to represent Woodburn at the annual business meeting. 12. NEW BUSINESS 13. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS - These are Planning Commission or Administrative Land Use actions that may be called up by the City Council. A. Community Development Director's approval of Design Review 76 05-08 (1776 County Club Road) 14. CITY ADMINISTRATOR'S REPORT 15. MAYOR AND COUNCIL REPORTS 16. ADJOURNMENT October 10, 2005 Council Agenda Pageiv - - 3D WOODBURN PUBUC WORKS DEPARTMENT PUBUC WORKS WEEK ACTIVITIES October 10-14, 2005 "PUBLIC WORKS IS EVERYWHERE YOU LOOK" Monday. October 10 -- KICK OFF 9:00 a.m. -Ribbon Cutting by Mayor Figley for bus/van service celebrating the 27th Anniversary of Woodburn Transportation Services. Woodburn Transit bus and Dial-a-Ride van service will be free to customers during this week. Tuesday. October 11 (9:00 a.m. - 5:00 p.m. - Free Woodburn Transit Bus and Dial-a-Ride Van service) Wednesday. October 12 2:00 p.m. - OPEN HOUSE for new Water Treatment Plant with ribbon cutting by Mayor Figley at the Country Club Road Treatment Plant, 1000 Country Club Rd. (9:00 a.m. - 5:00 p.m. - Free Woodburn Transit Bus and Dial-a-Ride Van service) Thursday. October 13 12:00 Noon - PUBUC WORKS EMPLOYEES APPRECIATION CEREMONY with picnic lunch. Award the Public Works Employee of the Year 2005 will be made at Legion Park Covered Area 2:00 p.m. to 4:00 p.m. - Group Informational Tours by request at Country Club Road Treatment Plant (9:00 a.m. - 5:00 p.m. - Free Woodburn Transit Bus and Dial-a-Ride Van service) Friday. October 14 (9:00 a.m. - 5:00 p.m. - Free Woodburn Transit Bus and Dial-a-Ride Van service) 1 ".. ~ 4A PROCLAMATION PtJBuc WORKS WEEK 2005 IN WOODBURN WH.EUAS, PUBLIC WORKS SERVICES PROVIDED IN OUR. COMMUNITY ARE AN INTEGRAL AND NECESSARY PART OF OUR. CrnZENS' EVBRYDAY LIVES; AND W'J;IP:BJ1AS, THE HEALTH, SAFETY, COMFORT AND ECONOMIC VITALITY OF THIS COMMUNITY GREATLY DEPENDS ON THE FACILITIES AND SERVICES SUCH AS WATER, WASTEWATER COLLECTION AND DISPOSAL, TRANSPORTATION, STREET, BUILDING AND PARKS MAINTENANCE, ETC. AND WHElU!AS, THE QUALITY AND EFFECTIVEmSS OF THESE FACILITIES, AS WEll AS THEIR PLANNING, DESIGN, AND CONSTRUCTION ARE VITALLY DEPENDENT UPON THE EFFORTS AND SKIllS OF THE PUBLIC WORKS OFFICIALS; AND WHElU!AS, THE EFFICIENCY OF THE QUALIFIED AND DEDICATED PERSONNEL WHO STAFF PUBLIC WORKS DEPARTMENTS ARE MATERIALLY INFLUENCED BY THE PEOPLE'S ATITIUDE AND UNDERSTANDING OF THE IMPORTANCE OF THE WORK THEY PERFORM; NOW lHEREFORE, BE IT RESOLVED, THAT I, KATHY FIGLEY, MAYOR OF THE CITY OF WOODBURN, OREGON, DO HEREBY PROCLAIM OCTOBER 10-14, 2005 AS "PUBliC WORKS WEEK" IN WOODBURN, OREGON, AND CAll UPON ALL CITIZENS AND CIVIL ORGANIZATIONS TO ACQUAINT THEMSELVES WITH THE PROBLEMS INVOLVED IN PROVIDING OUR PUBLIC WORKS AND TO RECOGNIZE THE CONTRIBUTIONS THAT PUBLIC WORKS OFFICIALS MAKE EVERY DAY TO OUR HEALTH, SAFETY AND COMFORT. IN WITNESS WHEREOF, I HAVE HEREUNTO SET MY HAND AND CAUSED TI!E S OF THE OF WOODBURN TO BE AFFIXED THIS 5'" DAY OF ~6CTO 2005. ~ \')1 H \~" ((~ ' \..,\ (rj · .,'~'> .. ~) , , o' ' ".,~ . ,..., V;I' . . '" .1 < "~p .. " . . "".11 ... lit ..J. t~ ..;....~, .. ~', " '(I~: ~~ :.,. ~V~ {t l m l \\ ,\t.,~f'j / 2 ~ ,.,.. 4B PROClAMATION Disability Employment Awareness Month Whereas, twenty percent of the population of the United States of America is comprised of people with disabilities; and Whereas, more than two-thirds of adults with disabilities in the country desire to work but cannot find employment; and Whereas, the Americans with Disabilities Act provided civil rights protection for America's 49,000,000 persons with disabilities; and Whereas, America's shrinking labor force requires employers to utilize untapped human resources, such as persons with disabilities. NOW THEREFORE, I, Kathryn Figley, Mayor of the City of Woodburn, Oregon, do hereby proclaim the month of October 2005 as Disability Employment Awareness Month and call upon all citizens of the City of Woodburn to observe the month by learning about people with disabilities, their strengths, abilities, and the programs which serve their needs. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Woodburn to be affixed this 28th day of September 2005. 3 "'. SA COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 12, 2005. CONVENED. The meeting convened at 7:00 p.m. with Mayor Figley presiding. 0015 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, Public Works Director Tiwari, Police Chief Russell, Finance Director Gillespie, Park & Recreation Director Westrick, Police Captain Tennant, Recreation Services Manager Patterson, Interim Community Development Director Zwerdling, Asst. City Engineer Torgeson, City Recorder Tennant Mayor Figley acknowledged the passing of former City Councilor Larry Minnard who had also been a long-time Woodburn teacher at Washington School. She called for a moment of silence not only in remembrance of Mr. Minnard but for the victims of the recent hurricane in the Gulf States. She encouraged community members to help the victims of the huricane in any way possible. 123 ANNOUNCEMENTS. A) Public Library is now open on Sunday afternoons from 1 :00 pm until 5:00 pm. B) Celebration or Mexican Independence (September 16) will be held on September 17 and 18, 2005 at the Downtown Plaza. Activities during this two-day event include a parade, family and cultural activities, mariachis, food, games, and prizes. The event will be open from 10:00 am until 9:00 pm each day with the main event, Celebration of Grito, being held at 7 :00 pm on September 18th. The Mexican Consul General or his Deputy will be in attendance for the Celebration of Grito. C) Recreation and Parks Board meeting has been moved to September 20, 2005. D) Police Facility Groundbreaking Ceremony will be held on September 21, 2005, 10:00 am, at the facility site located at 1060 Mt. Hood Avenue. Page 1 - Council Meeting Minutes, September 12, 2005 4 ~ ". COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING 0203 PRESENTATION: MID-YEAR STATUS REPORT ON THE MARION COUNTY PUBLIC SAFETY COORDINATING COUNCIL'S ANTI-DRUG STRATEGIC PLAN 2005. County Commissioner Patti Milne presented the mid-year status report and outlined the purpose of the report which is 1) to share the progress and accomplishments made by the Coordinating Council on working through the Strategic Plan to fight the manufacture, distribution, and use of methamphetaminet and 2) to utilize the report to evaluate work that has been done and guide them in putting together a Strategic Plan for 2006. She considered this as a most aggressive plan to combat this challenging and socially destructive epidemic of our lifetime in that methamphetamine not only destroys the life of the user but touches everyone else in community. This mission of the Coordinating Council is to increase community safety and the Coordinating Council looks at ways to coordinate all of the local criminal justice policies and the efforts shared between the District Attorney's office and policing agencies within the County. In creating the Strategic Plan, three sub-committees were formed to address specific issues. The sub- committees focused on 1) educatingt energizingt and engaging the community; 2) reviewing the integrated internal system response through the various agencies; and 3) public leadership. Key elements and guiding principles are addressed in the plan and the Coordinating Council continues to focus on the need for this Plan to be community based and all must work together in order to make positive changes. She stated that Woodburn Together and other local groups are working to fight this methamphetamine battle. She requested that the Mayor and Council provide input to the Public Safety Coordinating Council on the Plan since there is no single solution to the problem and continued partnerships with cities and local agencies is necessary to combat the problem. She stated that she was proud of the work done by the Coordinating Council and for what they continue to do but reiterated that it can only be done with the partnering of cities and local groups. Councilor McCallum thanked Commissioner Milne for her leadership and focus of the Coordinating Council. He also stated that Police Chief Russell is a interim member of the group which has translated into the effort our own community Task Force has made to address this issue. 0761 INTRODUCTION OF NEW RECREATION SERVICES MANAGER. Director Westrick introduced Steve Patterson as the Cityt s new Recreation Services Manager. He stated that Mr. Patterson comes from the City of Pasadena, Texas where he served as the Community Services Manager. Steve Patterson stated that this was his first day with the City and he has enjoyed it so far. He stated that he had grown up in Michigan but worked in Texas for a number of years. He and his wife are looking forward to relocating to this area and appreciated the opportunity to work for the City. Page 2 - Council Meeting MinuteSt September 12,2005 5 - COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING Director Westrick also thanked staff members Paulette Zastoupil and Steve Newport for their extra work while the Recreation Services Manager position was vacant. 0905 CHAMBER OF COMMERCE REPORT. Nick Harvillet Executive Director, stated that the Chamber office statistics are at about 72% of last year which is in addition to the statistics being gathered at the Visitor Center at Woodburn Company Stores. He also provided the Council with a summary list of the number of guests who have signed the guest book representing multiple states and foreign countries. Within the first 30 days, there were 2t247 visitors through the Visitor's Center and over 12,000 pieces ofliterature distributed. The Chamber is now in the process of doing a survey which is the first step in working with the State Economists for calculating the economic impact the Visitor Center has on the area. He stated that the North Willamette Valley Tourism Alliance is developing a Christmas Brochure that will be in the Visitor's Center to entice Visitors to come back to our area for their Christmas shopping. He also stated that on October 11, 2005, a Tourism Golf Classic will be held at Langdon Farms and Chamber members from Woodburn, Silverton, Mt. Angel and Stayton-Sublimity have been invited to participate. 1065 LETTER FROM WILLAMETTE BROADBAND. Mayor Figley stated that a courtesy letter had been received from Willamette Broadband regarding an increase in service rates. 1110 CONSENT AGENDA. A) approve the regular and executive session Council minutes of August 22, 2005; B) accept the Library Board minutes of August 10, 2005 C) accept the Planning Commission minutes of July 14t 2005; D) receive the Building Activity report for August 2005; E) receive the Planning Tracking Sheet dated September 8, 2005; and F) receive the Library Monthly Report for August 2005. MCCALLUMlLONERGAN... consent agenda be adopted as presented. The motion passed unanimously. 1170 TABLED BUSINESS: UNION PACIFIC RAILROAD PIPELINE CROSSING AGREEMENT. Mayor Figley stated that staff has informed her that there is no reason to bring it offofthe table for this meeting. 1185 PUBLIC HEARING: SUPPLEMENTAL BUDGET FOR FISCAL YEAR 2005-06. Mayor Figley declared the public hearing open at 7:21 p.m.. Finance Director Gillespie stated that the proposed supplemental budget addresses the following five issues: Page 3 - Council Meeting Minutes, September 12,2005 6 '" COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING 1) carry-over of unused appropriations for three projects which were started in FY 2004- 05 but not finished until the current fiscal year; 2) Municipal Court staff increase of a part-time position to a full-time position to meet increased workload; 3) provide appropriations for Winterbrook Planning to complete the Periodic Review process since the City's Community Development Director position is currently vacant; 4) provide additional appropriations for the City's labor attorney to finish negotiations with the Police Association; and 5) provide additional appropriations in the Special Assessment Fund for completing the final assessment process and recording lien documents for the Boones Ferry Road and West Lincoln Street local improvement districts. He reviewed the financial impact to each of the funds affected by the proposed supplemental budget. It was noted that, ifthe appropriation adjustments are approved, the General Fund contingency will be at 10.1 % of the expenditure budget. No one in the audience commented on the proposed supplemental budget. Mayor Figley declared the public hearing closed at 7:26 p.m.. BJELLANDINICHOLS... direct staff to return an ordinance reflecting the Council's decision to approve the supplemental budget as proposed. The motion passed unanimously. 1507 PUBLIC HEARING: SALE OF PROPERTY LOCATED AT 202 TOUT STREET. Mayor Figley declared the public hearing open at 7:27 p.m.. City Administrator Brown stated that a public hearing is required for disposition of real property under State law along with public disclosure ofthe reasons for the disposition and the sale price being considered. This particular piece of property was purchased by the City through a Sheriffs sale for the purpose of protecting our interest in a Community Development Block Grant housing rehabilitation loan. The owners of the property defaulted on their loans and the City bought out the interest of the mortgage for $55,000 and the City's loan was for approximately $19,000. In total, the City has approximately $74,000 into this property in addition to considerable staff time to obtain this property. The property is now available to be sold and bids have been solicited. He reviewed the methodology used to determine a value on the property since an appraisal was not received. A local real estate broker who has had considerable experience with the comparable sales of residential property estimated the value at $100,000 less $10,000- $15,000 since interior and exterior work is required on this property. The Notice of Sale set a minimum acceptable bid price at $85,000 and two bids were received with the high bid being $91,200 and the low bid at $90,500. The Notice of Sale also included a condition that would be included in the deed on this property in that the purchaser would be prohibited from remonstrating on any street work or related improvements that would be made to Tout Street in front of this property. The purchaser will also be paying for all closing costs related to this property. He also recommended that another deed restriction Page 4 - Council Meeting Minutes, September 12, 2005 7 - 'T COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING be imposed as a condition of the property sale in that only a stick built home be placed on either this property or on the two lots that comprise this property. This condition will maintain more consistency with the other homes in the neighborhood some of which are historic homes. It was noted that the existing home could be demolished and two lots could be sold separately since they are lots of record and either homes can be built or brought in for occupancy. Staff recommended the acceptance of the high bid along with the conditions outlined in the staff report. Councilor Cox questioned if the high bidder would agree to the condition requiring stick- built homes. Mark Nyman, high bidder, stated that he would agree to the non-remonstrance condition for the street improvement and would agree with the condition requiring a stick-built home(s). He also stated that he is willing to proceed and able to close through escrow within 30 days after the contract is signed. No other members of the audience spoke either for or against the proposed sale of the property. Mayor Figley declared the public hearing closed at 7:33 p.m.. COXlMCCALLUM... direct staff to prepare a Resolution authorizing the sale of this property to the high bidder. The motion passed unanimously. 2013 PERIODIC REVIEW DELIBERATIONS: LEGISLATIVE AMENDMENT 05-01 (WOODBURN 2005 COMPREHENSIVE PLAN UPDATE). Mayor Figley stated that this hearing had been closed in the spring of 2005 but re-opened for limited purposes in June 2005, and the Council has deliberated to some length on two issues of particular concern. She stated that the document distributed to the Council for this meeting is the current version of some items that have been significantly altered since the original hearing plus some other responses to concerns that were raised either by Councilors or by members of the public who chose to testify either orally or by written comments, A memorandum from Greg Winterowd, Winterbrook Planning, has been provided to the Council along with a recommendation from staff for some things that need to be done in conjunction with this proposed amendment. 2166 Greg Winterowd stated that the materials before the Council, except for a couple of exceptions, are the same materials that were presented to them on June 13,2005. The Public Facilities Plan is different from the June materials and he has been working with Assistant City Engineer David Torgeson in an attempt to take the four facilities plans (Transportation, Sewer, Water, Storm Drainage) and turn those into a document which explains which projects will be needed over the next 20 years, what those projects are likely to cost, and why they are necessary. He has also prepared a set of maps on how these facilities can or will be provided to the areas that staff is proposing to be added to the growth boundary. Staff is also recommending that some tables and maps relating to projects in the Transportation Systems Plan be changed to be consistent with the Public Facilities Plan so that both short and long term projects will be identified as required Page 5 - Council Meeting Minutes, September 12, 2005 8 - l' COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING under the Economic Development Rule. If the Council provides the staff with direction at this meeting, then staff will be working with CH2M Hill to proceed with the amendment of the maps and tables to match what is in the Public Facilities Plan. The Buildable Lands Inventory and Lands Needs Analysis were utilized to prepare necessary tables and modifications to background documents to make sure they were internally consistent. He stated that the issue before the Council now is whether or not the Council is prepared to adopt the document. Staff is comfortable with the package now before the Council but he is aware of some concerns that have been brought up by Councilor Bjelland that need to be talked about. This package includes the maps, Comprehensive Plan, zoning, zoning standards, zoning map, Public Facilities Plan, and Transportation System Plan. These documents work together as a package and when one document is changed then other documents will need to be changed to maintain consistency. In the Urban Growth Boundary justification report, staff has attempted to reconcile all of the old background documents to address the letters received and to change the Comprehensive Plan map to be consistent with what staff perceives to be where the Council is headed on this issue. He referred to a map with the eight Study Areas for possible urban growth boundary expansion. He reiterated that the Exception Areas are, under State Law, required to be incorporated in the proposed expansion area first before any farmland is included in an expansion area. In Study Area I, only the exception areas are proposed for inclusion in the UGB expansion. Study Area 2 (now known as the Fessler property) has the second largest concentration of Class ill agricultural soils in any of the study areas and Class ill agricultural soil is the lowest quality soil in buildable land outside ofthe current UGB. It was noted that Class N soil is considered to be on non-buildable land. In Study Area 3, staffhas recommended removal of the golf course Class I soils even though staff believes that the land would be an excellent location for housing. The Exception Area within this study area is located to the east of Highway 99E near the north city limits boundary and is currently a developed manufactured dwelling park. The other Exception Area is MacLaren School and they do not want to come into the City. In Study Area 4 (east) it is comprised almost entirely of Class II soils with some Class N soils but it is associated with unbuildable stream corridors, therefore, it does not help to meet a need and there were practically no Class ill soils in that area. For that reason, staff has recommended the expansion area to go north rather than east. He stated that the City had also received a letter from the Department of Agriculture reminding the City that they needed to focus on creating boundaries such as utilizing existing roads and streams in Woodburn that would separate the urban growth boundary from immediately abutting existing agricultural land. In Study Area 5 (southeast), the area is mainly Class II soils and is not recommended for inclusion in the expansion area. Study Area 6 (south) is not a particularly good area for housing or for industrial land but it does include an Exception Area which is recommended for inclusion in the expansion area. Study Area 7 (southwest) has Class II soils in the northern part by the current urban growth boundary but the southern section of this area has the largest concentration of Class III soils. The Page 6 - Council Meeting Minutes, September 12, 2005 9 ~ .,. COUNCIL MEETING MINUTES SEPTEMBER 12, 200S TAPE READING staff went as far as they could to the south to pick up this concentration of Class ill soils for meeting industrial needs, In Study Area 8 (west), staff is recommending that the 56 acre parcel on the west side of Butteville Road be removed from the expansion area and be replaced with a 50 acre parcel in Study Area 7. It was noted that Butteville Road is a boundary separating the agricultural land from the industrial land. In total, staff is proposing the addition of about 980 gross acres or 770 net acres and the net result is that either the total acreage is 15 acres too much or 30 acres too little dependent upon the type of method used to calculate the acreage needs. It was also noted that the City is already five years into the 20-year plan and he expressed his belief that the proposed UGB will work to meet the City's needs until the year 2020. He also reminded the Council that the City has been working with ODOT on the Southwest Industrial Reserve to protect the needs addressed in the Economic Opportunities Analysis and to make sure that traffic is reserved for those industrial uses. He also reviewed the process yet to be followed once the Council adopts the plan since there are other governmental agencies that will need to review the plan before any final action is taken by the State on the expansion proposal. 4195 Councilor Lonergan questioned the difference between Class n and Class ill agricultural soils. Consultant Winterowd stated that Class ill soils tend to be wet and farmers tend to grow grass seed and grains. Class n soils are better drainage soils and farmers grow crops such as orchards, hops and berries. It was noted that Class ill soils could grow crops that tend to be in Class IT soils. Councilor Lonergan stated that his major problem with including Study Area 2 (Fessler property) is traffic, therefore, he feels that Study Area 4 (Serres property) should be considered for inclusion rather than Study Area 2. He feels that there are obvious boundaries around the Serres property and this area would have a lesser impact on traffic issues. Initially, he was sold on including the Fessler property due to the cost of service but he is very concerned about traffic issues and does not see where Boones Ferry Road can absorb any additional traffic. Consultant Winterowd stated that the traffic analysis done by the traffic engineers found that the traffic impact would be acceptable by adding Study Area 2 since there are alternative ways to reach 1-5 from that location rather than driving down Boones Ferry Road. In regards to services, he referred to the analysis done by Asst. City Engineer Torgeson which indicates a lesser cost to include Study Area 2, however, he requested that questions on service costs be addressed by the Asst. City Engineer. He reiterated that the City has to work with a finite population projection until 2020 and with a law that is relatively inflexible. In his analysis, the soil class was the determining factor as to which property would be included in the proposed expansion. 5187 Asst. City Engineer Torgeson stated that his staff did a reconnaissance level examination of the different Study Areas for providing infrastructure and extending public services to those areas. He briefly described the methods used to determine service costs which is Page 7 - Council Meeting Minutes, September 12, 2005 10 ..... ,." COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING outlined in the 2005 Facilities Plan. He stated that the projected service cost appears to be large but were calculated based on the ground rules established by the methodology used. Following the comments received during the public hearing process, some changes were made to the service costs for each study area. He reiterated that efforts were made to apply a uniform methodology and corrections to the original calculations are italicized in the document now before the Council (Appendix C of the 2005 Facilities Plan). Additionally, there were different solutions that could be applied but staff picked a solution that they felt was straight forward. He stated that the Serres family was right in assuming that their property could be serviced by a large number of smaller pipes but there is no indication that it would cost any less than the large pipe staff used as the placeholder. It was also noted that each Study Area was analyzed independently. Councilor Bjelland questioned if there was a way to come up with a normalized approach for these costs in that comparing total cost for areas of different sizes make it difficult to judge which study area is more cost effective. Asst. City Engineer Torgerson stated that his test was to provide the raw data, however, he referred the Council to Table 14 ofthe UGB Justification Report (page 55) which lists each study area and a calculation of service cost per acre. Mr. Winterowd stated that the table needs to be updated to reflect the Engineer's more recent numbers and there will be a slight change to the numbers. Councilor Lonergan stated that he still feels that it makes more sense to expand to the east, however, cost will dictate the direction. Councilor Bjelland stated that the Council did not receive the large amount of materials until Friday afternoon and Attachment A (Housing Needs Analysis model) has not yet been provided. As a State Housing Analyst, he may be asked by the DLCD to review housing needs analysis sections of the Periodic Review processes cities are now going through. Until he sees Attachment A, he will not know what, if any, questions he should be asking of our staff. Additionally, six or seven cities are currently going through Periodic Review and he is working with a majority of them on their housing needs analysis. Tape 2 Consultant Winterowd reiterated that he felt that things were in order to move ahead but he does respect Councilor Bjelland's concern. He stated that he thought the housing needs analysis was part of the 2002 document but for some reason the attachment was not included in this document. He agreed that it would made sense to take a more detailed look at the background that led to the housing needs analysis before final adoption of this legislative plan. Councilor McCallum expressed concern with the number of models that have been made available during this periodic review process and he hoped that the City has used the process, models, and methodology that is acceptable as the City moves forward with the final plan. Page 8 - Council Meeting Minutes, September 12, 2005 11 ~ COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING Mayor Figley suggested that a workshop be held next Monday evening for the very limited purpose of discussing the Housing Needs analysis. 0440 Councilor McCallum questioned if the workshop would open up the process for more public input. He also wanted to make sure that all of the documents are current and reflect the changes that have been made. Administrator Brown stated that workshop would not re-open the hearing and discussion could be focused on this particular matter. He suggested that staff notice a Special Council meeting and include a workshop on the agenda. Once the workshop is completed, the Council would go back into special session in the event the Council is ready to close their deliberations and give staff direction. Councilor Cox hoped that before the Council would go into their workshop, these issues about methodology that are of particular concern will at least be talked about between Councilor Bjelland and Consultant Winterowd so that the Council does not have to participate in the fine-tuning of the methodology. It was the consensus fo the Council to hold a Special meeting on September 19,2005 at 7:00 p.m.. 0824 COUNCIL BILL NO. 2587 - ORDINANCE ADOPTING A SUPPLEMENTAL BUDGET FOR FISCAL YEAR 2005-06. Councilor Sifuentez introduced Council Bill 2587. 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 2587 duly passed with the emergency clause. 0919 COUNCIL BILL NO. 2588 - RESOLUTION COMPLETING A PORTION OF CITY OF WOODBURN PERIODIC REVIEW WORK TASK 9 BY ENTERING INTO AN URBAN GROWTH BOUNDARY COORDINATION AGREEMENT WITH MARION COUNTY. Council Bill 2588 was introduced by Councilor Sifuentez. The bill was read by title only since there were no objections from the Council. Administrator Brown stated that changes were made in Section II(1 )(A),(B), & (C) of the agreement (page 4 of the agreement) to reflect some additional conversation staffhas had with Marion County Planning Department during the course of putting this document together and staff does not feel that these changes have a material effect on the agreement. Attorney Shields stated that the changes made to these sections are in the Recorder's original copy of this resolution, therefore, no motion is necessary to authorize the change. He stated that the nature of the change relates to the effective date. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill 2588 duly passed. Page 9 - Council Meeting Minutes, September 12,2005 12 .". COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING 1108 BID AWARD PROTEST FILED BY JJ HENRI CO.. INC.. VICKERS NELSON ASSOCIATES. INC.. AND MILSTEAD AND ASSOCIATES. INC. - SELECTION OF CONSTRUCTION MANAGER FOR WOODBURN POLICE FACILITY. Administrator Brown stated that the agenda packet includes a thorough staff report and he was willing to answer any questions the Council may have on this issue. It was decided to hold questions until after the representative from the different firms addressed the Council with their protests. 1196 Jerry Milstead, President of Milstead & Associates, 10121 Sunnyside, Clackamas, OR, stated that he has not seen the staff report and did not have an opportunity to come down to review the report prior to this meeting. He stated that the Request for Proposals were reviewed by a selection committee and a short list of 4 firms were selected to be interviewed. These firms were Milstead & Associates; Shiels, Oblitz, & Johnson; 11 Henri; and VickerslNelson. Several weeks went by and the City provided limited communication to these firms on the status ofthe review process other than a decision had not been made. About 10 days ago, they all received an e-mail from the City stating that KJM had been approved by the Council for a contract for project management services. Following this information, they had tried to find out from City staff why another firm was selected for project management services when they were not on the original list of firms interviewed. He stated that this is the first time in 26 years that his firm has ever protested a decision on selection of project management. One reason for the protest is that they did not get any response from the City, He stated that items that govern the selection are 1) the state statutes, 2) Model contract rules of which it is his understanding the City utilizes the Attorney General's model rules; and 3) the City's Request for Proposal (RFP). The RFP criteria stated that the City would use a competitive negotiated selection process in the award of the proposal. He referred to ORS 279.120(1)( c) which would also apply to the negotiated price for services. Subsequent to the protest letter, he learned that Shiels Oblitz & Johnson was rated the number 1 firm and negotiations were entered into with that firm but they were not successful. He questioned what happened to his and the other two firms that were interviewed but not selected. He also referred to OAR 137.48.220 which requires that if negotiations are part of the RFP, then unsuccessful negotiations with the top firm result in negotiations in the other firms on an interview list. He has never seen the rating sheets nor does he know what firm was rated number 2, however, he feels that the process and procedures adopted by the Council and the State have been completely ignored by the City. Doug Nelson, VickerslNelson Associates, 1420 NW Lovejoy, Portland, OR, expressed his hope that the City would re-visit this award and follow the procedures looking at the top 4 rated firms before the City selected firm number 5. John Henri, President of JJ Henri, 7160 SW Hazelburn, Tualatin, OR, stated that he is very upset about the way the three firms lost the bid since there is an established procedure in place and it was not followed. It was unfortunate that the City may need to Page 10 - Council Meeting Minutes, September 12, 200S 13 ...... "' COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING throw out the process since KJM was not one of the 4 firms originally selected to participate in the interview process. He, along with representatives of the other firms, would like the City to re-visit with the other three fmns to fill the construction manager position. He stated that he did not mind losing the contract but he did want to lose the bid in a fair manner since they have put in a lot ofthne, energy, and money in putting together proposals and they expect a level playing field. Councilor Lonergan questioned why Shields Oblitz & Johnson had not participated in the protest. Jerry Milstead stated that they had been asked but they declined to participate. He stated that they were selected as the #1 firm and had entered into negotiations but for some reason they did not finalize the negotiations. Councilor Cox question if the City had entered into an agreement with KJM Associates. Administrator Brown stated that he has held off on executing the agreement until this protest was heard by the Council. Additionally, KJM has been notified of this protest. Councilor Cox also questioned what exposures the City may have in this matter. Attorney Shields stated that he was not a part of this factually but Administrator Brown and Chief Russell are present to answer specific questions on the process. He also stated that it was his understanding that the City Administrator's report was faxed to the three protestors on Friday afternoon but there is no requirement under state law about making the report available. Based upon the facts that were well and completly documented by Chief Russell, the procedures were completely and entirely followed and it was a fair process. He stated that there is no basis for the idea of a short list but the report entitled "Documentation of Bid Award of Construction Manager on Woodburn Police Facility Project" was prepared by the Police Chief who was part of the interview team and it is a very complete document. The report clearly states that 4 firms were selected to be interviewed but three other proposals were not eliminated from consideration. The report included brief summary of each of the firms along with background check information. Since the City and Shields Oblitz & Johnson could not agree on a contract, the selection committee decided to interview KJM Associates and James Lynch. Following these interviews, a decision was made to enter into negotiations with KJM Associates. An issue raised in the bid protest but not brought out by the representatives at this meeting involved a Notice of Intent to Award which is generally issued 7 days before the award. A bid protest can be filed and that decision of the Notice of Intent to Award can be protested or, like in this case, the Council could make the award and that can be protested. It was noted that the City Administrator had also documented in the report that due to the construction schedule and that the general contract bids had been opened, this was brought to the Council for award of the construction manager contract. Staff did provide Notice of the Award to all proposers after a decision was made on which firm to contract with for these services. He reiterated that this was a fair process and the procedures in terms of the City's public contracting rules and state law were carefully followed and documented. Page 11 - Council Meeting Minutes, September 12, 2005 14 '" COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING 2423 Councilor Lonergan questioned if the staff report is a public document and, ifso, suggested that the protestors be provided a copy of the report. Attorney Shields stated that he did not see any inconsistencies with the process provided for within the state statutes and he has drafted a proposed order which reflects the main points made by the City Administrator in his staff report. In his opinion, the process was fair and, if appealed to a court, it is defensible. Councilor Cox questioned if Attorney Shields was also comfortable with the decision to issue a Notice of Award rather than a Notice of Intent to Award due to the short time period in which award a contract since the general contractor bid award was also be awarded. Attorney Shields agreed with comments made by Councilor Cox in that time was of the essence in this situation and a decision was made to go straight to the contract award for the construction manager and legally it is defensible, Administrator Brown stated that he is quite anxious to have a construction manager on board at the same time that the construction contract was ready to let. It was noted that some construction activity will begin within the next couple of weeks. Councilor Cox felt that it was unfortunate as to how all of this has occurred. He felt that all three of the protestors are reputable business people and is sorry that they feel that they were poorly treated. However, the City may have lacked in the communication process to the bidders but there was nothing that happened that was illegal or in any way prejudicial to their rights. Even if the City were to re-advertise, the City would most likely contract with the same construction manager. In his opinion, the City is on solid legal grounds to contract with KJM Associates. Councilor Lonergan agreed with comments made by Councilor Cox based on information provided in the staff report and the deductive reasoning for accepting the KJM proposal. He did feel that the City should have communicated with these individuals regarding the recommended decision. Councilor McCallum stated that time was of the essence in contracting with a construction manager and delaying action on this position will cause a lengthy delay in getting the project completed. He stated that this whole project has been talked about the need to get it built as soon as possible and he strongly felt that this contract award needs to be followed through with, therefore, a decision needs to be made at this meeting. Councilor Bjelland expressed his feeling that giving more time for the protestors to look at the justification will not change the Council's decision on the contract award. Once the protestors look at the report, it may change their mind as to whether or not to file an appeal when they realize why they were not selected. He felt that this was a situation in where there was a breakdown of communication and some communication to them might have avoided this whole protest situation. It was the consensus of the Council take a 15 minute recess and allow the protestors to read the staff report. Page 12 - Council Meeting Minutes, September 12, 2005 15 - COUNCIL MEETING MINUTES SEPTEMBER 12,2005 TAPE READING Administrator Brown agreed that the communication aspect could have been handled differently and all of bidders should have received something formally in writing rather than e-mails. He stated that he had confirmed last Wednesday with all three protestors that this meeting would be held tonight and indicated that the staff report would be available for their review on Friday afternoon. He did not oppose allowing the protestors to look at the staff report at this time but he did not believe that this issue should be held over to another meeting date. Mayor Figley questioned if it would appropriate to continue with the remaining agenda items and then adjourn to executive session thereby giving them sufficient time to read the report so that after the executive session this matter can be dealt with. Attorney Shields stated that he had drafted a proposed order for the Council to consider adopting since this issue is subject to judicial review and he would give the protestors copies of the proposed order in addition to the staff report. It was also noted that there was no need for an executive session even though it was noticed on the agenda. 3535 CITY ATTORNEY EMPLOYMENT AGREEMENT. Attorney Shields stated for the record that he has a conflict of interest on this item and he will not be able to give the Council legal advice. BJELLANDIMCCALLUM... approve and authorize the Mayor to execute the attached amendment to the City Attorney's employment agreement. Councilor Cox stated that he was not in attendance at the last meeting when the evaluation was conducted, therefore, he would abstain from voting. Administrator Brown stated that this salary increase will be given in addition to any CPI based increase that might be given to other City employees later in the year since the CPI adjustment is a condition within the Attorney's current agreement. The motion passed 5-0-1 with Councilor Cox abstaining. 3738 CITY ADMINISTRATOR'S REPORT. 1) Annual ICMA Conference in Minneapolis, MN: Administrator Brown stated that he had been invited to speak at this annual conference since Woodburn had been recognized as having one of the best practices in the country with respect to serving Latino communities. Therefore, he will not be in attendance at the next regular Council meeting. Additionally, City Attorney Shields has a conference scheduled for that same time period. He requested that the Council consider cancelling the September 26, 2005 regular meeting since he is personally not comfortable having both executive level staff members not at the Council meeting. COX/SlFUENTEZ.... cancel the next regular Council meeting (September 26, 2005). The motion passed unanimously. 3961 MAYOR AND COUNCIL REPORTS. Councilor Nichols stated that he attended Wolfer's Heating & Air Conditioning Page 13 - Council Meeting Minutes, September 12, 2005 16 ..,. ,., COUNCIL MEETING MINUTES SEPTEMBER 12, 200S TAPE READING anniversary celebration and Harold Wolfer had expressed his delight in working with the City in addition to Woodburn being a great place to live and do business. Councilor McCallum stated that he had received several inquiries about the City's emergency plan following the recent natural disaster along the Gulf Coast. He reminded the Council that the Mayor and Council each have a very thick notebook but there will be some re-thinking on emergency procedures by our staff along with State and County officials. He requested that staff provide a presentation at the next regular Council meeting on what is happening on emergency planning and lessons that are beginning to be translated from the Gulf Coast area. Chief Russell stated that he will be able to make a presentation on emergency planning and to share information on the partnerships that the City currently has along with progress that has been made. He did not feel that there would be much information available from the Gulf Coast natural disaster until later in the year. Councilor McCallum also mentioned that Perry Burlison, former Woodburn School District Ag teacher for a number of years, also passed away unexpectedly last weekend. Councilor Lonergan expressed appreciation to members of our local National Guard who recently went to the Gulf Coast to help in the recovery process. Councilor McCallum stated that there were two members of the Woodburn Fire Department who also went to the Gulf Coast to serve in the recovery process. Councilor Bjelland stated that he has been serving on the Goal 14 Urban Growth Boundary Amendment Work Group for the DLCD and LCDC in an attempt to look at issues cities are incurring when going through periodic review. This work group came to the conclusion that there were some significant areas where improvements could be made. Several weeks ago he made a presentation at a DLCD bi-monthly staff meeting on this subject and received a very good reception from them. The LCDC is holding a public hearing on September 10, 2005 to examine the 2005-07 agenda to pursue and also provide direction to DLCD. He will be presenting a proposal to simplify the periodic review process in order to eliminate the tremendous barriers cities face in attempting to satisfy the current periodic review program. He feels that the periodic review process can be completed within a year, whereas Woodburn is already eight years into the process and it will probably be nine years before it is finally adopted. He hoped that LCDC will listen to the suggestions that will be made to improve the process. Councilor Bjelland stated that MW ACT met on September 1, 2005 and one of the agenda items was to determine which large projects in MW ACT's area would be taken to the regional meeting for special funding consideration. He was pleased to see that his efforts to make the prioritization process at MW ACT a more rationale and logical basis than what had been done in the past resulted in the Woodburn Interchange project and the Newberg- Dundee project being tied for the most deserving projects for our area. He, along with the Vice-Chair, will be taking these two projects plus one other project to the regional meeting. Page 14 - Council Meeting Minutes, September 12,2005 17 - 11' COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING Councilor Bjelland stated that he had also been asked to serve on the Review Committee for the Request for Proposals that were submitted in a innovative private partnership funding effort that is being examined to fund major transportation projects in the State. One of those projects is the Newberg-Dundee bypass and if private money is used to make the improvement, then it will free up federal monies to be used for other projects such as the Woodburn Interchange. 5050 Councilor Sifuentez stated that St. Luke's will be sponsoring a home for a Gulf Coast refugee family. Also, the boys at MacLaren have raised over $1,000 for Red Cross and expressed her appreciation to them for their work in raising these funds. She also invited the public to attend the Celebration this weekend in the Downtown Plaza. She is very pleased with the Plaza since it is a showcase for the City and this celebration will just enhance the quality of each other's cultures. Councilor Cox stated that he was glad to be at tonight's meeting and, even though he had been suffering over the last few weeks, it was nothing in comparison to what others have been experiencing. He expressed his pleasure in living in Woodburn since the community leaders are doing what they do for the community as a whole and not for their own benefit. 5350 Mayor Figley urged the public to attend the Mexican Independence Day Celebration this weekend. 5404 BID AWARD PROTEST - Jerry Milstead stated that the City had received 4 positive comments on his company and one negative comment. He wished the City Administrator had contacted him prior to a recommendation being made so that he could give their side of the story. He stated that he would be dropping their part of the protest and wished the City well on their project. Doug Nelson also stated that he would be dropping the protest. John Henri stated that, by judging from the evaluation, his company was not the second ranked firm and he would also be withdrawing his protest. In his opinion, this process was not handled correctly by staff. Mayor Figley agreed that some things were not handled correctly but she thanked them for their professionalism on this matter. Councilor Bjelland suggested that future RFP's have written evaluations and results of the interview process are part of the record. Councilor Cox stated that it is important that the process be respected by the persons the City is asking to submit proposals. If the perception is that Woodburn is just going through the RFP to get a firm that they want, then it will cut down on the pool of bidders. Administrator Brown stated that many times cost is a determining factor in the selection process but, in this particular circumstance, staff was very conscious of the fact that the voters had entrusted in them this gift to build a police station and staff wanted to make sure that the contract manager would be pitching for the City just as if they were going to have to use the facility. He regrets the trouble that has been dealt with in the selection Page 15 - Council Meeting Minutes, September 12,2005 18 :r COUNCIL MEETING MINUTES SEPTEMBER 12, 2005 TAPE READING process and staff is working hard at making the transition from the old to the new purchasing rules which were adopted in February 2005. The more recent RFP's are much more clearer than in the past and this is the first protest that he is aware of. He hoped that it reflects that the City does try to play by the rules and treat bidders fairly. 6317 Chief Russell stated that his office had not been asked to respond to any request for information and, if they had received requests, then they would have provided the documents. Since the firms have withdrawn their protests, no additional action was taken by the Council. 6543 ADJOURNMENT. MCCALLUMlSlFUENTEZ... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 9:58 p.m.. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 16 - Council Meeting Minutes, September 12, 2005 19 m 8B SPECIAL COUNCIL MEETING MINUTES SEPTEMBER 19, 2005 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 19, 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 Absent Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, City Recorder Tennant Consultant Greg Winterowd, Winterbrook Planning 0021 WORKSHOP - HOUSING NEEDS ANALYSIS CONTAINED IN THE CITY'S PERIODIC REVIEW PROCESS. Mayor Figley opened the workshop at 7:03 pm for the purpose of discussing the Housing Needs Analysis. Greg Winterowd stated that he has been working with Councilor Bjelland, Housing Analyst with the State of Oregon, to look at the housing needs model for the purpose of applying some revised assumptions to see what the outcome of the would be as compared to the original 2003 report. He stated that he had finished working on the model this afternoon and e-mailed the results of the latest run to Councilor Bjelland but due to the lateness of receiving the information he most likely did not have a lot of time to review the results. A memo on this issue was distributed to the Council just prior to the start of this workshop. It was noted that there were three substantial changes to the model run: 1) increased household income expectations were built in resulting from what is believed to be a successful economic development policy; 2) consider the effects of new zones recommended by the Planning Commission which result in higher density which were not factored into the initial run; and 3) the model was a test to see how the housing needs model results determined by Oregon Housing & Community Services matched the City's 2003 housing needs analysis. In summary, the latest run of the housing needs model resulted in slightly less land needs due to higher densities that were factored into the most recent run than the 2003 housing needs model indicated. With the total acreage of need between 600 - 700 acres, all results are within 30-40 acres based on 2 different model runs and 2 different methods of what was projected in 2003. These results indicate that the City is on the right track and there is not a lot of difference in land needs when applying different methods. He reiterated Page I - Special Council Meeting Minutes, September 19, 2005 20 l1' SPECIAL COUNCIL MEETING MINUTES SEPTEMBER 19, 2005 TAPE READING that Councilor Bjelland has not had much time to review the material and he referred to Councilor Bjelland to provide more detailed information on how the needs model works and its purposes since he feels that this workshop was called for the purpose of understanding both the housing needs model and the results by applying new and updated data. 0325 Councilor Bjelland stated that the housing needs model is a tool that can be used to explore different scenarios in defining a future for a community. Different assumptions can be used to see what the impacts are on those different assumptions. It is an effective tool that is used by other cities going through the periodic review process to compare results obtained through an independent housing needs analysis done by consultants. He stated that as a State Housing Analyst, he has been very involved in a number areas with the housing needs process for the State of Oregon and the periodic review process. He has reviewed many of the housing needs analysis that have been done by cities and in preparing periodic review packages for submittal to the LCDC and DLCD who have to approve any urban growth boundary amendment and comprehensive plan change. He feels that his work for the State has given him some unique perspective on the issues that cities face when they are attempting to do an urban growth boundary expansion and to define their long term housing needs. He stated that an urban growth boundary amendment looks at a 20-year projection and there is a lot of uncertainty when dealing with this time frame. To define the amount of residential land needed, population also needs to be converted to an average size of household since the number of households is what need housing units. The housing units then need to be analyzed as it relates to single-family homes, condominiums, row houses, and apartments all of which require differing amounts of land in order to support those housing needs. Once the housing units are determined, then zoning of land becomes an issue for analysis. In regards to Woodburn's proposed plan, he felt that he could make some changes in the assumptions in the housing needs analysis recently updated by Winterbrook Planning but, after looking at it more closely and given the acceptable levels of accuracy that should be applied (15%-25%), he did not feel that it would be beneficial to quibble over minor differences in what a particular assumption would turn out to be. He stated that he wanted to be sure that the City had two different approaches of looking at our housing needs and that they are reasonably close together in the end result. He reiterated that the housing needs model is an accepted methodology and it is intended to be a planning tool to allow cities to explore a variety of future scenarios to see what the impact would be. 0907 Councilor Cox stated that, based on what he has heard from Greg Winterowd and Councilor Bjelland, they are both satisfied that the data the City has worked with up to this point does not need to be completely revisited. By applying the different housing needs model to the situation in Woodburn, the City is within the planning range of accuracy to what has already been worked on by staff. Page 2 - Special Council Meeting Minutes, September 19, 2005 21 n' - SPECIAL COUNCIL MEETING MINUTES SEPTEMBER 19, 2005 TAPE READING Councilor Bjelland reiterated that assumptions will change the results and he might have made some changes that would have shown a slightly lesser need for some housing units. However, he also feels that the projected population will be more than what the City has agreed to plan for, therefore, he did not see a problem with the City's analysis. He suggested that the plan be re-visited approximately every five years to check to see if the plan needs to be adjusted based on data available at that time. 1505 Mayor Figley closed the workshop at 7:27 p.m. Mayor Figley reconvened the Special Council meeting at 7:28 p.m.. PERIODIC REVIEW DELIBERATIONS. Mayor Figley stated that Periodic Review has been a very lengthy process and she believed that the Council is now at a point in which they can consider a final package to adopt and then forward to applicable agencies for completing the process. She expressed her feelings on the overall periodic review process and on the legal parameters that the City is required to follow which does not necessarily meet the needs or desires of the citizens of Woodburn. She expressed her support of zoning and transportation proposals along with economic development needs so that Woodburn can attract the type of businesses that would provide economic growth. She supported adoption of the package subject to the amendments recommended within the Community Development Director's memorandum. 1832 Councilor Cox agreed with comments made by the Mayor and reiterated that the package is not a perfect set of documents but the City has worked hard on this package within the rules that govern the process. He understands that there will be people hurt by what the Council does on this package but he does not know how it can be done differently without limiting the growth, direction of growth, the character of growth, and the kinds of development that will occur. He felt that making piecemeal changes will require the City to go back and look at everything that has been done and he did not feel that this was necessary. He expressed his support for the package before the Council. Councilor McCallum also expressed his opinion that this is a good package to adopt. He felt that the Council had taken the time to listen to the public and evaluate the comments made. Unfortunately the City does not have much control over some of the legal requirements which is contrary to the belief that some citizens may have on this issue. He expressed his appreciation to all of those individuals who were involved in the process. 2129 Councilor Bjelland stated that this is the type of process that will not satisfy everyone and this package provides the middle ground. This package will also allow the City to expand within a range of options and different property owners will be impacted. Specific Oregon laws dictate what needs to be followed even though, from a purely development standpoint, inclusion of some other property may be better but, because of certain characteristics such as costs, soils, etc., these properties are not being included in the package. He reminded the public that Exception Areas are required to be included first Page 3 - Special Council Meeting Minutes, September 19, 2005 22 - m SPECIAL COUNCIL MEETING MINUTES SEPTEMBER 19, 2005 TAPE READING and then lower class soils are to be considered before higher class soils are allowed. He also expressed support of the package as recommended by staff. Councilor Sifuentez agreed that a lot of work went into this package and it is a good product for our community. 2392 Councilor Lonergan stated that he could not argue what has been said by other members of the Council but he still has concerns on transportation issues and the need to provide residential development on the east side of the City. He did not feel that he had all of his questions answered on the cost of services. In looking back on the legal aspect of buildable use oflands based on soil classification, he felt that there was some subjective questions that are open for interpretation, Overall, he is ready to support the package. Councilor Nichols also expressed his support for the package that was developed within the framework the City had to work with over the last few years. He also expressed concerned about the transportation issues and suggested that the Council work closely with the Planning Commission in designing routes for traffic. COXIMCCALLUM... instruct staff to prepare an ordinance adopting Legislative Amendment 05-01, subject to the revisions recommended in the Community Development Director's memorandum. On roll call vote, the motion passed unanimously. 2630 COUNCIL BILL NO. 2589 - RESOLUTION APPROVING THE SALE OF SURPLUS PROPERTY AT 202 TOUT STREET TO MARK NYMAN. Council Bill 2589 was introduced by Councilor Sifuentez. 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 2589 duly passed. 2737 DESIGNATION OF CITY ADMINISTRATOR PRO-TEM. Administrator Brown stated that he will be out of town September 26-28, 2005 and recommended that the Council designate Police Chief Russell as Administrator Pro-tern during his absence. NICHOLSIMCCALLUM... designate Police Chief Russell as Administrator Pro-tern during Administrator Brown's absence. The motion passed unanimously. 2820 EXECUTIVE SESSION. Mayor Figley entertained a motion to adjourn into executive session under the statutory authority ofORS 192.660(1)(h) and 192.660(1)(f). NICHOLS/SIFUENTEZ... adjourn into executive session under the statutory authority cited by the Mayor. The motion passed unanimously. The meeting adjourned into executive session at 7:45 p.m. and reconvened at 8:01 p.m.. Page 4 - Special Council Meeting Minutes, September 19, 2005 23 SPECIAL COUNCIL MEETING MINUTES SEPTEMBER 19, 2005 TAPE READING 2848 Mayor Figley stated that no action would be taken by the Council as a result of items discussed in executive session. 2877 ADJOURNMENT. MCCALLUMlNICHOLS... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:02 p.rn.. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 5 - Special Council Meeting Minutes, September 19, 2005 24 Executive Session COUNCIL MEETING MINUTES September 19,2005 DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, SEPTEMBER 19, 2005. CONVENED. The Council met in executive session at 7:52 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 Press: John Gervais, Woodburn Independent Mayor Figley reminded the Councilors, staff, and press 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 consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed pursuant to ORS 192.660(1 )(h); and 2) To consider records that are exempt by law from public inspection pursuant to ORS 192.660(1 )(f); ADJOURNMENT. The executive session adjourned at 8:00 p.m.. APPROVED KATHRYN FIGLEY, MAYOR ATTEST Mary Tennant, Recorder City of Woodburn, Oregon Page 1 - Executive Session, Council Meeting Minutes, September 19, 2005 25 IT MINUTES MONTHLY MEETING OF WOODBURN PUBLIC LIBRARY BOARD DATE: September 14,2005 ROLL CALL: STAFF PRESENT: GUESTS: CALL TO ORDER: SECRETARY'S REPORT: CORRESPONDENCE: PUBLIC COMMENT: Mary Chadwick - Absent Yesenia Chavez - Absent Neal Hawes - Present Ardis Knauf - Present Kay Kuka - Present Patricia Will - Present Catherine Holland - Present Linda Sprauer, Library Director Vicki Musser, Recording Secretary None. President Catherine Holland called the meeting to order at 7 pm. The minutes of August 10, 2005 were approved. None None. DIRECTOR'S REPORT: Monthlv Statistics: Statistics are still being sought for a complete monthly statistics report. Library Directors in the CCRLS system need accurate year- end statistics for their Annual Report, due October 1. Vicki Musser, Library Secretary, attended a CCRLS seminar recently to learn how to find some of the statistics presented monthly to the Library Board. The cooperative spirit at CCRLS is much appreciated, and they are working diligently to adapt Millennium to Library needs, as well as teach individual staff how to access the system's more esoteric information. The People Count this month is 19,576, up from August oflast year. Computer usage is growing, as well as the number of patrons using the Library's available databases. Adult programs in August included Tuesday evenings' Music in the Park concerts. These popular concerts were well attended. Children's programs numbered 17 last month, with 1,948 children in attendance. Volunteers logged 249 hours in August. An full time employee is judged to have worked 173.33 hours a month; volunteers have provided the Library with well over that amount of time, helping staff complete tasks in a timely manner. The Library really relies on its volunteers. Activities: Youth Services is gearing up to begin their regular programs, which will start on Tuesday, September 20. Those include Infant-Toddler Time on Tuesday mornings, and Spanish Storytime, which has moved to 4:30 pm on Tuesday afternoons to better serve Hispanic patrons who may have found the previous 5:30 pm time to interfere with dinner. Library 26 '" 8e 1 Story time will continue to be held at 10:30 am on Wednesdays and Third Thursday Teens meets as usual in the Multi-Purpose Room on the third Thursday of each month. Last Saturday, a special program was held in the Multi-Purpose Room. A canine officer from the Woodburn Police Department, Officer Jason Millican, came with his trained police dog, and talked about police training for service animals. Children who attended the program made supportive notes for the soldiers in Iraq, as well as edible treats for their service dogs. This program, informally titled "Kids in Woodburn Care About You", was tied into a larger program called the "September Project", which has received acclaim as an effort to support the Armed Forces in Iraq. Volunteers of the Month: Last month three teens were recognized for their help with the Summer Reading Program. This month the Library wishes to honor three teenagers who assisted throughout the summer. These teens willingly did whatever was asked of them, from helping with shelving and craft activities to setting up and tearing down at the Music in the Park concerts. Maiger Her, James Helberg and Joel Musser are all the Library's Volunteers of the Month for September. CCRLS UDdate: The CCRLS Task Force met, and the Keizer issue was discussed, but nothing was settled. CCRLS remains in task force mode on the question of how Keizer can be made a member of the CCRLS Library system without becoming a drain on any other library. Friends ofthe Librarv: There was a meeting of the Friends of the Library on Monday, September 12. It was decided at that meeting that the Friends would dedicate funds towards hiring a consultant to learn about library expansion/remodeling. The dates for the next Friends Book Sale will be Friday, October 21 and Saturday, October 22. Several types of books do not sell well, such as encyclopedias, copies of the Condensed Readers' Digest, college textbooks and musty smelling books, and the Friends cannot accept these as donations. However, many other books have been donated, and the Book Sale should be very successful. Victoria Nanbu, a worker with the "September Project", is gathering books to send to Iraq, and the Friends are donating several boxes of paperback books to that cause. Newspaper photographers will be invited to take pictures of the Friends donating the books, which will be good public relations and a chance to advertise the Book Sale. Music in the Park was discussed at the Friends' meeting, and the average attendance per concert was 525 people, which is an increase from last year. All Tech Sound, who provided sound and lighting for all of the concerts, did a good job, and will be asked to continue the good work at next year's summer concert series. The Friends voted to continue having Music in the Park remain in the Library Park until necessity changes the venue. The possibility of a Winter Concert series, the first Sunday of each month, beginning in February of 2006 is under discussion. The Friends would be involved in helping set up for each concert. Each concert would feature an individual artist, and last about an hour. Several places are being considered as possible sites for the concerts, such as the Theatre in the Berry Museum, or the auditorium/dining room at Country Meadows, a local assisted living community. 2 27 - " OLD BUSINESS: NEW BUSINESS: BUSINESS TOIFROM THE CITY COUNCIL AND/OR MAYOR: ADJOURNMENT: Respectfully submitted, Vicki Musser The Friends recently received a $1,000 grant from Walmart in recognition of Literacy Day. They are considering sponsoring one of the concerts during next summer's Music in the Park. The next meeting of the Friends of the Library is on Monday, December 5th. at 2:30 pm in the Carnegie Room. The Woodburn Library Board still has one opening. Ardis Knauf is filling in until a new member is chosen. Linda Sprauer reported that the ALA is holding discussions about the possibility of libraries adopting one of the libraries that were tom apart by Hurricane Katrina, and helping to restock materials. Reference Librarian Amy Mihelich has handed in her resignation, effective September 29th. She has agreed to remain in on-call status, so may still appear at the Library from time to time. The position of part-time Reference Librarian has been advertised, and will close on September 27. Daniel Peterson, Assistant Library Director, has been on a goodwill trip with two other librarians from Portland, to Krygyzstan, visiting libraries there. He left on September 2, and will return on September 16. Last year, librarians from that country came to visit libraries here. They were interested in how libraries are run here as well as how they're funded. The Woodburn Library's web site includes a blog: "Where in the World is Dan?" which, when accessed, gives written commentary and pictures from the three travelers about their adventures. The meeting was adjourned at 7:31 pm. 3 28 TI' 8D WOODBURN PLANNING COMMISSION MEETING MINUTES August 25, 2005 CONVENED The Planning Commission met in a regular session at 7:00 p.m. in City Hall Council Chambers with Chairperson Lima presiding. ROLL CALL Chairperson Vice Chairperson Commissioner Commissioner Commissioner Commissioner Commissioner Lima Bandelow Vancil Grigorieff Hutchison Jennings GrosJacques p p p p p P A Staff Present: Naomi Zwerdling, Interim Community Development Director MINUTES A. Woodburn PlanninG Commission MeetinG Minutes of July 14.2005 Vice Chairoerson Bandelow moved to accept the minutes as written. Commissioner Jenninas seconded the motion, which unanimously carried. BUSINESS FROM THE AUDIENCE None COMMUNICATIONS A. Woodburn City Council MeetinG Minutes of June 27. 2005 B. Woodburn City Council MeetinG Minutes of JulY 11, 2005 C. Woodburn City Council MeetinG Minutes of JulY 25. 2005 PUBLIC HEARING None ITEMS FOR ACTION None DISCUSSiON ITEMS None REPORTS A. BuildinG Activity for July 2005 B. Plannina Proiect Tracking Sheet (reyised 8-10-05) BUSINESS FROM THE COMMISSION Staff requested canceling of the September 8. 2005 Planning Commission due to the lack of public hearing items. Commissioner Jenninas made a motion to cancel the September 8, 2005 Planning Commission. Vice Chairoerson Bandelow seconded the motion, which carried unanimously. Page 1 of 4 Planning Commission Meeting - August 25, 2005 29 ". Staff stated the next Planning Commission Meeting will be held on September 22,2005. Vice Chairoerson Bandelow said she would not be able to attend the September 22, 2005 Planning Commission Meeting because she will be out of town at a convention that week. Commissioner Vancil said he was concemed about the lack of parks in the Montebello development and asked if the development ordinance allows us to ask them to set aside park space or playground space in future phases of the Montebello development. Staff responded the development ordinance does not require the allocation of parks in the subdivision process. The process in the Woodburn Development Ordinance that allows for the allocation of parks is the Planned Unit Development. So if they wanted to do smaller lots or have smaller setbacks, then they would have the open space amenity. She said if there is a concern about the lack of parks or playground space, then talk with Randy Westrick, the Parks Director. Commissioner Vancil said he would talk with Randy. Commissioner Hutchison said that technically we are supposed to have a park within a mile of every subdivision. He was wondering if the breezeway was considered a park area in the park plan. Commissioner Vancil said there is no swings. Commissioner Hutchison said he totally agrees but it may fall inside the criteria which allows us to facilitate the Woodburn Plan for Parks without having a park area in every area of Woodburn. Commissioner Vancil said there are hundreds of kids out there and he noticed the Boones Crossing Development has a little park already down there and that is not a planned unit development. Staff said that is a planned unit development. She said that is a planned unit development and as part of that development, they have neighborhood parks and you are seeing one in particular that has the play structure. She said they are going to have two play structures and a detention basin that will not have play equipment in it but will be open space. Commissioner Vancil said they could have kickball over like on Greenview. Staff said as part of the development they are also going to have a city park in one of the later phases. She said she believed it was phase six. She said that it was going to be more substantial and have more acreage. She reiterated that it was a Planned Unit Development. Vice Chairoerson Bandelow said while we are talking on that same area, what is the time frame on the extension of Evergreen Road in Montebello 3 and 41 Staff said the Public Works Department has the improvement plans at this time so they are wanting to start it up. Montebello 3 and Montebello 4 have been delayed because of wetlands on their property and the Division of State Lands review of the wetlands. Commissioner Hutchison said the state owns the Patterson and Wendy's site. He said it was zoned commercial but wanted to know what happens to the zoning now that the state owns the property. He wanted to know if the state takes it over, then does the city have say so on the property. Staff said it is not that the City does not have say so on the property. The State may have purchased the property but it still has City zoning on it. If the State had a park and ride facility on the site, then they would have to go through the applicable City process (design review) through the City of Woodburn. Page 2 of 4 Planning Commission Meeting - August 25. 2005 30 Commissioner Hutchison mentioned that when he called regarding some people drinking on the overpass area, he was told he needed to call the state police. Commissioner Jenninos said when he sat on the political side for a number of years and the State bought the chunk of property, the City police couldn't trespass on the property. They had to call the State police because it was not under City control. It belonged to the State. Commissioner Vancil asked about the Wendy's property. Commissioner Jenninos said the State bought the Wendy's and Patterson properties as part of the interchange development. Commissioner Vancil asked can our City police not respond to land within the City? Commissioner Hutchison mentioned the overpass property again and being told to call the State police. Vice Chairoerson Bandelow asked if it were on the Patterson property and someone was breaking in would the City respond. Commissioner Vancil mentioned the Maclaren site and that the City could still respond to the property located in the City limits. Commissioner Jenninos said that you could have a mutual aid agreement. It is really tough to understand. He mentioned that part of 99E is in the County and we have an agreement with the County that we will go there, otherwise. we cannot go there. Vice Chairoerson Bandelow said that is when you are not in the city limits. She said it would seem that if you are in the city limits. then the City would have jurisdiction. Commissioner Hutchison said that he is frustrated and that the State should have had a plan going in instead of leaving two deserted buildings. Vice Chairoerson Bandelow inquired about Jim Cox. Commissioner Jenninas said that the last he heard he was in OHSU in critical condition. That he had broken a few ribs. Chairoerson Lima said that on the behalf of the Planning Commission, he had sent a card. Commissioner Jenninos said that he would hope that the revisions to the Woodburn Development Ordinance would not fall off the radar screen. He said it was important and he would not dare to let it go. Staff said that it is something that she would take on. She discussed the workload. She said that she was trying to get a secretary on board. Chairoerson Lima asked about the time table to replace the Community Director. Staff said that a RFP had been sent out to get a company that would do a nationwide search to get a new Community Development Director. This process would take a couple of months. She said they could talk to the City Manager if they wanted to know more details. ADJOURNMENT Vice Chairoerson Bandelow moved to adjourn the meeting. Commissioner Jenninos seconded the motion. which carried unanimously, Meeting adjourned at 7:45 pm. Page 3 of 4 Planning Commission Meeting - August 25, 2005 31 APPROVED ~~ CLAUDIO LIMA, CHAIRP RSON ATTEST ~ Naomi Zwerdling Interim Community Development City of Woodburn. Oregon Planning Commission Meeting - August 25, 2005 32 orz?/os- DATE 1/;.:;./1>5 Date '" Page 4 of 4 Minutes Woodburn Recreation and Parks Board Tuesday, September 20,2005 7:00 p.m. 8E \ DRAFT \ 1. Call to Order Herb Mittmann, Board Chair called the meeting to order at 7 p.m. 2. Roll Call Members present: Herb Mittmann, Chair, Rosetta Wangerin, Board Secretary; Ann Meyer, Member; Joseph Nicoletti, Member, Eric Yaillen, Member Absent: Bruce Thomas, Member; Cristal Sandoval, Member Staff present: Randy Westrick, Paulette Zastoupil, A.A., Steve Newport, Aquatics and Facilities Manager; Steven Patterson, Recreation Services Manager 3. Introduction - Steven Patterson, Recreation Services Manager Randy introduced Steven Patterson to the Board. Herb welcomed him to the department and community. 4. Approval of Minutes from July 12, 2005. Motion to accept the minutes was made by Herb Mittmann and seconded by Joseph Nicoletti. 5. Business from the Audience: None. 5. Division Reports Aquatics - Steve Newport Steve reported that the annual fall closing of the pool for maintenance is October 24-31. Fall schedule is running with open swim from 1 :30 - 3:00 p.m. every afternoon and the poll is open on Sundays from 1 :00-5:00 p.m., Water Polo and Swim Team has the lanes busy from 3:00 - 6:00 p.m., and Aerobics is from 6:00 - 7:00 p.m. Recreation and Leisure Services - Steven Patterson Steven reported that he had only been here one week, but has been involved with the soccer coaches training in which 30 volunteer coaches were coaching 30 teams this year. He reported that registrations were being taken for Adult Basketball with a deadline of October 19th. He reported that PAL Teen Scene is growing in enrollment and is busy planning programs, with the school years first dance this Friday and the After School Clubs are at full enrollment at both locations. Steven shared that he had the opportunity to help Randy and Javier with the Viva La Independencia celebration at the new Downtown Plaza. Page 1 33 ..... .".. Minutes Woodburn Recreation and Parks Board Tuesday, September 20,2005 7:00 p.m, Parks and Facilities - Randy Westrick Randy reported that the Police Department ground breaking was Wednesday, September 21. He also reported that a volunteer was disking the ground at Centennial Park Ballfield #3 and preparing the field to be planted in grass. The scoreboard is here, and that the dugouts were being done through an Eagle Scout Project. Randy shared that Public Works is in the process of installing an irrigation system at Settlemier Park, and new monument signs will be placed there also. Randy shared that during the Viva La Independencia celebration at the Downtown Plaza, the new sound policy was tested and worked well. There was also a downtown parade on Saturday and on Sunday a greased pole contest and horse show at Settlemier Park. He reported that the city attorney was in the final phase of finishing the architect RFP contract. Randy thanked the Board for moving the meeting date so staff could attend the annual ORPA conference in Seaside. Randy also reminded the board to be thinking of a date and location of the yearly Board Retreat in November. 7. Legion Park Master Plan Randy presented a power point map of the finial Legion Park Map, and Dave Walters gave a short presentation and answered any questions the Board Members had, Herb started discussion about building a community center in the city owned property between Legion Park and the Police Facility, with visibility, parking, and traffic congestion and security access being concerns, Rosetta Wangerin made a motion to adopt the plan as written with a staff report attached stating their concerns about a community center being built at that location. The motion was seconded by Joseph Nicoletti. All Board members were in favor to adopt the plan, 8. Future Board Business . Next meeting, October 11,2004 . Finalize retreat date 9. 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September 20, 2005 SUBJECT: Mayor and City Council through City Administrator# dJ ~ Randy Rohman, Public Works Program Manager ~ ~ Modified Scope of Fall Leaf Collection TO: FROM: INfORMATION: The fall leaf pickup in the city begins November 1, 2005. To inform residents of this program, the attached leaf program flyer in English and Spanish will be distributed to city residents with the Fall Woodburn Quarterly Newsletter. Residents will be asked to reduce placement of right of way leaves in the street. Information on the program will also be available on the city website. The Woodburn Independent will be asked to provide information on the leaf collection program in the paper. Other options for disposal include composting, disposal in yard debris carts and hauling to the North Marion Disposal Facility off Crosby Road. BACKGROUND: In September 2003 City Council approved a modified leaf pickup program. The modified program included: 1. Twice weekly sweeping for the downtown core area, Settlemier Avenue and West Hayes Street bike path. Leaves only (no branches or tree limbs) from the street right of way can be raked in the street. Leaves from the remainder of the resident's property will not be allowed to be placed in the street. 2. The remainder of the city will be swept on a monthly basis and leaves will not be allowed to be placed on the street pavement. 3. Residents can drop off leaves at various collection sites. These permanent sites during the fall season will be on Cleveland Road, the parking area of Burlingham Park, the Legion Park parking lot and the Dellmoor Way entrance to Senior Estates Park. Drop off areas will be marked and rules will be posted at each of the sites. In response to resident concerns after information on the modified program was disseminated, two modifications, with council concurrence, to the program were made. Properties adjacent to Settlemier Park were allowed to put backyard leaves from park trees in the park. Also other properties were advised that right of way trees leaves from the city right of way in the front yard could be raked into the pavement. No other exceptions have been allowed by Council. Agenda Item Review: City Administrator City Attorney Finane 41 FALL LEAF PICKUP City Council adopted the following leaf pickup program (program runs from NOVEMBER 1 to DECEMBER 31) for the city. This leaf program is necessary for safety and cost effectiveness. The city will be swept on a monthly basis and leaves from private property will not be allowed to be placed on the street pavement. Sweeper picking up leaves. No other heavy equipment is used on the streets. LEAF DROP OFF SITES a ODen 8:30 AM to 3:30 PM Mon-Sat . 300 Cleveland Avenue . Wastewater Plant at 2815 Molalla Road a Seven days Der week durina Fall . Legion Park Parking Lot . Burlingham Park Parking Lot . Senior Estates Park Dellmoor Way Entrance Residents can drop off leaves at one of four collection sites. Three drop off sites have been added. The existing site is at 300 Cleveland Road (south Woodburn). New sites are the parking area of Burlingham Park (west Woodburn), the Legion Park parking lot (east Woodburn) and the Dellmoor Way entrance to Senior Estates Park (north Woodburn). Drop off areas will be marked and rules will be posted at each of the sites. Leaves from the resident's private property beyond sidewalks or right or way will not be allowed to be placed in the street. Twice weekly sweeping for the main streets in the downtown core area, between Settlemier to First and Harrison to Oak, where there are numerous large trees. For safety of school children, Settlemier Avenue and West Hayes Street bike path will also be swept twice a week. Leaves only (no branches or tree limbs) from the sidewalk and street right of way can be raked directly into the street without making into a pile \~\I NO LEAF PILES IN GUTIER Other Options include: . Compost in backyard . Use yard debris cart weekly . Haul to North Marion Disposal Facility ~ Ordinance No. 2225 does not allow leaves from private property to _, '.' ..'-. .......' be placed in the street. This ordinance will be enforced for the City Council adopted leaf collection program. QUESTIONS? CALL 503-982-5240 (Woodburn Public Works Department) 42 n' ~ W~N l.,.".,.,.~ .559 llA ~~ . . September 20, 2005 FROM: Mayor and City Council through City Administrator # ~ Randy Rohman, Public Works Program Manager/A TO: SUBJECT: Special Transportation Fund Agreement I3ECOMMENDATI9~: Approve the attached resolution entering into the STF108 Marion County Rural Agreement with Salem Area Transit District to receive $22,500.00 in Special Transportation Fund grant funding for elderly and disabled transportation. "~CKGROVND~ The Special Transportation Fund (STF) is derived from a portion of the State of Oregon cigarette tax and dedicated for use in providing transportation for the elderly and disabled, The city's Dial-A-Ride program has been awarded varying amounts of these elderly and disabled transportation grant funds on an annual basis since 1988. The state allocates these funds by formula based on population to each county. In Marion County, in accordance with state statute, the special transportation funds are administered and disbursed by the Salem Area Transit District. DISCUSSION: The city submitted an application to Salem Transit for the STF elderly and disabled transportation funding. Through the grant process the City was awarded $22,500.00 for its Dial-A-Ride Program to provide transportation for elderly and disabled residents of the community. Staff recommends that the resolution be approved authorizing the City Administrator to sign the agreement on behalf of the city. FINANCIAL I.MPACT: The approved 2005-2006 Transit Fund revenue budget included $22,000 from the elderly and disabled Special Transportation Fund. Agenda Item Review: City Admlnistrat City Attorney Finance 43 11' COUNCIL BILL NO. RESOLUTION NO. A RESOLUTION ENTERING INTO THE STF 108 MARION COUNTY RURAL AGREEMENT WITH THE SALEM AREA TRANSIT DISTRICT FOR FY 2005-2006 AND AUTHORIZING THE CITY ADMINISTRATOR TO SIGN SUCH AGREEMENT. WHEREAS, the City of Woodburn applied for State of Oregon Elderly and Disabled Special Transportation Fund (STF) grant funding for fiscal year 2005-2006 as approved for under Oregon Statute; and WHEREAS, the City of Woodburn has been awarded $22,500.00 in operational assistance for the Dial-A-Ride program; and WHEREAS, the Salem Area Transit District administrates the Elderly and Disabled Special Transportation Fund for rural Marion County, NOW THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1, That the City of Woodburn enter into the STF 108 Marion County Rural Agreement with the Salem Area Transit District, which is affixed as Attachment "A" and by this reference incorporated herein, to secure Elderly and Disabled Special Transportation Fund grant funding for Dial-A-Ride operating assistance. Section 2, That the City Administrator is authorized to sign said agreement on behalf of the City. Page 1 - COUNCIL BILL NO. RESOLUTION NO, 44 IT Approved as to form: f) · ~ ~ City Attorney /0/ tJ6/Z()OS Dati APPROVED: Kathryn Figley, 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 45 ..... ,..,. ATTACHMENT IIA" Due to the length of the attachment, it has not been included with the Council packet. The attachment will be available for review at the Public Works office or at the council meeting. 46 ..... 1lf ~..~..'~'~ "". ~ ~ WOQDBURN In("j'nattJ '~1J9 ~~llB . . October 5, 2005 TO: Mayor and City Council through City Administrator FROM: Scott D. Russell, Chief of Police Y SUBJECT: Contingency Transfer RECOMMENDATION: .t City Council adopt the attached resolution transferring $7,000 from General Fund Contingency to the Police Supplies. BACKGROUND: The Woodburn Police Department has been utilizing various forms of less lethal weapons technology since it first became widely available in the middle 19901s. For the last 29 months, our patrol officers have been utilizing the T aser less lethal electro-muscular incapacitation device. The Taser fires two small probes propelled by compressed gas to a distance of up to 35 feet and then delivers a 5 second electrical charge designed to cause muscular incapacitation. The entire department has been trained in the use of the Taser, its use has been incorporated in our use of force policy, and the City legal department has reviewed its use. The department has been utilizing two T asers that have been deployed by two of our patrol officers on each shift. Depending on the time of day, this leaves two Tasers between as many as nine uniform officers on the street (Patrol, Traffic, CRT). In the last 29 months, the Taser has been deployed 14 times and been successful in all but one incident. (In this case, the suspect was wearing baggy clothing and as he ran away the laser probes lost contact with him, but he did cease his threatening behavior after the Taser shot.) In at least three of these circumstances, suspects were armed and acting aggressively with an edged or bludgeon type weapon, and but for the availability and use of the Taser, deadly force would have been justified and could have been required to safely end the incident. Since we began using the Taser, we have seen a significant reduction in both officer and suspect injuries sustained during use of force encounters. In our experience, Tasers have clearly saved lives, Agenda Item Review: City Administr City Attorney Finance 47 - Mayor and City Council October 6, 2005 Page 2 . . DISCUSSION: As of Wednesday October 5, 2005, one of our two Tasers has gone out of service due to a mechanical problem. We are sending it in for repair, however, it is an older model and we are unsure if it is serviceable or not. Due to the value of the T aser as a tool, its ability to reduce officer and suspect injuries, and its record of ending dangerous incidents without the use of deadly force, I am requesting that we replace the damaged T aser and provide enough T asers so that each uniformed officer on duty can be equipped with one. This would require the purchase of seven new Tasers, holsters, batteries, and cartridges. The cost breakdown follows this narrative. FINANCIAL IMPACT: Total cost for seven Tasers, holsters, batteries, and cartridges will be $7,000. To fund the purchase, that amount will be transferred from Contingency. This will leave a General Fund Contingency of $881,149, which is 10.0% of expenditures. 48 "' COUNCIL BILL NO. RESOLUTION NO. A RESOLUTION AUTHORIZING THE TRANSFER OF OPERATING CONTINGENCY APPROPRIATIONS DURING FISCAL YEAR 2005 - 06. WHEREAS, Oregon Revised Statutes 294,450 allows for the transfer of operating contingency appropriations within a fund to an existing appropriations category within the same fund during the year in which appropriations are made, and WHEREAS, a transfer of General Fund operating contingency appropriations is necessary to pay for the purchase of seven T aser weapons and associated equipment, now, therefore THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. That authorization is hereby given to transfer the following operating contingency appropriation during fiscal year 2005-06: GENERAL FUND: Transfer From: Operating Contingency (001.901.9971.5921) Transfer To: Police - Materials & Services Human Resources (001.211.2111.5649) Approved as to form~ /K' ' City Attorney $ 7,000 $ 7,000 /0 - 07- z OO.s- Date Approved: Kathryn Figley, Mayor Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Mary Tennant City Recorder City of Woodburn, Oregon Page 1 - Council Bill No. Resolution No. 49 ..... "' ..~.~....~. . ~. ~ WOQ,DBURN In'~rrc'at(J 1889 IIC ~~ . . October 10, 2005 FROM: Honorable Mayor and City Council John C. Brown. City Administrato~ TO: SUBJECT: 2006 Transient Occupancy Tax Grant Funds RECOMMENDATION: Consider the Chamber of Commerce's request to dedicate 2006 Tourism and Economic Development Grant funds to the Woodburn Visitor's Center, and direct staff to prepare documents necessary to implement Council's decision, BACKGROUND: Pursuant to Ordinance 2290, adopted in June 2001, two-ninths (22.22%) of the City's transient occupancy tax (TOT) is earmarked for tourism and economic development via a grant program, These monies have been distributed pursuant to Council-approved grant guidelines, to local organizations who: promote tourism or economic development, can advance the City Council's purposes in creating and allocating grant funding, and can demonstrate the ability to deliver projects that benefit the Woodburn economy. Since 2002, a total of $184,558 has been awarded to three organizations: $164,058 to the Chamber of Commerce, $13,000 to the Cascade Scenic Railway, and $7,500 to the Woodburn Downtown Association. Awards were based on estimates; the amounts distributed were based on actual TOT funds received by the City and by amounts actually expended by grantees. The vast majority of these funds have been used by the Chamber of Commerce to operate a visitor's center, to produce tourism brochures and documents, and to support the overhead costs associated with these activities. Grant administration has included staff time required to: . periodically update grant guidelines . develop and issue annual requests for proposals . coordinate the activities of proposal review panels . negotiate and prepare annual contracts . review grant reports Agenda Item Review: City Administrator _ 50 T1' Honorable Mayor and City Council October 6, 2005 Page 2 . . . review and authorize reimbursement requests; and . process requests for grant modifications. Of these activities, coordinating the activities of a grant review panel is particularly time consuming. This requires soliciting panel members, coordinating meeting times and locations, developing application review materials, facilitating review sessions, and documenting committee recommendations. It has been increasingly difficult to find panel members, and to coordinate meetings that they can all attend. The costs of grant administration have not been charged to TOT funds earmarked for tourism and economic development; the General Fund has absorbed them. DISCUSSION: In August 2005 the Chamber of Commerce, in conjunction with the North Willamette Valley Tourism Alliance opened a Travel Information Plaza Visitor's Center at the Woodburn Company Stores. The Center served approximately 2,000 visitors and distributed approximately 7,500 pieces of information during its first month in operation, and appears thus far, by those measures, to be highly successful. The Chamber is seeking permanent sources of funding to operate the center, including dedication of the funds the City sets aside to promote tourism and economic development. Attached is the Chamber's request for dedicated funding, including a proposed scope of services (Attachment 1). The Council considered dedicated funding for the Chamber when the TOT was increased in 2001, but decided instead to establish the grant program. Concerns existed that the funds would be used to supplement the cost of ongoing Chamber operations, rather than to enhance tourism and economic development activities in the community. The Council also wanted to retain the flexibility to fund the projects of other organizations that would advance the Councils tourism and economic development goals. Accordingly, Ordinance 2290 was written to require that the increased TOT funds be distributed via a grant program, pursuant to a fee-for-services contract, and administered consistent with guidelines approved by the City Council. The contract requirement was established to assure accountability. The Chamber's proposal is provided for your consideration. Mr. Nick Harville, Chamber Executive will be available at your October 10, 2005 meeting to 51 ..,. .".. Honorable Mayor and City Council October 6, 2005 Page 3 . . discuss his request, and to answer any questions you may have. The following information and observations are provided for your further consideration. 88 percent of the TOT funds awarded since 2002 were granted to the Chamber of Commerce. Smaller organizations with less staff have had difficulty submitting qualified proposals, spending the funds that have been awarded to them, and meeting the accountability requirements of grant contracts. The Visitor's Center, at initiation, is surpassing goals for its use. The Center, however, has not been in operation long enough to establish a track record, and as such, a permanent dedication of TOT funds to this project is not advisable. It is also inconsistent with the requirements of Ordinance 2290, which require distribution of funds pursuant to a grant program. The Council could, if you find that funding the Visitor's Center is of benefit to the public, forego the competitive grant process for a one-year period and grant TOT funds only to the Chamber. This would allow the Center to establish a record of effectiveness, and justification for longer-term dedication of funds, and provide the Council with ample opportunity to consider changes to the TOT ordinance. As was previously indicated, soliciting and evaluating grant proposals is a time consuming effort. In the past, analysts in this department managed those tasks. Due to the recent departure of a management analyst, we will be hard pressed to fit these tasks into the department's workload. Foregoing the competitive grant process, and directing grant funds to the Chamber, at least for a one-year period, will relieve that immediate pressure on departmental resources. The Chamber proposal identifies a financial need of $53,000 and seeks funding equal to 2/9ths of 2004-05 TOT receipts. 2004-05 receipts were $210,492. Two ninths (2/9ths) of that amounted to $46,776. Due to fluctuations TOT grants have been awarded on the basis of estimated proceeds rather than on previous years' receipts, and have been awarded as a not-to-exceed amount. This allows for reductions in the grant if proceeds fall short of estimates. It is recommended that any funding granted to the Chamber for 2006 continue to be conditioned in this way. As well, although there may be administrative cost savings associated with eliminating a fee-for services contract with a grant recipient, both Ordinance 2290 and the Council's desire for accountability require such an agreement. Rather than eliminate it, it is recommended that reporting requirements can be streamlined to reduce both grantee and grantor compliance activities. Allowing flexibility in program budgeting can also reduce compliance activities. 52 ..,. Tf Honorable Mayor and City Council October 6, 2005 Page 4 . . Finally, if your council finds that foregoing the competitive process to award 2006 TOT grant funds is beneficial to the community, grant guidelines will need to be amended for the grant period. Based on the result of your consideration, these changes can be made, and presented to your council at a subsequent meeting prior to the end of the calendar year. FINANCIAL IMPACT: Proceeds from the transient occupancy tax for 2005-06 are estimated at 200,000. Two ninths of that amount is $44,444. Awarding this amount to the Chamber, results in no greater, or lesser financial impact that would result from distribution of funds based on a competitive grant process. 53 11' Woodburn 1ftJ Chamber -I Commerce A1TACHMENT 1 2241 Country Club Road · P.O. Box 194 · Woodburn, OR 97071 www.woodburnchamber.org August 29, 2005 REC'D John Brown City Administrator City of Woodburn 270 Montgomery St. Woodburn, OR. 97071 .. AUG a 0 2005 woooBU1\N crN ADt.MN\SlAATOR'S Off\CE Dear John: TRANSIET OCCUPANCY TAX/TOT GRANT FUNDS Attached is a request to the City of Woodburn for dedicating Tar Funds to the Woodburn Area Chamber of Commerce/Visitor Center and an oudine of how those funds would be used. The Woodburn Area Chamber of Commerce has acted as the Destination Marketing Organization (DMO) of the Woodburn Area for many years. In the past, we have provided a web site, relocation and visitor information, purchased advertising and marketed Woodburn and the area. Today, we have taken tourism and economic development to another level. We have opened a new visitor center in partner with public and private entities. Even before we conclude our first 30 days of operating this visitor center we have had over 2,000 visitors use the center. This is providing us with information on where visitor are coming from, what they are interested in and what they want to do. It also allows us to promote and market our area, downtown, public services and the attractions in and around Woodburn. All this allows us to create a strategic tourism plan for marketing and promotion of Woodburn and the area. Thereby making it a logical decision to dedicate Tar funds to the Visitor Center through which all our tourism efforts will flow, This creates a constant and consistent central point through which to work and gather information to make even better spending decisions. We have also worked hard to create the North Willamette Valley Tourism Alliance which leverages our limited funds with those of other communities and organizations to help market and promote the area to targeted markets. Please consider this proposal carefully. The WACC will need to add a part-time or full time staff person in the near future to coordinate the visitor center, volunteers and events. However, none of this expense was included in the proposed use of City funds at this time. We thank you for the City of Woodburn's continued support and cooperation in our joint efforts to build wealth in our community. Nic Harville Executive Director, Woodburn Area Chamber of Commerce (503) 982-8221 . Fax (503) 982-8410 · E-mail: we1come@Woodbumchamber.org 54 - m August 23, 2005 Mr. John Brown City Administrator City of Woodburn 270 Montgomery Woodburn, OR. 97071 Dear John: As a long-time partner in marketing and promoting the community with the City ofWoodbum the Woodburn Area Chamber of Commerce has grown Woodburn's tourism development to a point where it needs to dramatically enhance its coordination and strategic focus on primary markets to continue to serve the community and increase wealth within the community. The Chamber acts as the Destination Marketing Organization (DMO) for the community and with the new visitor center our role as DMO has gone to a new level. This correspondence outlines the complete scope of work we plan to implement, including objectives, procedures, identification of responsibilities and estimated costs. OBJECTIVE As DMO the Chamber has taken on operations of the first Travel Information Plaza being developed Oregon Travel Information Council. The visitor center is the only one of its type that is inside one of Oregon's leading tourist destination. As of today we are averaging 80 visitors per day and we have provided over 7500 pieces ofinfonnation in our first three weeks of operation, As DMO one of our objectives is to coordinate all the marketing and presentations and promotional efforts so they are focused on the identified primary and secondary markets. As DMO another objective is to leverage Chamber and room occupancy tax funds with those of other organizations and communities to further enhance our marketing and promotional efforts to extend our effectiveness, This leverages human and fmancial resources with others to accomplish more together than we can do alone. SCOPE OF SERVICES 1. Procedures a. Coordinate planning and implementation of a tourism development strategy. b. Recommend steps required to successfully create a brand identity for Woodburn. Establish specifications for the bridge from the present marketing pieces to new promotional and marketing pieces using the new brand image. c. Establish specifications for the coordination oflocal tourist/visitor related events. This provides a central coordinating point. 55 John Brown Page 2 8/29/2005 d. Establish a work process with the North Willamette Valley Tourism Alliance to promote the larger region surrounding Woodburn to market and promote the area for the benefit of Woodburn and the region. e. Establish tracking mechanisms for economic impact of tourism on the area. 2. Traininll and Trackinll a. Work with the City of Woodburn, Marion County and State of Oregon staff on educational implementation to help the community and region gain a general understanding of the impact of tourism. b. Train hospitality and service employees for quality customer service. c. Work with local and regional entities to do tracking of visitor interests and needs. d. Train all volunteer staff for the Visitor Center for quality customer service. 3. Visitor Center Ooeration a. Create marketing materials to promote the Visitor Center. b. Establish a central contact point for promoting local events to visitors. c. Provide information to visitors for resident relocation and business relocation. d. Provide representation for the community and region in state and federal tourism events and programs. e. Coordinate development objectives with the City of Woodburn. 4. Marketinll and Promotion a. Implement a brand identification process. b. Create new marketing materials for the community. c. Identify strategic placement for marketing materials in identified primary and secondary markets. d. Implement a process of promoting to group tour operators. e. Coordinate regional marketing and promotion to leverage local marketing and promotion to increase effectiveness. Chamber Page 2 8/29/2005 f. Work with the regional group, NWVT A, to create other marketing pieces that enhance the visitor experience in the area, i.e. biking, hiking, camping, and shopping. This work would generate other marketing pieces such as biking maps that identifY routes throughout the area. g. Identify and develop multiple marketing venues, print, voice media, and multimedia, to promote the community. h. Develop and create a media kit for film and video opportunities. 56 ..... m John Brown Page 3 8/29/2005 THE RESPONSmILITIES OF THE CITY OF WOODBURN This on-going project demands significant involvement by the Chamber of Commerce. Ultimate success is highly dependent on our mutual coordination and partnership efforts. To help achieve a smooth and successful implementation, it will be the City's responsibility to provide the following: 1. The City of Woodburn dedicates funds provided by Tourism & Economic Development funds to the Visitor Center operated by the Chamber. 2. The City of Woodburn permanently dedicates 219m or 22.222% of anticipated transient occupancy tax funding to the Visitor Center and Tourism Development operated by the Chamber. 3. These funds will be provided to the Chamber of Commerce in quarterly payments for Visitor Center and tourism development projects. Funds will be expended for the budgeted projects submitted by the Chamber and approved by the City prior to the budget year. 4. Funds will be based on the prior year's revenue. 5. Up to 25% of the total amount of funds budgeted can be requested by the Chamber in advance if the funds are available. 6. The City of Woodburn and Woodburn Area Chamber of Commerce work in partnership to achieve mutually shared community development goals. BUDGET FOR 2006 . This budget is for a portion of the costs for operating the travel information center. The other portion is funded through the Chamber. . Printing is to help with the cost of printing a new community profile. The member directory will be separate. . Operations are for telephone and other operating expenses. It also includes doing F AM tours with volunteers. . Marketing is for developing new promotional pieces. It also includes events and trade shows the will be identified related to the primary and secondary target markets. . Promotion using the new marketing pieces we will promote W oodbum and the area to independent travelers, group tours from the primary and secondary markets. We will also you these funds to promote local events through a variety of media outlets. We will leverage our promotion with others in a coop partnership whenever possible. . Other Services are for misc. expenses throughout the year. Equipment for the Visitor Center and other miscellaneous expenses. 57 - John Brown Page 4 8/29/2005 BENEFITS 1. By having a central point of contact, the Visitor Center, the City of Woodburn and the Chamber of Commerce have a more coordinated process for promoting and marketing community events, and the community, 2. Dedicating transient occupancy tax money at the presented percentage to this coordinated effort of tourism and economic development the City of Woodburn eliminates the cost of administering the annual grant process, 3. This would save staff time and operating expenses for the city while still accomplishing the objective of Ordinance #2290. CLOSING We appreciate the opportunity to serve as the DMO for Woodburn and the surrounding area. We feel this proposal is sound and a valid use of funds as set forth in Ordinance #2290. Tourism is economic development and it does build wealth in the community which helps build a stronger community for all of us. uI1v Nick ille Executive Director, Woodburn Area Chamber of Commerce. 58 ... m ~'.'.-u -- ' W~N ""'f""'. ",, ~ f;ttnJ1D . . October 5, 2005 TO: Mayor and City Council through City Administrator FROM: Scott D. Russell, Chief of pOllce~ SUBJECT: Uquor Ucense - Greater Privilege RECOMt,AENDATION: The Woodbum City Council recommend that the Oregon Liquor Control Commission approve a liquor license application for Billy 0 Dell & Pub granting greater privileges. BACKGROUND: Applicant: Billy 0 Dell, LLC 2267 Country Club Rd. Woodbum, OR 97071 Owners/Managers: Kim D. Parsons 23055 SW Saunders Dr. Sherwood, OR 97140 Lily C. Olinger 14086 SW Eagleview Ln. Tigard, OR 97224 License Type: Full on Premise Sales - Allows for the sale and service of distilled spirits, malt beverages and wine for consumption on the licensed premises. Agenda Item Review: City Administrat City Attorney Finance ' 59 Mayor and City Council October 5, 2005 Page 2 . . On September 23, 2005 the Woodburn Police Department received an application requesting approval for a full on premise license for Billy 0 Deli & Pub. During the last 12 months the Police Department has not responded to any incidents at the business. The restaurant will continue to operate 6 days per week, between the hours of 10:00 AM and 10:00 PM. The entertainment will be recorded music, lottery machines, and pool tables. The police department has received no communication from the public or surrounding businesses In support of or against the application. DISCUSSION: The police department has completed a limited background Investigation on the applicant business and found nothing of a questionable nature. An In- depth investigation was completed on the owners and no offenses that would preclude a license being issued or items of a questionable nature were located. The applicant states that they are seeking to offer distilled spirits on their menu to better seNe their customers. Under the criteria identified by the OLCC and adopted by the City Council I find no reason not to recommend that council recommend to OLCC approval of the application. FINANCIAL IMPACT: None 60 ..... 1"11' 'OREGON LIQUOR CONTROL COMMISSION 'LIQUOR LICENSE APPLICATI ~ 8." . . . . . PLEASE PRINT OR TYPE Apolication is being made for: LICENSE TYPES r"fi Full On-Premises Sales ($402.60/yr) V 0 Commercial Establishment CJ Caterer CJ Passenger Carrier CJ Other Public Location CJ Private Club CJ Limited On-Premises Sales ($202.60/yr) CJ Off-Premises Sales ($100/yr) a with Fuel Pumps CJ Brewery Public House ($252.50) [J Winery ($250/yr) o Other. AODlying as: CJ Individuals a Limited : 0 Corporation . I Partnershl~ ACTION FI~~C? o Change Ownership Q New Outlet" ~reater Privilege o Additional Privilege o Other I r"W' (name of city Of county) recommends that this license be: Granted CI Denied Q By: (signature) Name: (date) Title: o Limited Liability Company OlCC USE ONLY Application Rec'd by: ~~ Date:o'8 01-0r ~;~ 90-day authority: [J Yes CJ No 1. Appll~~ [See SECTI9N 1 of the Guide] CD ~~~')\~ @ ~J,.~O\\' l G) 2. Trodo Nl.me (db:~\ \\(t O~ i 'i- Wn . "). 3. Business Location: (num~r. street, rural route) 4. Business Mailing Addre3s: - .., St.u (PO box. number. street, rural route) 5. Business Numbers: ~~- ~~-CZA \ (phone) 6. Is the business at this lopation currently licensed by OlCC? ~s ONo 7. If yes 10 whom]" \~ Q ~i.L1:;, Type of Ucense:j....i l\'\dld. (') tJ - '\\U'I"l.[ se 8. Former Business Namt C...'h..:, iOc~rd. 0.0. (<- 9. Will you have a manaf~r? lJIY;s DNa Name: ~ ,~"'\ ~-~'~n'L~~~ )~ (manager must IiII out an individual history form) 10. What is the local gove~ing body where your business is located? 1.r\)(}C("\ hllA..t'..... , I ) . ~ , (name of city or county) 11. Contact person for this~pplication:~\h''' Y1\* C":tJ\~ 6C"r 1'50- ~ ...., :1.rJ':.L (>__. C ..--1. ~. (n~) I . (phone number(~. . . "J\TjJ ~..: =:>o-"...:;us. U'~ 'Shtn.cCC[I ~3-C\&}-Rl.'~ 6~A6L.,,~.ec~..\tT (address) ,. (fax number) (e-mail address) I understand that if my ;nswers are not true and complete, the OlCC may deny my license application. App ic~~).5ign.ature(4 and Date: 1 \ ",~(Fj\~O . Date~ @ Date X ~ ~ .y- Date 7-;J~-QS@ Date 1-800-452-0LCC (6522) www.olcc.state.or.us 61 - .~.~ W~N ,.,.".,.,.. ,." ~~lE . . October 5, 2005 TO: Mayor and City Council through City Administrator FROM: Scott D. Russell, Chief of pOllce~ SUBJECT: Liquor License - Change of Ownership RECOMMENDAnON: The Woodburn City Council recommend to the OlCC approval of a Change of Ownership application for Rumors Bar & Grill. BACKGROUND: Applicant: Blackbird Enterprises llC. DBA/Rumors Bar & Grill 327 N. Pacific Hwy. Woodburn, OR 97071 Owner: Blackbird Enterprises, llC. 7915 SW Vlahos Dr.# 420 Wilsonvllle, OR 97070 Richard K1uk 7915 SW Vlahos Dr. Wilsonville, OR 97070 License Type: Full On-Premise Sales - Allows for the sale of distilled spirits, malt beverages and wine for consumption on the licensed premises. On July 27, 2005 the Woodburn Police Department received an application requesting approval for a change of ownership for Rumors Bar & Grill. The above-mentioned individual has purchased the business and is applying for a license. Agenda Item Review: City Administrator _ City Attorney Finance 62 Mayor and City Council October 5, 2005 Page 2 . . During the last 12 months the Pollee Department handled 4 incidents at Rumors Bar & Grill. One was a DUll where the arrestee reported they he had been drinking at the establishment. There were no reported liquor law violations by the business. The pollee department has received no communication from the public or surrounding businesses In support of or against the change of ownership. DISCUSSIQtj: The pollee department has completed a limited background Investigation on the applicant business and found nothing of a questionable nature. An In- depth Investigation was completed on the owner and no offenses that would preclude a license being Issued or Items of a questionable nature were located. The applicant states that he will not be making any changes to the business operating practices or times. Under the criteria Identified by the OlCC and adopted by the City Council I find no reason not to recommend that council recommend to OlCC approval of the application. FINANCIAL IMPACT: None 63 ",. ...- OREGON LIQUOR CONTROL COMMISSION LIQUOR LICENSE APPLICAT 0 PLEASE PRINT OR TYPE Aoolication is being made for: LICENSE TYPES ACTIONS 'WFull On-Premises Sales ($402,60/yr) li(Change OWriersrnp .. . Cl Commercial Establishment Q New Outlet a Caterer Q Greater Privilege a Passenger Carrier Q Additional Privilege a Other Public Location Q Other a Private Club . a Limited On-Premises Sales ($202.Bl; e I! i V I! 0 a Off-Premises Sales ($100/yr) ~UOUOft OCImQ,.CQMIDI Q with Fuel Pumps a Brewery Public House ($252.60) SEP 1! 2005 a Winery ($250/yr) Q Other: SEP 16 3m ~.lbt,~ o 0 COUNTY USE ONLY The city council or county commlsslo'n: (name of city OC' county) recommends that this license be: Granted 0 Oenied 0 By: (signature) Name: (date) Title: Aoolving as: a Individuals 0 Limited Partnership ~M REGIONAL OFFICE OLCC~ Application Rec'd by: 'ClLL Date: 9/,,-PS- 90-day authority: a Yes . a No a Corporation ~Limited Liability Company 1. Ap~~t(S): [~?~ECTION ~of th,_Guidel _ / // <D~n{;E~/a:L~~~L~ ~ . ~ 2. Trade Name (dba): ~JnIJe) (&r ~ r I~/// 3. Business Location: ~ ~ /l tit 2);7 (number, street, rural route) (city) (county) (state) (ZIP c~) 4. Business Mailing Address: Z?..(~ ~.() f/L/J-b-f2-S 0- -tL.VdC) '/ 707/ ( 0 box. number. s eel, ru~1 roule) (city)....1 ~ (Sd // ~ Me)/:).., 5. Business Numbers: ~~-.bPd -K9c;-a- ~ ~ V c/, '7707~ (phone) (fax) location current! licensed by OLCC~S ONo 6. Is the business at t . 7. If yes to whomA 8. Former Business Name: Date 1110 J @) Date ~ 1-800-452-0LCC (6522) www.o/cc.state.or.us Date Date 64 - ~~~ ~ W9QDBURN ltt':v'I,,,,al(d 1"~S9 llF ~~ . . October 3, 2005 TO: Mayor and City Council through City Administrator FROM: Mary Tennant, City Recorder SUBJECT: Acceptance of Bancroft Bond Applications RECOMMENDATION: By motion, and under the authority of ORS 223.210, Council accept the Bancroft Bond applications submitted by property owners within the Boones Ferry Road Local Improvement District which were filed after the initial 10-day filing period. BACKGROUND: Under ORS 223.210 (Bancroft Bonding Act), affected property owners have 10 days after the date of the first publication of the final assessment ordinance to file a Bancroft Bonding application thereby allowing them to pay for their share of the assessment costs under an installment program over a 10-year period. Applications received after the initial filing period require Council acceptance in order to participate in the installment program. DISCUSSION: Bancroft bond applications were received from the following property owners of record: ( 1 ) Anna Ganovicheff 1163 Bunker Avenue (Tax Lot No. 051 W06CD07000) (2) Humberto & Wanda Palafox 1257 Constitution Ave (Tax Lot No. 051 W07BA07200) (3) Dean A. & Shelly L. Mallon 2590 Patriot St (Tax Lot No. 051 W07BA08900) (4) Olga Marina Contreras & Martin Cruz Salcido 1141 Vanderbeck Rd. (Tax Lot No. 051 W06CD03600) (5) Darryl!. & Emily M. Jensen 2537 Broadmore Place (Tax Lot No. 051 W07 AA06300) (6) Donald R. & Rhonda J. Judson . 2815 Hazelnut Dr. (Tax Lot #051 W06DC00800) Financ~ City Administrat~ City Attorney A7tJ Agenda Item Review: 65 '" Mayor and City Council October 3,2005 Page 2 . . (7) Theresa Joy 1323 Jacob St. (Tax Lot #051W07BD05000) (8) Tom C. Capps 1222 Mayanna Dr. (Tax Lot No. 051 W07BD07200) (9) Thomas & Elaine Yoder 2872 Championship Dr. (Tax Lot No. 051 W06CDO 1200) (10) Thomas J. & Shaylene M. Larsen 1209 Anna St (Tax Lot No. 051 W07BC 18400) (11 ) Santiago A, & Kelly L. Kent 2590 Broadmore Place (Tax Lot No. 051 W07 AA05600) (12) Rex S. & Keenin L. Young 2580 Concord Sf. (Tax Lot No. 051 W07BA07000) (13) Arina I. Hall 2808 Championship Dr. (Tax Lot No. 051 W06CD00500) (14) Tobin L. Saalfeld 2316 Boones Ferry Rd. (Tax Lot No. 051W07BD00100) (15) Allen L. & Lana G. Hubenthal 1223 Henrys Blvd (Tax Lot No. 051 W07BD03000) (16) Jose Guzman 1165 Vanderbeck Rd (Tax Lot No. 051 W06CD03400) (17) Gary R. & Katherine M. Mueller 737 Tukwila Dr. (Tax Lot No. 051 W07 AA081 00) (18) Anthony J. & Mariana R, Temple 1401 Constitution Ave (Tax Lot No. 051W07BA07700) (19) Richard J. & Victoria L. Bellum 2637 Hazelnut Dr (Tax Lot No, 051 W07 AB04300) (20) Richard L. Everson 2595 Graystone Dr. (Tax Lot No. 051 W07 AA05300) (21) Catherine Holland 1570 Arlington Ave (Tax Lot No. 051W07BA10700) Acceptance of these applications will allow the property owners to participate in the installment program established under the final assessment ordinance for this improvement project. FINANCIAL IMPACT: There is no financial impact on the City unless the property owner defaults on assessment payments. If that were to occur, the City could initiate foreclosure proceedings in order to recover the assessment balance plus interest and related costs. The final assessment ordinance provides for annual payments and the first payment will not be due until September 1, 2006. 66 m ~ WOQPBURN I " ( OJ , J' L' , a , ~ J, 8 S 9 ~ ~llG . . October 5, 2005 TO: Mayor and City Council through City Administrator FROM: Mary Tennant, City Recorder SUBJECT: Award of Contract for Employee Benefit Insurance Agent of Record RECOMMENDATION: It is recommended that the City Council award a contract for Employee Benefit Insurance Agent of Record to the firm of Willis of Oregon, Inc. and authorize the City Administrator to execute an agreement for an amount not-to-exceed $32,000. BACKGROUND: Request for Proposals were released in June 2005 for an Employee Benefit Insurance Agent of Record to assist the City in the design, evaluation, selection, and funding of employee benefits. Proposals were received from five (5) firms and were evaluated by City management staff and representatives of the AFSCME Union, Woodburn Police Association, and Non-Union employees. DISCUSSION: Health benefits are of primary concern to both the City and employees who have been paying an increasing share of the cost for health coverage. Identifying options for containing these costs is of benefit to both City employees and the public, Options include restructuring existing plans, moving to alternate plans, taking advantage of a greater variety of pre-tax programs designed to help offset employee medical costs, or a combination of some or all of these options. The RFP sought professional assistance in evaluating these options and for ongoing administration of health benefits. As part of this process, the Employee Benefit Agent will facilitate a Health Care Committee comprised of representatives from each employee group. The committee will evaluate options and work with their respective groups to design a health insurance package that will meet the needs of our employees. Agenda Item Review: City Administrat City Attorney Finane 67 ...... IT Mayor and City Council October 5,2005 Page 2 . . Proposals were evaluated on a number of factors including ability to perform the scope of service, and prior experience, cost considerations, and the results of reference checks. Based on its evaluation of the proposals submitted, interviews with proposing firms, and reference checks, and although their proposed fee is higher than other proposers, Willis of Oregon, Inc. was recommended by the review committee to serve as the City's Employee Benefits Agent of Record. As required under Public Contracting law, "Notice of Intent to Award" was mailed to all proposers on October 3, 2005. FINANCIAL IMP ACT: Willis of Oregon proposes a fee of $32,000 for one year's services. The fee would be payable on a monthly basis, and will be offset by commissions payable on the City's life and disability insurance coverage. Commissions are not paid on health insurance, as it is a directly written insurance plan. Commissions are estimated at $5,000 to $6,0000 which, when applied to Willis's fee would result in City costs of $26-27,000. Funding is available within the fund established for Health Insurance. The cost for this service is approximately 2.4% of total benefit insurance payments made annually, and will be distributed to all City funds that are charged for Health Insurance (those with staffing costs), 68 ~ IT ~ wo Q.D BURN J"(Orr~raltJ J889 . TO: FROM: SUBJECT: 11B ~~ . October 4, 2005 Honorable Mayor and City Council through City Administrator enior Engineering Technician through the Public Works ~S Parr Road and No Name street, Contract Award RECOMMENDATION: It is recommended the City Council award the construction contract to the lowest responsible bidder, Morse Bros., Inc. for street improvements on Parr Road and No Name Street in the amount of $306,078.20 BACKGROUND: The contract is in conjunction with Project 2004-078-09, Bid No. 2005-07, for the street improvements on Parr Road from approximately the east boundary of water treatment site to the west boundary of Centennial Park. Also, No Name Street has been included in this contract for cost effectiveness. Approximately 250 lineal feet of gravel street will be improved, from First Street to Second Street. Both projects are identified in the approved Capital Improvement Program (CIP) for improvement. Bids for Street Improvements were opened on September 29, 2005. Nine bids were received. The two lowest bidder's documents submitted were received without the statement that the "Bidder shall comply with the provisions of Chapter 279C,840" (BOll Prevailing Wages). The third lowest bidder removed the bid proposal from the bound contract documents and submitted only the loose bid proposal pages, appropriately signed. The entire bound contract document was not submitted, as the instructions require, Since bid responsiveness is measured in terms of substantial compliance, the described bid imperfections were deemed technical in nature by the City Engineer. and all bids were considered responsive. 1. 2. 3. 4. 5. 6. 7. Morse Bros. Inc. Parker Northwest Paving Civil Works NW Eagle Elsner D & 0 Paving North Santiam Paving Co. 2KG Agenda Item Review: City Administrat $306.078.20 $306,519.10 $331,122.50 $349,435.00 $358,071.50 $368,898.00 $385,000.00 Finance City Attorney 69 ...... l'I"/ Honorable Mayor and City Council October 4, 2005 Page 2 . . 8. 9. Kerr Contractors Roy L Houck $385,350.50 $398,429.75 $290,771.50 Engineers Estimate The recommended award is within 5% of the Engineers estimate. DISCUSSION: Parr Road is currently improved to county standards adjacent to the Water Treatment and Centennial Park site. Previous to this improvement a ten-foot wide combination sidewalk/bikepath was constructed on the side of Parr Road to provide for pedestrian traffic to park, this sidewalk will remain. The improvement will consist of removing the existing street surface, constructing a street surface thirty nine feet in width, providing curb, two travel lanes, one turn lane and storm drainage, A five-foot wide sidewalk on the south side in addition to the existing sidewalk/bikellane, no sidewalk is being proposed on the north side. No Name Street is currently an unimproved gravel surface from First to Second Street. This will be improved to twenty-two feet in width providing curbs, two travel lanes, storm drainage and a five-foot sidewalk on the south side. No sidewalk is proposed on the north side and the no on street parking will be provided. The contract award is in conformance with public contracting laws of the State of Oregon as outlined in ORS Chapter 279C and the laws, regulations of the City of Woodburn, therefore staff is recommending the contract be awarded. FINANCIAL IMPACT: The total project cost of $306,078.20 will be funded utilizing approved budgeted funds. A. Parr Road cost of $242,659.50 will be funded using both by the Water Construction Fund ($137,659) and Parks SDC Fund ($105,000: this will be initially borrowed form Traffic Impact Fee Fund). B. No Name Street cost of $63,418.70 will be funded using the State Revenue Sharing ($18,000), Street/Storm CIP ($27,000) and General Fund ($18,500). 70 IT ~ WOODBURN INlorparaltJ f88~ 111 ~~ . . October 5,2005 TO: Honorable Mayor and City Council through City Administrator FROM: David Tar4,istant City Engineer, thraugh Director of~ Works ~ SUBJECT: Energy Savings Performance Contract at the Wastewater Treatment Plant RECOMMENDATION: Authorize the City Administrator to execute an agreement with BacGen Technologies to provide energy efficient upgrades and process optimization at the Wastewater Treatment Plant. BACKGROUND: BacGen is a private entity which contracts with the Energy Trust of Oregon to perform process audits of wastewater and water facilities to identify energy conservation projects. The Energy Trust of Oregon (ETa) is a non-profit organization that has received authorization from the Oregon Public Utilities Commission to administer an energy efficiency program, The program is funded by a 3% public purpose charge from PGE and Pacific Power customers. BacGen performed an audit of the Wastewater Treatment Plant, and identified an energy conservation opportunity, Through modifications to equipment and software associated with operation of aeration blowers, energy savings of about $38,000 are anticipated to result during the initial year of the improvement. With reasonable assumptions concerning future energy costs, BacGen estimates the project will provide $1.4 million in savings over the next twenty years. The facilities audit, project engineering, and project execution will be funded by the ETO. Agenda Item Review: City Administrato City Attorney 71 '" Honorable Mayor and City Council October 5,2005 Page 2 . . DISCUSSION: Through the agreement with BacGen, the City has an opportunity to gain substantial savings in energy costs. The City's contribution will be limited to furnishing wastewater facilities staff to assist the contractor with certain tasks during project implementation. Public contracting requirements do not apply in this instance because this is an "energy savings performance contract" as defined by state law. Since time is of the essence because of limitations on trust funding and the agreement is not yet in final form, it is requested that the City Administrator be delegated City authority to review and sign the document once its terms are finalized. Project completion is expected to occur within four months after execution of the agreement, and after any necessary permits or approvals are obtained from the Oregon Department of Environmental Quality. fiNANCIAL IMPACT: The contract will be performed at no direct cost to the City. 72 ...,. rn ...~ ~." .~.. ~ ~ WOQ.DBURN llJ ~~ lnco'/'crareJ '889 . . October 10,2005 TO: Honorable Mayor and City Council through City Administrator FROM: John C. Brown, City Administrator SUBJECT: League of Oregon Cities Conference and Business Meeting RECOMMENDATION: It is recommended the City Council determine interest in attendance at the League of Oregon Cities Annual Conference and select, as appropriate, voting delegates to represent Woodburn at the annual business meeting. BACKGROUND: As a member of the League of Oregon Cities, Woodburn has voting rights at the annual business meeting, which is held during the League's annual conference. Business meeting items include League policies, activities, organization, and operations, and positions regarding pending or proposed legislation. DISCUSSION: The Annual Conference will be held in Portland from November 10-12, 2005. The business meeting is on the 12th. The League has asked each city to appoint a voting delegate, and an alternate for the business meeting. Those individuals should plan to attend the conference on Saturday. This item has been scheduled on your October 10th agenda to allow the Mayor and Council an opportunity to discuss attendance at the annual conference and to select, as appropriate, a voting delegate and alternate for the business meeting, FINANCIAL IMPACT: The financial impact will be based upon the total number of Councilors attending the conference, a.nd associated costs for travel, lodging, and meals. There is money available in the City Council budget for this activity. Agenda Item Review: City Administrator City Attorney Finane 73 REC.O SEP 2 6 Z005 WOODBURN CITY ADMINISTRATOR'S OFRCE September 26, 2005 League of Oregon Cities Local Government CenTer 1201 Court St. NE, Suite 200 Salem, Oregon 973OHI94 P.O. Box 928 Salem, Oregon 97J08.0028 (503) 58S6550 or 1-80045Ul338 Fax: (S03) 399-4863 E-mail: loc@orcities.org Web: www.ordda.OII TO: City Managers, Administrators and Recorders FROM: JoAnn Ghelfi, Conference Manager OFFICERS PRESIDENT Helen BeI1 Mtl:JOI'. Comdlis VICE-PRESIDENT Mark Seltmann Ma,or. Aduma TREASURER Jim Fairchild Ma,or, Dallas PAST PRESIDENT Phillip Houk, Mtl:JOI'. Pendleton Enclosed are the votine de1etate and equioment exchanee forms for the League's annual conference. These forms should be completed and returned to the League office by Friday. October 21, The equipment exchange provides you the opportunity to advertise for sale any surplus equipment, autos, etc. you may have, as well as to make known your interest in purchasing a specific item, Responses received will be displayed on a bulletin board near the League's registration desk during the conference. DIRECTORS Bob Austin Mtl:JOI'. Estaaula Chuclc Becker Mtl:JOI'. Gresham Jim Bennett City Manager, NewbeTg Leroy Blodgett City Manager, Brookings Tom Hughes Mtl:JOI', Hilliboro Shidey Kalkhoven Mtl:JOI'. Nehalem Rex Mather City Manager. Boardman Gary Pape Councilor, Eugene Jim Randall Councilor. Salem Erik Sten Commissioner. Portfand Bob Strosser Councilor. Medford Alan Unger M4101. RedlTWnd EXECUTIVE DIRECTOR Ken L Strobec\, The voting delegate form tells us who will be voting on behalf of your city during the Annual Business Meeting on Saturday, November 12. Please note that delegates may not vote without a voting card, and voting cards will be issued only to the person listed on the voting delegate form. Voting by proxy will not be permitted. The voting cards will be available the afternoon of the 1211\ just prior to the business meeting, Thank you. JG/kah Enclosures Serving Oregon Communities for 80 Years League of Oregon Cities 8(111 ANNUAL CONFERENCE and BUSINESS MEETING November 10-12 2005 - Hilton Eugene & Conference Center Designation of Voting Delegate at Annual Business Meeting The annual business meeting will be held Saturday, November 12, at 3:30 p.m. Each city is entitled to cast one vote at the business meeting; however, all city officials are encouraged to attend the meeting. Use this form to indicate those persons who will represent your city as a voting delegate and alternate delegate. The voting delegate or alternate should pick up a voting card at the Conference Registration Desk on Saturday afternoon prior to entering the business meeting. NOTE: Dele~ates may not vote without a votim~ card. and votin~ cards will be issued only to a person indicated on this form. V otin~ by proxy will not be t>ermitted, FOR THE CITY OF VOTING DELEGATE Name Title ALTERNATE Name Title Submitted by (Signature) Return by October 21 to: League of Oregon Cities P.O. Box 928 Salem, OR 97308 Name Title Telephone Number M: lLOC\LOCCONF'200SlEquip Exchanlelequipxch delq Itr lim. wpd 75 m ~ '-J ~' .;\ ...." .....:~ .",.:.~nlM WOODBURN 13A A~'~ In(Oryordltd 1889 . . October 10,2005 TO: Honorable Mayor and City Council through City Administrator FROM: Naomi Zwerdling, Interim Director of Community Development Nz.... SUBJECT: Community Development Director's Approval of Design Review 05- 08 RECOMMENDATION: No action is recommended. This item is placed before the City Council for information purposes in compliance with the Woodburn Development Ordinance. The City Council may call up this item for review if it desires. BACKGROUND: On October 3, 2005, the Interim Community Development Director approved the applicant's administrative design review request to construct a 960 square foot accessory building north of the Senior Estates Golf and Country Club. The subject site is located at 1776 Country Club Road. The property is identified on Marion County Tax Assessor's Maps as Township 5 South, Range 2 West, Section 12A, Tax Lot # 1 00. The subject property is zoned Public/Semi-Public (P /SP) and designated Open Space and Parks on the Woodburn Comprehensive Plan Map, Existing uses on the property consist of an 18-hole golf course, an existing country club and parking, and two existing accessory buildings. Adjacent properties to the south, east. and west of the subject property where the proposed accessory building is to be constructed are zoned Retirement Community Single Family (R1S) and designated residential less than 12 units per acre on the Woodburn Comprehensive Plan Map. Properties to the north are zoned Retirement Community Single Family (R1S) and Public/Semi-Public (P/SP) and designated residential less than 12 units per acre and Open Space and Parks on the Woodburn Comprehensive Plan Map. No wetlands are located on the subject site and it is located outside of the 500-year floodplain. The property owner is Senior Estates Golf and Country Club. The applicant is Dan Schrader. Agenda Item Review: City Administr City Attorney Finane 76 ..... rn Mayor and City Council October 10,2005 Page 2 . . DISCUSSION: None. FINANCIAL IMPACT: There is no financial impact associated with the recommended action. 77 IT' Kennedy/Jenks Consultants TECHNICAL MEMORANDUM City of Woodburn - Presentation of Hardness Data Prepared for: Prepared by: Randy Rohman. Frank Tiwari Milt Larsen and Travis Tormanen Date: KlJ No. 6 October 2005 016154.15 Background The City of Woodburn is nearing completion of the Water Treatment and storage Project which has resulted in a water supply and treatment system that improves water quality through the reduction in radon, arsenic, iron, and manganese levels in the water. However, questions have been raised about hardness in the water. This memorandum addresses: what levels of hardness are considered to present in Msoft water" as compared to Mhard water" and how much hardness is in the City's water supply. Definition of Soft Water vs. Hard Water The following hardness categories from McCarty & Sawyer's MChemistry for Sanitary Engineers" are provided for your information. . Soft water, 0-75 mg/I . Moderately Hard Water, 75 - 150 mg/I . Hard Water, 150 - 300 . Very Hard Water, >300 mgll City of Woodbum - Water Supply Hardness Hardness data is available from a number of sources. In each case, hardness units are presented as "mgll as calcium carbonate" which is an industry standard unit of measurement for hardness. Data: · Well 11 - 98 mgll hardness - sampled 12/28/01 . Well 12 - 95 mg/I hardness - sampled 1/28/03 . Well 13 - 94 mg/I hardness - sampled 3/20/03 . Test Well 14 - 82 mgll hardness - sampled 9/1104 . Water Master Plan (Previously Existing Wells) oRange 67 to 104 mgll hardness o Mean 88 mgll o Median 87 mgll Based on this data, the City of Woodburn's water supply falls partially in the range of a "soft water" and partially in the range of a "moderately hard" water and is typical of groundwater supplies in the Pacific Northwest. ,,- ...,...- I (11\ lAfl, October 10, 2005 TO: FROM: SUBJECT: Mayor and Ea*or John C. Brow Marion County Strate2ic Plan Commissioner Milne requested time on Monday night's agenda to talk with you about Marion County's strategic planning process. Attached is the list of questions on which she will be soliciting your opinions. By copy of this memo to you, each department head has also been provided with the County's questions, and will be asked to develop some recommendations for your consideration. Unless you have strong feelings about particular issues you want to share with the Commissioner on Monday, I suggest you determine when a formal response is needed, and offer to respond within their deadline. That will allow us the opportunity to review departmental input, determine your priorities, and develop thorough responses to these questions. If time permits, I'd suggest bringing this item back for action at your first meeting in November. As always, call me if you have any questions or comments. Thanks. JCB .,." ( ( \ Discussion Questions 1. What do you think are the four or five issues affecting the people and communiti~s of Marion County now and going forward over the next three to five years? (Drug abuse, crime rates, land use, economic development, transportation, growth, emergency preparedness, etc.) 2. Which of these issues do you believe county government can help with and in what ways? 3. If Marion County were to direct resources and efforts toward just two or three of these issues which ones do you see as the highest priority? 4. Do you have additional ideas or suggestions you'd like to offer? "' ...,... Of those who replied to the survey in each category; given in percentages These surveys were taken over a 10 day period. Scale of Importance Question i Not very · No Some- lExtremely Not at all ()pi....iol1 i what ".L ",.._-, 1 2 5 Was the visitor information center difficult to find? (72,9%) (4.5%) i 3 4 (4,5%)! (18.1%) I 1:. Are you enjoying your experience in Woodburn? 1 2 3 4 5 (5%) (35%) (60%) 'r.L.... ".".~..._.._._'...._~~..- .1 Are you interested in other things to do and see in the 1 2 3 4 5 area? (5%) __.L (16%) , (26%) (53%) n_...__r..._....._.,~...'_..~.n__._' _ - .. . . '_.--,--_._-_.'~-- - , If so, please identify them. Mark the boxes) that best fits Camping Biking Shopping; Culinary Local Tours what else you would like to do while in the area. (26%) (30/0) (34% ) (17%) (20%) As our guest, how helpful did you find this information 1 2 3 4 5 center here for your use? (4%) (9%) (14%) ~. (73%) Are you interested in locally grown vegetables, fruit and 1 2 3 4 5 berries? (5%) (5%) (20%) (350/0) (35%) Would you be interested in golf packages or winery tours 1 2 3 4 5 if they were available? (16%) (18%) (11%) (18% ) _1- (37%) Would a local events listing be helpful? 1 2 3 4 5 (5% ) (5%) (47%) t (43%) How important is no sales tax in Oregon? 1 2 3 4 5 L (5% ) (16%) (21%) i (58%) .' _._._.__..."....,,~ ,m_"'" How interested are you in local history and culture? 1 2 3 4 5 (5%) (10%) (5% ) (30%) (50%) Would you enjoy a lodging package with shopping & golf 1 2 3 4 5 at a local lodging or B&B property? (20%) (32%) (11%) (5%) \-" (32%) 1 2 3 4 ! 5 Would you be interested in biking or hiking trails? (32%) (11%) (11%) (14%) (32%) When visiting, what is your average daily expenditure for shopping, food, and lodging? (US $) _139.00_ As our guest what suggestions could you make to help us improve the visitor center? 1. A lounge to read information and breast feed children, 2. Very impressed. 3. Ideal location. 4. Second time in, passing by stopped to get specific information. 5. Visitor Center volunteers very friendly and helpful. What brought you to Woodburn? Two most common answerers were "a friend" and "stores". What will bring you back to our area? 1. Golf 2.Shopping 3. Sightseeing and 4. Stores The average age of those responding was 50. Of those surveyed 63.60/0 are female; while 36.40/0 were male. Exactly 50% of those surveyed so far were from within the US but outside* Oregon. Oregonians make up 27.2% while Canadian visitors make up 18,10/0 of those surveyed. Foreign travelers are 4.7 0/0 of those surveyed so far. *Two of these were from Hawaii. IT .... .. WOODBURN PUBLIC WORKS , "W99D~V~N Incorporated 1889 Before it was improved, Woodburn's potable water system was a network of wells, elevated reservoirs, and distribution pipelines that grew with the community. No water treatment was provided. Now we have expanded and enhanced our system to provide top-quality water - today and in the future. Completed water system improvements: . Three new water treatment plants. Located at Parr Road, Country Club Road, and National Way. each plant can handle 2.7 million gallons (MG) per day. . Three new water wells and booster pump stations, one at each plant. These wells together provide about 3.000 gallons per minute (gpm) of water for treatment. . Effective water treatment. Permanganate oxidation and pressure filtration lower the concentrations of iron, manganese. sulfide, and arsenic in our groundwater. Also, to meet proposed federal regulations, each reservoir includes a system to reduce radon gas. . An efficient new Control Center. Now, the City's water division staff can monitor the entire water system from one location, with automated operations and reliable communication through radio telemetry. . Ample storage of the treated water in three new reservoirs. The new Parr Road reservoir holds 2.7 MG. the Country Club Road reservoir 0.3 MG, and the National Way reservoir 1.7 MG. . Nearly 10,000 feet of new water transmission pipelines. New pipelines were necessary to carry the untreated water from wells to the treatment plants. . Standby power. All three treatment plants have emergency generators to operate the plant during a power failure. In addition, the Control Center is equipped with standby power. Portable generators can provide backup power to wells as needed. Antes de ser mejorado, el sistema de agua potable de Woodburn era un sistema interconectado de pozos, tanques de reserva elevados y Iineas de distribuci6n. Mismos que crecieron junto con nuestra comunidad. No se realizaba tratamiento alguno al agua. Ahora, hemos expandido y enriquecido nuestro sistema para proveer agua de gran calidad - ahora y en el futuro. Mejoramientos al Sistema de agua concluidos: . Tres plantas nuevas de tratamiento de agua. Ubicadas en Parr Rd, Country Club Road y Nacional Way, cada planta tiene capacidad para 2.7 millones de galones por dia. . Tres pozos de agua nuevos y estaciones con bombas de alto poder en cada planta. Estos pozos en conjunto proveen cerca de 3,000 galones por minuto (gpm) de agua para su purificacion. . Sistema efectivo de purificacion. Oxidacion del permanganato y la filtracion a presion disminuyen la concentracion de hierro, manganeso, sulfato y arsenico en nuestra agua proveniente del subsuelo. Tambien a efecto de reunir las regulaciones federales, cada tanque de reserva incluye un sistema para reducir el gas radon. . Un nuevo centro de control eficiente. Ahora, la Division del Agua de la Ciudad puede monitorear el sistema total del agua desde un solo lugar. a traves de funciones automaticas y comunicacion confiable a traves de la telemetria. . Suficiente reserva de agua potable con tres nuevos tanques. EI tanque nuevo en Parr Road puede almacenar 2.7MG, el tanque en Country Road 0.3MG, y el tanque en National Way 1.7MG. . Casi 10,000 pies de tuberias de transmision nueva. La nueva tuberia fue necesaria para transportar el agua no tratada de los pozos a las plantas de tratamiento. . Energia de emergencia 0 reserva. Las tres plantas de tratamiento tienen generadores estacionarios de energia electrica que pueden mantener el funcionamiento de la planta durante una interrupcion de energia. Ademas, el Centro de Control esta equipado con energia de espera. Los generadores portables pueden subministrar energia electrica a los pozos cuando la necesiten. eer ndo con la anda a todas horas, necesitabamos recursos adicionales de agua para beber y mas espacios de reserva. Un modesto tanque elevado de reserva con capacidad para 0.75 MG existfa en la comunidad, el cual se mantiene en buenas condiciones y que se localiza en el centro de la ciudad. AI igual que un viejo tanque de reserva con capacidad para 0.060 MG, construido en 1912. el cual se ha deteriorado y ya no se necesita mas. EI sistema actual de bombeo contaba con un sistema de control anticuado. Algunos de los pozos eran poco profundos y poco productivos, los que se dejaron fuera de uso. La ciudad continua obteniendo agua del grande y productivo acuffero Troutdale. ltidao no ial.Pero ue causa que os articulos del ho lis de decolorar ad tambien empez6 a preocuparse por el olor mal sabor que se creaba por el sulfuro en el agua. sido propuestos cambios a los estc!mdares federales rsenico y rad6n. Nuestra ciudad necesitaba estar sponder alas preferencias del publico, regulaciones or lIegar y la presi6n del crecimiento de la poblaci6n. Por 10 tanto, nuestro gobierno creo un comite consultivo compuesto por nuestros residentes y autoriz6 un proyecto de mejora con un valor de $19.3 millones de d6tares. 1f~~~e4~~.... Agua para satisfacer las demandas del futuro. Para satisfacer la demanda inmediata de pequei'ias familias. asi como de edificios muttifamiliares, usuarios industriales y comerciales. Necesitabamos adicionalmente de 2.000 gpm de agua, capacidad para tratamiento de agua de 8.1 millones degalones por dia (MGD) de agua de los pozos existentes y tambien de los nuevos. ademas de 4.7 MG de reserva adicional. Oemanda asegurada para todas las areas de nuestra comunidad. Las tres plantas de tratamiento y sus reservas permiten cubrir las necesidades de residentes. areas industriales, escuelas y parques. Mantenimiento de expertos, monitoreo y mejoras. La ciudad de Woodburn cuenta con personal capacitado para monitorear todos los aspectos para confirmar que el proceso asegure agua de gran calidad para nuestra comunidad. La cantidad de agua necesaria y su tratamiento se Ira incrementando de acuerdo al grado de crecimiento de nuestra comunidad. Los nuevos filtros de presi6n verticales nos dan la oportunidad de expandir el sistema de tratamiento del agua de manera adecuada para satisfacer las necesidades de nuestra comunidad. Ayudenos a mantener un costo efectivo. an ares del agua p . EI suministro es abundante, sea las horas de mayor demanda, para apagar incendios 0 para reserva en casos de emergencia, . La expansi6n planeada del sistema permite el suministro de agua en la ciudad hada una poblaci6n estimada de 40,000 con variaciones temporales. del Departamento del Agua W90DBV~N Incorporated 1889 Printed in October 2005 for the Public Works Open House