AGENDA KEIZER CITY COUNCIL REGULAR SESSION Monday, May 7, :00 p.m. Robert L. Simon Council Chambers Keizer, Oregon

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1 CITY OF KEIZER MISSION STATEMENT KEEP CITY GOVERNMENT COSTS AND SERVICES TO A MINIMUM BY PROVIDING CITY SERVICES TO THE COMMUNITY IN A COORDINATED, EFFICIENT, AND LEAST COST FASHION AGENDA KEIZER CITY COUNCIL REGULAR SESSION Monday, May 7, :00 p.m. Robert L. Simon Council Chambers Keizer, Oregon 1. CALL TO ORDER 2. ROLL CALL 3. FLAG SALUTE 4. SPECIAL ORDERS OF BUSINESS a. PROCLAMATION National Foster Care Month 5. COMMITTEE REPORTS 6. PUBLIC TESTIMONY This time is provided for citizens to address the Council on any matters other than those on the agenda scheduled for public hearing. 7. PUBLIC HEARINGS a. Neighbor Hood Market #7 Liquor License Application 8. ADMINISTRATIVE ACTION a. Request for Revision to Park Management Agreement with Keizer Little League

2 9. CONSENT CALENDAR a. RESOLUTION Authorizing the City Manager to Purchase Ford K8A AWD Police Interceptor Utility Vehicle for Police Department b. Keizer Police Department Petty Cash Report c. Approval of April 16, 2018 City Council Regular Session Minutes 10. COUNCIL LIAISON REPORTS 11. OTHER BUSINESS This time is provided to allow the Mayor, City Council members, or staff an opportunity to bring new or old matters before the Council that are not on tonight s agenda. 12. WRITTEN COMMUNICATIONS To inform the Council of significant written communications. 13. AGENDA INPUT May 14, :45 p.m. City Council Work Session Canceled May 21, :00 p.m. City Council Regular Session June 4, :00 p.m. City Council Regular Session 14. ADJOURNMENT The City of Keizer is committed to providing equal access to all public meetings and information per the requirements of the ADA and Oregon Revised Statutes (ORS). The Keizer Civic Center is wheelchair accessible. If you require any service that furthers inclusivity to participate, please contact the Office of the City Recorder at least 48 business hours prior to the meeting by at davist@keizer.org or phone at (503) or (503) Most regular City Council meetings are streamed live through the City s website and cablecast on Comcast Channel 23 within the Keizer City limits. Thank you for your interest in the City of Keizer.

3 WHEREAS, we recognize that the growth and development of children is of the utmost importance and every child deserves a safe, loving and stable home; and WHEREAS, many children in our community must be temporarily removed from their homes to ensure that the child s physical and emotional needs are addressed; and WHEREAS, foster parents, who open their hearts and their homes to support children whose birth families are in crisis, play a vital role in providing a safe strong foundation for children; and WHEREAS, there are numerous individuals in public and private organizations, the courts, and in the faith-based community who work to support the foster care system and recruit foster families; and WHEREAS, May has been designated National Foster Care Month and this year s theme is Empowering Caregivers, Strengthening Families which emphasizes the importance of identifying, developing, and supporting prospective and current foster parents; NOW THEREFORE, I, Cathy Clark, Mayor of the city of Keizer, along with the Keizer City Council, do hereby proclaim May 2018 as NATIONAL FOSTER CARE MONTH And resolve to join with all those involved in the foster care system to thank individuals and families that provide support, affection, love and security to the children in their care and those organizations and agencies that support foster families. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Keizer this 7 th day of May, MAYOR CATHY CLARK

4 CITY COUNCIL MEETING: May 7, 2018 AGENDA ITEM NUMBER: TO: THROUGH: FROM: SUBJECT: MAYOR CLARK AND CITY COUNCIL MEMBERS CHRIS C. EPPLEY CITY MANAGER TRACY L. DAVIS, MMC CITY RECORDER NEIGHBOR HOOD MARKET #7 LIQUOR LICENSE APPLICATION BACKGROUND: On April 9, 2018 the City received an application for a new liquor license for Neighbor Hood Market #7 which will be located at 392 Chemawa Rd N, Keizer, Oregon. The application is for an off-premises license. As required by Keizer Ordinance a public hearing was scheduled; notice was published and mailed to all property owners within 200 feet of the proposed establishment. The Keizer Police Department reports a clear background check on the applicant. In addition, the Keizer Community Development Department finds the location of the establishment to be properly zoned and has no additional comment on the application. RECOMMENDATION: It is recommended the public hearing be opened to allow testimony from the applicant or other interested individuals and upon completion, the hearing be closed. It is further recommended the Council recommend approval of the application for Neighbor Hood Market #7 under the guidelines as established by ORS and the Ordinances of the City of Keizer. This recommendation shall then be forwarded to the Oregon Liquor Control Commission for final approval.

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7 CITY COUNCIL MEETING: May 7, 2018 AGENDA ITEM NUMBER: TO: THROUGH: FROM: SUBJECT: MAYOR CLARK AND COUNCIL MEMBERS CHRISTOPHER C. EPPLEY, CITY MANAGER E. SHANNON JOHNSON, CITY ATTORNEY REQUEST FOR REVISION TO PARK MANAGEMENT AGREEMENT WITH KEIZER LITTLE LEAGUE Keizer Little League (KLL) and the City of Keizer entered into a Park Management Agreement effective November 1, 2016 for the management, operation and maintenance of Keizer Little League City Park. Pursuant to Section 4, field slot payments, net tournament income, net field-related sponsor income, and net concession income shall be used to offset all costs incurred for the maintenance of the park. Keizer Little League would like to revise this so that fifty percent of the net concession income is used to offset the costs incurred for the maintenance of the park. In addition, Keizer Little League would like to remove net tournament income from the list. I have attached Keizer Little League s request for your convenience. At its December 18, 2017 City Council meeting, the Council requested that both Keizer Little League and McNary Youth Baseball provide a full description of the programs, accounting of costs and revenues, and a description of volunteer hours. That information has now been gathered and it is attached for your information. The Park Management Agreement requires that Keizer Little League provide a budget for park maintenance. Keizer Little League has provided the budget and it is attached as additional information. At this point, it would appropriate for the Council to review the proposal and give staff direction. On a related note, please review the attached from Ryan Walsh (McNary Youth Baseball) dated April 23, 2018 in which he asks about last year s concessions revenues. The Council may wish to give staff direction on how Council wishes to proceed on that issue.

8 RECOMMENDATION: Review the matter and give staff direction on how it wants to proceed. If the Council desires to amend the agreement, direct staff to return with the amendments at the May 21, 2018 meeting. Please contact me if you have any questions in this regard. Thank you. ESJ/tmh

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22 CITY COUNCIL MEETING: MAY 7, 2018 AGENDA ITEM NUMBER: TO: MAYOR CLARK AND CITY COUNCIL MEMBERS THROUGH: CHRISTOPHER C. EPPLEY, CITY MANAGER FROM: SUBJECT: TIM WOOD, FINANCE DIRECTOR POLICE VEHICLE PURCHASE BACKGROUND: Recently a Police Department vehicle was involved in an accident in which the vehicle was damaged beyond repair. The damage is covered by the City s vehicle insurance policy. City Staff has determined that a Ford K8A AWD Police Interceptor Utility vehicle will meet the Police Department needs and is available utilizing the State of Oregon purchasing contract number 5551 with Gresham Ford. FISCAL IMPACT: The acquisition of the vehicle for approximately $28, will be completed using proceeds from the insurance claim. RECOMMENDATION: Staff recommends the City Council adopt the attached Resolution authorizing the City Manager to issue a purchase order to Gresham Ford for the acquisition of a Ford K8A AWD Police Interceptor Utility vehicle using the State of Oregon purchasing contract number Please contact me with any questions or concerns.

23 CITY COUNCIL, CITY OF KEIZER, STATE OF OREGON Resolution R2018- AUTHORIZING THE CITY MANAGER TO PURCHASE FORD K8A AWD POLICE INTERCEPTOR UTILITY VEHICLE FOR POLICE DEPARTMENT WHEREAS, a vehicle used by the Police Department was involved in an accident and damaged beyond repair and the damage is covered by the City s insurance policy; WHEREAS, the City has determined procurement through the Oregon Cooperative Procurement Program (ORCPP) provided the best price of $28, from Gresham Ford; WHEREAS, State of Oregon Contract No authorizes ORCPP participants to purchase vehicles from Gresham Ford by issuance of a Purchase Order; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Keizer that the City Manager is hereby authorized to purchase a Ford K8A Police Interceptor Utility vehicle from Gresham Ford for a purchase price of $28, by issuing a Purchase Order containing the mandatory language as shown on the attached exhibit. BE IT FURTHER RESOLVED that the City Manager is authorized to take any and all necessary acts to effectuate the purchase of the vehicle PAGE 1 - Resolution R2018- Keizer City Attorney 930 Chemawa Road NE PO Box Keizer, Oregon

24 BE IT FURTHER RESOLVED that this Resolution shall take effect immediately upon the date of its passage. PASSED this day of, SIGNED this day of, Mayor City Recorder PAGE 2 - Resolution R2018- Keizer City Attorney 930 Chemawa Road NE PO Box Keizer, Oregon

25 City of Keizer PO Box Keizer OR Phone: PURCHASE ORDER Number 18- TO: SHIP TO: Gresham Ford Lt. Lance Inman 1999 East Powell Blvd. Keizer Police Dept Gresham, OR Chemawa Rd NE Keizer OR PLEASE ENTER OUR ORDER FOR THE FOLLOWING: DATE REQUIRED SHIP VIA TERMS 30 NET ACCOUNT OR JOB NO. ORDER DATE QUANTITY DESCRIPTION UNIT PRICE AMOUNT 1 K8A AWD Police Interceptor Utility vehicle as specified in attached quote. 28, , This purchase order, in addition to any exhibits or addenda Attached is placed against State of Oregon Price Agreement #5551. The terms and conditions contained in the Price Agreement apply to this purchase and take precedence over all other conflicting terms and conditions, express or implied. There are no understandings, agreements or representations, oral or written, not specified herein. PLEASE ACKNOWLEDGE IMMEDIATELY AND STATE WHEN YOU WILL SHIP OUR ORDER NO. MUST APPEAR ON ALL RELATED PACKAGES AND FORMS Christopher C. Eppley, Purchasing Agent BILLING ADDRESS IS: PO BOX KEIZER OR 97307

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27 CITY COUNCIL MEETING: May 7, 2018 AGENDA ITEM NUMBER: TO: MAYOR CLARK AND CITY COUNCIL MEMBERS THROUGH: CHRIS EPPLEY CITY MANAGER FROM: JOHN TEAGUE CHIEF OF POLICE SUBJECT: REPORT ON DISBURSEMENT OF PETTY CASH FUNDS FY 18 BACKGROUND: In Fiscal Year 2007 the City Council established petty cash funds for the Keizer Police Department Community Services Unit and the Community Response Unit. By council resolution, the department was instructed to report the expenditures from each of these funds each fiscal year. Community Assistance Fund. In Fiscal Year , through policy revision, the department changed the description of this to Community Assistance Fund to avoid confusion with a specific unit within the department. Also, for greater accountability and tracking, the policy was updated and funds were assigned specifically to individual sergeants instead of being shared between the patrol sergeant vehicles. Community Response Unit. This unit is staffed with a sergeant and three officers. REPORT: As of this date, $10 has been disbursed in FY for the following purpose: $10, gas for stranded, broke, motorist, KZP If you have any questions please contact Administrative Assistant Wanda Blaylock, or blaylockw@keizer.org.

28 CALL TO ORDER FLAG SALUTE SPECIAL ORDERS OF BUSINESS COMMITTEE REPORTS PUBLIC TESTIMONY MINUTES KEIZER CITY COUNCIL Monday, April 16, 2018 Keizer Civic Center, Council Chambers Keizer, Oregon Mayor Clark called the meeting to order at 7:00 pm. Roll Call was taken as follows: Present: Staff: Cathy Clark, Mayor Chris Eppley, City Manager Marlene Parsons, Councilor Shannon Johnson, City Attorney Kim Freeman, Councilor Nate Brown, Community Amy Ryan, Councilor Development Director Laura Reid, Councilor Bill Lawyer, Public Works Roland Herrera, Councilor Director Bruce Anderson, Councilor John Teague, Police Chief Absent: Tim Wood, Finance Director Youth Councilor Samuel Hernandez Tracy Davis, City Recorder Zak Lawyer led the pledge of allegiance. None Matt Lawyer, Keizer, representing the Claggett Creek Watershed Council, provided information regarding the upcoming Soggy Day at the Park event at Keizer Rapids Park and encouraged everyone to attend. Donna Bradley, Keizer, provided a summary of the Parks Advisory Board meeting noting particularly that each member of the Board is responsible for monitoring and reporting on two specific parks at alternating meetings. She then reviewed those reports as well as staff, Council Liaison and Parks Foundation reports. Betty Hart and Dave Bauer, Keizer, provided historical information about the Fire District and invited Council to the May 14 reception celebrating 70 years of service. Donna Bradley, Keizer, added that a banner will be on display at McGee-Newton Plaza inviting the public to the reception. Keizer City Council Regular Session Minutes Monday, April 16, Page 1

29 PUBLIC HEARINGS a Community Development Block Grant (CDBG) and HOME Investment Partnership Annual Action Plan ADMINISTRATIVE ACTION a. RESOLUTION Authorizing Temporary Use and Signs Subject to Conditions for Iris Festival (2018) Daniel Wren, Salem, explained that he is running for Marion County Circuit Court Position #5. He provided background information about himself and reviewed his platform. Danielle Bethell, Dave Walery and Scott White shared information about the upcoming Iris Festival noting that nothing is changing from last year s model. Regarding the closure of Cherry Avenue and the impact on businesses there, after lengthy discussion it was agreed that the reader board on Cherry should say: Local Access Only. Businesses Open. City Attorney Shannon Johnson pointed out that later in the meeting this would be addressed but that staff thought that Council wanted the names of open businesses listed on the sign. If Council wants to do something different, then when it is discussed they will need to specify that change. Additional discussion took place regarding parking, signage, traffic and pedestrian safety and a new event which will be a competition for local young students taking place on Sunday. Eric Howald, Keizer, invited everyone to the 3 rd Annual Word Slam at McNary High School to hear original writings of McNary students. Mayor Clark opened the Public Hearing. Mr. Johnson summarized information in his staff report. Shelly Ehenger, Salem, reviewed some of the things that have happened in Keizer through this program over the past few years, noted that a volunteer is needed to serve representing Keizer and explained the time commitment involved. Discussion followed regarding the need for affordable housing, the program, getting the word out, and the need for bilingual advertising and printed materials. With no further testimony, Mayor Clark closed the Public Hearing. Council agreed by consensus to direct staff to send comments to the City of Salem, if any, and to bring the final Annual Action Plan back to the Council at its June 18, 2018 meeting for final adoption. Mr. Johnson summarized information in his staff report and pointed out that if Council wanted to change anything regarding sign verbiage, the change would be in Section 2 of Exhibit A. Councilor Parsons moved that the Keizer City Council adopt a Resolution Authorizing Temporary Use and Signs Subject to Conditions for Iris Festival (2018) amended so that Exhibit A section 2 reads: install a temporary reader sign placed at Alder Drive that will specify Local Access Only. Businesses Open. Councilor Freeman seconded. Mr. Johnson suggested that the first sentence in Exhibit A, Section 2 read as follows: The chamber of Commerce shall place a temporary sign on Alder Drive indicating that the businesses are open in addition to any Keizer City Council Regular Session Minutes Monday, April 16, Page 2

30 Keizer Police Department required language. Councilors Parsons and Freeman accepted the language as a friendly amendment. Motion passed unanimously as follows: AYES: Clark, Reid, Parsons, Ryan, Freeman, Herrera and Anderson (7) NAYS: None (0) ABSTENTIONS: None (0) ABSENT: None (0) b. RESOLUTION Authorizing a Temporary Suspension of the Ordinance Prohibiting Street Vendors CONSENT CALENDAR COUNCIL LIAISON REPORTS Mr. Johnson summarized information in his staff report. Councilor Parsons moved that the Keizer City Council adopt a Resolution Authorizing a Temporary Suspension of the Ordinance Prohibiting Street Vendors. Councilor Freeman seconded. Motion passed unanimously as follows: AYES: Clark, Reid, Parsons, Ryan, Freeman, Herrera and Anderson (7) NAYS: None (0) ABSTENTIONS: None (0) ABSENT: None (0) a. RESOLUTION Authorizing the City Manager to Sign Dedication for Reserve Strip (Parcel A, Donahue Park Subdivision) b. RESOLUTION Authorizing City Manager to Enter Into Oregon Cooperative Procurement Program Agreement with State of Oregon Department of Administrative Services c. RESOLUTION Authorizing the City Manager to Enter Into the Contract for Meadows Play Structure Replacement with Ross Recreation Equipment Co., Inc. d. RESOLUTION Authoring the City Manager to Enter Into An Agreement with Holt Services Inc. for Rehabilitation of City Hall Well e. Approval of April 2, 2018 City Council Regular Session Minutes Councilor Parsons moved for approval of the Consent Calendar. Councilor Freeman seconded. Motion passed as follows: AYES: Clark, Parsons, Freeman, Reid, Ryan, Anderson and Herrera (7) NAYS: None (0) ABSTENTIONS: None (0) ABSENT: None (0) Councilor Ryan congratulated Councilor Herrera for winning the prize at the Rotary dinner, reminded everyone to check out the display of student art at the Community Center Gallery and reported that Keizer United is looking for board members. Councilor Freeman reported on the West Keizer Neighborhood Association meeting, announced that April Planning Commission and Keizer City Council Regular Session Minutes Monday, April 16, Page 3

31 Volunteer Coordinating Committee meetings were cancelled, and reviewed committees that will have open positions soon. Councilor Reid reported on the South East Keizer Neighborhood Association meeting, Rotary dinner, the Keizer Heritage meeting and the McNary track meet. She urged everyone to visit the museum and library and the colored pencil exhibit at the Heritage Art Gallery, and announced the Ronald McDonald House Charities 5k run, the bond meeting at McNary, the Cherry City Comic Con and the Drive for your School fundraiser. Councilor Parsons reported on the Traffic Safety/Bikeways/Pedestrian Committee meeting and announced upcoming Keizer Festivals Advisory Board and Budget Committee meetings. Councilor Herrera reported on the Marion County Public Safety Coordinating Commission meeting and the Kennedy Leadership Club and announced upcoming meetings/events including C-TEC Advisory Committee and Keizer Points of Interest Committee, Bi-lingual Bingo, Marion County Candidates Forum, and the Unidos Siempre fundraiser. Councilor Anderson emphasized the importance of service clubs adding that the Rotary is the number one private organization and one of the reasons why polio is almost completely eradicated. He reminded everyone of the event at the park and thanked Adam s Rib for donating the food, reported on the Chamber Board meeting, and announced Whitaker Middle School choir trip, Budget meetings and the Cinco de Micro event benefiting the Boys & Girls Clubs. Mayor Clark reported on a meeting regarding Safe Routes to School, the Bill Post/Kim Thatcher Town Hall, Mid-Willamette Area Commission on Transportation, League of Oregon Cities and Strategic Economic Development Corp meetings, and the Second Chance Summit. She will be attending the Oregon Metropolitan Planning Organization Consortium, Salem-Keizer Area Transportation Study, and Mid-Willamette Valley Homeless Initiative meetings. She urged everyone to weigh in on the proposed tolling through the Portland area by going to the on-line open house at and to participate in a survey regarding broadband at Mayor Clark and Community Development Director Nate Brown also explained that a design study on the update of Wheatland Road has been authorized and funded by the Salem Keizer Area Transportation Study to create an effective design that will address all safety factors. The study will take place in The next phase will be the acquisition of funding for construction. Councilor Anderson urged that consideration be given to making the improvements all the way to the Keizer city limits. Keizer City Council Regular Session Minutes Monday, April 16, Page 4

32 OTHER BUSINESS Public Works Director Bill Lawyer announced that o The Dearborn Bridge project will start on May 1. Dearborn will be closed to through traffic until mid-june o Burning of the orchard debris at Keizer Rapids Park is on hold until a lease is signed with a farmer. When the date is determined the information will be shared with Keizertimes, Facebook and West Keizer Neighborhood Association. o The City received a favorable water quality report and an outstanding performer award from the system-wide assessment. Nate Brown reminded everyone of the upcoming public outreach event for the Keizer Revitalization Project (Transportation Growth Management Grant) on April 26. This event is to receive public input on what is desired for the Cherry/River Road corridor. Colleen Bush, Keizer, announced that Salem-Keizer Mass Transit District received 2.5 million dollars in grants to bring upgraded (natural gas) buses to Keizer. WRITTEN COMMUNICATIONS None AGENDA INPUT ADJOURNMENT MAYOR: May 7, 2018: 7:00 p.m. City Council Regular Session May 14, 2018: 5:45 p.m. City Council Work Session - Canceled May 21, 2018: 7:00 p.m. City Council Regular Session Mayor Clark adjourned the meeting at 9:16 p.m. APPROVED: Cathy Clark Debbie Lockhart, Deputy City Recorder COUNCIL MEMBERS Councilor #1 Laura Reid Councilor #4 Roland Herrera Councilor #2 Kim Freeman Councilor #5 Amy Ryan Councilor #3 Marlene Parsons Councilor #6 Bruce Anderson Minutes approved: Keizer City Council Regular Session Minutes Monday, April 16, Page 5