santiam travel station 750 3rd street, lebanon, oregon · c ity -r ec o rd e r's o ffic e 9 2...

Lebanon City Council Meeting Agenda – March 11, 2020 of 61

Mayor Paul Aziz

Council President Jason Bolen Councilor Robert Furlow Councilor Rebecca Grizzle Councilor Wayne Rieskamp Councilor Karin Stauder Councilor Michelle Steinhebel

MISSION STATEMENT

The City of Lebanon is dedicated to providing exceptional services and opportunities that enhance

the quality of life for present and future members of the community.

CALL TO ORDER / FLAG SALUTE

ROLL CALL

CONSENT CALENDAR The following item(s) are considered routine and will be enacted by one motion. There

will not be a separate discussion of these items unless a Councilor so requests. In this case, the item(s) will be removed from the Consent Calendar and considered separately.

AGENDA - March 11, 2020

APPOINTMENTS Arts Commission - Keith Kutch Budget Committee - Tom Wells

BOARD MINUTES Arts Commission - November 5 & December 16, 2019 Library Advisory Committee - December 10, 2019 Planning Commission - January 15, 2020

COUNCIL MINUTES February 12, 2020 Regular Session February 26, 2020 Work Session Minutes

LIQUOR LICENSE New Off-Premises Liquor License Application for the Lebanon Liquor Store

PROCLAMATION / PRESENTATION / RECOGNITION Proclamation - National Child Abuse Prevention Month Proclamation - Distracted Driving Awareness Month Proclamation - National Library Week Recognition - Honoring Former Planning Commissioner John Brown, by Ron Whitlatch,

Interim City Manager/Engineering Director and Kelly Hart, Community Development Director

Presentation - Annual Tourism/Transient Room Tax Report, by Chamber Director Rebecca Grizzle

LEBANON CITY COUNCIL AGENDA

March 11, 2020 (6:00 PM)

Santiam Travel Station

750 3rd Street, Lebanon, Oregon

Lebanon City Council Meeting Agenda – March 11, 2020 of 61

Presentation - Construction Excise Tax, by Lebanon School District Presentation - Build Lebanon Trails Presentation - Strawberry Festival Board

PUBLIC COMMENTS Citizens may address the Council by filling out a testimony/comment card prior to speaking

and hand it to the City Recorder. Each citizen is provided up to 5 minutes to provide comments to the Council. The Council may take an additional two minutes to respond. The City Recorder will accept and distribute written comments at a speaker’s request.

PUBLIC HEARING(S) 1) Annexation A-20-01

Presented by Kelly Hart, Community Development Director Approval/Denial by ORDINANCE BILL NO. 2020-04, ORDINANCE NO. 2944

REGULAR SESSION

2) Authorization to Apply for the 2020 Local Government Grant and the 2020 Land & Water Conservation Fund Grant from the Oregon Parks and Recreation Department for the Old Mill Trail Presented by Ron Whitlatch, Interim City Manager/Engineering Director Approval/Denial by RESOLUTION NO. 2020-02 and NO. 2020-04

3) Authorization to Provide Sewer Service Outside the City of Lebanon City Limits to 820 W. Oak Street Presented by Ron Whitlatch, Interim City Manager/Engineering Director Approval/Denial by RESOLUTION NO. 2020-05

4) Approval of Manhole Cover Project Design Presented by Arts Commission Members Vanessa Smith & Cassie Cruze Approval/Denial by MOTION

5) City Manager's Report Presented by Ron Whitlatch, Interim City Manager/Engineering Director Discussion

ITEMS FROM COUNCIL

PUBLIC / PRESS COMMENTS An opportunity for citizens and the press to comment on items of city business.

NEXT SCHEDULED COUNCIL MEETING(S) - March 25 (Noon) Work Session (URD Finances and Funding for a New City Hall)

ADJOURNMENT

City Council meetings are recorded and available on the City’s YouTube page at

https://www.youtube.com/user/CityofLebanonOR/videos The meeting location is accessible to persons with disabilities. A request for an interpreter for the hearing impaired or for other accommodations for persons with

disabilities should be made at least 48 hours before the meeting to the City Recorder at 541.258.4905.

https://www.youtube.com/user/CityofLebanonOR/videos

City Recorder’s Office

To: Mayor Aziz and City Council From: Kim Scheafer, City Recorder Date: March 3, 2020 Subject: Arts Commission and City Budget Committee Appointments

I. CURRENT REPORT Mayor Aziz is pleased to appoint Keith Kutch to the Arts Commission and Tom Wells to the City Budget Committee effective immediately. Both will be filling the remaining terms of vacant positions that expire on June 30, 2021.

II. RECOMMENDATION Confirm the Mayoral appointments through the March 11, 2020 Consent Calendar.

City-Recorder's Office 925 S. Main Street Lebanon, OR 97355 541.258.4905 [email protected] www:ci.lebanon.or.us

APPLICATION FOR BOARD / COMMITTEE / COMMISSION / COUNCIL

Applicant Information (Please type/print clearly): Name: v~ t 111--I ¥···1 V\ l C-----"\---\

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Preferred method of contact: □Mail D Phone ~man

Please mark which one you are interested in serving on:

□ Ad Hoc Committee □ Non-Election Council Vacancy (Print the Ad Hoc Committee Name)

[Q/4rts Commission □ Budget Committee' □ Library Advisory Committee (Must be Registered Voter)

□ Planning Commission □ Senior & Disabled Services Advisory Committee □Trees & Trails Advisory Committee

Are you applying for reappointment: □Yes □No If so, how long did you serve in this capacity: _ Year(s) _ Month(s)

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Explain why you are interested in serving in this capacity (attach additional sheet if needed): ( --r I<; /). \,,J~'-( ,\--\ /~ \ ~ ~r--.:::.. G,G)(....J~\~I."-.~ Tti \\-\c.-- ~e~-cr--J,· c),;:_. ·,Ht C-e-:>1.-""' ......- V\. t--1 T'---;:"' IN l:>-N 1>-.iZ-t-~ vv\-\-c::.-\Z-£. --:r· \-\.~v£- c;.:,,'\/"-.~ \

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FOR OFFICE USE ONLY

DATE SENT TO: Director:L1L1~ Committee: ex, 71~00d Recommendation: _I_!__ _ Mayor: d-l..:l_1s2..{)aO

City Council Appointment Date: _/_/_ Applicant Notification Date:

Applicant Appointed:

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□Yes □No

. I Submit Form I I Print Form I Reset Form I

City Recorder's Office 925 S. Main Street Lebanon, OR 97355 541.258.4905 [email protected] www.ci.lebanon.or.us

APPLICATION FOR BOARD/ COMMITTEE/ COMMISSION/ COUNCIL

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Applicant Information (Please type/print clearly): Name: Date:

Tom Wells 1/22/2020 Home Address:

- · Lebanon, OR 97355 Mailing AddrP.ss:

Lebanon, OR 97355 . Home Phone: . Email: - - - - Business Phone:

- Occupation: Employer: Emergency Contact Phone:

Retired Retired Preferred method of contact: □Mail □ Phone 0 Email Please mark which one you are interested in serving on: □ Ad Hoc Committee □ Non-Election Council Vacancy

(Print the Ad Hoc Committee Name)

□ Arts Commission 0 Budget Committee □ Library Advisory Committee (Must be Registered Voter)

□ Planning Commission □ Senior & Disabled Services Advisory Committee □Trees & Trails Advisory Committee

Are you applying for reappointment: □Yes □No If so, how long did you serve In this capacity: _ Year{s) _ Month(s)

Describe experience related to position applying for: I Worked my whole career in Agricultural Sales including Sales Management which required budgeting. I worked with many local growers providing machinery within their budget annually.

List current and/or previous involvement on any government boards/committoos/commlssions/councils: None

Explain why you are interested in serving In this capacity (attach additional sheet if needed): As a property owner, tax payer, and resident of Lebanon I have a vested interest in city finances. Now that I am retired I have the time to serve.

Applicant's Signature~ (),,,jt#_s;z Date: 1/22/2020 ~/ /

FOR OFFICE USE ONLY

:: DATE SENT TO: 1' Dlr-ector: ~ ;Ji_ !~O Committee: _ I_ I __ Recommendation:_! __ !__ Mayor: a._ IJ$_Jaoa0

City Council Appointment Date: _!_!_ Applicant Notification Date: Applicant Appointed:

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Call to Order:

Commission members present: Leigh Matthews Bock, Cassie Cruze, Sheree

Speaks and Ray Hendricks

Approved September 16, 2019 meeting minutes.

Strawberry Plaza Art Board Program: Lebanon 2040 Strategic Action Plan Item 1.4. o No submissions to jury at this time.

o Discussion was held on ways to locate more artists for the Art Board

Program.

Downtown Street Sculpture Program: Lebanon Strategic Action Plan Item 3.1 o Discussion took place on replacing the turkeys with a new Lebanon-related

item. o More discussion to take place at the December 2019 meeting when all

Commission members are present.

Noon at the Plaza Summer Performance Art Series: Lebanon 2040 Strategic Action Plan Item 1.4

o Strawberry Plaza has been reserved each from Friday between June 26 and

August 18, 2020, from dawn to 3 pm.

o Leigh has made initial contact with Comcast to see if they would like to

continue their Noon at the Plaza series sponsorship for 2020.

Lebanon Manhole Cover Project: Lebanon 2040 Strategic Action Plan Item 3.5 o Press release was sent, KGAL Valley Talk interview aired September 26.

o Several phone calls and email inquiries.

o December 10, 2019 deadline can be extended if need be.

Meeting Update: Cancel Monday, January 13, 2020 meeting, no meeting space

available. Next meeting, Monday, February 10, 2020 at Lebanon Public Library

Community Room

Public Comment:

Meeting adjourned at 6:10 pm

Lebanon Arts Commission Meeting Minutes

Tuesday, November 5, 2019 | 5:30 pm Lebanon Public Library, 55 Academy Street,

Community Meeting Room

• Call to Order: o Commission Members Present: Cassie Cruze, Sheree Speaks, Leigh Matthews

Bock, Jenni Grove and Vanessa Smith

• Minutes from November 5, 2019 Meeting: o Minutes approved.

• Art Boards Project: Lebanon 2040 Strategic Action Plan Item 3.3 o Juried three submission, accepted two and asked an artist to clarify some detail

on a submission. If able to bring some clarity, the board will be commissioned. o Cassie contacted Ralston Academy to gage their interest in students participating

in Arts Board Project.

• Manhole Cover Art Project: Lebanon 2040 Strategic Action Plan Item 3.5 o Juried the submissions. o Discussed aspects of the submissions that could work well for further

development. o More discussion to follow.

• Downtown Street Sculpture Program: Lebanon Strategic Action Plan Item 3.1 o Bicycle art was discussed again and how to tie it in with local bicycle

groups/interest/races. o A way to represent The City That Friendliness Built was discussed. Concerns

were expressed about the size and visibility of such a project, and how to display it. Leigh will research the viability of such a project and share the information with the Commission.

• Next Meeting Date(s): March 16, 2020 at 5:30 pm.

• Public Comment:

• Adjourn: 6:50 pm

Lebanon Arts Commission Meeting Minutes

Monday, December 16, 2019 | 5:30 pm Lebanon Public Library, 55 Academy Street

Community Meeting Room

Minutes

Lebanon Public Library Advisory Group Meeting

December 10, 2019 The meeting was called to order at 4:30 by Virginia Cloyd Present: Virginia Cloyd, Denice Lee, JonLee Joseph, Karin Stauder, Jane Turner, Michelle Nelson and Kendra Antila Minutes of the October 2019 meeting were approved as presented. Library Director’s Report: Monthly statistics for October and November were discussed. Kendra explained the Snedaker and Library Trust accounts, their uses and current balances. New voting members Michelle Nelson and Jane Turner and non-voting Council Representative Karin Stauder were introduced. The Committee was updated on staffing changes resulting from the resignation of a full-time staff member. Kendra explained the receipt of a $5,000 general operating support grant from the Oregon Community Foundation and the resulting purchase of backstops for library shelving. Plans for the upcoming Trust Management Grant application were also discussed. Friends of the Library Report: After receiving the $1500 Siletz Tribal grant again this year, the Friends were able to increase funding for the 2020 Summer Reading Program to $3000. Virginia explained the weekly and monthly book sales – both the process and the proceeds. New Business: None Unfinished Business: The timeline and implementation of fundraising for the Children’s Meeting Room was discussed. The draft patron privacy policy was reviewed. The group will make recommendations regarding the policy at the next meeting. Public Comments: None Announcements: None The meeting was adjourned at 5:21. The next meeting will be February 11th @ 4:30.

January 15, 2020 Meeting Minutes - ADOPTED Page 1 of 5

Members Present: Chairman Salvage, Vice-Chair Don Robertson and Commissioners

John Brown, David McClain, Josh Port, Todd Prenoveau and alternate Commissioner Samuel Brackeen.

Staff Present: Community Development Director Kelly Hart; and Tre’ Kennedy, City

Attorney. 1. CALL TO ORDER/ FLAG SALUTE Chairman Salvage called the meeting of the Lebanon Planning Commission to

order at 6:00 pm in the Santiam Travel Station Board Room at 750 3rd Street and led the assembly in the flag salute.

2. ROLL CALL Roll call was taken. Commissioner Galka were excused. 3. APPROVAL OF MEETING MINUTES December 18, 2019 minutes were approved as submitted. 4. CITIZEN COMMENTS - None 5. PUBLIC HEARINGS

A. Planning File 19-10-63 – Land Partition & Class III Variance (1360-1390 Grove Street – Nate Knapp)

Prior to the opening of the public hearing, Director Hart discussed the modified agenda packet procedures regarding Planning Commission Orders, Decision Criteria, and required findings. Discussion occurred between the Planning Commissioners and staff for clarification on the revised procedures. Chairman Salvage opened the hearing for Planning File No. 19-10-63. City Attorney Kennedy reviewed the hearings procedures and asked the Commission if there was any ex-parte communication, conflict of interest or bias regarding the application. All Commissioners indicated there was no ex-parte communications, conflicts or bias. Director Hart presented staff’s report for the proposed application. The subject

City of Lebanon

Planning Commission Meeting Minutes January 15, 2020


property is located at 1360-1390 Grove Street and is within the High-Density Residential zone. Surrounding the subject property are a mix of residential uses including single-family residences and the Queen Anne Apartment complex.

For the site, there are three existing residential structures. Two of the residential structures would be categorized as legal non-conforming due to the existing setbacks of the structures.

For the application, the Applicant is requesting approval of a land partition to divide the existing 11,645 square foot parcel into two parcels, one being 5,000 square feet, and the second, 6,645 square feet. The proposal for the land partition would not expand the non-conformity as the new proposed lot line would not impede further on the existing setbacks with the nonconformity. The applicant is also requesting approval of a Class III Variance for a 5% reduction in the minimum parcel size for two residences. Per the development code, the minimum lot size for a parcel with a duplex or two residences is 7,000 square feet, and the minimum lot size for a single-family parcel is 5,000 square feet. The applicant is proposing a 5,000 square foot parcel with one single family residence in full compliance with the code, while the second parcel would contain two existing residences and would be 6,645 square feet, 355 square feet short of the minimum required 7,000.

In order to approve a land partition, the required decision criteria are that the site meets the criteria of the development code, is able to be serviced by all utilities, meets the minimum access requirements, and requirements for fire protection services. For the land partition aspect, the site is already fully developed and serviced by all utilities, and the public right-of-way is fully improved. The proposed location of the partition line would provide for appropriate setbacks of the structures to the new proposed lot lines. The non-conforming structures are the southern and northern houses, and they are non-conforming for the rear setback on the northern house, and the southern side lot line for the southern house. The proposed partition line would not impact the existing non-conforming setbacks, so it is compliant with the development code, and finally with approval of the variance, the proposed lot partition would meet the requirements of the development code.

Director Hart continued, for the decision criteria for the variance, the applicant needs to demonstrate that the variance isn’t materially detrimental to other policies and standards for other properties in the vicinity, has experienced a hardship that other properties in the vicinity or zone do not have, the use would otherwise be permitted, existing physical systems and traffic would not be impacted, the hardship was not self-imposed, and the variance is the minimum requested variance to alleviate the hardship.

The proposed order goes into detailed analysis for these findings, which was also included in the staff report, but the crux of the justification is two-fold:

1. The site has already been developed with three residences, so the variance would not result in an intensification of use of the property beyond the existing condition, which means there would be no further impact on the physical condition, traffic, utilities, or city services.

2. If the right-of-way dedication for the “D Street” expansion did not exist, the site


would have sufficient area to partition without the required variance. D Street is no longer identified in the Transportation Systems Plan for expansion, largely due to the development of the Queen Anne Apartments. As such, there is an excess portion of land directly adjacent to the site that would have been part of the site if not identified for future right-of-way. This creates a unique hardship that is not experienced largely by other properties in the vicinity and was not self-imposed.

Director Hart concluded the staff report with a list of potential Planning Commission actions and offered to answer any questions the Commission may have.

Commissioner McClain indicated that it looks like one of the houses that exists was previously a garage. Commissioner McClain wanted to clarify whether it was the intention to redevelop the property and place a larger duplex on the property than the existing condition.

Director Hart indicated that there is currently no development proposal that has been identified, but the applicant is available to speak to the matter. From staff’s understanding, he is just looking to sell each of the properties in their existing condition. If new development were proposed, it would still have to meet all the development standards in the code, save for the property size.

Commissioner Brackeen indicated he thinks there may be a future development. For the land partition, the intention is to separate the property to be sold separately, and the variance is for the land size reduction. Commissioner Brackeen indicated support of the variance, but further analyzed the land partition. Commissioner Brackeen was requesting clarification of a performance guarantee for the partition.

Director Hart indicated that the performance guarantee in the development code was related to required public and facility improvements. A performance guarantee to develop two homes on the property would not be required, and further review by the planning commission for the development of two homes on the property would also not be required. If the planning commission were to approve the variance, the Planning Commission is identifying the site, at a lesser property size, is acceptable for the use of two residential dwellings. As such, the action before the planning commission, if approved, would be the only action necessary to authorize two dwellings on the newly created lot. Attorney Tre concurred, stating that once the legal lot is created, no further variance would be required.

Director Hart clarified further that the action before the Planning Commission is to authorize the land division so the property to the south with a single-family home would be able to be sold separately, and the property to the north would have two residential units on the one property. Those units could be lived in, or future owner could develop the site, but they would be required to meet all development standards, except for the lot size requirement for the two-units.

Commissioner McClain indicated we should focus on the partition and variance since there is no development proposal at this time.

Commissioner Prenoveau stated he believed it was a slippery slope to allow variances for rules or lot sizes, because it is a rule, and asked what threshold,


percentage wise, where it is not acceptable.

Director Hart indicated it is not a variance when all aspects of the code could be met. In the Development Code for a Class II Variance, it authorizes a 15% reduction in property size based on the decision criteria: can the property meet all other development standards, is the property fully serviced by utilities, can it be improved with the appropriate right-of-way if needed. In this case, all those aspects already exist. The subject property is in a fully developed neighborhood, on fully improved streets, with all utility services, and is serviced by the Fire District. So, the determination whether to approve the variance is based on the decision criteria. For the slippery slope aspect, if the Planning Commission is making a decision without a sound basis, then the slippery slope exists. If the proposal were to request for a greater variance above the 15%, it would jump to a higher variance classification that would be reviewed by the Planning Commission. In review of the proposal, the Planning Commission would analyze the request and its potential impacts on the property, surrounding properties, and zone, and would evaluate the decision based on the decision criteria and the exact situation before them for consideration. You avoid a slippery slope by evaluating each request based on the specific request, the specific site and neighborhood, and the decision criteria.

Commissioner McClain indicated that if you include the D Street right-of-way the property would be over the 7,000 square feet. It was asked who owned the right-of-way. Director Hart indicated the City owned it. Commissioner McClain asked why the right-of-way is not just vacated.

Director Hart indicated that the City would be willing to vacate the right-of-way, but it would need to be initiated by the applicant, and the process is more expensive, and would require more public notification, along with two hearings before the Planning Commission and the City Council.

Commissioner McClain indicated that the City was never going to develop the right-of-way. Commissioner Brown asked why the City wouldn’t just initiate the vacation process.

Director Hart indicated it is not intended to develop the right-of-way, and the City could initiate the vacation process, but that has not happened. Therefore, the applicant is requesting consideration of the application tonight in order to move forward with the sale of the property.

Commissioner Prenoveau asked what the definition of dwelling was.

Director Hart indicated it could be a house, duplex, apartment, it is a housing unit. For example, a duplex is the equivalent of two dwelling units, but it is within one structure.

Chairman Salvage asked whether there were any additional questions of staff. Seeing none, the applicant was invited to speak if he wished. The applicant indicated he did not wish to speak.

Chairman Salvage closed the public testimony portion.


Chairman Salvage noted that if it was not in combination of the two applications, the application would not even be presented to the Commission and would have been handled at staff level. But since the partition and the variance are proposed at the same time, it has been increased to a Class III Variance and presented to the Planning Commission for review. Further, with the variance, the 5% reduction, not only does it meet the decision criteria, but it is a common-sense item, and the application cleans up the property.

Commissioner McClain concurred with the Chair’s statements.

Commissioner Brown indicated the application makes sense based on the surrounding development.

Vice Chair Robertson asked about the southern property, and the intrusion of the structure into the city’s right-of-way, and whether that was legal, or would cause an issue.

Director Hart indicated it was a patio structure and was likely constructed without permits. The structure could be a code enforcement issue, or the Commission could include a condition as part of the decision that the structure be removed.

Commissioner Brown said they could just move forward with the street vacation rather than demolish the structure.

Chairman Salvage clarified, that by approving the application, it is not approving the overhang. That the structure could still be a code enforcement issue. Director Hart and City Attorney Tre clarified that it does not permit or authorize the unpermitted structure.

Chairman Salvage, seeing no other comments or questions entertained a motion.

Commissioner McClain motioned to recommend approval of the proposed code amendments as drafted. Commissioner Brown seconded the motion. The motion passed 6-0.

6. WORK SESSION - None 7. COMMISSION BUSINESS & COMMENTS

Director Hart indicated that there were currently no items scheduled for the February meeting. However, there is a potential annexation that may make the cure.

8. ADJOURNMENT:

There being no further business, the meeting was adjourned at 6:50pm.

[Meeting minutes prepared by Kelly Hart, Community Development Director]

DRAFT Lebanon City Council Meeting Minutes – 2/12/20 Page 1 of 4

Council Present Mayor Paul Aziz, Councilors Jason Bolen, Robert Furlow, Wayne Rieskamp, Karin Stauder and Michelle Steinhebel

Staff Present City Attorney Tré Kennedy, Interim City Manager/Engineering Director Ron Whitlatch, City

Recorder Kim Scheafer, Police Chief Frank Stevenson, Economic Development Catalyst Alysia Rodgers, Finance Director Matt Apken and HR Director Angela Solesbee

CALL TO ORDER Mayor Aziz called the Regular Session of the Lebanon City Council to order at 6:00 p.m. in the Santiam Travel Station Board Room and led in the Pledge of Allegiance.

ROLL CALL Councilor Rebecca Grizzle was absent.

CONSENT CALENDAR Councilor Bolen moved, Councilor Stauder seconded, to approve the Consent Calendar as presented. The motion passed unanimously.

AGENDA Lebanon City Council Agenda – February 12, 2020 BOARD MINUTES Planning Commission – December 18, 2019 Senior & Disabled Services Advisory Committee – October 16, 2019 Trees & Trails Advisory Committee – September 18 & October 9, 2019 COUNCIL MINUTES January 8, 2020 Regular Session & January 22, 2020 Work Session

PROCLAMATION / PRESENTATION / RECOGNITION:

Oregon RAIN Presentation

Economic Development Catalyst Rodgers introduced Corey Wright, Venture Catalyst for the Oregon RAIN program, who has been working on entrepreneurial ecosystem building in the region since June 2018. Mr. Wright thanked the Council, communities, private foundations, counties, and partners for funding their work to help start-ups in Linn and Benton counties. He showed a PowerPoint presentation [available in archives] about Oregon RAIN and gave an update on last year’s accomplishments. There was a brief discussion about the Lebanon Entrepreneurial Ecosystem Scorecard; Lebanon has the most activity of all the rural communities.

He requested that Council attend an event highlighting rural entrepreneurship at Boulder Falls on April 30th at 6:00 p.m.; the broader conference will start at 2:00 p.m. He also asked the Council to connect him with potential entrepreneurs, mentors and investors; to engage in the broader Linn Benton startup community events; to continue to invest in Lebanon’s entrepreneurial ecosystem; and to take a long-term approach positioning Lebanon as a top place for startups and entrepreneurs to live in.

Audit Presentation

Steve Tuchscherer reported that the City’s financial statements are without any material misstatement. The Management, Discussion and Analysis section is a summary statement of all City activities. He briefly spoke about the challenge of cleaning up some past accounts. He stated that it is important to recognize that statements are estimates because of dealings with, for example, estimated values of capital assets and estimated values of receivables. It is a significant challenge to come up with a net court fine receivables because the total amount is

LEBANON CITY COUNCIL MINUTES – DRAFT February 12, 2020


about $1.5 million and many of them have been on the books for a long time and will likely never get collected. Based on the amount collected last year, they are trying to estimate a reasonable amount that will be collected and an amount that should be written off. There are also quite a few capital assets that the City should examine to determine if they are still useful. This significantly impacts the City’s total net position. Eight of the City’s 18 long-term debts will be paid off in the next three years. Because of the many funds Lebanon has, he suggested consolidating them or merging them into the General Fund.

In response to Mayor Aziz’s question, Finance Director Apken said that the number of funds has not been reduced very much. He has been working with department directors to understand how they are using their funds since they manage their budgets out of different funds. Directors feel that consolidating funds would complicate how things are tracked. He and Interim City Manager/Engineering Director Whitlatch have discussed some areas that can be consolidated in this year’s budget.

The Mayor and Council expressed their appreciation at getting the audit report ahead of time.

PUBLIC COMMENTS

Kay Cortez, 780 Rhododendron, submitted and read her written testimony regarding concerns about speeding on 8th Street. She requested that the City consider additional options since continued visibility of patrol units is not financially feasible nor realistic for permanent improvement. She asked for more regular use of the speed trailer until there is a permanent solution. She feels installation of a larger speed bump will help to deter speeding.

Responding to Mayor Aziz’s question, Police Chief Stevenson stated that he does not have an update on speeding in this particular area. They try to patrol that area as much as possible, but this is a problem throughout the City.

Bill Sullivan, Lebanon, expressed his opinion that the wasted money on the pre-fabricated bathrooms could have been spent on redoing the 5th/Rose Street tennis courts. At his comment that the City could have hired a contractor or used City crews for less money, Whitlatch explained that the pre-fab units are about half the price. He will get an update from Maintenance Services Director Williams because he knows there were issues with the contractor.

Cassie Cruze, Lebanon Downtown Association (LDA) Main Street Manager, shared that Downtown Dog closed their doors after 27 years. Frill and Threads sold their business; a different retailer (Amber Moon Boutique) is now in that space. She emphasized that residents must shop and dine downtown in order for it to thrive.

Victorian Chocolate Company donated 175 pieces of chocolate for the initial First Fridays event which had over 130 participants. They will borrow the Library’s Cat in the Hat costume for the March First Fridays affair which will focus on literacy. Think Brain Candy donated five boxes of books for giving away. LDA will partner with the Arts Commission for the September First Fridays event – silent auction for sculptures and art boards. Be Undivided and Build Lebanon Trails will help with the community cleanup day, which will not just focus on downtown, but all of Lebanon. She added that LDA will be presenting an update and report to Council in April.

Mayor Aziz suggested having the turkey auction in the evening because it was held too early in the day last year. Ms. Cruze agreed and added that the event will be non-alcoholic. In response to Councilor Steinhebel’s question, she stated that they like the art boards to be switched out every few months but some of them have not come back. The auction will only be for the 2019 art boards.


REGULAR SESSION

1) Adoption of City Manager Recruitment Profile, Standards and Criteria

HR Director Solesbee presented the City Manager Recruitment Profile, Standards and Criteria, along with the schedule of events, for Council adoption. The Councilors agreed that their comments seemed to be incorporated into the criteria.

Councilor Bolen moved, Councilor Steinhebel seconded, to ADOPT THE CITY MANAGER RECRUITMENT PROFILE, STANDARDS AND CRITERIA, ALONG WITH THE SCHEDULE OF EVENTS. The motion passed unanimously.

2) Approval of Westside Interceptor Design Agreement

Whitlatch briefly described the phasing of the Westside Interceptor project and requested approval of the Engineering Service Contract for the second stage of the Phase 5 project design to Udell Engineering for $180,560. ORS allows the City to direct appoint the contract to Udell because of their intimate knowledge of the project; this will also be a cost savings to the City. Many of the environmental documents have been submitted and the hope is to start the permitting process and loan agreement at the end of March or April.

Responding to Councilor Rieskamp’s question, Whitlatch said that he is not sure about the exact amount, but it will be a substantial savings.

Councilor Furlow moved, Councilor Stauder seconded, to APPROVE AWARDING THE WESTSIDE INTERCEPTOR ENGINEERING SERVICE CONTRACT TO UDELL ENGINEERING FOR $180,560. The motion passed unanimously.

3) Adoption of SDC Finance Interest Rate Increase

Apken presented a request to increase the interest rate the City imposes on development charges that are not paid in full at the time building permits are issued because it does not have this type of dedicated software and is not recovering its costs in providing this service. The City is currently charging 1% interest above the rate it receives from the local government investment pool. Payments are currently being made on about $1.5 million in outstanding SDC charges. In polling other jurisdictions, he found that some do not offer SDC financing; those that do charge a higher interest rate or a flat fee. Staff believes that a reasonable rate would be the Wall Street Journal prime plus 3%.

Whitlatch added that many developers use this service and it becomes extensive to track. This change will be an interim fix until the City is able to update its SDCs methodology; staff will recommend that the City no longer offer this service for commercial construction. For cases like a failed septic or well, the City would still like to offer this service for private homeowners. Financing these larger development charges also delays the City’s access to needed funds.

City Attorney Kennedy read the title of ORDINANCE BILL NO. 2020-05, ORDINANCE NO. 2945. Councilor Stauder moved, Councilor Furlow seconded, to APPROVE ORDINANCE BILL NO. 2020-05, ORDINANCE 2945, A BILL FOR AN ORDINANCE AMENDING SECTION 13.12.100 OF THE LEBANON MUNICIPAL CODE, CONCERNING UPDATING THE SYSTEM DEVELOPMENT CHARGE INSTALLMENT PAYMENT INTEREST RATE. The motion passed unanimously.


4) City Manager’s Report – Whitlatch provided a brief report:

All of the Reeves school zone signs are up. The hope is to install the flashing lights this month. The City will issue a press release and do a social media campaign to get the word out.

The work session on funding for a new city hall may be moved to April. Work on the River Road trail is finally moving forward.

ITEMS FROM COUNCIL

There was Council consensus to have the City Attorney and Police Chief review Municipal Code nuisance house verbiage and update, if necessary.

PUBLIC/PRESS COMMENTS

NEXT SCHEDULED COUNCIL MEETING(S)

February 26, 2020 – Noon Work Session (Council iPad Training)

RECESS – Mayor Aziz recessed the meeting at 7:34 p.m.

EXECUTIVE SESSION

Per ORS 192.660(2)(h) To consult with legal counsel concerning the legal rights and duties of the public body with regard to litigation or litigation likely to be filed.

ADJOURNMENT Mayor Aziz reconvened the regular meeting and immediately adjourned it at 7:45 p.m.

The annual Council jail tour was cancelled.

[Minutes prepared by Donna Trippett]

Minutes Approved by the Lebanon City Council on this 11th day of March 2020.

Paul R. Aziz, Mayor Jason Bolen, Council President ATTESTED: Kim Scheafer, MMC, City Recorder

City Council iPad Training Work Session Minutes Page 1 of 1

LEBANON CITY COUNCIL City Council iPad Training – Work Session Minutes

February 26, 2020

Council Present: Mayor Paul Aziz, Councilors Robert Furlow, Rebecca Grizzle, Wayne Rieskamp, Karin Stauder and Michelle Steinhebel

Staff Present: IT Director Brent Hurst, Senior Network Engineer Nico Bressler, IT/GIS Systems

Coordinator Casey McMillin, City Attorney Tre Kennedy, City Recorder Kim Scheafer and Deputy City Recorder Donna Trippett

Mayor Aziz called the work session to order at 12:05 p.m. Councilor Jason Bolen was absent

The Council received training on their new iPads and signed the City Council Software/Computer Equipment Policy.

ADJOURNMENT

Mayor Aziz adjourned the work session at 12:30 p.m.

[Minutes prepared by Donna Trippett]

Minutes Approved by the Lebanon City Council on this 11th day of March 2020

Paul R. Aziz, Mayor Jason Bolen, Council President ATTESTED: Kim Scheafer, MMC, City Recorder

925 S. Main Street Lebanon, Oregon 97355 TEL: 541.258.4905 www.ci.lebanon.or.us

City Clerk’s Office

To: Mayor Aziz and City Council Date: March 2, 2020

From: Kim Scheafer, MMC, City Clerk Subject: Liquor License Application (Off Premises – Lebanon Liquor Store)

Lebanon Liquor Store has applied for an Off-Premises Liquor License for their new location at

865 S Main. They currently have an Off-Premises license for their old location. The OLCC

Application is attached for Council’s review and consideration.

The Fire District, Police Department, Building Official and Community Development Director

have reviewed the application and found no evidence to support a denial of this liquor license

application.

Council Action:

Staff recommends that Council authorize a favorable recommendation to OLCC under

the City Council Consent Calendar.

A OREGON LIQUOR CONTROL COMMISSION

'Of LIQUOR LICENSE APPLICATION L Application. Do not lndude any OLCC fees with your application packet (the license fee will be collected at a later time). Application is being madefor:

License Applied For: CITY AND COUNTY USE ONLY

□ Brewery 1st Location Date application received and/or date stamp: □ Brewery 2nd Location

□ Brewery 3rd Location oa ~ ,:, -aoao □ Brewery-Public House 1st Location

□ Brewery-Public House 2nd Location

□ Brewery-Public House 3rd Location Name of City or County: □ Distillery

□ Full On-Premises, Commercial e,.·1¥ o.r L,e,l:xJ..ncr-'\ □ Full On-Premises, Caterer Recommends this license be: □ Full On-Premises, Passenger Carrier

□ Full On-Premises, Other Public Location 0 Granted □ Denied

□ Full On-Premises, For Profit Private Club

□ Full On-Premises, Nonprofit Private Club By:

□ Grower Sales Privilege 1st Location

□ Grower Sales Privilege 2nd Location Date:

□ Grower Sales Privilege 3rd Location OLCC USE ONLY

□ Limited On-Premises Date application received: l2SI Off-Premises Oaj;Bj noaa □ Off-Premises with Fuel Pumps

□ Warehouse J)ff 2 □ Wholesale Malt Beverage & Wine By: ....,

□ Winery 1st Location License Action(s):

□ Winery 2nd Location t J rl✓ o CA-'+l-C5n □ Winery 3rd location

□ Winery 4th Location

□ Winery 5th Location

2. Identify the applicant(s) applying for the license(s). ENTITY (example: corporation or LLC) or INDIVIDUAL(S) applying for the license(s):

West Moreland Liquid Inc,

(Applicant ##1) (Applicant##2)

(Applicant #3) (Applicant#4)

3. Trade Name of the Business (Name Customers Will See)

Lebanon Liquor Store

4. Business Address (Number and Street Address of the location that will have the liquor license)

865 S Main St

City County Zip Code Lebanon Linn 97355

OLCC UqUO< License Application (Rev. 1/20)

8 OREGON LIQUOR CONTROL COMMISSION

LIQUOR LICENSE APPLICATION S. Trade Name of the Business (Name Customers Will See)

Lebanon Liquor Store ~

6. Does the business address currently have an OLCC liquor license? ~y l¥ tr 7. Does the business address currently have an OLCC marijuana license? ov~ NO

8. Mailing Address/PO Box, Number, Street, Rural Route (where the.OLCC will send your mail)

32900 Merrill Lane

City State Zip Code

Lebanon Oregon 97355

9. Phone Number of the Business Location 10. Email Contact for this Application

5412586126 - lL Contact Person for this Application Phone Number

Jesse Bolander 5414055393

Contact Person's Mailing Address (if different) City State Zip Code

Please note that liquor license applications are public records. A copy of the application will be posted on the OLCC website for a period of several weeks.

I understand that marijuana (such as use, consumption, ingestion, inhalation, samples, give-away, sale, etc.) is prohibited on the licensed premises.

I attest that all answers on all forms, documents, and information provided to the OLCC are true and complete.

Applicant Signature(s) • Each Individual person listed as an applicant must sign the application. • If an applicant is an entity, such as a corporation or LLC, at least one person who Is authorized to sign for the entity

must sign the application. • A person with the authority to sign on behalf of the applicant (such as the applicant's attorney or a person with

power of attorney) may sign the application. If a person other than an applicant signs the application, please provide pr fsign ture authority.

(Applicant# (Applicant#2)

(Applicant#3) (Applicant#4)

OLCC Uquor Ucense Application (Rev.1/20)

A'P\2-IL is hlld Abuse reventlon

Month

"National Child Abuse Prevention Month" PROCLAMATION

WHEREAS, National Child Abuse Prevention Month began in 1983 as part of a Presidential proclamation to raise awareness of the alarming rate at which children were being abused and neglected; and

WHEREAS, our children are our most valuable resources and will shape the future of our community; and

WHEREAS, every child deserves to grow up in a healthy, safe and nurturing environment; and

WHEREAS, child abuse and neglect causes psychological, emotional and physical harm which can create lifelong problems for abuse victims thereby impacting our entire society; and

WHEREAS, parents, families and communities can help reduce child abuse and neglect by recognizing that prevention starts with each of us; and

WHEREAS, the City of Lebanon encourages everyone to display blue ribbons or pinwheels at your home or business during the month of April as part of the National Child Abuse Prevention Month campaign to create awareness of the need to prevent child abuse and neglect.

Paul R. Aziz, Mayor City of Lebanon, Oregon

In Witness Whereof, I Hereunto Cause the Great Seal of the City of Lebanon to be affixed on this 11th Day of March 2020.

Kim Scheafer, MMC, City Recorder

\ f l.,STOP ~-~ 1 · Fzi .. -;' Distracted \r.~ Driving

DISTRACTED DRIVING AWARENESS MONTH

PROCLAMATION

WHEREAS, distracted driving can result in injuries and deaths to motorists, pedestrians and bicyclists; and

WHEREAS, the health and well-being of Lebanon's citizens are a direct result of increased awareness about the dangers of distracted driving, which occurs when drivers divert their attention away from the task of driving to focus on another activity, and

WHEREAS, 80% of all crashes and 65% of all near-crashes can be attributed to some form of driver distraction, and

WHEREAS, it is estimated that 1.6 million crashes per year can be attributed to cell phone talking and texting while driving; and

WHEREAS, distracted driving is a serious, preventable life-threatening practice. Lebanon motorists should dedicate themselves to adopting and maintaining safe behavior while behind the wheel.

NOW, THEREFORE, be it resolved that I, Paul R. Aziz, Mayor of the City of Lebanon, proclaim April as DISTRACTED DRIVING AWARENESS MONTH and encourage all residents to increase their awareness of the dangers of distracted driving, and promise to protect each other on the road through distraction-free driving behavior.




WHEREAS, libraries help lives change in their communities, campuses and schools; and

WHEREAS, librarians work to meet the changing needs of their communities, including providing resources for everyone and bringing services outside of library walls; and

WHEREAS, libraries and librarians bring together community members to enrich and shape the community and address local issues; and

WHEREAS, libraries offer programs to meet community needs, providing Lebanon residents with story times, the summer reading program and Lego Club, Genealogy Society and Gift of Literacy; and

WHEREAS, libraries continuously grow and evolve in how they provide for the needs of every member of their communities; and

WHEREAS, libraries, library staff and supporters across America are celebrating National Library Week.

NOW, THEREFORE, be it resolved that I, Paul R. Aziz, Mayor of the City of Lebanon, proclaim April 19 - 25, 2020 as NATIONAL LIBRARY WEEK and encourage all residents to visit the library this week to take advantage of the wonderful resources available.

"National Library Week" PROCLAMATION




Recognition

John Brown,

Over 20 years of service as a Planning Commissioner

Presentation

Annual Tourism/Transient Room Tax Report

Rebecca Grizzle,

Chamber of Commerce Director

Presentation

Construction Excise Tax

Lebanon School District

Presentation

Build Lebanon Trails

Annual Update Letter 2019

Your support and contributions to Build Lebanon Trails (BLT) make these trail projects possible.

New trail projects planned for 2020: • The Old Mill Trail (OMT). Planning and fundraising efforts are underway for building 4,000 feet of trail. This

new trail will create a continuous, fully accessible, off street, trail connection between River Park, Gill's Landing, Porter Park, Riverview Park and miles of trails at Cheadle Lake Park.

• Ground breaking of a three-phased trail development project at Cheadle Lake. Future development includes a trail connection between the existing North Shore Trail and the A YSO Soccer Fields, a boardwalk or bridge connection to the island trails and a wildlife viewing platform on the south shore of the lake.

• Begin Phase Two, of BLT' s Commemorative Resting Bench Project. 25 benches were installed in phase one. 20 additional benches are available for sponsorship in phase two.

• Research trail easements and preliminary surveying for extension of the Burkhart Creek Trail. 2019 highlights: • West River Trail on Mt. River Drive and the North Shore Trail at Cheadle Lake connection via three new

pedestrian bridges across the Albany Canal and the overflow stream for Cheadle Lake. The completion of this project created a continuous, fully accessible, trail between the southern Urban Growth Boundary at Weirich Drive to the north side of Riverview Park.

• Russell Drive Trail connecting Main Street/Hwy 20 to Cheadle Lake and the North Shore Trail. • Inauguration of the Elite Trail Volunteer Program. Many new volunteers were trained and are making great

contributions to the completion of Lebanon's Trail System Plan and assuming leadership roles in the organization.

• Beautifully designed, way-finding trail signs/ maps installed along many of the existing trails.

Highlights of trail development since the start of BLT in 2005: • Over 25% of the proposed 50-mile trail system within the Lebanon community has been developed.

• Cheadle Lake North Shore Trail and Island Loop Trail. • Phase 1 of the Burkhart Creek Trail connecting the neighborhoods of 12th Street and D Street. • The Marks Slough Trail Loops. • Trail segment connecting Had Irvine Park to the Marks Slough Trail Loops. ■ Trail segment connecting River Park and Gills Landing. • Completion of the Northside Community Trail System connecting Hansard Street walkway, Reeves

Parkway, COMP-NW Campus and, Samaritan Lebanon Community Hospital Campus. ■ Dr. Thad Nelson Trail.

• Over 230 trees planted along the Lebanon trails system. • Installation of 25 commemorative resting/viewing benches. • Water trail at Cheadle Lake with boat ramp, dock, interpretive signage and, scaled log raft. Three to Five-year plan: • Develop a trail connection between the Dr. Thad Nelson Trail and Had Irvine Park. • Develop a trail connection from Marks Slough Trail to River Park. • Develop the Old Mill Trail connecting Gill's Landing to Riverview Park. • Continuation of planning and development of the remaining segments of the Burkhart Creek Trail. The public is invited to attend monthly BLT board meetings to help plan trail improvements and

events. Meetings are held the first Tuesday of each month from 5:30 - 7:00pm at Samaritan Lebanon Community Hospital.

Connecting Our Community Build Lebanon Trails, PO Box 2604, Lebanon, OR 97355

A 501(c)3 nonprofit organization BuildLebanonTrails.com and facebook.com/buildlebanontrails

Connecting our Community

Build Lebanon Trails P.O. Box 2604

Lebanon, OR 97355

Rodney Sell, Board President Build Lebanon Trails (BLT)

· Dear BLT Supporter,

My name is Rodney Sell, the Founder of Build Lebanon Trails (BLT). Developing, free to use, public trails in Lebanon has been my passion for over 20 years. This year brings new and exciting opportunities in the form of a $50,000 Challenge Grant and Donated Land to help build the Old Mill Trail (OMT). This premiere riverside trail will be hard surfaced, lighted, accessible and 4,000-foot

· long. (Please note: The early project name of Old Mill Trail is subject to change.)

To help meet this opportunity I hope to raise $50,000 towards the challenge. The matching grant is provided by local philanthropists, Dr. Thad and Joanne Nelson. The Nelsons feel so strongly about this project, they have pledged substantial additional funding towards construction.

The building of the OMT will positively impact the community more than any trail project before it. This one trail project will connect over five miles of existing trails and will directly connect five City Parks including River Park, Cheadle Lake, Riverview Park, Porter Park and Gill's Landing. These trails provide, free to use, off street, accessible, trail access to hundreds of acres of urban greenspaces and the wildlife we enjoy. Go to https://buildlebanontrails.com/the-old-mill-trail/ to view a project map.

All funds raised from the challenge grant, and from sponsorships of this year's Cheadle Lake Run, will · go towards building the Old Mill Trail. With one donation you're supporting both efforts.

Even a small donation will help bring this special trail property into perpetual public use and enjoyment. A donation of $25 provides $50, $50 is $100, $500 is $1000, $5,000 is $10,000 towards the match. A listing of Cheadle Lake Run/Dash sponsor benefits and sponsor recognitions are attached.

Thank you in advance for your contribution. You have no idea how much it means to me and BLT to have your support of the trails and your support of our wonderful community.

Here are the ways you can make a donation: • Make a donation on the Build Lebanon Trails Website at https://buildlebanontrails.com/donate/ • Send a check in the attached, self-addressed envelope. No cash please. • Join us at our 11th Annual Cheadle Lake Fun Run and Kids Obstacle Dash on Saturday, May

2nd at Cheadle Lake Park off Weirich Drive.

Thank you again and Happy Trails,

Rodney Sell, Founder and BLT Board President (A non-profit 501(c)(3) organization dedicated to the development and maintenance of the Lebanon Trail System.) EIN # 90-0845394.

For more information and comment, visit us at www.buildlebanontrails.com and www.facebook.com/buildlebanontrails

Existing Trail

Proposed Trail

11/21/2019

OLD MILL TRAIL - 2020 Draft

\)

2012 Aerial

Scale I I I I I I 0 700

____ Existing Trail ____ Proposed Trail/

Park Boundary

Trail head m Trail Surface Details

Typical Trail Section Detail N.T.S.

f---- Trail Boundary 15' ~ ' ' 1 Trail Width 10'-12' 1

PCC or Asphalt Path 3 Inch Thickness

Presentation

Strawberry Festival Board

925 S. Main Street Lebanon, Oregon 97355 TEL: 541.258.4906 [email protected] www.ci.lebanon.or.us Community Development

This is a request to annex the subject property located on East Grant Street, on the east side of the South Santiam River. The County Assessor Map places the parcels within Township 12 South; Range 2 West; Section 12C; Tax Lot 105. The property is located within the Lebanon UGB and is designated Residential Mixed Density in the Lebanon Comprehensive Plan Map. Consistent with the requirements of the Lebanon Development Code, the land is assigned the corresponding Residential Mixed Density (Z-RM) zone upon annexation. The Planning Commission conducted a public hearing on February 19, 2020, and found the application complied with the decision criteria contained in the Lebanon Development Code, voting unanimously (4-0) to recommend City Council approval of the application. Exhibit “B” of the attached Ordinance contains the Planning Commission findings in support of the request. Staff will review the material at the public hearing. It is the recommendation of the Planning Commission that the City Council approve the application to Annex the subject property and to establish the corresponding Residential Mixed Density (Z-RM) zone on the newly annexed properties.

To: Mayor Aziz and City Council

From: Kelly Hart Community Development Director

Subject: Annexation and Zoning of Property Planning File No.: A20-01 Applicant: 3A Construction, LLC

Date: March 11, 2020

Bill No. 2020-04; Ordinance No. 2944 Page 1 of 12

A BILL FOR AN ORDINANCE ANNEXING AND ) ORDINANCE BILL NO. 2020-04 ZONING PROPERTY FOLLOWING CONSENT ) FILED WITH THE CITY COUNCIL BY ) LANDOWNERS IN SAID AREA PURSUANT TO ) ORDINANCE NO. 2944 ORS 222.120 AND ORS 222.170 ) File A20-01; 3A CONSTRUCTION, LLC )

WHEREAS, the City of Lebanon has received a submission by written request for

annexation of real property to the City of Lebanon, herein described in Exhibit “A”; and,

WHEREAS, on February 19, 2020, the Planning Commission for the City of Lebanon

conducted a hearing on Planning File No. A20-01, making findings recommending

annexation of the subject property and establishment of the Residential Mixed Density (Z-

RM) zone; and,

WHEREAS, after conducting the hearing and considering all objections or

remonstrance regarding the proposed annexation, and further considering the

recommendation of the Lebanon Planning Commission, the City Council finds that this

annexation is in the best interest of the City and of the contiguous territory.

NOW, THEREFORE, the City of Lebanon ordains as follows:

Section 1. Findings. In addition to the findings referred to above, the City Council

further adopts and finds those matters contained in Exhibit “B” which is incorporated herein

by this reference as if fully set forth at this point.

Section 2. Annexation Area. Based upon the findings contained above and in

Exhibit “B”, the contiguous territory described in Exhibit “A” and incorporated herein by this

reference as if fully set forth is hereby proclaimed to be annexed to the City of Lebanon, and

zoned as indicated in accordance with the Lebanon Development Code, and assigned the

corresponding Residential Mixed Density (Z-RM).

After Recording Return to: City Recorder’s Office City of Lebanon 925 S. Main Street Lebanon, OR 97355

Reserved for Recording

of 12

Section 3. Record. The City Recorder shall submit to the Oregon Secretary of

State a copy of this Ordinance. The City Recorder is further ordered to send a description

by metes and bounds, or legal subdivision, and a map (Exhibit “A”) depicting the new

boundaries of the City of Lebanon within ten (10) days of the effective date of this annexation

ordinance to the Linn County Assessor, Linn County Clerk and the Oregon State Department

of Revenue.

Passed by the Lebanon City Council by a vote of ______ for and ______ against

and approved by the Mayor this 11th day of March 2020.

Paul Aziz, Mayor Jason Bolen, Council President

Attested: Kim Scheafer, MMC, City Recorder

of 12 EXHIBIT A

EXHIBIT “A” ANNEXATION LEGAL DESCRIPTION & MAP

Parcel 1: The North one-half of Lot 6, in LEBANON HEIGHTS ADDITION TO LEBANON. Parcel 2: The Easterly 30 feet of even width of Lot 6, LEBANON HEIGHTS, Linn County, Oregon. Parcel 3: Beginning at a 5/8” iron rod marking the Northeast corner Tract 7, LEBANON HEIGHTS, in Southwest 1/4, Section 12, Township 12 South, Range 2 West, Willamette Meridian, Linn County, Oregon; thence North 8° 40’ East 155.45 feet to a 5/8” rod; thence South 86° 18’ East 400.0 feet; thence South 3° 40’ West 155.22 feet to a point on the North line of Tract 4, said LEBANON HEIGHTS; thence North 86° 20’ West 400.0 feet to the point of beginning.

of 12 EXHIBIT A

of 12 EXHIBIT B

EXHIBIT B LEBANON CITY COUNCIL FINDINGS

I. NATURE OF THE APPLICATION

This matter comes before the Lebanon Planning Commission on the application of the 3A Construction, LLC to Annex property on East Grant Street and establish the applicable Residential Mixed Density (Z-RM) zone. II. GENERAL INFORMATION A. Site Location The subject property is located on East Grant Street, located on the east side of the South Santiam River. The County Assessor Map places the parcel within Township 12 South; Range 2 West; Section 12C; Tax Lot 105. B. Site Development and Zoning The subject property is 1.96 acres in size located on East Grant Street. The property observes a 30-foot property frontage on East Grant Street, which is within the city limits, which designates the subject property eligible for annexation. The property is currently vacant. There has been no concurrent development proposal. City water service is available, but the property would be serviced by an existing septic system if development were to occur. Upon development proposal, storm drainage would need to be addressed. The land is located within the Lebanon UGB and designated in the comprehensive plan as Residential Mixed Density (C-RM). C. Adjacent Zoning and Land Uses

Surrounding the subject property: to the north is vacant land within the county, outside the city’s Urban Growth Boundary (UGB) and within the County’s Exclusive Farm Use zone; to the east are properties within the UGB with a comprehensive plan designation of Residential Mixed Density (C-RM) and uses include single-family dwellings, and the City’s water reservoir; to the south are properties incorporated in the City with a zoning designation of Residential Mixed-Density (Z-RM) and the land is largely vacant; and to the west are properties within the UGB with a comprehensive plan designation of C-RM, and includes vacant property and single-family dwellings further west. D. Proposal The applicant is requesting approval to Annex the subject property, establishing the Residential Mixed Density (Z-RM) zone.

III. PUBLIC HEARING A. Planning Commission Action On February 19, 2020, the Lebanon Planning Commission held a public hearing on this application. At the hearing, Planning File A20-01 was made a part of the record. The City

of 12 EXHIBIT B

noticed the hearing pursuant to Chapter 16.20 of the Lebanon Development Code. No objection was raised as to jurisdiction, evidence or testimony presented at the hearing. At the end of the hearing, the Planning Commission deliberated on the issue and voted to recommend the City Council approve the proposed Annexation and corresponding zoning designation. The Commission found the proposal consistent with the applicable decision criteria. B. City Council Action On March 11, 2020, the Lebanon City Council held a public hearing on this application. At the hearing, Planning File No. A20-01 was made a part of the record. The City noticed the hearing pursuant to Chapter 16.20 of the Lebanon Development Code. No objection was raised as to jurisdiction, evidence or testimony presented at the hearing. At the end of the hearing, the City Council voted to approve the proposed Annexation and corresponding Zoning Designation. The Council found the annexation and zoning designation consistent with the applicable decision criteria.

IV. FINDINGS OF FACT-GENERAL

The Lebanon Planning Commission, after careful consideration of the testimony and evidence in the record, adopts the following General Findings of Fact: A. The applicant is 3A Construction, LLC on behalf of the property owner. B. The subject area is comprised of a single property on East Grant Street, east of the

South Santiam River. The County Assessor Map places the parcel within Township 12 South; Range 2 West; Section 12C; Tax Lot 105.

C. The total area contains 1.96 acres.

D. The subject parcel is accessed from East Grant Street. The lot is currently vacant,

but previously had a single-family residence with a septic system. The septic system is still in place on the subject property. There is City water service available to the site.

E. The subject site includes portions within the Steep Slope Overlay for the eastern

portion of the property. The easterly 150-feet of the property is sloped at approximately 20% or above, and the easterly 60-feet is approximately 40% slope. The average buildable area of the site is an approximate 12% gradient downhill to the south of the property, toward East Grant Street.

F. The land is located within the Lebanon UGB and designated Residential Mixed

Density (C-RM).

G. Properties to the east and west are located within the City’s UGB and maintain a Comprehensive Plan designation of Residential Mixed Density. To the north, the properties are outside the City’s UGB within the county and designated for Exclusive Farm Use. To the south are properties within the City limits and zoned Residential Mixed Density.

H. The applicant is requesting approval to Annex the subject property, establishing the

of 12 EXHIBIT B

Residential Mixed Density (Z-RM) zone.

I. The decision to approve or deny shall be based on criteria contained in the Lebanon Development Code, Chapter 16.26 – Annexations.

V. APPLICATION SUMMARY

A. The request annexes a 1.96-acre property on East Grant Street into the city limits.

The subject property is located within the urban growth boundary of the City, and contiguous with City limits along the southern portion of the property. The property is currently designated C-RM (Residential Mixed Density) on the Lebanon Comprehensive Plan Map. Upon annexation, the land will be zoned Residential Mixed Density (Z-RM). There is no concurrent development proposal.

B. The Department contacted the Department of Land Conservation and Development,

affected agencies and area property owners regarding the application. No comments were submitted.

VI. CRITERIA AND FINDINGS

The subject property is located within the City’s Urban Growth Boundary (UGB) and is eligible for annexation into the City limits. Annexation application and review requirements are contained in Chapter 16.26 of the Lebanon Development Code. Annexations require a hearing before the Planning Commission and City Council. The purpose of the Commission hearing is to review the request and recommend whether the Council should approve or deny the Annexation.

Section 16.26.060 contains the decision criteria for an annexation with specific requirements in Section 16.26.060.A. This Section requires compliance with provisions in the City Annexation Ordinance and Lebanon Comprehensive Plan, Chapter 3 – Urbanization. Essentially, the Annexation Ordinance and Comprehensive Plan decision criteria are the same. The findings are combined to avoid duplication:

1. Annexation Ordinance Section 2. - All Annexations shall conform to the requirements of the Lebanon Municipal Code, Annexation Ordinance, Lebanon Land Development Ordinance (i.e., Development Code), City of Lebanon/Linn County Urban Growth Management Agreement and shall be consistent with applicable State law.

Comprehensive Plan Annexation Policy #P-19: [The City shall] recognize and act on the basis that all annexations shall conform to the requirements of the Lebanon Municipal Code, Annexation Ordinance, Lebanon Land Development Ordinance, City of Lebanon/Linn County Urban Growth Management Agreement (UGMA), and shall be consistent with applicable State law.

FINDING: The application site is located within the City of Lebanon Urban Growth Boundary and is contiguous with city limits, therefore eligible for annexation per the Annexation Ordinance, and the Municipal and Development Codes. The annexation is not inclusive of a Comprehensive Plan Map Amendment and is accepting of the initial zoning designation of Residential Mixed Density, consistent with the Comprehensive Plan Designation and the pre-designation identified in the Lebanon Development Code. With the assignment accepted as identified in the

of 12 EXHIBIT B

Comprehensive Map, it is determined that the annexation has already been accounted for in the City’s Facilities Plan, including the Transportation System Plan. The site complies with the Annexation requirements.

2. Annexation Ordinance Section 3. - All Annexations shall be consistent with the goals

and policies of the Lebanon Comprehensive Plan. Comprehensive Plan Annexation Policy #P-20: [The City shall] recognize and act on the basis that all annexations shall be consistent with the goals and policies of the Lebanon Comprehensive Plan. FINDING: The Annexation Ordinance policies are consistent with, and often mirror, the Comprehensive Plan Annexation Policies. The State acknowledges that the City’s Comprehensive Plan complies with all applicable Statewide Planning Goals and statutes, recognizing the consistency of the Plan goals and policies. Therefore, compliance with the applicable Comprehensive Plan policies ensures compliance with the Annexation Ordinance. Findings in the following Sections detail this proposal’s compliance with all applicable policies.

3. Annexation Ordinance Section 4. - All lands included within the Urban Growth

Boundary are eligible for annexation and urban development. Areas within the Urban Growth Boundary with designated environmental constraints may be annexed and utilized as functional wetlands, parks, open space and related uses.

Comprehensive Plan Annexation Policy #P-21: [The City shall] recognize and act on the basis that all lands included within the Urban Growth Boundary are eligible for annexation and urban development. (Areas within the Urban Growth Boundary with designated environmental constraints may be annexed and utilized as functional wetlands, parks, open space and related uses.) FINDING: The subject site is located within the Urban Growth Boundary and contiguous to city limits, therefore is eligible for annexation. Portions of the site contain steep slopes and would be subject to the Steep Slope Development Overlay Zone. Portions of the site include slopes at 30% or more, which could be prohibitive to develop on, but may be utilized for open space. Upon development proposal, the development would need to meet the requirements of the Lebanon Development Code (LDC), including specific consideration under the Steep Slope Development Overlay Zone found in Section 16.11.040 of the LDC.

4. Annexation Ordinance Section 5. - The City shall only annex land that is contiguous

to the existing City limits and is within the City’s UGB.

Comprehensive Plan Annexation Policy #P-22: [The City shall] only annex land that is contiguous to the existing City limits and is within the City’s UGB.

FINDING: The subject site is a flag lot with approximately 30 lineal feet of street frontage on the north side of East Grant Street. The City boundary line is located along the northern right-of-way line of East Grant Street. The subject site is contiguous with the north side of East Grant Street and is therefore contiguous with existing City limits and eligible for annexation.

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5. Annexation Ordinance Section 6. - An annexation shall be deemed orderly if the annexation territory is contiguous to the existing City limits. An annexation is efficient if the annexation territory can be developed or redeveloped to an urban use. Urban uses may include wetlands, parks, open space and related uses.

Comprehensive Plan Annexation Policy #P-23: [The City shall] deem an annexation orderly if the annexation territory is contiguous to the existing City Limits, and deem an annexation efficient if the annexation territory can be developed or redeveloped to an urban use (urban uses may include functional wetlands, parks, open space and related uses).

FINDINGS: The proposed annexation complies with the above noted criteria as follows: (a) The site is contiguous with East Grant Street, which is within City limits, and is

therefore contiguous. (b) A public water main is currently within East Grant Street and is eligible for use

by the subject site. An existing septic system is on-site for use by a single-family dwelling. Development of a single-family dwelling within the Z-RM zone is permitted outright and constitutes an urban use. Portions of the site not eligible for development without special consideration due to the steep slope, would be able to be used for open space associated with the residential use. Although no development is currently proposed on-site, there are sufficient access to utilities, and development opportunity per the LDC. Utility and public improvements may be required upon development proposal.

6. Annexation Ordinance Section 7. - Development proposals are not required for

annexation requests.

Comprehensive Plan Annexation Policy #P-24: [The City shall] recognize and act on the basis that development proposals are not required for annexation requests. FINDING: The application does not include a concurrent development proposal. Any future development proposal would be required to comply with the provisions for the development code for the Z-RM zone, and the Steep Slope Development Overlay zone, as applicable.

7. Annexation Ordinance Section 8. - As part of the annexation process of developed

property or properties, the City shall consider the anticipated demands to access key City-provided urban utility services, which are water, storm drainage, sanitary sewer, and streets, of existing development within the annexation territory.

Comprehensive Plan Annexation Policy #P-25: [The City shall] consider as part of the annexation process of developed property or properties, the anticipated demands to access key City-provided urban utility services, which are water, storm drainage, sanitary sewer, and streets, of existing development within the annexation territory.

FINDING: Section 16.26.040 of the Lebanon Development Code states “anticipated urban densities (according to the automatic City Zoning assignment upon annexation) within the UGA are already accounted for in the City’s Facilities Plans, including the Transportation System Plan.” No revisions to the plans are necessitated, when following annexation, an area is assigned the zoning classification that is in

of 12 EXHIBIT B

accordance with the adopted Comprehensive Plan Map designation. The subject site is assigned the zoning classification of Z-RM in accordance with the Comprehensive Map designation and therefore, the anticipated demands to access key City-provided urban utilities have already been considered. Due to lack of sewer infrastructure in the area, the property would utilize septic for sanitary sewer purposes. For water service, an existing 14-inch water main exists in East Grant Street, which would be available for connection to the subject site.

8. Annexation Ordinance Section 9. - As part of the annexation process of developed

property or properties, the City shall consider the impacts on key City-provided urban utility services needed to serve these properties, which are water, storm drainage, sanitary sewer, and streets.

Comprehensive Plan Annexation Policy # P-26: [The City shall] Consider as part of the annexation process of developed property or properties, the impacts on the capacities of key City-provided urban utility services needed to satisfy the anticipated demands of the properties discussed in P-25 above. FINDING: Section 16.26.040 of the Lebanon Development Code states “anticipated urban densities (according to the automatic City Zoning assignment upon annexation) within the UGA are already accounted for in the City’s Facilities Plans, including the Transportation System Plan.” No revisions to the plans are necessitated, when following annexation, an area is assigned the zoning classification that is in accordance with the adopted Comprehensive Plan Map designation. The subject site is assigned the zoning classification of Z-RM in accordance with the Comprehensive Map designation and therefore, the anticipated demands to access key City-provided urban utilities have already been considered.

9. Annexation Ordinance Section 10. - Needed Public rights-of-way, as identified in

adopted transportation plans as necessary for the safe and efficient movement of traffic, bicycles and pedestrians, shall be dedicated to the City either with annexation or when the property develops and/or redevelops and creates an increased demand for the benefits provided by additional rights-of-way dedication.

FINDING: East Grant Street maintains a right-of-way width of 60-feet, which exceeds the minimum right-of-way width required for a local residential street. As such, no additional right-of-way dedication from the subject property is unnecessary for the annexation. Upon development proposal, the City Engineer would determine what, if any, public improvements would be required, based on the scope of the development proposal.

10. Annexation Ordinance Section 11. - Upon annexation, the annexation territory shall

be assigned zoning classifications in accordance with the adopted Comprehensive Plan Map, as shown in the City’s Annexation Zoning Matrix. Such zoning assignments in and of themselves are not a zoning map change and shall not require approval of a zoning map amendment, or a separate proceeding.

FINDING: This subject property is designated Residential Mixed Density by the Comprehensive Plan. Consistent with the adopted Zoning Matrix, the only possible applicable zone is Residential Mixed Density (Z-RM). The Applicant accepts the applicable zoning designation and is not proposing a Comprehensive Plan Map

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Amendment.

11. Annexation Ordinance Section 12. - If a zoning designation other than one in accordance with the Comprehensive Plan Map (shown in the Annexation Zoning Matrix) is requested by an applicant, the zoning requested shall not be granted until the Comprehensive Plan Map is appropriately amended to reflect concurrence. Such an amendment shall require a separate application, hearing and decision, which may be held concurrently with an annexation hearing and will not become effective until the annexation is complete.

FINDING: This application does not include a change in the Plan designation or corresponding zone. Therefore, this Section does not apply.

12. Annexation Ordinance Section 13. - The areas within the Urban Growth Boundary

with designated environmental constraints may be annexed and developed as functional wetlands, parks, open space and related uses.

FINDING: The subject site includes steep slopes greater than 30%. As such, no development would be able to occur in areas with slopes greater than 30% without special consideration. If special consideration is not requested or given upon time of development, the steep slope area would be able to be maintained as open space for the uses on the property.

13. Annexation Ordinance Section 14. - An “urban use” is hereby defined as any land use

that is authorized under the terms and provisions of the land use regulations, Zoning Ordinance (i.e., Development Code), Subdivision Ordinance, Comprehensive Plan, and other related documents of the City of Lebanon.

FINDING: This Section does not apply as the provisions in this Section provide a definition and not a decision criterion.

14. Annexation Ordinance Section 15. - At the applicant’s discretion and with the City’s

concurrence, a development or redevelopment proposal for an annexation territory may be acted upon by the Planning Commission immediately following the Commission’s hearing on the annexation proposal and a decision of recommendation of approval to the City Council. However, any approval of the Planning Commission of such a development or redevelopment proposal must be contingent upon subsequent approval of the annexation by City Council.

FINDING: The request does not contain a concurrent development request.

15. Comprehensive Plan Annexation Policy # P-27: Expand the City Limits as necessary

to accommodate development, including housing, commercial, industrial, and services (that will in turn accommodate population growth).

FINDING: This Policy does not directly apply as the proposal simply incorporates an existing urbanizable parcel into the City limits.

VII. CONCLUSION

The City Council concludes the proposed Annexation, including establishment of the

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corresponding Residential Mixed Density zone, complies with the applicable decision criteria.

925 S. Main Street

Lebanon, Oregon 97355

TEL: 541.258.4918

www.ci.lebanon.or.us Maintenance Operations

I. INTRODUCTION

The City of Lebanon intends to submit a Grant Application to apply for the 2020 Local Government Large Grant and the 2020 Land & Water Conservation Fund Grant for funding to assist with the construction of the Old Mill Trail. The Old Mill Trail is a new trail section from City of Lebanon parking lot located on Mountain River Drive to Gills Landing RV Park on an easement provided by the owners of the Old Mill Site. Total project costs have not been not been estimated at this time.

II. RECOMMENDATION

Staff requests City Council consider and approve by Resolution for the City to participate in the Oregon Parks and Recreation Department’s 2020 Local Government Grant Program and a Resolution for the City to participate in the 2020 Land & Water Conservation Fund Grant


From: Ron Whitlatch, Engineering Services Director

Subject: 2020 Grants for the Old Mill Trail

Date: March 2, 2020

RESOLUTION 2020-02 - Authorization to Apply for 2020 LGGP Grant Page 1 of 1

RESOLUTION AUTHORIZING THE CITY OF LEBANON TO APPLY FOR THE 2020 LOCAL GOVERNMENT GRANT FROM THE OREGON PARKS AND RECREATION DEPARTMENT FOR THE OLD MILL TRAIL

) ) ) ) )

RESOLUTION NO. 2020-02

WHEREAS, the Oregon Parks and Recreation Department is accepting applications for

the Local Government Grant Program; and

WHEREAS, the City of Lebanon desires to participate in this grant program to the

greatest extent possible as a means of providing needed park and recreation acquisitions,

improvements and enhancements; and

WHEREAS, the City Council have identified improvements to the trail system as a high

priority need in the City of Lebanon; and

WHEREAS, the Old Mill Trail will include a section of trail between the City of Lebanon

parking lot located on Mountain River Drive to Gills Landing RV Park on an easement; and

WHEREAS, the City of Lebanon has available local matching funds to fulfill its share of

obligation related to this grant application should the grant funds be awarded; and

WHEREAS, the City of Lebanon will provide adequate funding for on-going operations

and maintenance of this park and recreation facility should the grant funds be awarded.

NOW, THEREFORE, be it resolved by the Council of the City of Lebanon as follows:

SECTION 1: The City of Lebanon demonstrates its support for the submittal of a grant application to the Oregon Park and Recreation Department for the Old Mill Trail.

SECTION 2:

This resolution is effective immediately upon passage.

Passed by the Lebanon City Council and executed by the Mayor on this 11th day of March, 2020

by a vote of __ yeas and nays.

CITY OF LEBANON, OREGON

Paul R. Aziz, Mayor Jason Bolen, Council President

ATTESTED:


RESOLUTION 2020-04 - Authorization to Apply for 2020 LWCF Grant Page 1 of 1

RESOLUTION AUTHORIZING THE CITY OF LEBANON TO APPLY FOR THE 2020 LAND & WATER CONSERVATION FUND GRANT FROM THE OREGON PARKS AND RECREATION DEPARTMENT FOR THE OLD MILL TRAIL

) ) ) ) )


WHEREAS, the Oregon Parks and Recreation Department is accepting applications for

the 2020 Land & Water Conservation Fund Grant; and

WHEREAS, the City of Lebanon desires to participate in this grant program to the

greatest extent possible as a means of providing needed park and recreation acquisitions,

improvements and enhancements; and

WHEREAS, the City Council have identified improvements to the trail system as a high

priority need in the City of Lebanon; and

WHEREAS, the Old Mill Trail will include a section of trail between the City of Lebanon

parking lot located on Mountain River Drive to Gills Landing RV Park on an easement; and

WHEREAS, the City of Lebanon has available local matching funds to fulfill its share of

obligation related to this grant application should the grant funds be awarded; and

WHEREAS, the City of Lebanon will provide adequate funding for on-going operations

and maintenance of this park and recreation facility should the grant funds be awarded.


SECTION 1: The City of Lebanon demonstrates its support for the submittal of a grant application to the Oregon Park and Recreation Department for the Old Mill Trail.

SECTION 2:






ATTESTED:


925 S. Main Street Lebanon, Oregon 97355 TEL: 541.258.4918 www.ci.lebanon.or.us

Engineering Services

I. INTRODUCTION

Property owner’s Travis and Caylan Wagar requested that sewer service be extended outside of the city limits to provide service to their property at 820 W Oak Street. The septic system has failed and the property is within the 300’ distance from the existing city sewer main, which prohibits Linn County Environmental Health from issuing a repair or replacement permit. The property owners submitted an Annexation Application on March 3, 2020.

II. RECOMMENDATION

Staff recommends City Council approve a Resolution to allow City sewer service outside the city limits to the property located at 820 W Oak Street.


From: Ron Whitlatch, Engineering Services Director

Subject: Resolution to Provide Sewer Service Outside City Limits

Date: March 3, 2020

RESOLUTION 2020-05 – Sewer Service Outside City Limits Page 1 of 2

RESOLUTION TO PROVIDE SEWER SERVICE OUTSIDE THE CITY OF LEBANON CITY LIMITS

) )


WHEREAS, the Lebanon Municipal Code provides that water and sewer service may

not be extended to persons or properties which are located outside of the city limits without

the permission of the city council by resolution and;

WHEREAS, the Lebanon Municipal Code provides that the city council may only

grant sewer service outside the city under certain circumstances;

WHEREAS, Travis and Caylan Wagar, are the owners of real property located

outside city limits at 820 W Oak Street.

WHEREAS, the septic system at 820 W Oak Street, owned by Travis and Caylan

Wager, has discharge that is in violation of Linn County Code (LCC) Chapter 240, Oregon

Administrative Rule 340-71-130 (3), and Oregon Revised Statue 164.785; and the owners

have requested permission to connect to the city’s sewer system.

WHEREAS, Travis and Caylan Wagar agree to petition to annex the real property

located at 820 W Oak Street prior to connection to the city’s sewer system.


SECTION 1:

The city council hereby grants, pursuant to the provisions of Lebanon Municipal Code Section

13.04.240, that sewer service shall be extended beyond the city limits for the purpose of

providing such service to Travis and Caylan Wagar, owners of 820 W Oak Street, Lebanon,

Linn County, Oregon because of the failure of the septic system at said location for the

following reasons based upon the following findings of fact:

A. The provision of sewer service outside the city limits is a temporary measure to

alleviate a health hazard, or a potential health hazard, as the location for said

service is adjacent to the existing city limits which can be expected to be annexed.

The provision of the sewer service is the most cost effective method of alleviating

said health hazard, and is in the best interest of the health, safety and welfare for

the citizens of Lebanon and those citizens resided within the Lebanon Urban

Growth Boundary.

B. The provision of sewer service granted herein shall expire one year from the

effective date of this Resolution; provided that this Resolution shall have no further

effect if the property is annexed into the city limits before that time.

RESOLUTION 2020-05 – Sewer Service Outside City Limits Page 2 of 2

SECTION 2:

The requested service outside of the city limits shall be processed according to such rules

and regulations which exist for customers of sewer systems, with the normally imposed

charges made for such service. In addition, the permit to connect to the sewer shall not be

issued until a completed annexation application is received by the city.

SECTION 3:






ATTESTED:


925 S. Main Street

Lebanon, Oregon 97355

TEL: 541.258.4902

www.ci.lebanon.or.us Administration

I. INTRODUCTION

Strategic Action Plan Item 3.5 calls for the Arts Commission to create a Manhole Cover Art Project. This project was launched last fall with a community-wide contest seeking conceptual designs fitting these categories:

Lebanon’s Wood Product Industry Era

Lebanon Area Wildlife

Lebanon’s Railroad History

Lebanon’s Strawberry Heritage

Lebanon Freestyle (Lebanon theme’s that do not fit any of the above categories).

The members of the Lebanon Arts Commission juried the more than 20 submissions according to the above categories. The selected designs submitted by Skylar Randklev, Corey McEldowney, Kyle Moye, Jenni Grove and Angela Schuler were given to a commercial artist for uniform development. The Arts Commission hopes to have all five designs produced as manhole covers to replace generic covers in the downtown area. All replaced covers will be re-purposed as covers in new community developments as they occur elsewhere in the community. II. RECOMMENDATION Lebanon Arts Commission recommends the acceptance of these designs and asks the Lebanon City Council to ratify them as official City of Lebanon Manhole Cover Designs. .


From: Leigh Matthews Bock, Arts Commission Chair

Subject: Acceptance of Manhole Cover Designs

Date: February 25, 2020

City Manager Report – February 2020 Page 1 of 8

I. A. ADMINISTRATION – Ron Whitlatch, Interim City Manager

Continue to work on City Budget with Finance Department

Work with Finance Department on Urban Renewal Reports

Review job descriptions throughout various departments with Human Resources

Attended court hearing for lawsuit with Jacobs

Communications, Event and Project Coordinator: Worked with No Dinx to update the lettering on City Hall’s front

door. Met with Downtown Association Manager and Lebanon Arts Commission member, Cassie Cruze. Created the

agenda for the Lebanon Arts Commission and chaired the February 10, 2020 meeting. Met with graphic artist,

Vanessa Smith, to go over and hand off the Lebanon Manhole Cover Art project. Scheduled Lebanon Arts

Commission applicants for interviews. Interviewed the Arts Commission applications with Mayor Aziz. Met with

Blake from Untied Way to prep for the City of Lebanon United Way campaign. Designed the Library’s Capital

Campaign brochure and build the webpage. Continued working on filling all the slots for Noon at the Plaza. Wrote

press releases and meeting notices for various departments. Created social media events for Library and Senior

Center monthly events and added the information to the City’s website. Created social media content for City

meetings and community events. Met with Ron to create an exit plan. Created webmaster, social media, press

release, Arts Commission projects and event planning documentation. Met with various staff for training on the

aforementioned areas. I want to express my gratitude to the Mayor and City Council for their continuous support

during my five years with the City. It has been a joy to be part of the Lebanon community.

B. HUMAN RESOURCES – Angela Solesbee, HR Director

No updates for February.

II. LEGISLATIVE / CITY RECORDER – Kim Scheafer, MMC, City Recorder

City Council Advisory Committees: Planning Commission – One application is on file. There are two vacancies.

Emails have gone out to committee members whose terms will be expiring at the end of June to see if they want to

be reappointed. The appointment of Keith Kutch to the Arts Commission and Tom Wells to the City Budget

Committee have been placed on the March 11 CC Agenda.

City Council Meetings: The City Council will have a work session on March 25 at noon to discuss URD finances

and funding for a new City Hall.

Miscellaneous:

Kim Scheafer attended the Chamber Leadership Class on February 6.

Donna Trippett attended the OAMR Conference Committee Meeting on February 21.

Kim Scheafer and Donna Trippett are still working with Municode on the final changes for the implementation

of the Municode Meetings software.

The City Recorder’s office will be taking over much of the City’s webpage and social media postings with the

departure of the Communications, Event & Project Coordinator.

Public Records Requests: One public records request was received since the last City Council Packet was

published.

CITY MANAGER’S REPORT Reporting period: February 2020


New/Temporary Liquor Licenses: A new Off-Premises Liquor License application was received from the Lebanon

Liquor Store and has been placed on the March 11 CC Agenda. Three Special Events licenses have been approved

since the last packet was posted.

III. COMMUNITY DEVELOPMENT – Kelly Hart, Director

A. Planning:

The February Planning Commission included consideration of an annexation of a property on East Grant Street, on

the east side of the South Santiam River. The Planning Commission unanimously approved the application. The

annexation application will be presented to Council at the March City Council meeting.

After over 20 years of service, Commissioner John Brown announced his resignation from the Planning Commission,

effective immediately. Mr. Brown has been an incredible voice on the Planning Commission and his presence will be

sorely missed. An award of recognition will be presented to Commissioner Brown at the March City Council meeting.

In the coming weeks, the City Clerk will advertise for application to replace his position, as well as another vacant

seat.

In February, staff approved a Property Line Adjustment application for a property on Vine Street, and a Minor Land

Partition application for a property on 12th Street.

Staff is currently processing nine planning applications, including an Admin Review for a four-unit development on

Cooper Street; an Annexation of various street segments in the City; an Admin Review for the development of a 48

unit apartment complex on Franklin and Russell Drive; an Admin Review and Class II Variance for a 48-unit apartment

complex on Airport and Strawberry, including a request for a parking reduction associated with an affordable housing

complex; an Administrative Review and Minor Land Partition for a townhome development on Vine Street; a Land

Partition associated with the Larry Spires Mill Race Planned Development; and a Modification to an approved Planned

Development for the construction of the Physical Therapy College.

For the Applegate Landing development application, City and County staff met with the applicant to discuss traffic

access for the development, and use of the County Road, Strawberry Lane, as part of the development. Based on

the conversation, the applicant is modifying plans for traffic circulation. City and County staff will continue to work with

the applicant to identify the most appropriate plan for the long-term traffic circulation in the area.

One DRT meeting was held to discuss a potential residential development on Jadon Drive.

On Tuesday, February 11, 2020, Community Development Director Hart was identified as the new board member for

the Linn County Housing Rehabilitation Partnership and participated in her first meeting. At this meeting, new policies

were adopted for the new Manufactured Home Grant Program, which provides grants to address life-safety issues in

manufactured homes located within mobile home parks. A recap of the 2019 grant year was provided. The City of

Harrisburg CDBG grant was closed out. 8 households and 12 people were served, with loan amounts totaling

$305,500. Sweet Home was awarded a $500,000 CDBG grant in 2019.

At the March City Council meeting, staff will be presenting a resolution for the City of Lebanon to sponsor a CDBG

application for the housing rehabilitation program.

On Thursday, February 27, 2020, Community Development Hart met with representatives of the Lebanon School

District to discuss their intention of adopting a Construction Excise Tax. A presentation will be made to the City Council

at the March meeting to provide information on the tax, and next steps.

B. Building:

The city processed 66 permits in January. Total fees received were $119,281.65 and valuation of construction was

$10,195,880.64. By comparison, in January 2019, 52 permits were processed. Total fees received were $20,841.58

and valuation of construction was $1,475,038.00.

C. Economic Development:

The Economic Development Catalyst attended the monthly Regional Economic Development Practitioners luncheon,

Lebanon Downtown Association (LDA) Board meeting, Lebanon Museum Foundation Board Meeting, various

Chamber of Commerce events, Rotary and Optimists meetings.

Business Visitation Program Initiative: The Economic Development Catalyst with the Community Development

Director have initiated weekly business visits to further the economic development retention goal for the City. In


February they met with Casey Primasing from Primasing Motors, they just celebrated being in business for 50 years.

Though they have seen slower sales over the last few months, the service department has been doing well and they

are looking to revamp their advertisement and further their online presence. They will look into the resources available

through the Small Business Development Center as well as look into the job shadow opportunities the Boys and Girls

club have recently started.

Chamber of Commerce Economic Development Committee Meeting: The Economic Development Catalyst attended

the Chamber of Commerce Economic Development Committee Meeting and gave an update on Economic

Development projects in Lebanon. The direction of the committee was discussed, and the group will meet every other

month. There has been discussion around a potential sum of money that was once used for Economic Development

in Lebanon by a separate organization that if located and deemed appropriate to use could be used to further the

mission of this committee and accomplish various Economic Development projects.

RAIN 6-month Reporting and Update: The Community Development Director and Economic Development Catalyst

attended the 6-month check-in and update, along with the other 7 Cities, from Corey Wright the Venture Catalyst with

Oregon RAIN in Philomath. The update and next steps were also presented at the February City Council meeting.

The Community Development Director and Economic Development Catalyst met with Brandy O’Brian from the

Lebanon Community Hospital Foundation to discuss each other’s roles and how to work collaboratively together

through future expansion of Samaritan Health Services and the City of Lebanon’s growth.

The Community Development Director and Economic Development Catalyst met with Peter Richard, the owner of the

downtown Lebanon Hotel. Peter is working on a project to transform the former Lebanon Hotel into 50 micro-

apartments. Peter plans to retire in the next year and focus his attention to the task of providing 50-60 apartments in

the downtown. The Economic Development Catalyst and the Downtown Association will work with Peter in early 2021

to apply for the Oregon Realization Grant through the Oregon Main Street Program.

The Community Development Director and Economic Development Catalyst met with Sean Tate regarding the

potential for a Business incubator in Lebanon. Sean has reignited a conversation around creating a business incubator

in Lebanon and is working on getting the right people to the table to discuss the feasibility of this venture. There is still

excitement about the potential for this to happen in Lebanon, Sean will work on getting a meeting together to have all

the vital players in attendance and discuss the needs and avenues available and what the next steps will be.

The Community Development Director and Economic Development Catalyst met with Dr. Fisher to discuss the

possibility of potential sites for a cooperative mental health facility for Linn County. The Economic Development

Catalyst provided Dr. Fisher with contact information for a large wetland mitigation bank in South Lebanon outside of

the UGB as well as contact information for the Mill Race Station in the North of Lebanon.

The Economic Development Catalyst’s main priorities are to evaluate the industrial sites to determine which site it

best suited to apply for the RSIS program through Business Oregon as well as update information on the Business

Oregon recruitment page “Prospector” and to further business retention through meeting with more businesses.

IV. ENGINEERING SERVICES – Ron Whitlatch, Director

The Operations Staff at the WTP are continuing to produce water while working through the challenges of starting up

a new water plant. There have been several items/systems that have required repair work from the contractor which

have all been under warranty. The warranty period for the project is coming to an end in March 2020. There are still

several projects that will be done that were removed from the original scope. We are currently waiting for the warranty

period to end prior to adding anything new to the WTP.

City Crews have been actively televising the Existing Westside Interceptor in an effort to identify areas with high

infiltration and inflow rates. Staff will be designing several projects for construction this summer that will fix these high

inflow areas.

Staff is continuing to work with Build Lebanon Trails on multiple projects. North Santiam Paving in conjunction with

City Crews has constructed a majority of the trail from Cheadle Lake Boat ramp to Mountain River Drive. We are

waiting to open it until all signage and sidewalk access ramps are installed. This work is currently scheduled for March

as the waterline has been installed and tested as part of the River Trail Place Project (installation by contractor for

private development which held the trail project up by several months)


The playground structure for Porter Park will be installed next fiscal year. The remainder of the park has been

constructed.

David Evans and Associates is under contract with the City to update the existing Westside Interceptor (sanitary

sewer) model. The preliminary report shows that the Existing Westside Interceptor is at or above capacity during 5-

year storm events. The last model update was done 10 years ago and showed that the existing pipe was at capacity.

Staff will be continuing to collect flow data this fall and winter to help refine the model. It is likely the final report will

not be complete until Spring 2020. City crews are actively videoing the sewer this fall in an effort to find infiltration and

inflow area that can be repaired to help ease the capacity issue.

The next phase of the Westside Interceptor Project was originally planned to be done in two phases. Udell Engineering

has 85% drawings for the first of the two phases and is under contract to design the second phase, essentially making

this one large project. Staff has learned that the application submitted to DEQ for low interest financing of the project

has been accepted, and they intend to fund $14 Million of the proposed $20 million-dollar project. Staff is looking at

the option of placing a pump station along the alignment at some point due to the extreme depths of the entire system

being gravity. We will be doing cost comparisons and an analysis of the area to determine if this is a viable option to

save cost and still provide adequate service area. A RFP for a CM/GC Contract to complete the work will follow City

Council approval of the loan which is likely to occur in spring 2020. The goal of this phase will be to extend the WSI

as far south as the funding will allow (Crowfoot Road and South Main Road). Staff will also be aggressively seeking

ways to also correct the I&I issue in the existing system. This will include small projects to repair pipes, manholes and

laterals.

Staff has been actively working on our required TMDL update to DEQ. There will likely be several new storm drainage

ordinances brought to City Council for review over the next 12 to 18 months.

Staff is currently working on a Road Inventory/Condition Survey for all of the streets within City Limits. The data will

be used to determine future street maintenance needs. This project will likely take multiple months to complete.

ODOT did a final construction inspection of the sidewalk access ramps that were installed at Airport/HWY 20 and

Russell/HWY 20 as part of the Airport Road Extension Project. There inspection revealed that three of the four ramps

do not meet standards and they will not sign off on them. The ramps have been replaced and are awaiting ODOT

inspection.

Staff is updating the City Standard Drawings and Supplemental Specifications. They currently have not been revised

since 2008. The updates will be brought to the City Council for approval as time allows.

Staff is currently designing a waterline replacement for Seventh Street (Oak to ‘F’). This section of waterline has had

multiple repairs done to it over the last several years. If funding allows, the project will likely go out for bids in spring

2020.

Staff will be putting the Sherman Street Waterline out for bids in March. This project replaces an existing 2-inch line

on Sherman from Tenth to Seventh with a 6-inch line.

Staff will be working with David Evans and associate over the next 18 months to update the City’s Drainage Master

Plan. Part of the plan will be to collect pipe and invert data on the entire storm system which will then be used in

modeling as well as updating the City’s GIS system.

Staff is working with Linn County to complete a speed study on River Road (from the water intake site to Mountain

River Drive) in hopes of reducing the speed to 35 MPH rather than the current speed of 45 MPH. This will likely take

several months to complete.

Engineering Staff is currently working on several small projects which include a storm line extension on Ash Street,

waterline replacement on Sherman Street, permitting for the fire pond on Industrial Way, minor half street improvement

on Ash Street, a minor half street improvement on Wassom Street, and sewer replacement project on East Isabella.

The expanded School Zone around Pioneer School to include a portion of Reeves parkway will be completed soon.

All of the signage is up and covered as we are still waiting for the sign with the flashing light. We had hoped this would

be done in January, but the flashing school signs have been on back order.

Lebanon Staff will be meeting with representatives from the City of Albany to discuss property acquisition for future

trails projects. Currently, the City of Albany owns parcels adjacent to River Park and East olive Street that would be

locations for future trails.


Staff will be providing preliminary design and cost estimate s for the Old Mill Trail. This trail runs from Gills Landing to

Riverview School. We hope to apply for a Trail Grant later this spring.

Staff will likely be moving forward with a plan to update the Street and Water SDC’s. This will require a consultant and

public input. More information will be available as details develop.

Samaritan Treatment and Recovery utilities connections complete building under construction.

Plans have been changed from a 5-plex to a duplex on Second Street. Building permits have been issued and

construction is under way.

Mill Race Multi Use site plan have been approved, building construction to start once permits issued.

Mill Race Apartments Complex Phase I- site plans have been approved, building permits have been issued

construction to start soon.

Site plan for Miller’s Auto Repair have been approved site work to begin soon.

Entek building expansion site plans have been stamped approved, site work construction underway.

Quail Meadows Subdivision 10th/12th street, all public improvements and punch list complete for the contractor.

Building permit issues for a duplex on 10th street.

Paventy & Brown Orthodontics new building site plans have been approved. Building out for bid with construction

starting shortly.

River Place at the Lakeside subdivision plans have been approved, construction postponed until spring 2020.

Site plan for Hall Duplexes off Oak Street have been reviewed, engineering working on revisions.

First Baptist Church parking lot expansion plans have been approved, construction in progress.

Riverside Banks Subdivision (Milton & Williams St) plans have been stamped, public improvement permits to be

issued and construction started on private street and water line extension. Contractor to start testing of water line and

other improvements.

Garden View Apartments plans have been stamped approved construction in process. Hot tap of new extension of

water line to private fire vault tested and complete. Site work still in progress.

River Trail Place Subdivision on River Road construction in process. Extension of water line from Mtn River under

construction complete and passed pressure testing and chlorination. Contractor working onsite private improvements.

Wassom Half Street improvement plans are complete and accepted. Building permits issues and under construction

along with onsite private utilities.

N 5th apartments plans have been stamped approved, construction to start soon.

Water main extension for Franklin Street for single family home approved and permit issued with preconstruction

meeting.

Gerig warehouse and water line extension preconstruction meeting complete and public improvement permit issued.

Cam Multi-family 10th & Leonard plans have been stamped approved TIA review complete and approved. Public

improvement permit issued. Bond received to on all public improvements so plat can be signed.

Steven King site plan for Airport road has been approved and building permits to be issued.

Lebanon Urgent Care site plan and public improvement have been stamped approved for construction.

Preconstruction meeting to be scheduled.

Cascade Ridge IV Apartments site plan and public improvement have been stamped approved of construction,

preconstruction meeting to be scheduled.

Cordle Construction project on Third Street, site plan received and under review.

Redbud Apartments on Airport Road, site plan received and under review.

Vine Half Street improvements plans have been received and under review.

V. FINANCE SERVICES – Matt Apken, Finance Director

Accounts Payable

FY19/20 payments made in February 2020, 275 invoices were processed for payments of $1,002,330.

Utility Billing for January 2020:

5,666 Billing statements mailed by the end of Febraury = $847,774.


Active accounts: 6299

846 Accounts received a penalty (past due 2/20/2020).

252 lien letters mailed to property owners.

237 Pre-lock off IVR calls sent out (2/14/2020)

54 accounts were locked off for non-payment on 2/19/2020 for bills due 1/15/2020.

46 reconnected the same week. 4 same day after hour reconnects.

Total of 322 Service orders: 20 read request, 54 Lock offs, 4 Turn offs, 32 Turn on, 41 Move Outs, 63 Move

ins, 46 reconnects, 10 Returned Mail, 4 Leak Checks, 0 Pressure Test, 32 Meter Change out, 2 New Meter

Installations, 0 Quality Checks, 3 Door Hangers, 1 Dead meters, 10 misc. other.

VI. INFORMATION TECHNOLOGY SERVICES – Brent Hurst, Director

Addressed multiple Police IT issues with equipment, body cams, security systems, computers, and training.

Registered IT\GIS Systems Coordinator to travel to Tyler Connect 2020 with Police team for training and networking

of New World software in April 2020.

Continue to work on financial and court software upgrade proposal.

Coordinated LFD mobile data console version update plans with IT, LFD, and County staff.

Worked with City Attorney to address remote connectivity access to Muni Court.

Upgraded Police Fingerprinting software and transmission capabilities.

Worked with City and School District on camera footage storage and management.

Continued talking with ATT and Verizon regarding Senior Center bus mobile systems with faster local 4G LTE

capabilities.

Procured new laptops for City Clerk and HR Director.

Configured iPads for City Council and City Attorney at direction of Mayor and City Clerk.

Cleanup and configuration of updated security system for Justice Center.

Coordinated and facilitated test and live courtroom web conferences for Municipal Court staff.

Coordinated and attended Library software upgrade conference call and reviewed vender notes on details and

expectations.

Worked with staff to re-install, configure, troubleshoot, and resolve connectivity errors on hand-held water meter

readers for Finance staff following Windows 10 workstation upgrades.

Attended LFD Budget meeting, work on follow up budgetary items.

Implemented Office 365 conditional access policy to block access from outside of the United States.

Researched and resolved phone service provider issue with the Water Department payment line where customers

were unable to reach the automated system.

Researched a phishing attempt from a valid League of Oregon Cities contact, alerted staff, and blocked access to

City network.

Received Sanitary Sewer correction screenshots and footages from Maintenance staff; performed feature and

attribute updates, synced to web map services, created screenshots for review, and coordinated with Maintenance

staff.

Received new addressing update from Community Development Department; reviewed new addresses and

coordinated questions with Community Development staff; received multiple project plans, georeferenced, digitized

and attributed new street segments; coordinated new streets and addresses with Linn County GIS staff.


Performed As-built updates for 15DWAT20170055- Aspen Place Apartments and 03ACOM20180001- Mill Race

Phase I

Coordinated and attended web conference project review meeting with GIS contractor and IT staff to review work

progress on new ESRI GIS Portal, new web apps, and basemaps.

Met with Build Lebanon Trails contact and coordinated GIS trail layer updates and potential future coordination

efforts.

Coordinated LFD staff request for web map links and worked with IT staff to generate and deploy web map

shortcuts to LFD staff public desktops.

Completed Fiber Support Structure Attachment assessment for CPI.

Downloaded and processed updated tax lot data from County; ran data update and comparison processes and

coordinated results reports with Community Development staff.

VII. LIBRARY – Kendra Antila, Director

We completed a successful upgrade to our ILS (integrated library system) this month. Our ILS is now completely

web-based.

The Lebanon Elks Lodge #1663 has agreed to partner with us for a 1,000 Books Before Kindergarten program. We

hope to kick off the program in September.

The Lebanon Public Library Literary Society will have its first meeting on March 10th @ 5pm. Participants will meet

monthly for book discussions involving a specific theme. The theme for March is mysteries.

We have lots of events in March including an evening concert with violinist David Greenberg on March 19th @ 6pm.

The library will offer several programs during Spring Break (March 23 – 28) including Candy Bar Bingo, a Lego

Extravaganza, Steve’s Creature Features and Dungeons & Dragons for Young Adventurers.

VIII. MAINTENANCE – Jason Williams, Director

IX. POLICE – Frank Stevenson, Chief of Police

The Patrol Division had approximately 1,287 calls for service this month, made 108 arrests, issued 33 traffic

citations and wrote 189 case reports.

As of February 22nd, 39 individuals were booked and released, brought to Lebanon Municipal Court or Linn County

Court, transported to/from Linn County Jail, or sentenced to the Lebanon Jail. A combined 173 days were served by

inmates in the Lebanon Jail.

Detectives remain busy with involved cases and investigations. They cleared 6 cases this month, made 2 arrests,

and wrote/executed two search warrants. A total of 5 new cases were assigned that revolve around sex abuse.

Detectives also assisted in several other agency investigations including narcotics investigations, missing-person

investigations and elder abuse.

A traffic safety class was conducted for 11 individuals who were first-time offenders for either failure to use their

seatbelt or for using their cell phones while driving.

We opened a process to fill a current full-time police officer vacancy on February 3rd and will hold testing on March

7th. So far, we have 46 applicants apply.

To date, we have received approximately 43 applications for our open Reserve Officer recruitment. We will keep the

application process open for some time and materials will be accepted through the end of March. Testing will be

conducted April 25th, 2020.

Officer Ian Wingo graduated February 14th, 2020 from the Police Academy and has begun his field training. He is

expected to be out on his own within the next few months.

The Community Services Division remains active in the community. This month staff organized another B.U.L.B.

breakfast, and did presentations at Sandridge Charter School, Meadowlark Senior Living, and the local Rotary Club.

The Cadet Academy is in full force and the senior cadets have started a group for color guards, with seven

participating. They’ll have their first presentation at this year’s Walk-A-Mile-For-A-Child event, which is scheduled for

April 4th.


LPD’s K9 program continues to be a success. Since our last report, .01g of methamphetamine and 7.21g of heroin

were seized because of K9 Taz’s ability to detect the drugs during traffic stops. K9 Taz and handler Officer Eric

Stein are proving to be a valuable tool to assist in getting illegal drugs off the street.

X. SENIOR SERVICES and LINX – Kindra Oliver, Director

We receive our newest LINX Transit vehicle this week. It is a 2019 Transit Works van, with room for up to 7

passenger seats and one wheel chair. We are working with IT for radio and camera installation and hope to have it

in service in the next couple of weeks. We are using grant funds for the purchase.

Tax season was as busy as we expected and we don’t have any more available appointments at the Senior Center.

We’re currently compiling a waiting list to fill cancellations.

Our new Chinese QiGong/TaiChi class is a big hit and is well-attended. Guo Cheng is holding the free beginner

classes every Friday, from 10:00-11:00.

The Senior Center is looking for volunteers for our Fix-it-Brigade program. We’ve had this program for years, to

assist our seniors with minor household safety related repairs (not including electrical or plumbing). Requests

include installing a safety bar in the bathroom, fixing a window screen, trimming a bush, weeding and other minor

maintenance.

A complete list of Senior Center events, classes, workshops and activities for March are posted on the City’s

website and on the City’s Facebook page.

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