regular meeting independence city council tuesday, …€¦ · 09-10-2012 · page 1 of 4/city...

REGULAR MEETING INDEPENDENCE CITY COUNCIL

TUESDAY, October 9, 2012 7:30 P.M. AGENDA

I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES

A. September 11, 2012 ................................................................................... 1 - 4 B. September 25, 2012 ................................................................................... 5 - 8

IV. VISITOR/PUBLIC COMMENT

A. Nicole Walker Sundby: Polk County Youth Programming Survey ..................... 9 - 14

V. REPORTS A. Mayor

a. Good Neighbor Award: Dr. Brian Joynt B. City Manager/Staff

a. City Manager Report b. Police Dept: Officer Tim Ragan, Police Dog ...................................... 15 - 16 c. City Recorder: National Archives Month

VI. UNFINISHED BUSINESS

A. Discussion of 10-13-12 Work Session Agenda ................................................... 17 B. Public Hearing: Sidewalk Code ................................................................. 19 - 31

VII. NEW BUSINESS

A. Resolution #12-1340, Reaffirming Innate Dignity of All People of Independence, Oregon ...................................................... 33 - 39

VIII. GENERAL INFORMATION

A. Subcommittee/Staff Meetings a. Management Team Notes: 09/19/12, 09/26/12, 10/03/12 ................ 41 - 47

B. Correspondence a. Miscellaneous ............................................................................... 48 - 51 C. Pending Agenda Calendar ............................................................................... 52 IX. COUNCIL ANNOUNCEMENTS X. ADJOURNMENT

of 4/City Council Minutes/09-11-12

REGULAR MEETING INDEPENDENCE CITY COUNCIL

TUESDAY, September 11, 2012 7:30 P.M.

I. CALL TO ORDER. The meeting was called to order at 7:30 p.m. by Mayor John

McArdle. Mayor reflected on 9/11; the best thing we can do as an American community is to continue to do what we do.

II. ROLL CALL. Council Present: Jerry Hoffman Diana Lindskog Nancy Lodge Marilyn Morton Tom Takacs Council Absent: Forrest Peck (excused) City Staff Present: David Clyne, City Manager Karin Johnson, City Recorder Gloria Butsch, Accounting Manager Vern Wells, Police Chief Robin Puccetti, Community Services Director III. APPROVAL OF MINUTES. The minutes of the August 14, 2012 Regular Meeting were included in the agenda packet. ACTION: Councilor Lodge moved to minutes as submitted; Councilor Hoffman seconded. Motion passed 5-0-0: AYES: Hoffman, Lindskog, Lodge, Morton, Takacs NAYS: None ABSTENTIONS: None

IV. VISITOR/PUBLIC COMMENT

A. Irene Mead, re: fees & utility billing. Not present.

B. CERT: Disaster Drill. Kimber Townsend, Program Coordinator for CERT. Ms. Townsend reported that an annual drill will be held on October 20th at the civic center. She invited council to come play victims; this will be a full indoor scenario as a mass casualty incident. Yamhill County CERT will also participate. Councilor Morton reported that the Business Fair will be rescheduled; it was previously scheduled for same date. The Event Center will be available. Mr. Clyne noted he was glad to have planned disaster. Councilor Takacs asked where folks could go to volunteer to be a victim? Ms. Townsend said to go to: www.polkcountycert.org.

C. Steve Milligan – Welcome to America. Mr. Milligan stated that National Welcoming Week is in September; he would like city council to pass a resolution, that will be submitted to the city recorder, which would reaffirm citizen inclusion. The group represents many

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http://www.polkcountycert.org/


different folks from around the county; it is non-political. He read the local mission statement. Other communities around the state are also working on this. A website for more information can be found: www.polkcafecommons.com.

D. Larry Doisher. He is asking city council to consider revising the dog licensing

ordinance. He has had a few experiences with police department; they are very respectful and professional. He received a letter to have his dog licensed (6.6.2). He lives in a RV; with the way the ordinance is written, anyone who is here temporarily – from just a few days to just during the summer - would have to get their dog licensed. He looked at county rules and state law, and a dog license is valid from other counties in temporary jurisdiction. Chief Wells addressed council, noting that if someone comes in with a license from elsewhere, it is accepted. They would be issued a city tag, for length of time of current license. Mr. Doshier thanked Chief, and stated he would like wording cleared up for clarity. City Manager Clyne stated that this will be worked on at staff level. V. REPORTS

A. Mayor a. Recognize Boy Scouts here this evening. Benjamin Rita, BSA of M-I

Troup 38. They are here to work on a merit badge. b. Traffic Safety Commission appointment. Mayor McArdle announced the

appointment of Buzz Brazeau to the Traffic Safety Commission, Position #2, filling an unexpired vacancy through December 31, 2013. Councilor Morton noted that our new school superintendent values community involvement. ACTION: Councilor Morton moved to approve the Mayor’s appointment of Buzz Brazeau to the Traffic Safety Commission, Position #2; Councilor Lodge seconded. Motion passed 5-0-0: AYES: Hoffman, Lindskog, Lodge, Morton, Takacs NAYS: None ABSTENTIONS: None

B. City Manager a. Reported:

i. Independence Station update. News is good – all agreements have been executed by all parties; it now has to go through escrow in various states.

ii. Visited with Standard & Poors; the city has retained its rating; we hope to get it upgraded in the future. It is a good sign, they believe in our progress.

iii. Working on water/wastewater planning, particularly financial planning. Want to ensure capacity, but don’t want to take on undue financial burden.

iv. Met with our realtor regarding several properties; the sale price is being reduced on old city hall. Leases ongoing, keeps building alive. Ballfield property – may have serious buyer here in a few weeks.

v. Ballfield construction making great progress; early October should be complete at river. Soccer fields should be planted, ready for summer next year.

vi. Irvine reported that volunteers are here this weekend: LDS church is doing several projects including Pioneer Park and the running trail in the ballfield area, and a few other locations.

vii. Playground facilities will be going in on Friday, safety surface on Saturday at Pioneer Park. Great project, incredible volunteers/residents to make it happen.

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viii. Met today to talk about a rural tourism studio; capacity development with Travel Oregon.

ix. Council was approached several months ago about fluoridation; staff continues to follow up, and will be back to council at a later meeting.

x. Attended a good meeting today at the League of Oregon Cities regarding the future of telecom in our state, how revenues are raised. Cellular services are not subject to franchise fees.

xi. Summer series; will take this off the agenda this evening, will bring full report at later meeting.

b. Website/Facebook demonstration. Brief walk-through by Mr. Irvine of

both sites.

VI. UNFINISHED BUSINESS. None. VII. NEW BUSINESS

A. Public Hearing: OLCC: Mangiare. Chief Wells summarized the information as contained in the agenda packet. This is for beer/wine; the previous business had a full license. Hearing opened. No public comment. Hearing closed. ACTION: Councilor Hoffman moved to approve the license for Mangiare, contingent upon payment of fees; Councilor Lindskog seconded. Motion passed 5-0-0: AYES: Hoffman, Lindskog, Lodge, Morton, Takacs NAYS: None ABSTENTIONS: None

B. Alcohol in Park: Hop Festival. Shawn Irvine summarized information as contained

in the agenda packet. Discussion of the Rogue Ale tent; they will be setting up an information booth and will have a home brew demonstration - none of that product will be sold. Councilor Takacs would like it clear that the placement is just for the one location. Brief discussion; this can be handled at the staff level. ACTION: Councilor Lodge moved to approve placement of the beer garden as shown in the staff report; Councilor Hoffman seconded. Motion passed 5-0-0: AYES: Hoffman, Lindskog, Lodge, Morton, Takacs NAYS: None ABSTENTIONS: None

C. Resolution #12-1339, Adopts Comprehensive Financial Policies. Suggested amendments to the policies were brought forth for discussion.

Accounting Manager Butsch addressed council. She reported that to the best of staff knowledge, policies have never been formally adopted by the city. These are requirements

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in conjunction with audit requirements. A memo was distributed to council with city attorney comments. (Attachment #1)

Councilor Takacs stated that on page 15, fees should be adopted by council after review by City Manager.

Council consensus to bring final copy to next council meeting. Mayor declared 10 minute recess prior to start of Executive Session. EXECUTIVE SESSION, PER ORS 192.660 (2)(d), for purpose of consulting with the city’s labor negotiator. Mayor McArdle read the following statement:

The Independence City Council will now meet in Executive Session for the purpose of consulting with the city’s labor negotiator. The executive session is held pursuant to ORS 192.660(2)(d), which allows the Council to meet in executive session.

Designated staff only shall be allowed to attend the executive session. At this time, the Council will adjourn to the conference room for the duration of the executive session.

Once end the executive session has adjourned, we will return to open session in the Council Chambers, and welcome the audience and news media representatives back into the room.

No action is anticipated from the Executive Session; no further action items will be considered once back in regular session.

Regular Session recessed at 8:30 p.m. Regular Session reconvened at 9:06 p.m., with the Mayor and Councilors back at their places at the dais. VIII. GENERAL INFORMATION. IX. COUNCIL ANNOUNCEMENTS. X. ADJOURNMENT. There being no further business to come before the council, Councilor Morton moved to adjourn; Councilor Takacs seconded. Motion passed 5-0-0: AYES: Hoffman, Lindskog, Lodge, Morton, Takacs NAYS: None ABSTENTIONS: None Meeting adjourned 9:06 p.m.

_____________________ MAYOR JOHN McARDLE

ATTEST: ________________________________ Karin Johnson, MMC, City Recorder

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of 4 / City Council Minutes / 09-25-12

INDEPENDENCE CITY COUNCIL 555 South Main Street

Tuesday, September 25, 2012 7:30 a.m.

REGULAR MEETING

I. CALL TO ORDER. The meeting was called to order at 7:30 a.m. by Mayor John McArdle.

II. ROLL CALL. Council Present: Jerry Hoffman Diana Lindskog Marilyn Morton Forrest Peck Tom Takacs Council Absent: Nancy Lodge (excused) City Staff Present: David Clyne, City Manager Karin Johnson, City Recorder Gloria Butsch, Accounting Manager Vern Wells, Chief of Police Robin Puccetti, Community Services Director Aaron Wimer, Public Works Visitors Present: Ross Schultz, MINET; Alex Trevino III. VISITORS/PUBLIC COMMENTS. IV. REPORTS

A. MAYOR. Mayor McArdle reported: 1. Several councilors will be attending the League of Oregon Cities

conference. The Mayor will be moderating a session “So you want to make things happen”. Shawn Irvine will be presenting at that session, and Mr. Clyne will be part of a panel. A tour, from 2:00 -4:00 p.m., will be coming through on Thursday, which begins at Rogue, comes to Independence, Monmouth, WOU and ends at Left Coast Cellars.

2. Attended City Hall day in Salem, along with Mr. Clyne. A need for changes in population estimating, local funding, 911 tax dedication was discussed.

B. COUNCIL LIAISONS

1. WIMPEG – Councilor Morton: Prior to the WIMPEG t, she informed all about Hop Festival activities. Expecting about 1,000 for Ghost Walk. Critter parade is new event.

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WIMPEG: met week ago; voted to have MICF to be fiscal representative, giving WIMPEG ability to apply for grants. Also voted to have Scott Fowler as technical consultant, better blend MINET and WIMPEG.

2. MINET – Councilor Hoffman reported:

At last meeting, reported for first time in history, we have gone through a summer season and not lost the number of customers as we have in the past. Good things are in the offing. MINET is renting ‘rooms’ in their system to other entities – for other governments to use as storage. This is another arrow in our quiver of tools. Mayor invited Ross Schultz to give his report at this time. Schultz board approved launch of new business line: Municipal Solutions. Rent smaller communities space for storage/backup. Will be selling product – switchboard services. Should be quite a savings for cities. Will have booth at LOC. This month, 2nd month of fiscal year, was on budget. Online ordering is increasing substantially. Should be able to pay all debt service in June. Councilor Peck – SEDCOR using municipal solutions; available to other organizations? RS – yes, other districts, etc. not limited to just state of Oregon governments. RS – theoretical limit is about 75 phones per municipality. Now being powered by LS networks and Mitel. Councilor Lindskog – likes , able to see ads better.

3. Planning Commission – Councilor Peck reported:

Things have been rather quiet. Residential subdivision to come to commission; amendment to PS zone, add airport related activities; sidewalk code; training that council can also take advantage of.

C. CITY MANAGER & STAFF

1. City Manager. City Manager David Clyne reported: -very good news. Independence Station. Case in California is signed sealed and delivered. Case fully dismissed. Johnson Controls has conveyed ownership back to the Trust. We will be refilling complaint for SDCs. Will be article in tomorrows paper. -negotiations continue with both outstanding bargaining units. -LOC conference upcoming. Friday evening, joint sponsorship of hospitality room. Refreshments provided by Left coast Cellars, firesteed. -reminder of study session on 13th. Will be designed for council to explore those items of concern, give staff direction. -will be out of town on 9th at training session. -met with Monmouth to pursue joint water solutions. Primarily looking at summer sewer treatment, discharge. Monmouth land applies; looking to see if we can join. Should see upcoming facilities plan. -chief has met with dossier re: dog licensing. Satisfied.

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-working with group for soccer field; deadline for grants coming up. -boatramp scheduled to open mid-october. 5k track will open this weekend. Robin looking at final fencing; RP – just under $500 short to do rest of area. -subdivisions: greeway park shoud have closed yesterday, expecting land use applications shortly. -hop info on their website, as well as our facebook page.

2. MINET General Manager. (See report under Council Liaison

Reports – WIMPEG).

3. Economic Development Director. Alex Trevino, Summer Series

Coordinator, was asked to provide recap to the council.

Mr. Trevino started by saying it was a great summer. We did a lot of work in a short time. The summer series started with the Car Show on July 1st’; the plan was to come up with a special event to kick off the series, tie in with Western Days. We had 70 registered cars and music, with about 400 attendance. Movie nights – there was about 5,700, total a 517 average. The smallest crowd was about 350 (there was a power outage that day that probably kept folks away). The music series – about 5,168 attendance, with a 574 per concert average. We had a Hawaiin theme night and the Captain Sig event. The most popular concert was the “Police Experience”. Mr. Irvine reported that another thing incorporated was the presence of vendors; downtown vendors were able to have space for free, and reported success in sales. The downtown impact overall was good for local businesses. Mr. Trevino stated that the team worked really hard – tried to incorporate the bands playing at local establishments as well. Councilor Peck asked if there is information about the Fiesta Mexicana. Mr. Trevino stated he had not met with Ms. Pena, yet, but that heard that attendance was very good. Councilor Morton noted that MINET was a sponsor at the Saturday show; heard that 2,000 came, and was probably more. When the event was over, the amphitheater was sparkling clean. They will be back again next year. V. UNFINISHED BUSINESS

A. Resolution #12-1339, Adopts Comprehensive Financial Policies. City Manager Clyne noted that there are additional amendments desired by the mayor, city attorney, and is asking council to pull this from the agenda for further review, and will be brought to council at a later date. VI. NEW BUSINESS. None. VII. GENERAL INFORMATION.

A. Irvine reported on efforts in Pioneer Park. It is a good example of neighbors seeing a need, working together. They did fundraising, the city obtained a grant, and we received a large private donation. A new playground has been built. The LDS church had many volunteers, Elks club provided refreshments,

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volunteers and some funding; the neighborhood effort raised $30,000. No city funds used, but some staff time.

Councilor Hoffman noted he took his grandson there for his birthday; it ended up as a present for the grandparents. It was great to see him run from place to place, a kid friendly park.

B. Irvine reported on the new 5K trail. The LDS church also volunteered on this project, spread chips. They had 100+ volunteers altogether for both projects. Another great addition to the city. VIII. COUNCIL ANNOUNCEMENTS. None.

IX. ADJOURN. There being no further business to come before the council, Councilor Takacs moved to adjourn; Councilor Peck seconded. Motion passed 5-0-0: AYES: Hoffman, Lindskog, Morton, Peck, Takacs NAYS: None ABSTENTIONS: None Meeting adjourned 8:15 a.m.

______________________ MAYOR JOHN McARDLE

ATTEST: _______________ _____________ Karin Johnson, MMC, City Recorder

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CITY OF INDEPENDENCE, OREGON

MEMORANDUM TO: Honorable Mayor and City Council FROM: David Clyne, City Manager SUBJECT: Independence Police K-9 Team DATE: 09-22-12 Action Requested [ ] Information Only [ X ] STATEMENT OF ISSUE: The Independence Police Department is beginning an effort to solicit donations and grants in an effort to add a police K-9 as another resource to help their fight against crime. With your permission Officer Ragan would like to present a short Power Point presentation on his plan. BACKGROUND: The Independence Police have successfully used police dogs over the last three decades. At times these have been the Department’s own dogs but more often the dogs have been from other departments. The dogs assist officers in the detection and apprehension of criminals as well as helping to find missing persons. There have been two police canine teams in the history of the department. The first dog worked during the late 1980s with the most recent dog serving Independence in the year 2000. Both dogs were tracking dogs. For the past 1 ½ years Officer Ragan has researched police dogs and the steps needed to add this resource to our department. The current plan is to add a highly trained police service dog to our Department within the next couple of years. The primary source of planned funding is through donations from citizens, donations from businesses, and grants. Our hope is that the program once operational will continue to be funded with donations received each year. The largest hurdle is the initial funding needed to start the program. The start-up funds are needed to purchase the highly trained police dog, all the needed equipment, a specially outfitted police vehicle, and initial training of the dog handler.

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ANALYSIS: The Independence Police Department currently has a policy which covers the use of a police K-9, and the policy has been updated to cover both a patrol canine and a drug detection canine. Officer Ragan has thoroughly reviewed program options and funding feasibility. We are ready to begin. FISCAL IMPACT: The current plan is for all funding needed to start the K-9 unit to come from grants and donations. Donations will then continue to be the primary source of funding for the annual operating cost to continue the K-9 team. OPTIONS:

1. Acknowledge support of this effort.

2. Direct the Police Department to postpone efforts.

3. Direct the Police Department to permanently stop this effort. RECOMMENDATIONS:

1. Acknowledge support of the Police K-9 program. ATTACHMENTS: None Memo Prepared by: Officer Tim Ragan and Chief Vernon Wells

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Council Study Session Saturday – October 13, 2012

9:00 A.M. – 12 Noon Independence Event Center

1) Call to order

2) Overview of Meeting Goals 10 Minutes

3) MINET Presentation: 30 Minutes

a) New Technology – Where are we going?

b) Getting to financial sustainability

4) Boat Ramp and North River Park Facility Tour & fluoride injection site (We will load up in the City Shuttles and tour the sites)

45 Minutes

5) Break 10 Minutes

6) Issues Forum: 90 Minutes (more as needed)

i) Council to discuss issues/projects of interest/concern. Here are some possibilities from staff, a number of whom will be present:

(1) Tree City USA program (2) Parks Master Plan (3) Economic Development Efforts (4) Code Enforcement efforts (5) Tourism and Event Commission progress (6) Summer Series (7) Financial planning (8) Dog Park (9) Review of past priorities

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240 Monmouth Street / Post Office Box 7/ Independence, OR 97351 Phone: 503/838-1212 / Fax: 503/606-3282 / email: [email protected]

CITY OF INDEPENDENCE MEMORANDUM

TO: City Council FROM: Shawn Irvine, Economic Development Director DATE: 10/03/12 SUBJECT: Development Code Update: Sidewalk Details [ ] Informational Only [X] Action Requested Statement of Issue: Sidewalk details in Subchapter 57 of the Development Code are not up to date. Background: In May 2012, the Planning Commission and City Council held public hearings regarding a series of housekeeping updates to the Independence Development Code. These updates included new sidewalk construction details (drawings) in Subchapter 57 to replace the outdated ones in the existing code. Staff inadvertently omitted several pages of the sidewalk construction details from the Legislative Amendment reviewed by the Planning Commission and approved by City Council. Discussion: In order for the public to be able to properly review the full set of new construction details, staff brought this issue back to the Planning Commission and City Council for additional public hearings. The intent remains the same – to bring the city’s construction standards into conformance with the Oregon Department of Transportation’s standard sidewalk details. These hearings will allow the public to review and comment on the full set of new construction details. After review, the Planning Commission recommended that the City Council adopt the complete set of detail drawings as provided in the 10-01-12 Planning Commission Staff Report. Additionally, one new addition to be included in Subchapter 57 is also forwarded to City Council for recommended inclusion in the sidewalk construction details. Staff recommended that sidewalk finishing details be consistent with existing finishing details within the Historic District. Any new or replaced sidewalks should be of a similar pattern and/or finish to adjoining sidewalks, within the Historic District only. Options: 1. City Council approve the amendment to Subchapter 57 amending sidewalk construction details and sidewalk finishing details within the Historic District. 2. Take no action.

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240 Monmouth Street / Post Office Box 7/ Independence, OR 97351 Phone: 503/838-1212 / Fax: 503/606-3282 / email: [email protected]

Recommendation: Staff recommends City Council approval of amendments as submitted. Suggested Motion: “I move that the City Council approve the incorporation of the construction details attached to this staff report, amending previous action taken on Subchapter 57 of the Independence Development Code, and to include requirements that new or replaced sidewalks within the Historic District be finished with a pattern and/or finish consistent with sidewalks within the Historic District, and for staff to prepare an ordinance for council approval at a future council meeting.”

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555 South Main Street / Post Office Box 7/ Independence, OR 97351 Phone: 503/838-1212 / Fax: 503/606-3282 / email: [email protected]

TO: Mayor and City Council FROM: Karin Johnson, MMC, City Recorder MEETING DATE: October 9, 2012

SUBJECT: Resolution #12-1339 – Affirming Citizen Dignity [ ] Information Only [ X ] Action Requested Statement of Issue: Resolution #12-1339, A Resolution Reaffirming the Innate Dignity of All People of Independence, Oregon, is submitted for council consideration. Background: At the September 11, 2012 City Council meeting, Steve Milligan made a presentation to City Council regarding “Welcoming America”, a non-political organization recognizing contributions of all members of our country. A local group has also been formed, and they are seeking council support of a resolution recognizing dignity and acceptance of all residents of Independence. Discussion: Mr. Milligan forwarded information from the national and local group, which is attached to this memo, as well as a sample resolution for council consideration. Fiscal Impact: None.

Options: 1. Adopt Resolution #12-1339 as submitted 2. Adopt Resolution #12-1339, with amendments 3. Take no action Recommendation/Suggested Motion: Staff recommends Option 1. Recommended Motion: “I move to adopt Resolution #12-1339, A Resolution Reaffirming the Innate Dignity of All People in Independence, Oregon.” Attachments: A. Resolution #12-1339 B. Informational handouts

CITY OF INDEPENDENCE MEMORANDUM

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Resolution #12-1340/RecognizesDiversity/10-09-12

BEFORE THE INDEPENDENCE CITY COUNCIL FOR THE STATE OF OREGON, COUNTY OF POLK

A Resolution Reaffirming the Innate Dignity ) of All People in Independence, Oregon )

RESOLUTION #12-1340

WHEREAS, the residents of Independence, Oregon live in a multicultural community of people from many places across the country and across the globe, and WHEREAS, Independence, Oregon is committed to recognize and treat with dignity and respect all of its residents, and WHEREAS, this diversity contributes in significant ways to making this a community one which is rich in the resources of its people; we define diversity to include: ethnic, gender, age and ability differences, ranges of economic strength, differences in sexual orientation, religious and creedal differences, ranges of educational experience, varying political and philosophical opinions, varieties of job/professional categories and a host of other differences, and WHEREAS, the politics of division, isolation, and hatred have no place in our community; as residents of Independence, Oregon we recognize that all people are deserving of assurance of the basic principles of equity and human rights guaranteed to all persons by our Constitution and Bill of Rights, NOW, THEREFORE,

IT IS HEREBY RESOLVED that the City Council of Independence, Oregon stands with our community in supporting the principles of fairness, dignity, and acceptance; that these core principles commit us to promoting a peaceful discourse with all members of our community; and that we reject the politics of division and isolation that fan anger and hatred against any person or group. PASSED by the City Council: SIGNED by the Mayor: EFFECTIVE DATE:

_________________________________ JOHN McARDLE, MAYOR

ATTEST: ___________________________________ Karin Johnson, MMC, City Recorder

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Polk Café Commons HISTORY - TIMELINE Summer 2006 – Polk Café Commons is established The main focus for the group in the following years is food and sustainability issues. Conversations and early organizing about a food co-op or buying club March 2010 Economic Roundtable; invited guests to discuss the topic of democratic economy. 2010 – E-Verify petitions are circulated by Americans for Prosperity. Polk Café Commons mobilizes against it, Polk Café Commons had educational meeting to explain changes in Federal policy and agencies from 1986 to present. E-Verify didn’t get enough signatures to get on the ballot. The work created support for the group. 2010 – Polk Café Commons joins Welcoming America as an affiliate member. 2010 – In May, Polk Café Commons started working on a “Living History Project” in which immigrant stories were filmed. A community discussion about why people chose Polk County as a place to live is recorded. 2010 – Early fall Polk Café Commons adopts mission statement and starts to gather signatures for people to sign-on to the Welcoming Campaign 2010 – In December the group had a pot luck dinner hosts the screening of “Welcome to Shelbyville”, story about how Shelbyville goes from ostracizing refugees to welcoming and integrating refugees into the larger community. 2011 – In February, Polk Café Commons sponsors ROP’s very first “Rural Latino Leadership Retreat” 2011 – In the fall, Polk Café Commons sponsors a bilingual “Know Your Rights” presentation 2012 – Polk Café Commons takes on the “Welcoming Resolutions” as part of the “Welcome to Oregon” campaign in rural Oregon. Our Mission Statement Polk Café Commons is a forum which seeks to create dialog within our community. We seek to help create solutions that bring our diverse communities to a place of better acceptance. We seek to help all residents of our community have a safe and healthy place to live and work. We seek to help our community have food and products that are safe and sustainable. We seek to recognize the value of all of our residents and their contribution to our economic strength

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Join Us to CelebrateNational

Welcoming Week 2012!

Photo credit: Hillary Andrews, Pintbottle Photography for Welcoming Alabama

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Sponsorship Benefits• Branding & Visibility• Volunteer Opportunities• Grants to organizations in your footprint• Local Press Releases in in your Markets PLUS: the opportunity to align your company with issues that are important to customers and your em-ployees.

We are confident that the work of Welcoming America is changing the lives of individuals and communities each day. The Draper Richards Kaplan Foundation is proud to be affiliated with

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Anne Marie Burgoyne, The Draper Richards Kaplan Foundation

WELCOMING AMERICA is a national, grassroots-driven collaborative that works to promote mutual respect and cooperation between foreign-born and native born Americans. The ultimate goal of Welcoming America is to create an atmosphere - community by community - in which immigrants are more likely to integrate into the social fabric of their adopted hometowns. Welcom-ing America’s work is a social change initiative, not an advocacy campaign. Welcoming America is the first national organiza-tion in the U.S. that focuses its efforts exclusively on addressing the fears and concerns that native-born Americans often have in the face of rapid local immi-grant growth. Many organizations exist to do the im-portant work of helping immigrants adjust to life here in the United States. In turn, Welcoming America fo-cuses on helping people who were born in this county understand and appreciate their new neighbors.

Photo credit: Nebraska is Home

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ABOUT NATIONAL WELCOMING WEEK National Welcoming Week will promote meaningful connections and a spirit of unity between U.S. and foreign-born Americans by providing opportunities to learn about each other and work together for the greater good.

Across the country, longtime residents and their new immigrant neighbors will join together during National Welcoming Week to take part in local community service projects, organized by Welcoming America’s affiliates and other national and local corporate partners, foundations, small businesses and residents of the com-munity.

Throughout the week, Welcoming America’s affiliates will also organize local activities to build on the positive messages and visibility of National Welcoming Week.

Welcoming America, founded in 2009, is a nonprofit, tax-exempt 501-c-3 organization headquartered in Atlanta, GA. Welcoming America is not a policy organization.

Help Make a DifferenceNational Welcoming Week is funded exclusively through contributions from the private sector. Your support of these exciting Welcoming Week events will not only connect your company to local community leaders but also introduce you to the consumers interested in your resources and products.

Most importantly, your company’s generosity will have a lasting impact on the empathy of community residents across the country.

Photo credit: Nebraska is Home

Photo credit: Uniting NC

Photo credit: Alabama Appleseed

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Get Involved!National Welcoming Week 2012September 15 - 21

Welcoming America’s Track Record of Success • 1.5 million Americans have been impacted by local Welcoming initiatives

• 20 states have active Welcoming initiatives• 7,500 participants took part in Welcoming events last year

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Benefits in three cities across the country

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or visit our website: www.welcomingamerica.org/get-involved/welcomingweek2012/

Photo credit: Alabama Appleseed

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Management Team Notes 9-19-12

Present: David Clyne, Rick Igou, Gloria Butsch, Vern Wells, Robin Puccetti (Karin attending annual OAMR conference) Rick

• A meeting was held to discuss the need for reassigning addresses when properties are brought into the City. This has not happened consistently in the past, and the City is now considering making some of the changes that should have been made at the time of annexation. The area currently being discussed is the area of HWY 51 that is inside the City on the north side of town. Thirty-one notices were sent to property owners and other interested parties. Three people attended the meeting, including the letter carrier that serves part of the affected area. Those present were not opposed to a change, but had concerns about the amount of lead time and the overall timing of any changes. They would like to see at least six months of notice to give businesses a chance to make the needed changes in items like signage, letterhead, business cards, advertising, etc. They would also recommend that the change take place at the beginning of a calendar year. Karin will begin the work to move this forward to the City Council.

Robin

• The Dog Park Project is continuing. There will be a booth at the Hop & Heritage Festival and also at the Dog Dayz at the Maze in Salem. We are very close to having the funding needed to fence the remainder of the park.

• The library has a variety of programs for all ages set for October. Also, the library will host their annual scarecrow contest during the Hop & Heritage Festival.

• Peggy has started working with a couple of interns on the Hop History project. She will connect with Natascha from Rogue when the Hop & Heritage Festival is over. Museum staff is ready for the influx of visitors during the Ghost Walk.

Vern • They are working on a graffiti cleanup ordinance. This has been discussed in the past, but has

never been completed. • There is a statewide earthquake drill on October 18th. • Staff met with a concerned citizen about dog licenses and the City’s practices in dealing with

dogs licensed in other jurisdictions. • Attended the Chief’s conference last week. A highlight of the meeting was that the State budget

is expected to remain tight during the next biennium. • Many of the City’s officers are currently involved training. In order to meet standards there are

annual training requirements. • All officers have now returned to full duty. Two officers had been on light duty due to non-work

injuries. Gloria

• The finance office received two thank-yous from citizens. It is always appreciated. • City Hall will be closed on December 24th. There will be additional discussion about December

31st at a later time.

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David • Labor negotiations continue. • He attended City Hall day at the Capital, where he had an opportunity to discuss the League of

Oregon Cities legislative priorities. • Independence Station – Final dismissal of the Federal Case is expected very soon. They are

waiting on one signature. • Pioneer Park playground installation will take place on September 14th and 15th. This has been

an exciting volunteer led project. • The high school requested use of the stage. In accordance with City policy and also due to lack

of available staff time, we were not able to loan them the stage. • The Chamber of Commerce is considering a bingo fundraiser. • Attended the poverty simulation held at Western Oregon University.

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of 2/Management Team Notes/09-26-12

Management Team Meeting Wednesday, September 26, 2012

Present: Robin, Vern, Shawn, Karin, Gloria Ken popped in: the boat launch pilings coming in. He then has a meeting with Robert Lloyd. Shawn:

• David, he & Mike met with potential buyers/developers of upper terrace at ballfield. • Developers of subdivision on 7th Street should have closed Monday; expect forward movement soon. • Attended annual hospitality conference last week. Every hotel developer he wanted to visit with was there. • Pioneer Park is complete. Safety surfacing was a little short; the Elks purchased the remaining needed &

neighbors spread it out. Elks are looking into ‘adopting’ the park. • Working with soccer people; an irrigation grant is due on Friday. Trying to coordinate other activities there. • Met with HALO and Habitat for Humanity yesterday. There is a new director in youth build/youth academy

projects. As precursor to the build program, he is interested in another sidewalk project. • LOC will take up most of the rest of the week. The Thursday tour will be going to our event center. There will

be a WOU tour on Friday. He will be on a panel “So You Want to Make Something Happen’; his focus is getting citizens engaged. (2:30 on Friday.)

Karin:

• Employee handbook is now at LGPI for review. • Completed NIMS rollover for this year. Additional classes may be required by some staff; others need to

begin on their journey. Will have requirements at the next meeting, and can help you schedule so we maintain compliance.

• Will have training for planning commission on 10/1, along with hearing re: sidewalk code. Have informed council, for those that may wish to get basic land use training.

• Have 2 new chicken permit applications to process. • Great Oregon Shake Out Drill. Interest? Work together w/PD for small drill. • Sidewalks with shrubs? • Will be out Friday afternoon.

Robin asked if the municipal code was on the website. Karin the one that was on the old site is up; still needs access to that page on the new site. Shawn – we will be going live next week; hold off posting new information until switchover to MINET. Discussion. Gloria:

• Have another letter from DOJ re: 2008 single audit; needs 2 more items (written procedures/policies). • Still working on August, and working on audit support papers. Auditors will be here week of Oct. 15th.

Robin:

• Has been a busy month. • Will have a scarecrow contest on Saturday in conjunction with the Hop Festival. • Will be off early Friday, all day Saturday due to Hop Fest. • Peggy forwarded information: the State is doing a ‘heritage community’ designation. We don’t quite meet

enough of the criteria; there may be assistance to achieve remaining. Looking at pursuing. Discussion of heritage businesses.

• Will have dog park booths at Hop Fest and Dog Daze in Salem. Will have enough funding for fencing after this weekend, maybe.

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Vern: • Haven’t been able to get farther on a graffiti clean up ordinance. • Still pushing to get training caught up; they are on track to finish by the end of the year. • He thanked Gloria for doing fantastic work in resolving his PERS difficulty (ongoing since about 2005). He

encourages all to sign up to review your account online. • Officer Ragan has presentation for council re: funding a drug dog. • Provided security for CHS for football game (sending invoice). • Diane is working on numbers for the 3rd quarter; the number of cites are up. • Leaving for training this weekend; will be gone tomorrow and next week. • Spent Saturday at sporting events; visited with folks about needs/wishes for athletic fields in town.

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Management Team Meeting Wednesday, October 3, 2012

Present: David, Rick, Robin, Ken, Karin, Gloria Rick:

• Complaint received re: shrubbery on Monmouth Street at driveway. Discussion of shrubs, ordinance, responsibilities. Ken will look at property to see if anything else can be done. Driveway mirror?

• Reminder – spending is increasing on vehicle maintenance/repair. • Now that we longer need to use long distance codes, what about limiting long distance calls on phones in

interview/holding rooms. Gloria – Jason should be able to program individual phones. • Busy time with runaway cases. Also working stolen goods cases. • Hop Festival went well on their end. Very few calls related to event, the calls they had were very minor.

Robin:

• Hop Festival went well; was at the dog park booth all Saturday; received more donations than needed for remaining fence. Will be installing in the next few weeks. (Hoping to do on the 21st.) Would love to have any & all volunteers.

• This Saturday, will have a dog park booth at Dog Daze in Salem. • Dog Park Task Force will meet after the council worksession. Will discuss fundraising, etc. • Earned $75 in entry fees for the Critter Parade. Lots of potential. • First round of signage should be arriving any day; have more to order. • Was up early at the Museum; the alarm went off. Nothing wrong; interior door came open. Appreciates

police department response. • They are in the middle of fall programming at the library; everyone is back from vacation. • They will be doing a program in cooperation with IDA for Halloween. David – possibility of opening event

center to show off the new art? • Museum will be kicking into high gear with grant work. • Museum had booth at H&H Fest; well attended.

Ken:

• Staff is busy doing a lot of storm work throughout town, with focus on the airport area., along with Corvallis Road and 11th Street.

• Leak repairs – still an ongoing issue. • Doing three bores today. • All here at public works; no immediate vacations. • The boat ramp crane is coming in today; pilings will be set shortly. • PW did some cleanup at the ballfield area. • Did some striping on Gun Club, Ash Street and a few smaller areas. • Robert Lloyd is working on his Stryker Road project, and it is moving along. • Hop Festival – busy, but went well.

Karin:

• Draft agenda for next week’s council meeting: o Presentations:

Officer Ragan, Drug Dog Polk County Youth Programming Survey Good Neighbor Award

o Public Hearing: Sidewalk Code. o Discussion of work session agenda

• Council work session: 10-13-12. Have spaced reserved in event center; can move to chambers, if preferred. Refreshments? Consensus.

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• Held planning commission training Monday night. Really good handouts provided. • Required NIMS training for upcoming year was distributed and reviewed. • Monthly Safety Committee meeting is this afternoon.

Read Mike’s report:

• Public Works Projects: o North Riverside. Restroom installed; revised design moving forward; pilings in this week; geotech

report o Sewer Facility Plan. Monday meeting; RD meeting with Ray; CDBG meeting with Ray. o Water MP. Meeting yesterday re: CIP/schedule review. o Storm drain study, N/NW basin (subbasins). Subbasin subject – airport meetings. Had meeting with

county/state; stunned the state with our building and meeting room capabilities. o Sidewalk ordinance went to planning commission. Would like to add comments to maintain scoring

pattern in historic district. Also to have sidewalk discussions re: 2nd/B and 3rd/B. Jeff to do an inventory, coordinate with PW.

• Received request from Sen. Merkley’s office; master plans have a complete list of CIP improvements; we should respond.

• Aerial photo is coming (from his budget). • Bridges: pursuing badly needed funding for F Street , east/west connector. • Will be at ODOT meeting re: enhancement funds. • Next week, will be creating project list (F Street, hardscore along river, etc.) • Fluoride – need to put his file of information into a short council memo. • Community Development:

o North Riverside: completing partition plan; getting info to developers; Alex Rhoten handling. o Development Code: Gentemann will be at the November planning meeting, will be meeting him on

Thursday. o Have code enforcement meeting with PD this Thursday. o He and Shawn have had no time for website improvements. o Dog Park Fountain: reveiewed specs – yes, will make it work. o Empty building meeting needed. (Vacant buildings downtown, commericial.) o Went on tour of new business – Barrell House – awesome! o Have meeting with Vern re: park lighting (trails & Mecanico). o Have meeting with Vern re: train derailment

Gloria:

• Where is Comprehensive Financial Policies at? Discussion; will put in front of council on 10/23 or 11/9. • Grant procedures; received feedback from Robin & Karin. They will visit. No other comments received. • Working on completing audit work papers; on to finishing August and September. • Gone next Wednesday until following Monday. • Auditors here 10/15, 16 & maybe 17th. • Out 22nd – 24th. • Cash flow discussed.

David:

• Last week was LOC. Started regular Board meetings. Doing some statewide polling, re: discussing some sort of relief from property tax measures. Thursday was first day of conference, with sessions and tour of M-I in afternoon. Friday was classes, Shawn was on panel at one of them. David was moderator for Urban Renewal session.

• MP&L franchise; waiting response from Monmouth. • Litigation, Independence Station: all closed in California. Interested in getting this out of court, moving

forward. • Event Center is doing great.

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• Codification. Karin to see if all comments have been received, then will send to codifier. • Study session discussed. • Financial –

o Working with Ray Bartlett o Looking at proposal to look at various issues

• Meetings re: infrastructure/plan financing. • Property closed at Mtn. Fir subdivision, anxious to move forward. • Still working on possible acquisition of our 12 acres.

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PENDING CITY COUNCIL AGENDA ITEMS:10/03/12

7:30 p.m. 7:30 a.m.OCT 9, 2012 OCT 23, 2012

» Presentation: Officer Ragan » Finance review/forecast» Polk County Youth Programming Survey » Council review of goals» Public Hearing: Sidewalk code » MidValley Literacy Center» Good Neighbor Award » Public Dances code» Discussion of Work Session agenda » Council Bill: Monmouth P&L franchise» Resolution: Reaffirming all citizen dignity » Resolution: TAN» minutes » Liaison Reports: Parks & Rec, Historic» Preservation and Tourism/Event Comm

+ Urban Renewal Agency, if needed + Urban Renewal Agency, if neededNOV 13, 2012 NOV 27, 2012

» Indp Stn update » Finance review/forecast» Council Bill: Amending Sidewalk code »» Longevity award: Chief Wells (SURPRISE??) »» »» »» minutes » Liaison Reports: Library Board, Museum Board

and Traffic Safety+ Urban Renewal Agency, if needed + Urban Renewal Agency, if neededDEC 11, 2012 DEC 25, 2012

» »» »» »» »» »» minutes » Liaison Reports: Library Board, Museum Board

and Traffic Safety+ Urban Renewal Agency, if needed + Urban Renewal Agency, if neededFuture Items: Council Work Session:1. Goode annexation October 13, 2012, 9:00 a.m. - Noon.2. Monmouth Power & Light franchise3. Fee Schedule update4.

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regular meeting independence city council tuesday, …€¦ · 09-10-2012 · page 1 of 4/city...

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