INDEPENDENCE CITY COUNCIL 555 South Main Street

Tuesday, May 27, 2014 7:30 a.m.

A G E N D A REGULAR MEETING

I. CALL TO ORDER II. ROLL CALL III. VISITORS/PUBLIC COMMENTS IV. REPORTS

A. MAYOR 1. Commission appointments .......................................................... 1-3

B. COUNCIL LIAISONS 1. Parks & Recreation (Hoffman) 2. Historic Preservation (Councilor Takacs) 3. Tourism/Event Commission (Councilor Morton)

C. CITY MANAGER & STAFF 1. City Manager David Clyne 2. Police Chief Robert Mason: Clean Up Day Report ........................... 5-6 3. MINET General Manager Don Patten

V. UNFINISHED BUSINESS A. All America City Preview (Staff: Irvine/Clyne) VI. NEW BUSINESS

A.

VII. GENERAL INFORMATION A. Subcommittees/Staff Meetings/Departmental

1. Management Team Meeting Notes i. April 30, 2014 ................................................................. 7-8 ii. May 7, 2014 ................................................................. 9-10

B. Miscellaneous Correspondence .......................................................... 11-12 C. Pending Agenda Calendar ...................................................................... 13

VIII. COUNCIL ANNOUNCEMENTS IX. ADJOURN

555 South Main Street / Post Office Box 7/ Independence, OR 97351 Phone: 503.838.1212 / Fax: 503.606.3282 / email: kjohnson@ci.independence.or.us

CITY OF INDEPENDENCE MEMORANDUM

TO: City Council FROM: Mayor John McArdle MEETING DATE: May 27, 2014 SUBJECT: Board/Commission Appointments [ ] Informational Only [X] Action Requested The following committee appointments are submitted for council consideration and approval; all applicants have staff recommendation for appointment/reappointment. TOURISM AND EVENT COMMISSION: Position #1 IDA Representative Sue Barker Position #2 M-I Chamber Representative Kathy Martin-Willis Position #3 Western Days Representative Janice Thompson Position #4 Hop & Heritage Festival Representative Natascha Cronin Position #6 At Large: Elks Club Cynthia Jaramillo Position #7 At Large: Ash Creek Arts Council Margaret Donsbach Tomlinson (Council Liaison: Marilyn Morton. Staff Liaison: Shawn Irvine) Currently, there are 2 filled positions: #5, Mexican Fiesta Representative, Lucy Villastrigo, and #8, At Large, Patty Nevue. There is still one vacant At Large position; a candidate will be brought to a future Council meeting for consideration. HISTORIC PRESERVATION COMMISSION: Position #4 Amy Albrich filling vacancy Position expires: 12-31-14 (Council Liaison: Tom Takacs. Staff Liaison: Shawn Irvine)

Memo prepared by: Karin Johnson, City Recorder

Page 1

Page 2

Page 3

This page left intentionally blank

Page 4

CITY OF INDEPENDENCE MEMORANDUM

TO: Honorable Mayor and City Council FROM: David Clyne, City Manager DATE: May 21, 2014 SUBJECT: Independence / Monmouth Clean-Up and Beautification Day [X] Informational Only [ ] Action Requested Statement of Issue: End of day results for the 2014 Independence / Monmouth Community Beautification Day. Background: For many years, Independence has hosted a Community Beautification Day with the assistance from the City of Monmouth. Traditionally the event has been on the 3rd Saturday in May, in conjunction with SOLV’s (Stop Oregon Litter and Vandalism) Project Oregon Clean-up. This year, our event was moved to be a week earlier, and it took place on May 10th. During the event, community members were encouraged to volunteer for various clean-up projects as well as cleaning and beautifying their own properties. Analysis: The 2014 Independence / Monmouth Clean-Up and Beautification Day held May 10th was a success. The number of clean-up participants dropping off material declined slightly over last year, with a total of 130 residents bringing debris. The reduction could be a combination of the date being omitted from some of the advertising, and the date being moved from the traditional 3rd Saturday of May to May 10th, which conflicted with Mother’s Day weekend. The date move was done to accommodate a request for the Riverview park venue in order to host Relay for Life. Of the 130 drop-offs, 86 were Independence residents, 44 were Monmouth residents, and 3 were from greater Polk County. These people deposited a total of 13 tons of yard debris, 3 tons of metal and 18 tons of garbage. The garbage and metal were down slightly from last year, and yard debris was up slightly. 185 tires were collected and taken by Les Schwab tire for proper disposal. This year, the event saw a reduction in volunteerism, despite a heavy advertising campaign. Assisting participants included (5) community members, (9) employees from Brandt’s Sanitary Service and (1) employee from Les Schwab Tires. We had (15) Volunteers from the Independence Police Department, as well as paid staff from the City of Independence that included (3) Public Works and (2) Police Department employees. Our event was enhanced this year with the addition of a shred service provided by Umpqua Bank. The shred truck collected 3600 pounds of confidential papers that were destroyed on site. We would like to offer a special thanks to Umpqua bank for making this last minute request a possibility. Several local businesses participated by donating food for the workers. These included: Roth’s, Yeasty Beasty, Figaro’s, and Rick’s Place.

Page 5

Fiscal Impact: This is a non-profit, self-supporting event funded by participation fees, metal recycling and donations by business and community members. Paid staff employed that day included three public works and two police department employees. Recommendations: Submitted for information and review. Memo prepared by: Chief Robert Mason, Independence Police Department

Page 6

Page 1 of 2/Management Team Notes/April 30, 2014

Management Team Meeting Wednesday, April 30, 2014

Present: Mike, Shawn, Bob, Karin, Gloria, David Mike:

• QRT – Valley Concrete site. Draft concept plan passed around. • Working with COG & IFA for materials to finish RFP phase of Recycled Water plan. • Met with Master Gardeners yesterday; they have a plan for a (large) building at Mtn. Fir – it would have

classrooms, tool storage, covered outdoor area. • Have lots of info for LID for C Street; will meet with Bodie. Meet with other property owners? • Zone Change/Comp Plan Amendment application to Planning Commission on May 12th. • Done with Leedy project, except signing the minor partition – waiting for surveyor. Amended easement

signed. • Working with Matt Lind; Mecanico grand re-opening is tomorrow. Discussion of awning. • Riverplace: revised engineered plans were to have been in yesterday. Building plans are in, with the

exception of the clubhouse. • Started looking at Parks MP proposal, reducing the scope. Karin to work w/Carrie re: award language for city

council. • Ken is working on PW issues this a.m.

Shawn:

• Was at Governor’s tourism conference the last few days. Got some really good contacts. • Working on hotel survey, gravel site. • Doing lots of work for All-America City award. • Putting together Test Drive Independence materials for Pendleton conference. • Went to RDI conference in Bend on Saturday; Wealth Works. (Value chain analysis). It looks at all the links in

an entire chain, impacts. There will be grants to implement in Oregon in 5 areas (technical assistance). At the end of the process, there will be 1 or 2 awards to work the value chains. Interesting idea/concept.

Bob:

• Municipal Court scheduling difficulty discussed. • ICS 300 training will be here on July 15-17th. Asked to use event center. Karin will send out info/invites. • Did a pedestrian mission yesterday – issued 2 warnings, 8 citations. Only one complaint so far. • Met w/Ken re: 16th Street cleanup for Clean Up Day, May 10th. • Curb permit to state? Sidewalk on 7th Street? David – PD perhaps have a reminder campaign re: not parking across sidewalks. Also add to next newsletter. Election signs in ROW discussion.

Karin:

• Working on getting budget committee meeting ready for tonight. • Will call Sheridan today re: adopt a road program. • Leedy easements, surplus, vacations all done – just need to send revised easement to County. • Ordinance/resolutions to her asap for next council meeting.

Ellie:

• Festival Informativo work. Banner is up downtown. o Went with CHS, WOU students last week re: outreach. The buzz is out there. o PSAs went out. (On YouTube, MINET page and city’s page) o Spent ½ day last week editing videos. o Trying to put together a resource manual for the event. o Coordinating volunteers.

Page 7

Page 2 of 2/Management Team Notes/April 30, 2014

o WOU Multi Cultural Club came for a meeting here; the want to come to Festival. o Will be putting a ‘jobs’ table (bulletin board, pamphlets, etc) at the event.

• Went to AAUW conference. • Doing stuff for the comic books.

Gloria:

• Have budget committee meeting tonight! • Payday today! • Jason will be installing Caselle on the computers; he won’t be able to install it on the library computer. Hope

to start training mid-May. • Discussion of servicing on vans. Admin van had difficulty getting started. Bob – email John for vehicle

maintenance needs. • July 1st, HALO will no longer be with us. Discussion of van – donate it back to them, since they bought it

originally? Consensus Gloria to work with Jenny to see about transfer. David:

• Independence Station payoff date is supposed to be today; otherwise, it is still on track for May 23rd foreclosure. There is continuing interest on the property.

• Commissioner candidates meetings have been scheduled; we have a list of items to discuss. If you can’t make the meetings, provide him a list.

• Meeting Monday re: AAC – meet in van on way to Cottage Grove. Book 10 flights, no red eye. Karin will consult w/Marilyn re: delegates.

• Should be getting redline version of Verizon lease today. • Astound Broadband franchise; will get reimbursement for attorney review. • Budget meeting tonight! • Will get trained on marijuana tomorrow. Hearing experiences from other states, communities. • Had discussion with TEC yesterday. Karin to set up noticing with Marilyn. May need to modify ordinance. • He & Shawn attended airpark meeting last Thursday evening. • MINET Board retreat will be on Friday/Saturday, 15/16. • YMCA discussion.

Page 8

Page 1 of 2/Management Team Notes/ 05-07-14

Management Team Meeting Wednesday, May 7, 2014

Present: Robin, Ken, Ellie, Gloria, Karin, Bob, David Robin:

• After 2 weeks of software evaluation, they selected a package for the regional library system. It is much more robust than the current software.

• Rotary is working on a grant that would provide some ‘dog toy’ types of things at the dog park. • Peggy is working on getting photos blown up for the AAC event. • It was a very busy month @ the library. • Summer Reading will kick off June 6th. • Currently doing Art for Kids series. • Will have First Annual Officer Indy Day on May 20th. Lots of fun things planned. • Asked for estimate to re-stripe library parking lot.

Ken:

• Worked on service line replacements last week & this. Replaced 14 this week. Focused on Picture Street area, which is scheduled for overlays later.

• Doing mowing, etc. • Have short crew this week –

o Aaron out with new baby o Nick & Max are doing certification training. o Chad & Cliff in Portland training on sweeper maintenance.

• Met re: special events yesterday. • Adopt A Road – he & Karin are getting kicked off. Will have proposal for David. • Clean Up Day is this weekend – they are ready to go. • Universal Seed is working on ROW frontage. • A few dig outs going on at 8th Street. • Working on contract with Marion County to do our striping.

Ellie:

• Festival Informativo was on Saturday: o Created an information booklet – a resource manual – where to go for various needs. (In

Spanish). Mid Valley Printing paid for it. She will update it, create in English as well, and further distribute.

o Finished a video with info re: service providers. Will put it on the city’s website, Facebook. o Decorated on Friday with WOU/CHS students – looks like good mentoring was happening

between the two groups. o Ordered food for 100; the Mayor counted 220 attending. Caterer probably brought more food

than requested, as everyone got something. o Shawn gave a nice speech, all in Spanish, which was well received. o Getting post-event survey results. o Working on list of volunteers for Good Neighbor Awards o Please send her any pictures taken at the event.

• Distributed comic book to various stores. • Putting together a round table meeting with service providers – maximize resources, etc. • FHDC expressed interest in working on a health fair at Colonia Amistad. • Working on items for Shawn while he’s out. • This position will continue as permanent paid internship – it has been very successful.

Gloria:

• Audit work is scheduled; preliminarily set for June 9-12; regular field work Oct 13-17th. This will put the audit in time for presentation at a December council meeting.

• Will be out the 16th-22nd; will be at GFOA conference in Minneapolis.

Page 9

Page 2 of 2/Management Team Notes/ 05-07-14

• Out at a meeting this afternoon. • Working on budget notices. • Working on updating budget work sheets with approved budget. • Reminder – anything spent on purchase or p-card now and before June 30th, will go in this current

fiscal year. Working on supplemental budget, so everyone needs to be careful and stay within projections.

Karin:

• Got out Planning Commission packets yesterday. • City Council agenda items due NLT 10:00 a.m. tomorrow. • Working on AAC stuff. • Should have received email re: ICS 300 training, if you need it. The matrix attached shows what

courses you need to take prior to taking the 300. The other courses can all be taken online. • Working on Adopt A Road information. • Have a phone meeting at 10:00 w/Hood River city recorder to get additional info on their special

event permitting process. • Can’t insure the triathalon – not a city event. Will work with Dr. Joynt re: options. • Dog park use request – still wants it in the dog park, Sat. June 7th. (Awareness for pet ownership –

renters.) Small booth, perhaps a pet show. Discussion of parking at the dog park during the June 14th music event, possible fundraiser.

Bob:

• DUI multiple crashes – in Marigold area. Ken needs info to recoup costs to replace barricades on Gun Club.

• Meeting today with mental health – they have a small grant to deliver services. • TSC got the permit from ODOT to paint curb. • Have a meeting next re: event process – have PCL person at end of meeting? Yes. • Clean Up Day – good to go. • Polk Salad Talk Show. Wants to invite Mike & Ken (& Mark & Russ from Monmouth). • Reserve Academy graduation is May 16th. (4 graduates) • Still going through the background process on the new position.

David:

• Festival. Staff needs to get trained on use of Event Center technology. ID cables, make checklist. Karin will work with Marie/Jason/Aaron.

• Family Treasures scheduled for grand opening on Friday. • Shawn is on his way to Pendleton for the trade show. • Indy Station: according to the Sheriff, it was paid. Formal paperwork is with the attorney. • Code enforcement meeting today? • All AAC, all the time. Went to Cottage Grove to learn some tips. • School doing a walk through. • Clean Up Day is coming up this weekend. Everybody ready? • League of Merchants submitted alternative strategic plan for Council review. • Ragin River is opening up as Independence Grill. • Will be gone on the 23rd. • Attended a day long marijuana training. • Teamsters return our check re: health insurance audit, so we are not done yet. • Got documents from Verizon lease. Passed on to attorney. • Astound Broadband franchise is still in progress. • MINET retreat is coming up.

Page 10

Page 11

Page 12

PENDING CITY COUNCIL AGENDA ITEMS:05/21/14

7:30 p.m. 7:30 a.m.MAY 27, 2014

» » Report: MINET Gen'l Mgr.» » Clean Up Day report (bob)» » AAC preview (shawn/david)» »» »» » Liaison Reports: Parks & Rec, Historic» Preservation and Tourism/Event Comm

+ Urban Renewal Agency, if needed + Urban Renewal Agency, if neededJUNE 10, 2014 JUNE 24, 2014

» Budget Hearing (gloria) »» SRS Hearing (gloria) »» Resolutions Adopting Budget (gloria) »» Introduction of Reserves (bob) »» Supplemental budget (gloria) »» building code revisions »» Astound broadband franchise »» Dean property deed (may be last-minute addition) »» Verizon franchise »» Hearing: OLCC/Name Change »» Hearing: ZC-CPA-2014-01 »» PEG fee increase »» » Liaison Reports: Library Board, Museum Board» minutes and Traffic Safety

+ Urban Renewal Agency, if needed + Urban Renewal Agency, if neededJULY 8, 2014 JULY 22, 2014

» Post AAC celebration » Western Days report (bob)» Business license ordinance »» CB: Water ordinance (connection fees) »» Water Master Plan »» financial policies »» »» »» minutes » Liaison Reports: WIMPEG, MINET,

and Planning Commission+ Urban Renewal Agency, if needed + Urban Renewal Agency, if neededFUTURE ITEMS: Council Liaisons:Fee schedule Library Board: Councilor LodgeFinancial Policies Museum Board: Councilor LindskogBusiness licenses Traffic Safety Commission: Councilor TakacsTRT ordinance update Parks & Rec Committee: Councilor Hoffmandigital packets Historic Preservation Commission: Councilor Takacs

Tourism & Event Commission: Councilor MortonWIMPEG: Councilor MortonMINET: Councilor HoffmanPlanning Commission: Councilor PeckHop & Heritage Festival Commission: Councilor TakacsWestern Days Commission: Councilor Peck

MEETING CANCELLED

Page 13

Agenda.CC.05-27-14CAM.CommitteeAppts.05-27-14Application.Board.Albrich.Library&HPC.May2014

CIM.CleanUpDay.05-27-14MTnotes.04-30-14.DRAFTMTnotes.05-07-14.DRAFTMiscCorrespondence.PD.May2014PAC.05-20-14