CITY OF SILVERTON CITY COUNCIL REGULAR MEETING – 6:00 p.m., Monday, February 1, 2021

Silverton Community Center – Council Chambers – 421 South Water St. and Zoom

Americans with Disabilities Act – The City of Silverton intends to comply with the A.D.A. The meeting location is accessible to individuals needing special accommodations such as a sign language interpreter, headphones, or other special accommodations for the hearing impaired. To participate, please contact the City at 503-874-2204 at least 48 hours prior to the meeting.

A copy of the full packet is available on the City’s website at www.silverton.or.us/agendacenter. The public is welcome to attend; however, we will be limiting the number of people in the Council Chambers in order to provide for physical distancing. In accordance with House Bill 4212 the meeting will be held electronically using the Zoom web conference platform. Please submit written comments to [email protected] by 3:00 p.m. on Monday, February 1, 2021. Comments received will be shared with City Council before the meeting and included in the record.

Zoom meeting link: https://us02web.zoom.us/j/84093979886?pwd=S20zL1BzVkQ3VlRyUHBZV3ZqMG9TZz09 Webinar ID: 840 9397 9886 Passcode: 401627 Dial in: 1 (253) 215-8782

The meeting will be live streamed on Cable Access Channel 15 and can be viewed on-line here: www.silverton.or.us/430/Watch-Meetings.

AGENDA

I. OPENING CEREMONIES – Call to Order, Pledge of Allegiance and Roll Call

II. APPROVAL OF MINUTES – Minutes from the regular meeting held on January 4, 2021 and the work session held on January 25, 2021

III. OATHS OF OFFICE/PUBLIC RECOGNITION – None scheduled

IV. PUBLIC COMMENTS – This is a business meeting of the City Council. The City values and welcomes public input. Please address the Council as a whole and not individual Council Members. Do not address staff or members of the audience. Council action on items brought up in public comment is limited by the Open Meeting Law. The Council may direct staff to study the matter and reschedule for further consideration at a later date. Items on the agenda will not be heard or discussed during public comment, but will be accepted at that place on the agenda. Individuals are limited to three (3) minutes.

V. SCHEDULED PRESENTATIONS

5.1 Silverton Area Senior Center Annual Report – Dodie Brockamp, Executive Director 5.2 Silverton Chamber of Commerce Monthly Update - -- Stacy Palmer

VI. PUBLIC HEARING

6.1 Business Oregon Emergency Rental Assistance Grant Application

VII. DISCUSSION/ACTION ITEMS

7.1 Civic Center Project Update 7.2 Western/James/Jefferson Streets Pedestrian Improvements 7.3 2nd and Jefferson Streets Financial Options 7.4 McClaine Street Project Update and McClaine/C/Westfield Signal Options 7.5 COVID-19 Update

VIII. CONSENT AGENDA

8.1 Establish a new position in the Public Works Association and authorize the filling of a vacancy in the Water Quality Division 8.2 WWTP purchase of two aeration basin mixers

IX. APPOINTMENTS TO COMMITTEES AND ADVISORY GROUPS

9.1 Appointments to the Environmental Management Committee, the Homeless/Housing Task Force and the Oregon Garden Foundation Board

X. CITY MANAGER UPDATE

XI. COUNCIL COMMUNICATIONS

XII. ADJOURNMENT

Silverton City Council Meeting February 1, 2021 2 of 126 1 CITY OF SILVERTON 2 CITY COUNCIL MINUTES 3 Silverton Community Center – Council Chambers – 421 South Water St. and Zoom 4 5 January 4, 2021 6:00 p.m. 6 7 I. OPENING CEREMONIES – Call to Order & Roll Call 8 9 Mayor Palmer called the meeting to order at 6:00 p.m. Mayor Palmer and City Clerk Angela Speier 10 attended in the City Council Chambers. The rest of City Council and staff were present through the virtual 11 meeting platform Zoom. Mayor Palmer explained this meeting is being held through Zoom pursuant to 12 House Bill 4212. 13 14 Present Absent 15 Mayor 16 X Kyle Palmer 17 Council President 18 X Jason Freilinger 19 20 X Jim Sears 21 22 X Jess Miller 23 24 X Dana Smith 25 26 X Elvi Cuellar Sutton 27 28 X Crystal Neideigh 29 30 Staff Present: 31 City Manager Pro Tem, Bob Willoughby; Chief of Police, Jim Anglemier; Community Development 32 Director, Jason Gottgetreu; Finance Director, Kathleen Zaragoza; Public Works Director, Petra Schuetz; 33 Assistant to the City Manager/HR Coordinator, Elizabeth Gray; and Assistant to the City Manager/City 34 Clerk, Angela Speier 35 36 II. APPROVAL OF MINUTES 37 38 Councilor Sears made a motion to approve the minutes from the work session held on November 30, 39 2020, the regular meeting held on December 7, 2020, the Town Hall held on December 14, 2020 and the 40 work session held on December 21, 2020. Councilor Neideigh seconded the motion. There was no 41 discussion and the motion passed unanimously (5-0). 42 43 III. OATHS OF OFFICE/PUBLIC RECOGNITION 44 45 3.1 Swear in the Mayor and elected Councilors: Mayor Kyle Palmer, Councilor Jason 46 Freilinger, Councilor Elvi Sutton and Councilor Jess Miller 47 Municipal Judge Lori Coukoulis swore Mayor Palmer and Councilors Freilinger, Cuellar Sutton and Miller 48 into office. 49 50 3.2 Recognize Terri Stevens for her heroism in saving a life 51 Chief of Police Jim Anglemier recognized Terri Stevens for the actions she took to save a life. Chief 52 Anglemier provided an account of what took place on the morning of December 5, 2020 and thanked Ms. 53 Stevens for her quick response and training in CPR.

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Silverton City Council Meeting February 1, 2021 3 of 126 1 IV. PUBLIC COMMENT – None. 2 3 V. SCHEDULED PRESENTATIONS 4 5 5.1 Fiscal Year 2019-2020 Audit Presentation – Boldt, Carlisle and Smith 6 Brad Bingenheimer provided an overview of the FY 2019-2020 Financial Statement for the City of 7 Silverton. He referred to the handout located in the packet showing a comparison of the revenues over 8 the last four years. The chart shows a steady increase in property taxes whereas the other revenue 9 streams are more sporadic. He reviewed a similar chart for expenditures with the majority of expenditures 10 going towards general government and police. He also reviewed the revenue and operating expenses for 11 the City’s proprietary funds. The City complied with all Oregon Local Budget Laws, but he noted a lack of 12 internal controls due to the small number of Finance staff and the need for the Finance Director to 13 perform all functions in the Department. 14 15 5.2 Introduction of Tim Sinatra – CEO, Family YMCA of Marion and Polk Counties 16 Brandon Lemon, CCO of the Family YMCA of Marion and Polk Counties introduced Tim Sinatra the new 17 CEO of the organization. Mr. Sinatra explained his background and provided an update on the YMCA. 18 City Council welcomed him to the organization and the community. 19 20 5.3 Silverton Chamber of Commerce Monthly Update – Stacy Palmer 21 Stacy Palmer, Executive Director of the Silverton Chamber of Commerce provided her monthly update 22 and congratulated the newly elected Councilors and City Manager Pro Tem Bob Willoughby. She said the 23 Chamber will remain closed through at least January 15, 2021. Lastly, the Chamber Board decided to 24 postpone the First Citizen Banquet until sometime this summer. 25 26 VI. PUBLIC HEARINGS 27 28 6.1 Business Oregon Emergency Rental Assistance Grant Application 29 Mayor Palmer opened the Public Hearing regarding the Business Oregon Emergency Rental Assistance 30 grant application at 6:39 p.m. No City Councilors wished to abstain or declare a conflict of interest. 31 Community Development Director Jason Gottgetreu explained Business Oregon through the Community 32 Development Block Grant Program has made $2.2 million available to non-entitled cities for emergency 33 rental assistance. The City has submitted a pre-application indicating interest in the funds, in order to 34 apply the City must hold a public hearing. He said any funding received would be administered through 35 Silverton Area Community Aid (SACA) as a sub grantee. Individuals impacted by COVID-19 who make 36 80% or less of the area medium income would be eligible to receive up to six months of rental assistance. 37 There was no public comment. Councilor Freilinger made a motion to close the Public Hearing. Councilor 38 Sears seconded the motion. There was no discussion and the motion passed unanimously (7-0). Mayor 39 Palmer closed the Public Hearing at 6:40 p.m. 40 41 Councilor Smith said this is a welcome opportunity for a lot of people in the community to get rental 42 assistance without the City having to use its own resources directly. Councilor Freilinger said he agrees, it 43 is a great opportunity for the City to help provide assistance to individuals who have been impacted by 44 COVID-19. Councilor Miller asked about the marketing of the grant and Director Gottgetreu said typically 45 staff does the marketing allowing for funds to be used entirely for grant awards. Councilor Miller made a 46 motion directing staff to apply for the Business Oregon Emergency Rental Assistance grant. Councilor 47 Sears seconded the motion. There was no discussion and the motion passed unanimously (7-0). 48 49 VII. DISCUSSION/ACTION ITEMS 50 51 7.1 Civic Center Project update and approve amendment to the contract for Schematic Design 52 Contract Services 53 Director Gottgetreu said located in the packet is the updated general floor plan and outside perspectives. 54 He explained City Council previously approved changes to the design, including a one bay reduction, 55 separate entrances for the Police Department and City Hall as well as exploring the feasibility of 56 relocating the Finance Department to the first floor. He explained these redesigns efforts took longer than

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1 anticipated and required two additional weekly meetings for a cost of $10,000, which was approved under 2 the City Manager’s authority. Tonight staff is requesting City Council approve an additional $10,000 for 3 the schematic redesign contract which was previously approved for up to $70,000. This is due to 4 additional costs with relocating the Finance Department, building stairs, and significant changes to the 5 second floor. 6 7 Councilor Sears made a motion to approve the redesigned floor plan, site plan, elevation perspectives 8 and authorize the City Manager to sign a contract amendment with Mackenzie Engineering, Inc. in an 9 amount of $10,000 for the Schematic Design Contract Services. Councilor Freilinger seconded the 10 motion. Councilor Smith referred to the minutes from the November 2, 2020 meeting and noted the 11 motion at that time was to look at the feasibility of moving the Finance Department if it fell within the 12 scope of the one bay reduction which was estimated to cost $45,000-$70,000. She was supportive of this 13 move with the understanding it would fall under that contract change. Councilor Freilinger said that was 14 not his understanding, but he still supports moving forward with relocating the Finance Department to the 15 first floor. Mayor Palmer said his understanding was the move was likely to cost more money and this 16 amount is not driven entirely by moving the Finance Department. Councilor Smith said that is correct, but 17 moving the Finance Department resulted in the need to make changes to the second floor. She noted she 18 will be voting no to the motion, because she was hopeful the complete design change discussed at the 19 previous meeting would have fallen within the $70,000 approved amount. Councilor Freilinger said he 20 feels it is important to have the Finance Department located on the first floor and would not be supportive 21 of a floor plan that does not have that. There was no further discussion and the motion passed 6-1 (Yes: 22 Mayor Palmer and Councilors Freilinger, Sears, Neideigh, Cuellar Sutton, and Miller; No: Councilor 23 Smith). 24 25 7.2 Elect a Council President 26 Mayor Palmer made a motion to elect Councilor Freilinger as Council President for the next two years. 27 Councilor Smith seconded the motion. There was no discussion and the motion passed unanimously (7- 28 0). 29 30 7.3 COVID-19 Update and Approval of Expenditures for the Coronavirus Relief Fund (CFR) – 31 CARES Act Grant 32 City Manager Pro Tem Bob Willoughby provided an update on the number of COVID-19 cases and noted 33 due to Marion County remaining in the extreme risk category City Hall will remain closed to the public 34 through the end of January. He also referred to the final accounting of the CARES Act Grant expenditures 35 located in the packet. 36 37 VIII. CONSENT ITEMS 38 39 Councilor Smith asked to pull agenda items 8.1 and 8.4 for further discussion. Councilor Smith made a 40 motion to approve the remaining consent agenda consisting of items 8.2, 8.3 and 8.5 – 8.8. Councilor 41 Sears seconded the motion. There was no discussion and the motion passed unanimously (7-0). 42 43 8.2 Resolution No. 21-02 – Authorizing signers on City bank accounts 44 8.3 Approval of 2021-2022 Budget Calendar 45 8.5 OLCC Liquor License for “Los Girasoles” to allow for ‘off premises’ alcohol sales 46 8.6 OLCC Liquor License for “Fin and Fowl Kitchen” 47 8.7 Ratify City Manager’s approval of McClaine Street Improvement Project administrative 48 reserve expenditures of $18,842 49 8.8 Resolution No. 21-03 – Adopting a Plan of Action for the City of Silverton 50 51 8.1 Resolution No. 21-01 – Appointing Bob Willoughby as City Manager Pro Tem 52 Councilor Smith wanted to emphasize the Charter provision that provides limitations of the City Manager 53 Pro Tem authority to hire and fire staff. There is a key staff position open that she feels Council should 54 weigh-in on. City Manager Pro Tem Willoughby said he is comfortable bringing any hiring and firing 55 decisions to City Council. Mayor Palmer noted this might require a special meeting if the hiring timeline 56 falls outside of the City Council meeting schedule. It was also noted former City Manager Christy Wurster

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1 authorized a number of hiring decisions prior to her departure. Councilor Smith asked staff to send City 2 Council a list of the hires Ms. Wurster authorized. 3 4 Councilor Freilinger made a motion to adopt Resolution No. 21-01. Councilor Sears seconded the motion. 5 There was no discussion and the motion passed unanimously (7-0). 6 7 8.4 Accept the Systems Development Charge (SDC) Annual Report for Fiscal Year 2019-2020 8 Councilor Smith noted the McClaine Street project was not listed in the SDC report which she thought 9 some of that work was eligible for SDC funding. Finance Director/Deputy City Manager Kathleen 10 Zaragoza said a portion of the project is eligible for SDCs, but that expenditure will not show up until the 11 FY 2020-2021 report due to the timing of the construction. 12 13 Councilor Freilinger made a motion to approve the SDC Annual Report for Fiscal Year 2019-2020. 14 Councilor Neideigh seconded the motion. There was no discussion and the motion passed unanimously 15 (7-0). 16 17 IX. APPOINTMENTS TO COMMITTEE AND ADVISORY GROUPS 18 19 9.1 Appoint a Council representative to the Environmental Management Committee 20 Councilor Freilinger made a motion to appoint Jess Miller to the Environmental Management Committee 21 as the City Council representative. Councilor Smith seconded the motion. Councilor Sears appreciated 22 the opportunity to work on the City’s franchise with Republic Service and said the EMC should explore the 23 question of continuing the recycling facility in Silverton as well as look at a more equitable rate structure. 24 For continuity purposes he would be willing to participate in the EMC meetings when these items are up 25 for discussion and to serve as a resource to Councilor Miller. There was no further discussion and the 26 motion passed unanimously (7-0). 27 28 X. CITY MANAGER UPDATE 29 30 City Manager Pro Tem Willoughby announced the City will be hosting a Housing Virtual Open House in 31 order to educate and seek input on the implementation of House Bill 2001. He reviewed the items he 32 plans to focus on over the next six months. The City Council scheduled their Goal Setting Special 33 Meeting for February 10, 2021 at 6:00 p.m. Lastly, he reminded City Council of the Joint Work Session 34 with the Budget Committee on Monday, January 25, 2021. 35 36 XI. COUNCIL COMMUNICATIONS 37 38 Councilor Smith referred to the City Council Goal quarterly update located in the packet. She asked about 39 the status of Goal 3.3 which is related to revisiting the SDC methodology. Public Works Director Petra 40 Schuetz said this item was placed on hold until the Affordable Housing Task Force is able to complete 41 their set of recommendations regarding SDCs. Councilor Smith asked about Goal 3.4 which is related to 42 pedestrian improvements particularly at James and Western and if there has been further discussion with 43 Marion County to address pedestrian safety issues prior to the return of in-person school. Public Works 44 Director Schuetz said the City was not successful in their Safe Routes to School grant application. The 45 City did set aside some money to be used as matching funds if the grant was successful; however, there 46 is no plan on how to utilize those funds. She is prepared to present to City Council on what the process of 47 a jurisdictional transfer from Marion County to the City could look like and noted staff is not 48 recommending the City take over these streets. Marion County did make a number of commitments to the 49 City including some additional signage and preliminary conceptual engineering. These items have been 50 completed, but a lack of funding for the project remains. Mayor Palmer is certain this project will be 51 discussed at the Budget Committee and would like to see the jurisdictional transfer information as soon 52 as possible. He said more outside the box thinking needs to occur in order to provide a walk space for 53 students using the street to get to school. Councilor Sears said City Council needs to have a discussion 54 regarding the jurisdictional transfer of the streets, because a creative solution will likely only be allowed if 55 the City takes control of these streets. He requested this get scheduled as a discussion item on a future 56 agenda. Councilor Smith said Goal 3.6 was the redesign of the intersection at Westfield and McClaine

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1 Street and incorporating that into the McClaine Street Project. She said there was note of signal 2 improvements in the Public Works report, but she said there needs to be a real look at realignment of that 3 intersection. City Council has discussed having a dedicated right turn lane and not a dedicated left turn 4 lane. Mayor Palmer agreed this has been a long standing issue and noted there are few people turning 5 left at that intersection and they can share with the people going straight. Public Works Director Schuetz 6 said there will be striping and signal changes, but the dedicated right turn lane could not occur without 7 additional right of way for truck turning radius. Councilor Sears said this would not require building a 8 dedicated turn lane, but would utilize the current through lane as the dedicated right turn lane and then 9 the left turn would be converted to a left and a through lane. Public Works Director Schuetz said she will 10 have City Engineer Bart Stepp provide City Council an update on the McClaine Street Project including 11 changes to this intersection during the February 1, 2021 City Council meeting. Councilor Smith asked for 12 a pavement marking plan for the intersection to be included with the presentation. Councilor Smith 13 inquired about the status of Goal 3.9 to improve the pavement condition of Second Street from the 14 railroad tracks to Jefferson Street. Public Works Director Schuetz said City Engineer Stepp has taken a 15 look at it and has some alternative suggestions. Mayor Palmer suggested this topic be added to the 16 February 1 agenda as well. Lastly, Charles Baldwin has requested City Council take an active role in 17 facilitating community discussion in order to heal some of the emotional wounds caused from the political 18 divide facing the country. Mayor Palmer said that is something Strong Silverton is preparing to tackle. 19 20 Councilor Sears noted drainage issues at the 1st and Jefferson improvements. He asked Public Works to 21 look at the erosion and flooding that is occurring there. Public Works Director Schuetz provided an update 22 on changing the speed in that area and noted she will be requesting a speed study in March after the 3-4 23 month waiting period required by ODOT. Councilor Smith would like ODOT to do a speed study on South 24 Water at Wesley Street, because there is a crosswalk to the pool and the speed limit increases to 30-35 25 mph one block before. She said there is a tendency for people traveling south to gun it which creates a 26 safety hazard for the children using the crosswalk. 27 28 Councilor Miller said he does not see the inclusion or consideration of the sharrow symbol in the 29 Transportation System Plan (TSP) which serves as a reminder that cyclists also use the same road. This 30 could be considered as an alternative to adding dedicated pedestrian and cycling infrastructure. 31 32 Councilor Neideigh enjoyed the fireworks over the weekend and has received positive feedback from the 33 community. She asked when the McClaine Street Project will be completed. Public Works Director 34 Schuetz indicated they are on track for substantial completion by April. Lastly, Councilor Neideigh said 35 she received the COVID vaccine last week and encouraged everyone to get it when they can. 36 37 Councilor Cuellar Sutton requested during goal setting City Council look at the number of full-time 38 employees (FTE) and if additional FTE are needed in order to accomplish the projects listed. 39 40 Councilor Freilinger received positive feedback about the fireworks and some people indicated their 41 desire to continue the event at this location. He also asked about Goal 1.1 of the Urban Renewal Agency 42 and if the stormwater assessment indicated will be happening this year. Public Works Director Schuetz 43 said it will be included in the Stormwater Master Plan which is budgeted for this fiscal year. 44 45 Mayor Palmer attended the swearing in ceremony of three new police officers today. He said the firework 46 show was very successful and thanked City Council for their support of the event. He has received a 47 number of requests to make it an annual event. 48 49 XII. ADJOURNMENT 50 Councilor Smith made a motion to adjourn. Councilor Neideigh seconded the motion and Mayor Palmer 51 adjourned the meeting at 8:12 p.m. 52 53 Respectfully submitted by: 54 55 56 /s/Angela Speier, Assistant to the City Manager/City Clerk

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1 CITY OF SILVERTON 2 CITY COUNCIL AND BUDGET COMMITTEE JOINT WORK SESSION MINUTES 3 Zoom Web Conference Platform 4 5 January 25, 2021, 6:00 PM 6 7 I. OPENING CEREMONIES – Call to Order, Pledge of Allegiance & Roll Call 8 9 Mayor Kyle Palmer called the Joint Work Session to order at 6:00 p.m. and explained the meeting is 10 being held through Zoom pursuant to House Bill 4212. Mayor Palmer explained Member Benedict 11 requested a joint work session between the City Council and Budget Committee in order to discuss the 12 current financial status of the City and hear how COVID-19 has impacted City revenues.

13 City Council Present: Mayor Kyle Palmer, Council President Jason Freilinger, Councilor Elvi Cuellar- 14 Sutton, Councilor Dana Smith, Councilor Crystal Neideigh (departed at 6:24 pm), Councilor Jess Miller 15 and Councilor Jim Sears

16 Budget Committee Members Present: Gregory Chase, Ammon Benedict, Chris Childs, Aaron Koch 17 (arrived at 6:04 pm), Micole Olivas-Leyva and April Newton 18 19 Budget Committee Members Absent: R. Walker Yeates 20 21 Staff Present: City Manager Pro Tem, Bob Willoughby; Finance Director/Deputy City Manager, Kathleen 22 Zaragoza; Chief of Police, Jim Anglemier; Community Development Director, Jason Gottgetreu; Public 23 Works Director, Petra Schuetz; Assistant Finance Director, Sheena Kroker; Assistant to the City 24 Manager/HR Coordinator, Elizabeth Gray; and Assistant to the City Manager/City Clerk, Angela Speier 25 26 II. DISCUSSION ITEMS 27 28 2.1 Financial Status of City of Silverton 29 Finance Director Kathleen Zaragoza provided an overview of the documents located in the packet. The 30 first fund discussed was the General Fund and property tax revenues. The City has collected about 97 31 percent of its allocated property tax revenue. Director Zaragoza explained how property taxes are 32 collected and distributed to cities in Marion County. She reviewed other revenues and noted her only 33 concern is with court fines and fees which are down about $13,000 from its budgeted amount. This is 34 likely due to the lack of people driving and less tickets being issued, because of COVID-19. She noted 35 there has also been a drop in interest earnings, but it is not something to be concerned about. 36 37 Director Zaragoza reviewed some of the City’s operating funds and noted she is a little concerned about 38 the beginning fund balance of the Electrical Operations Fund which in recent years has declined. Staff 39 does not have any concerns with the Building Operations Fund. She noted the Transportation Fund is the 40 operations fund for the Silver Trolley which is funded largely through grants. The City has been awarded 41 additional money for Trolley operations through COVID-19 grants. There are no concerns with the Pool 42 Operations Levy. Director Zaragoza is concerned with the Transient Tax Fund which has been impacted 43 by COVD-19, because the City has seen a sharp decline in transient taxes collected which has not hit 50 44 percent of the expected budget. She said the City suspended their grant program in 2020, because there 45 were no events to fund. The fund does have a decent contingency of over $41,000 which could help the 46 City meet any actual obligations it may have. She noted this fund will be watched closely over the next 47 few months. The lack of tourism money coming could impact the City’s ability to fund special events, the 48 Visitor’s Center and the Frank Lloyd Wright house. The next fund reviewed was the Street Fund and 49 Director Zaragoza noted the local motor vehicle gas tax is down slightly by about $3,000, but the state 50 highway appropriation is tracking well. The Sewer and Water Funds were reviewed and the major 51 concern with these funds is the impending departure of Bruce Pac. The City is expecting to see the 52 impact around March. Member Benedict said Bruce Pac leaving will likely have an impact on the rate

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1 payers and asked what the City is doing to help make up the loss in revenue. Director Zaragoza said 2 since Bruce Pac has remained operational longer than what was anticipated she is hoping the beginning 3 fund balance for next year will be bigger than staff anticipated it would have been. The Sewer Fund also 4 has healthy contingency and reserve. The Water Fund will also be impacted with the Bruce Pac 5 departure, but not as significantly. 6 7 Director Zaragoza reviewed some of the City’s ongoing capital projects and their associated funds. 8 Member Benedict asked about the Civic Building Fund and the additional costs City Council has 9 approved regarding the design which could relate to additional construction costs. Director Zaragoza said 10 the design for two separate entrances was not anticipated and did result in additional architectural costs. 11 Councilor Smith noted the additional architectural fees will not necessarily cause the construction cost to 12 increase and the architects have said the second entrance will not be a significant increase once the 13 project moves to the construction phase. She also noted the City Council opted not to include the canopy 14 in the design at this time. Member Benedict asked if the City Council has set a cap of what they are 15 willing to spend for the building and suggested making it clear to the taxpayers what it is and how it is 16 going to be funded. Councilor Smith indicated there is a budget range the design team has been 17 successful in getting even lower and said she is very sensitive as to who will be funding this building. 18 Mayor Palmer explained the value engineering process City Council has gone through to reduce the size 19 of the building and explained why he is hesitant to give a specific number. Discussion ensued on possible 20 financing options. Director Zaragoza is looking at funding the project through a bond or a loan, but it 21 would not be a general obligation bond approved by the voters. Member Benedict said there is a lot of 22 concern about the cost of the building and the funding not being locked down. Mayor Palmer explained it 23 is hard to develop a funding plan before the construction documents are final. City Manager Pro Tem Bob 24 Willoughby said he has been impressed with the Design Team trying to drive the cost down. He said the 25 City cannot develop a financing plan until the cost is finalized. When the cost is finalized it will be shared 26 with the public. The interest rates are at a historic low, so this is a great opportunity for the City to finance 27 this building and it is very common to finance a project like this with tax free bonds. Director Zaragoza 28 reminded the members the City is under a mandate that the police have to be in a seismically sound 29 building and explained the benefits of including City Hall in the building. Councilor Smith explained the 30 different design phases and noted the City is finishing the design development phase right now. She 31 explained the contingency goes down with each phase and the cost estimate becomes more accurate. 32 33 Director Zaragoza explained the contingency and reserve document in the packet. The City tries to 34 maintain a 15 percent contingency in each fund. The General Fund reserve is a larger amount to ensure 35 there are sufficient funds on hand to maintain operations especially in the Police Department. She 36 reviewed a graph showing the strong beginning fund balance for a number of funds including the General 37 Fund. She explained a healthy reserve makes the City more viable for people to want to loan the City 38 money. Lastly, she reviewed the three funds that owe debt, including the Sewer, Water and the Debt 39 Service Fund. The last few pages in the packet were related to the Distinguished Budget Presentation 40 Award the City has received for the last two years. Mayor Palmer thanked Director Zaragoza and the 41 entire Finance Department for their hard work. 42 43 Councilor Cuellar Sutton asked how the Police Department is budgeted. Director Zaragoza explained 44 where the Police program can be found in the budget document. Member Childs congratulated Director 45 Zaragoza on the budget award and said it is a high bar to reach. 46 47 III. CITY MANAGER UPDATE 48 49 City Manager Pro Tem Willoughby announced the City hired Troy Kemper to replace Water Quality 50 Division Supervisor Steve Starner. Mr. Kemper started today and will be working with Mr. Starner through 51 February. The City will also be losing a key operator at the Water Treatment Plant due to retirement and 52 will present City Council with a hiring plan at their February 1, 2021 meeting. 53 54 55 56

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1 IV. COUNCIL COMMUNICATIONS 2 3 Councilor Smith thanked Mayor Palmer for responding to Ms. Dahlum’s letter today. She said in light of 4 what happened on January 6 and everything people are finding out about it she is concerned with the 5 screening process used for police hires. She would like to discuss this further with Chief Anglemier in the 6 future. 7 8 Councilor Miller congratulated the Finance Department for receiving the budget award. 9 10 Councilor Freilinger thanked the Finance Department for their great work on the budget and Councilor 11 Smith for her work on the Civic Center. He also thanked Member Benedict for suggesting this meeting, 12 because it was a great idea. 13 14 Member Chase appreciated the update on the Civic Center. 15 16 Member Benedict congratulated the Finance Department on their budget award. He appreciated the 17 meeting and the further education of City finances tonight. 18 19 Member Childs welcomed City Manager Pro Tem Willoughby back to the City and encouraged the City 20 Council and staff to keep up the good work. 21 22 Member Koch appreciated the mid-term update and said it is helpful going into the budget process in 23 April. He thanked the Finance Department for their work and the award they received. 24 25 Member Newton congratulated the Finance Department and felt it was good to have a check-in. 26 27 Member Olivas-Leyva thanked the staff for the meeting and congratulated the Finance Department on 28 their award. 29 30 Mayor Palmer said this type of meeting should be considered as a regular yearly meeting. He said it is a 31 great way for the Budget Committee to start thinking about the budget. He also encouraged the new 32 members to ask questions during the budget process. 33 34 V. ADJOURNMENT 35 36 Councilor Smith made a motion to adjourn. Councilor Freilinger seconded the motion and Mayor Palmer 37 adjourned the meeting at 7:27 p.m. 38 39 Respectfully submitted by: 40 41 42 /s/Angela Speier, Assistant to the City Manager/City Clerk

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SILVERTON AREA SENIORS, INC.

Silverton Area Seniors, Inc. dba Silverton Senior Center Annual Report - January 2021 Dodie Brockamp, Executive Director

Vision: Meeting the changing needs of a growing community aged 50+

Mission: We are the resource hub for area residents aged 50 and over, providing social, educational, health-related, and recreational opportunities in a safe, courteous, and inclusive environment.

This annual report focuses on the challenges we have faced in 2020 in fulfilling our stated mission during the coronavirus pandemic, and on the subsequent changes we have made in operations and programming to continue to serve our membership.

The Center building has been essentially closed to the public since mid-March 2020. It remains closed as of this date due to Oregon Health Authority guidelines for controlling virus spread. We are hyper-vigilant in following those guidelines since the bulk of our members are exactly the ages most vulnerable to the effects of the virus.

With those safeguards in place, we have had to rethink nearly everything we do, from programming and delivery of content to membership development, fundraising methods, and ways of communicating with members and the greater community.

On the bright side, Silver Angels Foot Care has been able to operate in our building by following the guidelines for personal services, while Meals on Wheels continues to package meals in our kitchen for home delivery. Our ReVamp Thrift shop was able to remain open for much of the year under the guidelines for retail stores.

Accomplishments Financial Since we receive no financial contribution from any government entity other than the use of our beautiful City-owned building, we have developed diverse sources of revenue to stabilize our income. This practice has served us well during the pandemic. While we were cut off from any in-person fundraising methods, our expenses decreased significantly. After a record- setting 2019, we were enjoying a healthy checking account, a growing investment account, and a strong balance sheet. During most of 2020, the bulk of our revenue came from ReVamp Thrift, supplemented by space rental fees from Meals on Wheels and the foot clinic, from donors, and from

115 Westfield Street, Silverton OR 97381 [email protected] ▪ www.silvertonseniorcenter.org 503-873-3093

Silverton City Council Meeting February 1, 2021 11 of 126 sponsors of a few programs. While those sources covered most of our expenses, we were coming up short by an average of just under $2000 each month. Here is what we have done to counter those deficits. • Received the first-round PPP loan via the CARES act to cover the salary of our lone employee for a few months. That loan has been forgiven, and we have applied for the second-round PPP loan in the same amount. • Received a low-interest 30-year SBA loan of $10,000 via the CARES Act to pad our checking account for emergencies, such as the unforeseen closures due to the wildfires. • Launched a sustaining monthly donor program to provide a steady monthly income stream. • Sold our bus, which had been sitting idle, too expensive to insure. • Conducted a year-end direct mail fundraising appeal.

Resource Hub Many people think of the Senior Center as a place, but we also function as an important source of information pertaining to the 50+ community. If anything, that function has increased during the pandemic. • We receive an average of 25 to 30 phone calls per month for information and assistance. If I am on the premises, I answer the phone directly. Otherwise, we ask callers to leave a message, which I am able to monitor remotely. • People also just show up at the front door, even though the Center is closed and the doors are locked. If I am on the premises, I will respond to their needs. • We also maintain a Health, Safety and Wellness Resource Guide, available on our website, detailing tips and senior resources in or near Silverton.

Programming Our biggest challenge has been developing programs that are of interest and readily available for members. Like so many others, we have “pivoted” from in-person delivery to the virtual world. • Developed a new section to our website, “What to do when there’s no place to go,” a 12-section collection of things to do at home while restricted. • Established a dedicated “Zoom Room” to accommodate guests without Zoom capability. Also used for board meetings since one member has no access to internet. • Developed and produced a series of 41 (and counting) Zoom-based programs. The true beauty of Zoom is the ability to interact and participate while the program is live. One of our members joins us regularly from Hawaii, just to stay connected. We took it a step further and are recording these sessions for posting on our website to make them available whenever the viewer wishes.

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Silverton City Council Meeting February 1, 2021 12 of 126 Here is a list of our current offerings:

Lunch with Dodie Lunch with Dodie was our first baby-step on a steep learning curve into the virtual world. Lunch with Dodie is meant to be a purely social program. Each week we feature a special guest and a related topic. We have sometimes used “Lunch with Dodie” to promote local eating establishments in town by showcasing menus and food offerings. Sometimes there is a thank-you giveaway involved for those who join us live. A win-win for the Center and for local businesses.

In the Kitchen with Kevin Local culinary enthusiast Kevin Cobb loves to cook. We capture the experience and learn new techniques and recipes via Zoom as he creates delicious dishes in our kitchen often with a guest doing prep, and of course, tasting. Members can also watch whenever they want, right from our website. Curried zucchini soup, anyone?

Gardening with Dale Small In normal times, gardening expert Dale Small hosts a monthly in-person class at the Center to give advice during the gardening season. These classes easily adapted to the Zoom format and are posted on our website for repeated viewing.

Difficult Conversations In the past, we have offered in-person classes on topics that are hard to discuss with family members, such as estate and funeral planning, early signs of dementia, or alternative living options. By converting to the Zoom platform and posting on our website, we have made it possible for members to watch at their leisure and/or with important others. Everyone has access to the same information to make better-informed choices for proactive aging and future needs.

We also make it possible for members to access other ongoing programs and services, including free monthly Zoom consultations with an elder law attorney, and a women’s yoga group.

Digital Senior Program

In late 2019, we received a grant from United Way for equipment and programs to bridge the gap between seniors and the digital world. The plan was to provide fully- equipped laptop workstations in our lobby to be used by our members and others to connect with the internet, send emails, and all the digital activities the connected world enjoys. Just as we finished setting up those stations, the pandemic hit with the stations now behind closed doors. Before the implementation of the extreme risk guidelines, however, we were able to schedule about 10 one-on-one sessions with community members who wanted to take care of personal business, such as applying for

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Silverton City Council Meeting February 1, 2021 13 of 126 unemployment or food stamps, or looking up information online. Exactly what we had in mind! Satellite Laptop Workstations With our own workstations now off-limits, and our extra laptops sitting idly in a locked cabinet, we decided to look for ways to place workstations where seniors live. We are currently exploring this idea with Silvertowne apartments, Davenport Place and the Mt. Angel Senior Center, which is a retail shop.

Community Partnerships

An unexpected benefit of the pandemic has been the development of many new community partnerships.

Via our mask project: In the early days of masking, we were shocked by the rampant spread of the virus in the Woodburn area and the absence of masks among Hispanic families in a favorite Woodburn store. We decided to do something about it. We connected with our friends at Lutheran Latino Ministries/Hope Lutheran Church and launched a fundraising/mask-making juggernaut. We formed a group of about 30 “Merry Mask Makers” from the greater Silverton area and connected with the Russian Old Believers Community who were also making masks. To get a jumpstart on demand, we also conducted a fundraising campaign to purchase disposable masks. To date we have delivered a total of 13,300 masks and are now enjoying a network of friends from Sublimity to Canby, Woodburn to Molalla. Via ReVamp Thrift: Our thrift shop has traditionally passed along items we choose not to put in our shop to other agencies. We have long provided clothing and other needs for clients of Sheltering Silverton, now routinely passing along sheets and comforters and warm wool socks. Large sets of dishes and pots and pans now go to the Salem for Refugees project. We recently discontinued our children’s clothing department due to low sales. Donations of children’s clothing now go directly to our friends at Lutheran Latino Ministries in Woodburn. Grace Lutheran Church in Molalla takes our unsellable women’s purses, fills them with women’s hygiene products, soap and shampoo and delivers them to shelters and agencies in Silverton, Molalla, Woodburn, and Oregon City. Our “not for us” clothing goes to a variety of locations, most frequently to Silverton’s Adventist Community Services who provide free clothing in our community and are able to bulk-ship fabric items for recycling. Unsold clothing that has been on our racks for 90 days is now delivered to the Ray of Hope Thrift Shop in Woodburn. Home construction items and larger furniture pieces are re-routed to Habitat for Humanity’s ReStore in Woodburn.

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Silverton City Council Meeting February 1, 2021 14 of 126

Silverton High School students have recently joined our volunteer retail staff at the shop. Students must be at least 16 to serve and are always paired with an adult volunteer. Students include Key Club members, FBLA members and friends. They love getting retail experience, and we love their energy and willingness to serve.

Preparation for Reopening

After the first closure, we seized the opportunity to do cleanup, maintenance and upgrades at the Center. We had the carpeting and furniture steam cleaned and all the hard flooring resurfaced. We repaired and painted the walls of the former director’s office and front desk areas and several of the damaged accent walls. We rearranged the furniture to encourage social distancing and to take advantage of the view of our garden patio. We redecorated with art pieces from ReVamp Thrift and paintings on loan from local artists. We cleaned and sanitized every cupboard, closet, nook and cranny, and installed new soap and sanitizer equipment. We even had the solar panels washed for the first time ever.

And now we wait. Our final prep will be to have our vents, ducts and surfaces professionally fogged with an anti-virus solution just prior to our opening.

Outreach and Communication with Members

Our main method of communication to our constituents is email, driving them to our website for virtual programs. By the end of 2020, our email reach had climbed to 1231 individuals, 937 who were active or former members, including 190 lifetime members, and 103 veterans.

We also regularly post on our Facebook page and 12 affiliated groups with a reach potential of just under 38,000.

Unfortunately, not all members have access to or choose to use email or Facebook, or even use the internet. For those people, we have relied on the phone and mail for communication, along with our twice-monthly ad in the Our Town newspaper.

Current initiatives

• Continuing to develop additional virtual programs of interest to members, including February’s “Brain Health and Nutrition,” featuring local naturopathic physician and functional neurologist, Dr. Kelly Prill. • Adding virtual programming to include concerts, storybook reading from ReVamp Thrift’s new media corner, and exercise programs. • Continuing to develop our monthly sustaining donor program to provide income stability. • Preparing for COVID-19 vaccination clinics 5

Silverton City Council Meeting February 1, 2021 15 of 126 • Finalizing placement of satellite laptop workstations • Conducting our annual membership and renewal drive via targeted emails and direct mail Goals for 2021

Setting measurable goals is challenging without knowing whether we’ll be able to resume in-person activities in 2021. We will do whatever is necessary to reach out to the 50+ community to continue providing resources, services and partnerships that are meaningful, purposeful and member driven, while maintaining a strong community presence.

The past year has made us even more keenly aware of the potential for social isolation, especially for seniors who live alone. During check-in calls last year, most assured us they were okay and have people watching out for them.

With extreme risk guidelines still in place, we do fear stay-at-home fatigue among our members, especially now that the holidays are behind us. We have long wanted to establish a phone tree to check on members on a regular basis, eventually expanding that idea into a “Friendly Visitors” program once at-home visits are again safe.

We plan to organize and activate that phone tree in the first quarter of this year.

2020 Board of Directors Darlene Blackstone, president; Jim Engeman, secretary; Irveta Johnson, Dennis Hadley, Bob Foster, Dave Marinos. Treasurer/accountant: Larry Ferguson.

We plan to appoint two additional board members by our March meeting to fill positions vacated by Betty Layne due to family issues, and Debra Ray due to health concerns. There will be no board elections until the Center is able to reopen.

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Silverton City Council Meeting February 1, 2021 16 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Agenda Item No.: Topic: 6.1 Business Oregon Emergency Rental Assistance Grant Agenda Type: Application Public Hearing Meeting Date: February 1, 2021 Prepared by: Reviewed by: Approved by: Jason Gottgetreu Bob Willoughby Bob Willoughby

Recommendation: Hold a public hearing to obtain citizen’s view and questions on the grant and direct staff to apply for the Emergency Rental Assistance Grant in the amount of $280,000 for Silverton and Mt. Angel.

Background: Business Oregon has made available $2,233,203 of Community Development Block Grant (CDBG) to assist households at or below 80% of the area median income that can document the need for emergency rental assistance based on the effects of COVID-19.

The application requires the grant must serve a minimum of two communities. The City of Mt. Angel has expressed an interest in partnering on the application. The amount of the request will be increased based on the proportional increase in population due to adding Mt. Angel to the application.

Funds are based on a first-come first-serve basis. Eligible applications will be accepted until all the allocated funding has been exhausted or June 30, 2021 (whichever comes first).

The Emergency Rental Assistance grant program is in response to the economic impact of the pandemic, providing up to six consecutive months of rental assistance to low and moderate income households impacted by COVID-19.

If funding is granted it will be utilized to provide no more than six months rental assistance, eligible tenant household income must be 80% or below Area Median Income (AMI), eligible sub-grantee will be required to administer the program (SACA).

A public hearing to cover community development and housing needs must be held before submission of an application to the state.

Budget Impact Fiscal Year Funding Source None 2020-2021 N/A Attachments: 1. Public Hearing Notice

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 17 of 126 Attachment 1 to Agenda Item No. 6.1 Public Notice and Notice of Public Hearing

The City of Silverton, partnered with the City of Mt. Angel, is eligible to apply for a 2020 Community Development Block Grant from Business Oregon. Community Development Block Grant funds come from the U.S. Department of Housing and Urban Development. The grants can be used for public facilities and housing improvements, primarily for persons with low and moderate incomes and must serve a minimum of two communities.

Approximately $2 million will be awarded to Oregon non-metropolitan cities and counties in 2020 for Emergency Rental Assistance. The maximum grant that a city or county can receive is $400,000. The City of Silverton is preparing an application for a 2020 Community Development Block Grant from Business Oregon to request $280,000 for Rental Assistance to assist households at or below 80% of the area median income in Silverton and Mt. Angel. It is estimated that the proposed project will benefit at least 130 persons, of whom 100% will be low or moderate income.

A public hearing will be held by the Silverton City Council at 6:00 p.m. on February 1, 2021 via the virtual meeting platform Zoom. Limited in person attendance is also available at the Council Chambers (421 S. Water Street).

• Zoom meeting link: https://us02web.zoom.us/j/84093979886?pwd=S20zL1BzVkQ3VlRyUHBZV3ZqMG9TZz09 • Webinar ID: 840 9397 9886 | Passcode: 401627 | Dial in: 1 (253) 215-8782

The purpose of this hearing is for the City Council to obtain citizen views and to respond to questions and comments about:

• community development and housing needs, especially the needs of low- and moderate-income persons, • as well as other needs in the community that might be assisted with a Community Development Block Grant project; • and the proposed project.

Written comments are also welcome and must be received by February 1, 2021 at 306 S Water Street, Silverton, OR 97381. Both oral and written comments will be considered by the City of Silverton in deciding whether to apply. The location of the hearing is accessible to persons with disabilities. Please contact Angela Speier at 503-874-2216 or [email protected] if you will need any special accommodations to attend or participate in the meeting.

More information about Oregon Community Development Block Grants, the proposed project, and records about the city’s past use of Community Development Block Grant funds is available for public review at 306 S. Water Street during regular office hours. Advance notice is necessary. Please notify Angela Speier at 503-874-2216 if you wish to make an appointment and if any assistance is necessary.

Permanent involuntary displacement of persons or businesses is not anticipated as a result from the proposed project. If displacement becomes necessary, alternatives will be examined to minimize the displacement and provide required/reasonable benefits to those displaced. Any low- and moderate-income housing that is demolished or converted to another use will be replaced.

Silverton City Council Meeting February 1, 2021 18 of 126 Aviso Público y Noticia de Audiencia Pública

La ciudad de Silverton, asociada con la ciudad de Mt. Angel, es elegible para aplicar par un subsidio del 2020 Community Development Block Grant de Business Oregon. Los subsidios del Community Development Block Grant (Bloque Subsidiario para el Desarrollo Comunitario) vienen desde el U.S. Department of Housing and Urban Development (Departamento de Vivienda y Desarrollo Urbano de los Estados Unidos). Los subsidios pueden ser usados para instalaciones públicas y remodelación de casas, primariamente para personas con ingresos moderados o bajos y tienen que servir a un mínimo de dos comunidades.

Aproximadamente $2 millones serán otorgados en 2020 a ciudades y condados no-metropolitanos de Oregon. El máximo de subsidios que la ciudad o el condado puede recibir es $400,000. La ciudad de Silverton está preparando una aplicación en 2020 para el subsidio del Community Development Block Grant que viene del Business Oregon para $280,000 para asistencia de renta para ayudar a familias cuyos ingresos son el 80% o menos de los ingresos medios de la área de Silverton y Mt. Angel. Está estimado que el proyecto propuesto beneficiará a por lo menos 130 personas, de los cuales 100% serán de ingresos moderados o bajos.

Una audiencia pública se llevará a cabo por el consejo de la ciudad de Silverton a las 6:00pm de la noche del 1 de febrero por el programa de videoconferencia Zoom. La asistencia en persona limitada para este reunión también está disponible en las Cámaras del Consejo (421 S. Water Street).

• Zoom meeting link: https://us02web.zoom.us/j/84093979886?pwd=S20zL1BzVkQ3VlRyUHBZV3ZqMG9TZz09 • Webinar ID: 840 9397 9886 | Passcode: 401627 | Dial in (llamar por teléfono): 1 (253) 215-8782

El propósito de esta audiencia es para que el consejo de la ciudad obtenga puntos de vista de los ciudadanos y para responder preguntas acerca de:

• Desarrollo comunitario y necesidades de vivienda, especialmente las necesidades de personas con ingresos moderados y bajos, • así como también otras necesidades en la comunidad que podrían ser asistidas con un subsidio del proyecto Community Development Block Grant; • y el proyecto propuesto.

Los comentarios escritos son también bienvenidos y deben ser recibidos durante o antes del 1 de febrero en 306 S Water Street, Silverton,OR 97381. Ambos comentarios, escritos y orales serán considerados por el consejo de la ciudad de Silverton en decidir si aplican. La ubicación de la audiencia es accesible para personas con incapacidades. Por favor notificarle a Elizabeth Gray en (503) 874-2204 o [email protected] para avisar si Ud. necesitará cualquier tipo de acomodaciones especiales para asistir o participar en la reunión.

Más información sobre Oregon Community Development Block Grants, el proyecto propuesto, y los recordes sobre usos en el pasado del Community Development Block Grant están disponibles para la revisión pública en 306 S Water Street durante las horas regulares de oficina. Se requiere aviso anticipado. Favor de notificarle a Elizabeth Gray en (503) 874- 2204 o [email protected] si quiere hacer cita y si necesita algún tipo de asistencia.

El desalojamiento involuntario e permanente de personas o negocios no es esperado como un resultado del proyecto propuesto. Si el desalojamiento llegara a ser necesaria, serán examinadas alternativas para minimizar el desalojamiento y proveer beneficios requeridos/razonables para aquellos removidos. Cualquier casa de ingreso moderado y bajo la cual qua sea demolida o convertida en otro uso será reemplazada.

Silverton City Council Meeting February 1, 2021 19 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Agenda Item No.: Topic: 7.1 Civic Center Project Update Agenda Type: Discussion/Action Meeting Date: February 1, 2021 Prepared by: Reviewed by: Approved by: Jason Gottgetreu Bob Willoughby Bob Willoughby

Recommendation: Discuss project schedule and next steps, no formal action required.

Background: The Civic Center Design is proceeding and the Schematic Design and Design Development Phase are scheduled to be completed and presented to the Council on March 1, 2021. A new cost estimate will be provided to the City for the meeting. The next steps of the design process will be to enter into another contract to provide the architectural services for the Construction Documents. A proposal for these services from Mackenzie, the current architectural firm, will be forthcoming with City Council review anticipated at the April meeting.

Staff intends to use the new cost estimate as the basis to have Council direct staff to pursue and secure funding for the project. Staff will prepare a funding proposal that is anticipated for the March meeting.

The construction method will have to be determined in the near future as well. The two potential options are a traditional Design-Bid-Build (DBB) and Construction Manager/General Contractor (CM/GC). In the Design-Bid-Build method the architect prepares the construction documents and then contractors bid on the project based on the construction documents. This option provides the most competition between contractors but the project cannot start until completion of the construction documents. The CM/GC method typically selects a contractor prior to start of the construction drawings with the contractor being able to provide input during that phase. This also allows construction to start prior to the completion of all of the construction drawings, thereby shortening the overall project timeline. DBB would likely result in a lower cost but a longer timeline with CM/GC likely resulting in a higher cost with a shorter timeline. Assuming no major bumps or roadblocks, a DBB process would have project completion between December 2022 and April 2023 (the difference being starting work pre-winter 2021 or post winter 2022) with a CM/GC process having project completion September 2022. Staff is currently leaning towards the DBB process with work starting post winter 2022.

Budget Impact Fiscal Year Funding Source TBD 2020-2021 Civic Building Fund

Attachments: 1. None City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 20 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Agenda Item No.: Topic: 7.2 Western/James/Jefferson Streets Pedestrian Agenda Type: Improvements Discussion/Action Meeting Date: February 1, 2021 Prepared by: Reviewed by: Approved by: Petra Schuetz Bob Willoughby Bob Willoughby

Recommendation: Consider transportation funding priority for Fiscal Year 2021 including options for pedestrian improvements on Western/James/Jefferson Streets.

Background: At the January City Council meeting, City Council requested more information regarding future options for Western/James/Jefferson Streets; primarily bike and pedestrian improvements (i.e. traffic calming) including potential jurisdictional transfer. These streets are owned by Marion County. Select background is included as Attachment 1 which includes past circulation plan permitting, traffic counts, and improvements the County made in 2020.

Safety When considering traffic calming, safety history is a primary consideration. Attachment 2 describes law enforcement activity over the last three years. There has been one reported accident in 2018 on Western St. between James St. and Grant St.

Financial [subsection submitted by Kathleen Zaragoza, edited for length] For the current fiscal year there is currently one significant transportation ongoing project; McClaine Street improvement. This improvement is anticipated to expend resources from ODOT Fund Exchange for $500,000 and the Street Maintenance Fee Fund for $1,795,485. This project required the City to defer any other maintenance related projects in order to have sufficient funding.

The City also has an obligation to participate in the Eastside sidewalk project on S Water Street. The City budgeted $250,000 of ODOT Fund Exchange to help fund this project. Other City related funding is discussed in the City Manager’s memo attached as attachment 4.

Within the Street Fund, City Council approved $100,000 to use for Safe Routes to School local match and another unobligated (not approved) $200,000 for sidewalk construction/repair. The fund has approved $25,000 budget for street maintenance. No transfer was budgeted to move funds into the Street Capital Improvement Fund.

With the COVID-19 situation the revenues for local gas tax may be less than budgeted. The budgeted amount is $80,000. The State Highway Apportionment is approximately $13,000 less as of December 2020 as compared to December 2019. City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 21 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

In summary, the City approved the projects mentioned above and deferred any other major improvements until the projects have been completed and the available resources can be determined. As mentioned, the Street Fund did not transfer any resources to the Street Capital Improvement fund for the current fiscal year. The Street SDC Funds must be for capacity increasing projects that are in the master plan. The Street Maintenance Fee Fund has transferred all resources except the budgeted amount of $131,311 for street improvements which may include pothole patching. The Street Capital Project Fund has $512,718 for capital improvements budgeted. It is unknown how much of that may be used for the Eastside sidewalk project, but at least $250,000 of that is anticipated to be required.

Jurisdictional Transfer Marion County would like to transfer these streets to the City. This process included a formal request/application to the County. The process could take several months.

Budget Impact Fiscal Year Funding Source TBD 2020-2021 Various

Attachments: 1. Background on issue area 2. Safety history for Grant/Western/James/Jefferson Streets 3. City Manager’s memo

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 22 of 126 Attachment 1 to Agenda Item No. 7.2

City of Silverton Public Works Department 306 South Water Street Silverton, OR 97381 (503) 873-8679 [email protected]

MEMO

DATE: January 26, 2021

FROM: Petra Schuetz, Public Works Director

TO: City Council

RE: Background on Western/James/Jefferson Streets

The Silverton High School Expansion was approved in 2008. A transportation impact analysis (TIA) was submitted with the application that indicated the northern parking area would be used for staff and busses and the southern parking area would be for students and visitors. The trip distribution for the TIA did not show the two parking areas as connected. An access way does exist between the two lots that previously provided access between the two parking lots. I am unsure of the spilt of student vs. staff parking in the two lots. The northern parking area had a total of 175 spaces and the southern area had 277.

A gravel ‘overflow’ parking lot was constructed on the property adjacent the school in 2019. The property is outside the City Limits.

Staff met with the School District in April 2019 to discuss the traffic concerns on Western Ave. They proposed that for the remainder of the 2019 school year that the gate between parking areas be closed, except for busses, and that parents be requested to use the southern lot for drop- off/pickup.

AM traffic counts were taken on May 9th from 7 a.m. to 8:15 a.m. at the school entrance at Western and Grant St and observed 266 cars entering the site and 85 cars existing the site. About 100 cars turned left from Western south to Grant Street (assumed to be parent drop off).

The beginning of the 2019 School year in September lead to staff members being assigned parking spaces in the northern lot and students being assigned parking permits in the southern lot. The gate remained closed except to busses and the parent drop off was still in the southern lot.

Traffic counts were taken the morning and afternoon of October 22 from 7:00 a.m. to 8:15 a.m. and 2:45 p.m. to 4:00 p.m. In the AM at the school entrance at Western and Grant 141 cars were observed entering the site (125 reduction from May) and 33 exited the site (52 reduction) and

Silverton City Council Meeting February 1, 2021 23 of 126 126 turned left from Western south onto Grant St (assumed to be parent drop off).

In the PM, 40 cars were observed entering the site and 106 exited the site and went straight through on Western, 46 exited and turned right on Grant St, and 41 turned right from Grant onto Western.

Last year, the City Manager asked to meet with the County regarding transportation issues for a third time. They agreed to make a couple small improvements including installation of 25mph speed limit signs.

Our Traffic Operations Engineer, David Jensen, has worked on the layout for the school zone in order to extend the 20mph speed zone on to Western Ave. and installed those signs as well. Third, they understood that there has been some confusion regarding some "No Parking" signs on the west side of Grant St at Western Ave. which were modified. Forth, they ordered the driver feedback signs and "will be installing those as quickly as we can after we receive them". Fifth, they submitted a Safe Routes to School application for Western Ave., however, they did not receive funding. Finally, they installed additional signage along Westfield St. at the beginning of the school year.

Silverton City Council Meeting February 1, 2021 24 of 126 Attachment 2 to Agenda Item No. 7.2

City of Silverton Public Works Department 306 South Water Street Silverton, OR 97381 (503) 873-8679 [email protected]

MEMO

DATE: January 26, 2021

FROM: Petra Schuetz, Public Works Director

TO: City Council

RE: Safety History for Grant/Western/James/Jefferson Streets

When considering traffic calming, safety history is a primary consideration. The following describes recent law enforcement activity over the last three years.

Western bet James St. and Grant St. 2018 Cites: (0) Warnings: (1) - for Fail to come to complete stop Crash: (1) - rear end crash (non-injury)

2019 Cites: (0) Warnings: (2) - for fail to yield right of way - for pickup with passengers in rear Crash: (0)

2020 Cites: (0) Warnings: (1) – for excessive speed Crash: (0)

Grant St. bet Western and Pine St. 2018 Cites: (3) – for Driving While Suspended - for Excessive Speed in Sch Zone - for Use of Cell Phone while Driving Warnings: (2) – for Defective Brake Light -for Failure to Remain Stopped for Peds (crossing street)

Silverton City Council Meeting February 1, 2021 25 of 126 2019 Cites: (1) – Use of Cell Phone while Driving Warnings: (4) – for No Front License Plate - for Excessive Speed - for Fail to Obey Traffic Control Device-stop sign - for Expired Registration Crash: (0)

2020 No activities

Western bet James St. and Grant St. 2018 Cites: (0) Warnings: (1) - for Fail to come to complete stop Crash: (1) - rear end crash (non-injury)

2019 Cites: (0) Warnings: (2) - for fail to yield right of way - for pickup with passengers in rear Crash: (0)

2020 Cites: (0) Warnings: (1) – for excessive speed Crash: (0)

Grant St. bet Western and Pine St. 2018 Cites: (3) – for Driving While Suspended - for Excessive Speed in Sch Zone - for Use of Cell Phone while Driving Warnings: (2) – for Defective Brake Light - for Failure to Remain Stopped for Peds (crossing street)

2019 Cites: (1) – Use of Cell Phone while Driving Warnings: (4) – for No Front License Plate - for Excessive Speed - for Fail to Obey Traffic Control Device-stop sign - for Expired Registration

2020 No activities

Silverton City Council Meeting February 1, 2021 26 of 126 N. James bet Pine St. and Western St. 2018 Cites: (3)- for No Insurance - for Excessive Speed - for Fail Use Seatbelt Warnings: (3)- for Exhibition of Speed -for Failure to Register Vehicle -for Failure to Obey Traffic Control Device Crash: (0)

2019 Cites: (4)- for Driving While Suspended - for Expired Registration - for Speed-Violation of Basic Rule - for Excessive Speed Warnings: (5) – for No Front License Plate -for Disobeyed Traffic Control Device (stop sign) -Excessive Speed -Def. Equip – brake light out Crash: (0)

2020 Cites: (0) Warnings: (2)- for Excessive Speed - for Excessive Speed Crash: (0)

N. James bet Pine St. and Western St. 2018 Cites: (3) - for No Insurance - for Excessive Speed - for Fail Use Seatbelt Warnings: (3) - for Exhibition of Speed - for Failure to Register Vehicle - for Failure to Obey Traffic Control Device Crash: (0)

2019 Cites: (4) - for Driving While Suspended - for Expired Registration - for Speed-Violation of Basic Rule - for Excessive Speed Warnings: (5) - for No Front License Plate - for Disobeyed Traffic Control Device (stop sign) - Excessive Speed -Def. Equip – brake light out

Silverton City Council Meeting February 1, 2021 27 of 126 Crash: (0)

2020 Cites: (0) Warnings: (2)-for Excessive Speed Crash: (0)

Silverton City Council Meeting February 1, 2021 28 of 126 Attachment 3 to Agenda Item No. 7.2

City of Silverton Administration Department 306 South Water Street Silverton, OR 97381 (503) 874-2205 [email protected]

MEMO

DATE: January 20, 2021

FROM: Bob Willoughby, City Manager

TO: City Council

RE: Safe Routes to Schools Sidewalk Projects

There are several challenges to constructing these sidewalk projects. First, all of these roads are county roads and not city streets. We’re limited as to what we can do unless we’re willing to accept jurisdiction (and therefore all financial and legal responsibility) for any of the streets we want to improve. We’re also severely limited because we don’t have nearly enough funds in our budget for all the street projects we want and need to do inside the city limits. We had to save and use all of our discretionary street construction funds for years to fund the McClaine Street project. We had to get creative just to improve a part of Steelhammer Street. Staff will never recommend accepting a state highway or county road that isn’t up to city standards. Our experience tells us that this doesn’t usually end well for the city. We recently took Steelhammer Road from the county to receive some money from the county that allowed us to bring part of the road up to city standards. Where will the money come from to finish this project? There will never be enough city money to improve these streets and maintain the streets we already have in our system. Staff is being honest and conservative when they discourage the Council from taking on more street projects on county roads. We just don’t have enough money to properly do these road improvements and get them done in a timely fashion. This should be clear from the Staff Report. The Council is likely aware of these challenges and isn’t asking what we can’t do for Safe Routes for Schools projects. You asked if there is anything we can do to make these children safer. We have given this some thought and have a few suggestions:

1. The right way to do these projects is to fully fund them by forming an LID (this requires the approval of the property owners on these streets) or issuing a GO bond for the full cost of the project (this requires a yes vote by the taxpayers in the city). The project will get funded sooner and will provide permanent and safe street improvements for these neighborhoods. The cost will be more than $2,000,000. 2. If #1 isn’t possible, a “fund as you go” approach (like we’re doing for Steelhammer) or a “minimum cost” approach could include the following: a. Divide the blocks into smaller and more affordable segments;

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Silverton City Council Meeting February 1, 2021 29 of 126 b. Prioritize the segments and start with the highest priority area; c. Try to find projects and solutions that don’t require assuming jurisdiction of the entire street or all the streets, if at all possible; d. Avoid “throw away” projects that will be torn out if, and when, the street is brought up to city standards. Putting in a sidewalk without first designing a full street improvement is probably a “throw away” project. e. To start the discussion in preparation for the February 1 regular Council meeting and the February 10 Council goal setting meeting, staff has conceptualized severable affordable or phasable Safe Routes to School projects for three streets: Western, James, and Jefferson. We are offering 3 options for James Street. Each of the 5 possible projects includes a very rough cost estimate. More work needs to be done on all 5 before any would be ready for final review and approval. Aerial photos are attached showing the location of all 5 projects.

I. Sidewalk on the south side of Western between Grant and James Street

Length: 1,000 feet of sidewalk; no curbs or gutters; no bike lanes.

Cost: $130,000

Issues: a. Will likely require city assume jurisdiction for the street. This is a major drawback since the pavement is in poor condition and will need maintenance or reconstruction in the near future. There are no funds in the current budget to complete this work. b. Additional R/W shouldn’t be needed with a 50 foot road R/W. c. Likely will require some stormwater improvements (ditch & swale improvements). d. May be torn out and removed when and if a full street improvement is done so this is a “throw away” project. e. SDC Funds may not be used unless and until the project is added to the CIP list. f. Primarily used by older high school students.

IIA. Half Street Improvement on James Street from Western Ave to south side of tennis courts

Length: 625 feet or curbs, gutters, sidewalks, and bike lane on east side of road by the city as part of a half street improvement.

Cost: $375,000

Issues: a. May not require city assume jurisdiction for the street. b. Additional R/W is needed (this is only a 40 foot street R/W). c. Will require survey and some stormwater improvements. d. Is a permanent improvement fully up to city standards on east side of R/W. e. This project is SDC eligible for $84,000 in SDC funds. f. Is dependent on private developer contributing $134,000 as off-site extraction to

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Silverton City Council Meeting February 1, 2021 30 of 126 put in an additional 940 feet of sidewalk between Jefferson and Western Street as a condition of developing property on James Street north of Jefferson Street. When it is constructed, the city would have a continuous sidewalk from Jefferson to the middle school. This privately funded sidewalk won’t line up with sidewalks constructed as part of the city’s half street improvement unless additional R/W is acquired. The private developer is not required to acquire R/W so this part of the project should be considered a “throw away” project. g. It is unknown when, or even if, the private developer will construct his portion of the sidewalk so there may be a gap in the sidewalk for a while. It is also unknown if $134,000 will fully fund sidewalk for the entire gap. h. Serves younger middle school students. i. James Street options IIA and IIB give the most bang for the buck for a permanent project fully up to city standards possibly without having to assume jurisdiction for the road. Staff recommends one of these 2 projects be selected as the highest priority among the Safe Route to Schools projects because they leverage private dollars, the improvements are permanent, and it is the safest option for pedestrians and bicyclists. J. May lose some parking at the ball parks. k. If all of the Sidewalk Construction/Repair funds in this year’s budget are used for this project, no other sidewalk repair could be done for the year (including 50%/50% cost share projects).

IIB. Multi Year Series of Half Street Improvement on James Street from Jefferson Street to south side of tennis courts

Length: 1,640 feet or curbs, gutters, sidewalks, and bike lane on east side of road by the city as part of a half street improvement of all properties without sidewalks.

Cost: $984,000

Issues: a. May not require city assume jurisdiction for the street. b. Additional R/W is needed (this is only a 40 foot street R/W). c. Will require survey and some stormwater improvements. d. Is a permanent improvement fully up to city standards on east side of R/W. e. This project is SDC eligible for $84,000 in SDC funds. f. This project is not dependent on the private developer contributing $134,000 as off-site extraction. City would partner with the developer when the funds are made available. Until then, the city would budget to do a series of half street improvements, the scope of which would be dependent on the funds available. This would leave a gap in the sidewalk and bike path between Western Street and the south side of the tennis courts to be finished in future years when funds are available. g. If the $134,000 is made available this year, the city could add approximately 225 feet of half street improvement for a total of 850 feet of improved street (625 feet with existing city funds plus 225 additional feet using the $134,000). The sidewalks will match up and there will be no “throw away” aspects to this approach. It will just take longer to fill in existing sidewalk gaps. Finishing this option will take multiple

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Silverton City Council Meeting February 1, 2021 31 of 126 years and require using a large share of the Sidewalk Construction/Repair funds for multiple years. h. Serves younger middle school students. i. James Street options IIA and IIB give the most bang for the buck for a permanent project fully up to city standards possibly without having to assume jurisdiction for the road. Staff recommends one of these 2 projects be selected as the highest priority among the Safe Route to Schools projects because they leverages private dollars, the improvements are permanent, and it is the safest option for pedestrians and bicyclists. J. May lose some parking at the ball parks. k. If all of the Sidewalk Construction/Repair funds in this year’s budget are used for this project, no other sidewalk repair could be done for the year (including 50%/50% cost share projects).

IIC. “Throw Away” Sidewalk on the east side of James Street between Jefferson Street & the Middle School

Length: 1,640 feet of sidewalk; no curbs or gutters; no bike lanes.

Cost: $225,000

Issues: a. Will likely require city assume jurisdiction for the street. This is a major drawback since the R/W is too narrow for a street feeding a middle school. At least half street improvements with additional R/W are needed now. b. Additional R/W is needed as this is currently only a 40 foot R/W. c. Likely will require some stormwater improvements (ditch & swale improvements). d. This would be a “throw away” sidewalk project. Sidewalk will be torn out and replaced when and if a full street improvement or half street improvement is done. This sidewalk will be squeezed into a 40 foot R/W on a very narrow street. Kids will be safer than they are now, but only marginally. The safest and best option is to acquire additional R/W, put in curbs and gutters, build a bike lane as part of a half street improvement. e. SDC Funds may be used for this project. f. Would benefit younger middle school students. g. Could be completed this year with funds available. ///// ///// III. Sidewalks on the south side of Jefferson with better Connection to the new crosswalk on 1st Street

Length: 500 feet of sidewalk with some curbing and driveway at commercial property

Cost: $150,000

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Silverton City Council Meeting February 1, 2021 32 of 126 Issues: a. Will likely require city assume jurisdiction for the street. b. Will require a survey; additional R/W may be needed. c. Probably won’t require stormwater improvements. d. May be torn out and removed when and if a full street improvement is done so this should be considered a “throw away” project. e. SDC Funds may not be used unless and until the project is added to the CIP list. f. The rail crossing on Jefferson makes this project very problematic and it is not recommended by staff. The railroad is impossible to work with and the city could end up with sidewalks dead ending 150 feet on each side of the center of the railroad R/W with no pedestrian improvements inside the rail R/W. This happened recently in another part of the city.

Source of Funds

3. The current budget does include funds that can be used for some or all of these projects. The first two sources can be used on all 5. The SDC funds can only be used for the 3 James Street projects: a. Safe Routes to Schools: $100,000 b. Sidewalk construction/repair: $190,000 c. SDC Sidewalk Funds: $ 84,000 Total Funds Available: $374,000

In making a decision on these projects, the Council should keep in mind that Transportation Fund revenues are coming in at a rate lower than what was budgeted. Also, the final costs for the McClain Street project and the South Water Street project are not known yet. We are in the second half of the budget year, so any goal adopted by the Council pertaining to the Safe Routes to Schools projects should perhaps relate to next year’s budget and these funds could be carried over for a project next year. In any event, these funds are available in this year’s budget and could be spent this year if there is enough time to complete the project design and go out to bid. That would be a very tight schedule.

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Silverton City Council Meeting February 1, 2021 33 of 126  :HVWHUQ$YHQXH6LGHZDON0DS

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1,000 FEET OF NEW SIDEWALK

EXISTING CROSSWALK MARKINGS

CROSSWALK MARKINGS NEEDED

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WOULD REQUIRE PERMIT WITH RAILROAD. ADDITIONAL COSTS WITH RAILROAD CROSSING. 500' OF NEW SIDEWALK

EXISTING SIDEWALK CONNECT WITH NEW PEDESTRIAN CROSSING

CURB AND DRIVEWAY APPROACHES NEEDED IN FRONT OF BUSINESS. MAY NEED RIGHT-OF- WAY ACQUISITION HERE.

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EXISTING SIDEWALK

ROW ACQUISITION NEEDED ON THESE 3 PROPERTIES.

SIDEWALK WOULD 1,640 FEET OF SIDEWALK (PROJECT 2C) REDUCE PARKING AT OR HALF STREET IMPROVEMENTS BALL FIELD. (PROJECT 2A) NEEDED.

MAY NEED ROW SIDEWALK WOULD ACQUISITION ON REDUCE PARKING AT THESE PROPERTIES. BALL FIELD.

EXISTING SIDEWALK

EXISTING SIDEWALK

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KWWSVPDULRQFRXQW\PDSVDUFJLVFRPKRPHZHEPDSSULQWKWPO  Silverton City Council Meeting February 1, 2021 36 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Agenda Item No.: Topic: nd 7.3 2 and Jefferson Streets Financial Options Agenda Type: Discussion/Action Meeting Date: February 1, 2021 Prepared by: Reviewed by: Approved by: Bart Stepp Petra Schuetz Bob Willoughby

Recommendation: For discussion purposes only, no formal action required.

Background: City Council has previously discussed improvements for 2nd and Jefferson at the July 15 and December 16, 2019 meetings. This staff report repeats some of the information presented at the December 16, 2019 meeting and provides an alternative design for Council to consider.

From December 16, 2019 Staff Report: FY2020 City Council Goal 3.10 is to “Improve pavement condition of Second Street from the railroad tracks [south of Whittier St. north] to Jefferson Street”. City Engineer was assigned to assess the project and develop a cost estimate consistent with City Street Urban Standards. Public Works’ operating policy is to bring streets to Urban Standards when projects are identified for funding consistent with the Capital Improvement Program (CIP) and Municipal Code. In the case of this project, there are old or nonexistent components of the Right-of-Way including: • The pavement is immediately over the last section of an antiquated 8-inch water main that is between two (2) 10-inch pipes • This segment does not address storm water which should be tied-in to the adjacent stormwater system • The segment lacks a sidewalk. The Sidewalk Infill Program could help fund this, though recent Council discussions have placed the Sidewalk program on hold while waiting for feedback from Marion County regarding Grant and Western St. options for sidewalks anticipated January 2020 • The estimated cost to bring this street segment to Urban Standards is $2,417,377.50 (this includes an 18% contingency). • This project is System Development Charge (SDC) eligible for Water and Stormwater (Stormwater depending on interpretation). Both the Water Improvement and Reimbursement SDC Funds are earmarked for McClaine St. Reconstruction. • The Right-of-Way width is generally 60 feet wide. There are several private legal lots that encroach into the ROW. This would require an acquisition component. • The adopted Transportation Capital Improvement Plan has identified this project as “Medium” priority.

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 37 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

• The segment has a Functional Classification of Collector Street. The Urban Standard is shown below. Note the Urban Standard is 70 feet wide which would require a variant design to accommodate the existing 60 foot right-of-way in most areas.

• The Pavement Condition Index (PCI) is a combination of Good and Poor condition.

Local Improvement District At the July 2019 City Council meeting, additional information was requested related to creating a local improvement district (LID). An LID is a method by which a group of property owners share in the cost of infrastructure improvements, most commonly for roads, sidewalks, or storm water. A shared LID project ensures economies of scale and avoids piecemeal infrastructure development. Generally, the City would finance the public improvement and the property owners benefited repay the city. Property owners benefited can pay assessments in full or by installments with a lien on the property. There is a required assessment procedure and financing methodology to follow. There are several ways an LID can be implemented. The City determines the amount of estimated assessment to be charged against each lot within the district, according to the special and peculiar benefits accruing to the lot from the local improvement, and shall by ordinance or resolution “spread” (ORS 223.389) the estimated assessments.

Alternative Design

Attached with this staff report is a design memo that looks at an alternative design that would improve the street but would not meet the full design standard of the City. Instead of 38’ of paved road width it would only be 22’ and instead of 5’ sidewalks on both sides there would be one 6’ sidewalk on the west side. The cost estimate for this project is $757,000.

Project Viability

The budgeted construction cost for the McClaine Street Project in FY21 was $5,955,539.00. This was to be paid for by a combination of street and utility funds. The actual construction cost will be less than $3,000,000. There may be enough unexpended street funds leftover from

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 38 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

McClaine to pay for this project, if Council decides this is a higher priority than other street projects.

Budget Impact Fiscal Year Funding Source No Money Budgeted

Attachments: 1. 12221 Design Memo 2. 121619 Project Estimate 3. 12221 2nd Street Lean Design Estimate 4. LC Old Town Street Detail 5. Overview Map

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 39 of 126 Attachment 1 to Agenda Item No. 7.3

CITY OF SILVERTON PUBLIC WORKS 306 S. Water Street | Silverton, Oregon 97381

2nd Street (RR ROW – Jefferson) Improvement Project Design Memo

January 22, 2021 To: Petra Schuetz, Public Works Director From: Bart Stepp, PE, City Engineer

Project Goals

1) Improve pedestrian access and safety through corridor through installation of sidewalk or path. 2) Improve drainage in needed areas. 3) Improve pavement condition. 4) Maintain residential nature of 2nd Street. 5) Design improvements that can match available funding. 12/10/19 estimate of $2.4 Million for upgrade to urban collector standard is not feasible.

Lean Design Assumptions

1) Complete project without purchasing additional right‐of‐way. 2) Relocation of overhead utilities, which are on the west side of the corridor, will not be required. 3) By shrinking road we maintain existing storm drain facilities along the corridor. 4) Existing 6” water main from Washington to Silvertown Apartments on east side of corridor will be upsized to 10” water main as part of project. 5) Sanitary sewer system will not be upgraded. 6) Minimum existing ROW is 50’ located at 2nd and Washington. Most other ROW is 55 – 60’. 7) Maintain 1 traffic lane in each direction. 8) Reconstruction of the road will trigger ADA requirements if pedestrian facilities are constructed.

Existing Conditions

1) 2nd Street from Jefferson – Washington a. There is existing sidewalk on this block on the west side b. Pavement is in decent condition (2019 PCI rating of good) c. Underground storm drains on west side. East side has some open ditches connected by underground concrete pipe. d. Water main does not need to be upgraded along this block. 2) 2nd Street from Washington – Chester a. Storm ditches on both side of road. b. 20’ – 22’ paved width. Pavement is in poor condition.

Silverton City Council Meeting February 1, 2021 40 of 126 c. 1 industrial driveway on west side, 1 residential driveway on east side. 3) 2nd Street from Chester – Whittier a. No storm ditches on either side of road. b. 2 industrial driveways on west side, 1 residential driveway on east side c. East side of ROW outside paved edge is gravel area used for residential parking. d. Paved width is 20’ or less. Pavement is in poor condition. e. There is a drainage basin at the NE corner of 2nd and Whittier. 4) 2nd Street from Whittier – sidewalks south of railroad ROW a. 20’ paved width through RR ROW and then widens. Pavement is in poor condition. b. Ditch on east side of road. c. Sidewalk on both sides of 2nd Street south of Railroad ROW at same location. d. Driveway access to Home Place Restaurant on west side of Road.

Design Options

1) Standard Residential Collector: City Council discussed the option of upgrading the corridor to a Standard Residential Collector road. The estimated cost was $2.4 Million that included water and stormwater upgrades. 2) Lean Design: Another way to approach this project is to look at the project goals and determine what are the minimum improvements needed to satisfy those goals compared to the existing infrastructure. The following items in the Standard Residential Collector design could be removed and still meet your project goals: a. One of the two sidewalk sections b. Bike Lanes c. On‐Street Parking d. Street landscaping not needed for stormwater improvements. e. 2nd Street from Jefferson – Washington has sidewalk and satisfactory pavement. It does not need to be improved and can be removed from the project.

When you take in those considerations a revised street section could be: a. 2 (two) 11’ travel lanes. b. 1 (one) 3’ landscaping/infiltration strip c. 1 (one) 6’ asphalt sidewalk path (asphalt instead of concrete to save costs) d. Eliminate curb and gutters. Road, path, and landscape strip would be graded to direct runoff to existing drainage system. e. Remaining right‐of‐way is left for existing storm drainage systems f. The existing water main is on the east side of the road. If we can keep the water main outside the paved edge that would make maintenance and repairs easier in the future. g. The sidewalk would be on the west side of the road to connect with the sidewalk on 2nd north of Washington. The west side also avoids the need for putting ADA crossings on cross streets. h. Retain existing gravel edge on east side of road where it is located.

Silverton City Council Meeting February 1, 2021 41 of 126 Attached is a similar road design I used on a couple road projects that were built with a combination of CDBG (Community Development Block Grant) funds and street funds. I don’t know if this street is eligible for CDBG but looking at the homes in the area it might be. I used pervious concrete there for the path to meet City stormwater requirements. While we could use pervious concrete, we would not be increasing the impervious surface area so meeting stormwater requirements would not be required.

The advantages of this road over completing a full collector design are:

1) Substantially reduced construction costs. 2) Design and construction time is reduced. 3) 2nd street is a 25 MPH road, but it is an alternative route for Hwy 214 and there are no stop signs along this section of corridor. Completing a full collector design on this section would encourage speeding. Doing a lean design would discourage high speeds along 2nd.

Lean Design Cost Estimate

Attached with this memo is a cost estimate for the lean design compared with the cost estimate for the full residential collector done in 2019. To reduce water system improvement costs from the previous estimate, the existing 6” main on 2nd was abandoned in place rather than removed.

The total estimated project cost for this lean design is $757,000. This compares to the full road improvement cost in December of $2.42 Million, a reduction in cost of $1.66 Million.

With this cost the City would improve the water distribution system in the area, provide an ADA compliant pedestrian path on the west side of 2nd, and improve the pavement condition of 2nd through the corridor. It wouldn’t be the prettiest alternative, but it would solve the major corridor concerns of Council and residents.

Administration 503-873-8679 | Maintenance Division 503-873-6359 | Water Quality Division 503-873-5439

Silverton City Council Meeting February 1, 2021 42 of 126 Attachment 2 to Agenda Item No. 7.3 2nd STREET Improvements ‐ PRELIM. 2 Lane Section / ESTIMATE December 10, 2019 Engineer's Estimate # DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE 1 MOBILIZATION 1.00 LS $ 150,000.00 $ 150,000.00

TEMPORARY WORKZONE TRAFFIC CONTROL, COMPLETE 1.00 LS$ 35,000.00 $ 35,000.00 2 3 CLEAR AND GRUBBING 1.00 LS $ 2,500.00 $ 2,500.00 4 EROSION AND SEDIMENT CONTROL 1.00 LS $ 20,000.00 $ 20,000.00 5 CONSTRUCTION SURVEY WORK 1.00 LS $ 20,000.00 $ 20,000.00 6 UTILITY COORDINATION 1.00 LS $ 30,000.00 $ 30,000.00 Lump Sum Sub‐Total $ 257,500.00 2nd STREET 7 SAWCUT ASPHALT 2250.00 LF $ 6.00 $ 13,500.00 8 ASPHALT REMOVAL 400.00 SQYD $ 10.00 $ 4,000.00 9 CONCRETE REMOVAL 250.00 SQYD $ 10.00 $ 2,500.00 10 CURB REMOVAL 25.00 LF $ 7.00 $ 175.00 11 GENERAL EXCAVATION 750.00 CUYD $ 45.00 $ 33,750.00 12 BEDROCK EXCAVATION 1750.00 CUYD $ 350.00 $ 612,500.00 19 18 INCH, HDPE STORM PIPE 1200.00 LF $ 150.00 $ 180,000.00 20 12 INCH, PVC STORM PIPE 1200.00 LF $ 110.00 $ 132,000.00 22 CONNECT EXISTING ROOF DRAINS TO STORM SEWER 20.00 EA $ 1,000.00 $ 20,000.00 24 CONCRETE CATCH BASINS 15.00 EA $ 3,500.00 $ 52,500.00 25 REMOVE EXIST. 6 INCH WATER MAIN 1050.00 LF $ 15.00 $ 15,750.00 26 INSTALL NEW 10 INCH WATER MAIN 1050.00 LF $ 115.00 $ 120,750.00 27 RECONNECT WATER SERVICE LATERAL WITH RELOCATED METER BOX 20.00 EA $ 1,500.00 $ 30,000.00 28 MILL / GRIND EXIST. PAVEMENT 3100.00 SY $ 14.50 $ 44,950.00 29 ADJUSTING BOXES AND VALVES 20.00 EA $ 400.00 $ 8,000.00 30 ADJUSTING HYDRANTS 6.00 EA $ 800.00 $ 4,800.00 31 SUBGRADE GEOTEXTILE 2000.00 SQYD $ 4.50 $ 9,000.00 32 AGGREGATE BASE 550.00 TON $ 35.00 $ 19,250.00 33 LEVEL 3, 1/2 INCH DENSE ACP 600.00 TON $ 115.00 $ 69,000.00 34 EXTRA FOR PAVING DRIVEWAYS AND APPROACHES 20.00 EA $ 1,500.00 $ 30,000.00 35 RECONNECTING DETECTOR LOOP WITH LEAD IN CABLES 1.00 LS $ 3,000.00 $ 3,000.00 36 CURB AND GUTTER 2500.00 LF $ 35.00 $ 87,500.00 37 CONCRETE SIDEWALK 1510.00 SQYD $ 10.00 $ 15,100.00 38 EXTRA FOR NEW SIDEWALK RAMPS 17.00 EA $ 1,500.00 $ 25,500.00 39 TRUNCATED DOMES 200.00 SQFT $ 50.00 $ 10,000.00 40 TOPSOIL FOR GREEN BELT AND BACK OF WALK 750.00 CUYD $ 90.00 $ 67,500.00 41 LONGITUDINAL PAVEMENT MARKINGS, PAINT 1150.00 LF $ 2.00 $ 2,300.00 42 PAVEMENT BAR, TYPE AB 150.00 SQFT $ 15.00 $ 2,250.00 43 REMOVE AND REINSTALL EXISTING SIGNS 20.00 EA $ 300.00 $ 6,000.00 44 1‐1/2" PVC IRRIGATION CONDUIT 175.00 LF $ 10.00 $ 1,750.00 45 2" PVC ELECTRICAL CONDUIT 200.00 LF $ 18.00 $ 3,600.00 46 ELECTRICAL JUNCTION BOXES 8.00 EA $ 500.00 $ 4,000.00 47 IRRIGATION JUNCTION BOXES 8.00 EA $ 400.00 $ 3,200.00 48 INSTALL DECORATIVE LIGHT POLES 0.00 EA $ 3,500.00 $ ‐ 49 ELECTRICAL WORK FOR LIGHT POLES 0.00 EA $ 500.00 $ ‐ 50 TREES WITH STEEL GRATES AND ROOT BARRIERS 45.00 EA $ 2,000.00 $ 90,000.00 51 SEEDING AND MULCHING 0.40 ACRE $ 10,000.00 $ 4,000.00 52 SOD 1750.00 SQYD $ 36.00 $ 63,000.00 2ND STREET Sub‐Total $ 1,791,125.00 2nd STREET Sub‐Total: $ 1,791,125.00 Lump Sum Sub‐Total: $ 257,500.00 TOTAL CONST. PRICE: $ 2,048,625.00 CONTINGENCY 18% $ 368,752.50 TOTAL ESTIMATED PRICE: $ 2,417,377.50 The opinion of most probable cost herein is based on our perception of current conditions at the project location. This estimate reflects our opinion of probable costs at this time and is subject to change as the project design matures. Silverton Public Works has no control over variances in the cost of labor, materials, equipment, services provided by others, contractor’s methods of determining prices, competitive bidding or market conditions, practices or bidding strategies. Silverton Public Works cannot and does not warrant or guarantee that the Silverton City Council Meeting February 1, 2021 43 of 126 Attachment 3 to Agenda Item No. 7.3 2nd STREET Improvements ‐ 2 Lane Lean Design / ESTIMATE January 22, 2021 Engineer's Estimate WATER SIDEWALK STREETS # DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL PRICE 1 MOBILIZATION 1.00 LS $ 35,000.00 $ 35,000.00 $ 8,750.00 $ 3,500.00 $ 22,750.00

TEMPORARY WORKZONE TRAFFIC CONTROL, COMPLETE 1.00 LS $ 15,000.00 $ 15,000.00 $ 3,750.00 $ 1,500.00 $ 9,750.00 2 3 CLEAR AND GRUBBING 1.00 LS $ 2,500.00 $ 2,500.00 $ 625.00 $ 250.00 $ 1,625.00 4 EROSION AND SEDIMENT CONTROL 1.00 LS $ 10,000.00 $ 10,000.00 $ 2,500.00 $ 1,000.00 $ 6,500.00 5 CONSTRUCTION SURVEY WORK 1.00 LS $ 10,000.00 $ 10,000.00 $ 2,500.00 $ 1,000.00 $ 6,500.00 6 UTILITY COORDINATION 1.00 LS $ 5,000.00 $ 5,000.00 $ 1,250.00 $ 500.00 $ 3,250.00 Lump Sum Sub‐Total $ 77,500.00 $ 19,375.00 $ 7,750.00 $ 50,375.00 2nd STREET WATER SIDEWALK STREETS 7 SAWCUT ASPHALT 150.00 LF $ 6.00 $ 900.00 $ 900.00 8 ASPHALT REMOVAL 2100.00 SQ YD $ 10.00 $ 21,000.00 $ 21,000.00 11 GENERAL EXCAVATION 740.00 CU YD $ 45.00 $ 33,300.00 $ 6,300.00 $ 27,000.00 12 BEDROCK EXCAVATION 300.00 CU YD $ 350.00 $ 105,000.00 $ 105,000.00 26 INSTALL NEW 10 INCH WATER MAIN 825.00 LF $ 115.00 $ 94,875.00 $ 94,875.00 27 RECONNECT WATER SERVICE & RELOCATE METER BOX 5.00 EA $ 1,500.00 $ 7,500.00 $ 7,500.00 29 ADJUSTING BOXES AND VALVES 15.00 EA $ 400.00 $ 6,000.00 $ 6,000.00 31 SUBGRADE GEOTEXTILE 2100.00 SQ YD $ 4.50 $ 9,450.00 $ 9,450.00 32 AGGREGATE BASE 1430.00 TON $ 35.00 $ 50,050.00 $ 11,550.00 $ 38,500.00 33 LEVEL 3, 1/2 INCH DENSE ACP 690.00 TON $ 115.00 $ 79,350.00 $ 9,200.00 $ 70,150.00 34 EXTRA FOR PAVING DRIVEWAYS AND APPROACHES 7.00 EA $ 1,500.00 $ 10,500.00 $ 10,500.00 39 TRUNCATED DOMES 32.00 SQ FT $ 50.00 $ 1,600.00 $ 1,600.00 40 TOPSOIL FOR GREEN BELT AND BACK OF WALK 25.00 CU YD $ 90.00 $ 2,250.00 $ 2,250.00 41 LONGITUDINAL PAVEMENT MARKINGS, PAINT 825.00 LF $ 2.00 $ 1,650.00 $ 1,650.00 43 REMOVE AND REINSTALL EXISTING SIGNS 6.00 EA $ 300.00 $ 1,800.00 $ 1,800.00 52 SOD 290.00 SQ YD $ 36.00 $ 10,440.00 $ 10,440.00 2ND STREET Sub‐Total $ 435,665.00 $ 108,375.00 $ 41,340.00 $ 285,950.00 Lump Sum Sub‐Total: $ 77,500.00 $ 19,375.00 $ 7,750.00 $ 50,375.00 TOTAL CONSTRUCTION SUBTOTAL: $ 513,165.00 $ 127,750.00 $ 49,090.00 $ 336,325.00 CONTINGENCY 18% $ 92,369.70 $ 22,995.00 $ 8,836.20 $ 60,538.50 TOTAL ESTIMATED CONSTRUCTED PRICE: $ 605,534.70 $ 150,745.00 $ 57,926.20 $ 396,863.50 ENGINEERING AND SURVEYING COSTS: SURVEYING (5%): $ 30,276.74 $ 7,537.25 $ 2,896.31 $ 19,843.18 ENGINEERING DESIGN (15%) $ 90,830.21 $ 22,611.75 $ 8,688.93 $ 59,529.53 CONSTRUCTION ADMINISTRATION (5%): $ 30,276.74 $ 7,537.25 $ 2,896.31 $ 19,843.18 Total 2021 Project Cost (Design & Construction):$ 756,918.38 $ 188,431.25 $ 72,407.75 $ 496,079.38

The opinion of most probable cost herein is based on our perception of current conditions at the project location. This estimate reflects our opinion of probable costs at this time and is subject to change as the project design matures. Silverton Public Works has no control over variances in the cost of labor, materials, equipment, services provided by others, contractor’s methods of determining prices, competitive bidding or market conditions, practices or bidding strategies. Silverton Public Works cannot and does not warrant or guarantee that the estimate, proposals, bids or actual construction costs will not vary from the costs presented herein. Silverton City Council Meeting February 1, 2021 44 of 126 Attachment 4 to Agenda Item No. 7.3

R/W R/W_

60' RIGH OF-WAY

13' 22' PAVED WIDTH CLEAR I

HALF-WIDTH HALF-WIDTH

5• OF PERVIOUS CONCRDE P£R SPECS J" OF GRA\IEL BACKFILL FOR DRAINS P£R WSDOT 9-0J.12(4)

CONVENTIONAL CONSTRUCTION THICK ASPHALT CONSTRUCTION AASHTO ASPHALT BASE ROCK AASHTO ASPHALT BASE ROCK SOIL TYPE THICKNESS THICKNESS SOIL TYPE THICKNESS THICKNESS

A-1 0.35' 0.50' A-1 0.42' 0.25' A-2 0.35' 0.50' A-2 0.42' 0.25' A-3 0.35' 0.50' A-3 0.42' 0.25' A-4 0.35' 0.60' A-4 0.45' 0.25' A-5 0.35' 0.90' A-5 0.55' 0.25' A-6 0.35' 1.20' A-6 0.62' 0.25' A-7 A-7 M 0.40' 1.60' O.BD' 0.25' ROADSIDE DITCH OTHER NO SECTION ESTIMATED OTHER NO SECTION ESTIMATED

.t:/.Qirs.:. 1. WIDER SIDEWALKS MAY BE REQUIRED BY REVIEWING AUTHORITY UNDER CERTAIN CIRCUMSTANCES.

2. SUBGRADE REINFORCEMENT GEOTEXTILES SHALL BE INSTALLED OVER A-6 AND A-7 SOILS PRIOR TO CONSTRUCTING THE BASE AND SURFACING.

3. ASPHALT CONCRETE FOR ALL ROADS SHALL BE CLASS ½" PG 64-22.

4. THE PAVEMENT STRUCTURE THICKNESSES IDENTIFIED FOR THESE SOIL TYPES ARE REQUIRED UNLESS A SITE SPECIFIC PAVEMENT DESIGN 15 DONE. THE TOTAL PAVEMENT STRUCTURE SHALL NOT EXCEED 2.0 FEET.

4. EITHER CONVENTIONAL OR THICK ASPHALT CONSTRUCTION 15 ALLOWED. 5. BASE ROCK SECTION SHALL BE EITHER TWO (2) INCHES OF 5/8"- o• TOP COURSE OVER REMAINING DEPTH OF BASE COURSE PER WSDOT STANDARD SPECIFICATION SECTION 9-03.10, OR ENTIRE SECTION DEPTH TO BE BASE COURSE. TOTAL BASE ROCK SECTION THICKNESS AS INDICATED IN THE TABLES.

6. DITCH WILL BE GRASS COVERED. AREA OUTSIDE OF PAVED PATH TO BE GRASS OR LANDSCAPING AS DETERMINED BY CITY. 7. TURNING RADII OF OLD TOWN STREETS TO BE 20 FEET.

OLD TOWN STREET PLAN#

CITY OF LA CENTER APPROVED REVISIONS: DATE: DRAWN: £SIGNED:

ST-25

5 3 11 CITY ENGINEER DATE Silverton City Council Meeting February 1, 2021 45 of 126 Attachment 5 to Agenda Item No. 7.3 My Map

TaxParcel_Basic

Contours

Roads Roadways State Roads County Roads Non County Roads City Roads Federal Roads Private Roads

300ft

USDA FSA, GeoEye, Maxar | MC IT-GIS, MC PW | USDA NRCS, Marion County IT-GIS, Marion County Planning | State of Oregon, State of Oregon GEO, Esri, HERE, Garmin, iPC

Silverton City Council Meeting February 1, 2021 46 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Agenda Item No.: Topic: 7.4 McClaine Street Project Update and McClaine/C/ Agenda Type: Westfield Signal Options Discussion/Action Meeting Date: February 1, 2021 Prepared by: Reviewed by: Approved by: Bart Stepp Petra Schuetz Bob Willoughby

Recommendation: For discussion purposes only, no formal action required.

Background: City Council has previously asked about making improvements to the signal at the McClaine/C/Westfield intersection to improve its capacity. City Engineer Bart Stepp had an e- mail discussion with ODOT signal staff in regards to possible improvements. The e-mail discussion is attached to this report.

Design Options:

A couple options were discussed with ODOT staff:

1) Flashing yellow signal – The first option discussed with ODOT staff was to install flashing yellow left turn arrows. This would require replacing out the existing signal heads with new heads and enable ODOT to better manage the left turn timing. Total cost of this project was $3,000. After further review of traffic counts ODOT did not think this would help traffic but it would help pedestrians crossing C Street by providing refuge from left turning vehicles. 2) Changing right lane of southbound C traffic to right turn only – Currently the right lane of southbound C traffic is straight or turn right and the left lane is left turn only. If the right lane was switched to right only and the left lane was changed to straight and left turn then the right lane could be green when the eastbound left turn traffic from McClaine to C is also green. I provided ODOT staff with the latest traffic count data for that intersection we had which was from the Transportation Impact Analysis for the Westside Gateway Project. ODOT’s response was that in order for this to work C Street needed to be widened north of the intersection to allow additional queing of vehicles in the left lane, otherwise vehicles wanting to turn right would get stuck behind vehicles going straight and would not be able to use the extended green time. There is some existing ROW for the City to complete this widening and it would be a fairly simple widening, but the project cost is probably around $100,000 including design and permitting. Although this is an ODOT highway, they would not pay for this widening. Although there is congestion at peak times, the intersection level of service is still acceptable based on the latest data.

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 47 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Other Issues

The McClaine Street project is currently shifting more traffic onto C and Westfield. When the project is finished in May or June and McClaine is open again, congestion on C Street will be reduced. PM peak traffic may also be reduced once Bruce-Pac closes. Conducting traffic counts and determining level of service after the McClaine Street project is completed would help the City better understand the traffic growth being seen at this intersection. The City could then have a better idea of the benefits provided by the proposed improvement options.

McClaine Street Project Update

Final paving for the McClaine Street Project should occur in late April or early May. Project completion including landscaping and completing punchlist items should be done in late May or early June. K&E Excavating is currently focusing on completing underground utilities like storm, water, sewer, and streetlight conduits as well as installing some curb and gutters when crew schedules allow. In February they will begin constructing curb and gutter in earnest. The private utilities have completed their work except for a few old poles that need to be removed.

K&E has encountered substantially more rock that needs excavated for utilities than anticipated by the design engineer. The extra costs for this will result in a final contract price that exceeds the bid amount of $2.7 Million, but we will still be under the design engineer’s final cost estimate of $3.4 Million. The City budgeted a construction cost of $5.95 Million last year.

Budget Impact Fiscal Year Funding Source No Money Budgeted

Attachments: 1. McClaine/C/Westfield Intersection Layout 2. ODOT E-mail discussion with City Engineer 3. Westside TIA Traffic Count Page

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 48 of 126 McClaine/C Signal Attachment 1 to Agenda Item No. 7.4 Lane and signal change alternatives

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© 2020 Google 200 ft Silverton City Council Meeting February 1, 2021 49 of 126 © 2020 Google Attachment 2 to Agenda Item No. 7.4

Bart Stepp

From: Bart Stepp Sent: Friday, October 23, 2020 8:15 AM To: 'SCHMIDT Jamie M' Cc: GUSTAFSON Derek; UPTON Dorothy J Subject: RE: McClaine at C St - North Leg Lane Configuration Attachments: PD-18-01 Application TIA 213-248.pdf

Thanks Jamie,

I’ll discuss with the director. Attached is a TIA done for a planned development located on Railway Avenue west of the intersection. It uses traffic counts from 2018. Due to the low number of lefts on the southbound leg they recommended eliminating left turns and making the left lane just a through movement. That would force people to make lefts on James where there is some refuge for a car or two under current striping.

Bart Stepp, PE City Engineer 503‐874‐2209 306 S Water St. | Silverton, OR 97381 www.silverton.or.us

From: SCHMIDT Jamie M [mailto:[email protected]] Sent: Friday, October 23, 2020 7:42 AM To: Bart Stepp Cc: GUSTAFSON Derek; UPTON Dorothy J Subject: McClaine at C St - North Leg Lane Configuration

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. **** Hi Bart,

Thank you for your patience as we reviewed this. I have summarized our overall thoughts, but please keep in mind that this is based on assumptions since we don’t have turning counts. We do recommend the City plan to get manual counts, if there hasn’t been one taken here recently.

We do know that the southbound right turn and eastbound left can be heavy movements at the intersection. Modifying the lane configuration on the north leg to a right turn only and shared thru/left could improve efficiency of the southbound right turn movement during some points of the day, however because of the limited storage in the existing left turn lane it could also have the opposite effect and negatively impact the right turn lane more than it does today. Below are a few items to consider before making this modification and an idea we had that could offset the negative impacts from blocking.

 The right turn lane could operate as what is known as an overlap phase, where it can also be green during the eastbound left turn phase. This could be a second opportunity for this movement to clear.  The advance stop bar impacts the storage of the southbound left, however it likely needs to remain as trucks use C Street as a bypass and have a large sweep. The storage is only about 95 feet, before vehicles would start impacting/blocking right turn vehicles. 1

Silverton City Council Meeting February 1, 2021 50 of 126   Changing to a shared thru left, would require changing the operation of the existing left turn to permissive only. If the opposing northbound movement is heavy the left turn movements may not find gaps in traffic possibly blocking the right turn while it’s movement is green. We think this is highly probable during peak times as the south leg in the main road into the hospital.  The southbound movement will be fairly skewed/offset across the intersection. The City may want to consider a lane extension line to help thru motorists navigate thru.

An idea Dorothy and I had was the City could consider pursuing a project to widen the outside of the curve (circled in red below) and extend the left turn lane at the signal to the existing two way left turn lane to the north east. This would provide plenty of storage and the right turn lane wouldn’t be impeded. Changing the lane configuration and widening could have the largest positive impact to the southbound right turn lane operations.

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Silverton City Council Meeting February 1, 2021 51 of 126 As for modifying the left turns to a flashing yellow arrow, this likely wouldn’t have a benefit to overall operations of the intersection. However, this does protect the pedestrians trying to cross versus a heavy left turn. A red left turn arrow can be displayed either during just the walk (or also the flashing don’t walk). I’ll be honest that this would likely have a slight negative impact to operations for the left turn lanes when a pedestrian is present. However, it can eliminate the conflict between pedestrians and left turn motorists. We have been implementing this feature at our state highway intersections as pedestrian crashes have been on the rise the last few years.

Thank you for giving us an opportunity to review this and share our thoughts with you. Please feel free to reach out to Dorothy or I if you would like to discuss this further.

Have a wonderful weekend!

Jamie M Schmidt, P.E. (she/her/hers) ODOT Region 2 Traffic 455 Airport Rd SE Bldg A Salem, OR 97301 Phone: 503-986-5819 [email protected]

From: Bart Stepp Sent: Tuesday, October 6, 2020 2:27 PM To: SCHMIDT Jamie M Cc: GUSTAFSON Derek ; UPTON Dorothy J Subject: RE: construction at McClaine at C St

3

Silverton City Council Meeting February 1, 2021 52 of 126 This message was sent from outside the organization. Treat attachments, links and requests with caution. Be conscious of the information you share if you respond. Sounds good.

Thanks,

Bart Stepp Silverton City Engineer Sent from my Verizon, Samsung Galaxy smartphone

------Original message ------From: SCHMIDT Jamie M Date: 10/6/20 2:05 PM (GMT-08:00) To: Bart Stepp Cc: GUSTAFSON Derek , UPTON Dorothy J Subject: RE: construction at McClaine at C St

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. **** Hi Bart,

I think this could help traffic flow for the southbound right. I can see if we can get traffic volumes from the signal and let you know the split between these movements. I’ll talk thru this also with my Region 2 Traffic Operations Engineer (Dorothy Upton) and compile our ideas/thoughts to consider. There are some additional items we can also consider to help traffic flow for the southbound right if it’s a separate lane, such as making it an overlap so it can be green with the southbound movement and eastbound left.

I’ll collect our thoughts and maybe we can setup a time to talk to walk thru all of this?

Thank you so much for working thru this with us .

Jamie Schmidt

From: Bart Stepp Sent: Monday, October 5, 2020 11:57 AM To: SCHMIDT Jamie M Cc: GUSTAFSON Derek Subject: RE: construction at McClaine at C St

This message was sent from outside the organization. Treat attachments, links and requests with caution. Be conscious of the information you share if you respond. Hi Jamie,

Discussed this with our Public Works Director and need to add something to the discussion. Previously a City Council member had suggested a lane change on C. Currently for the southbound traffic on C there is a left turn lane and then a

4

Silverton City Council Meeting February 1, 2021 53 of 126 lane for straight and right. The dominant movement for C Street traffic is turning right onto McClaine going west and the suggestion was to switch the traffic going straight onto the left turn lane. The right lane could then be green when the left turn from McClaine onto C is green allowing more time for right turns. It may require some tapering of the striping because traffic going straight would need to shift right through the intersection to get to the southbound travel lane on Westfield. If you at ODOT could review this and let me know:

1) Do you think this would improve traffic through the intersection? 2) Is this a good idea? 3) What would be the additional costs to do this in addition to the flashing yellows we discussed?

The other item for us is the source of funding. If we have documentation that the changes will increase capacity of the intersection, we can use SDC funding for this which will make it easier for us to pay for it. Would ODOT be able to write a letter that says basically that by making these signal changes, the number of vehicles that can go through this intersection increases by X% or some number of vehicles per hour? Don’t need a traffic study done, but if there is data out there that says flashing yellows improve intersection service by an average amount and you can cite it that would work.

Thanks,

Bart Stepp, PE City Engineer 503‐874‐2209 306 S Water St. | Silverton, OR 97381 www.silverton.or.us

From: SCHMIDT Jamie M [mailto:[email protected]] Sent: Monday, September 28, 2020 7:46 AM To: Bart Stepp Cc: GUSTAFSON Derek Subject: RE: construction at McClaine at C St

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. **** Hi Bart,

I am just following up with this intersection and see if the City wanted our ODOT electricians to move forward with this work.

Thank you!

Jamie Schmidt

From: SCHMIDT Jamie M Sent: Thursday, September 10, 2020 6:56 AM To: Bart Stepp Cc: GUSTAFSON Derek Subject: RE: construction at McClaine at C St

No problem, completely understandable! Stay safe out there. 5

Silverton City Council Meeting February 1, 2021 54 of 126 Jamie Schmidt

From: Bart Stepp Sent: Wednesday, September 9, 2020 4:08 PM To: SCHMIDT Jamie M Cc: GUSTAFSON Derek Subject: RE: construction at McClaine at C St

This message was sent from outside the organization. Treat attachments, links and requests with caution. Be conscious of the information you share if you respond. Hi Jamie,

Need to discuss with PWD and City Manager. Right now we are in crisis mode so I’ll probably get back to you next week.

Bart Stepp, PE City Engineer 503‐874‐2209 306 S Water St. | Silverton, OR 97381 www.silverton.or.us

From: SCHMIDT Jamie M [mailto:[email protected]] Sent: Tuesday, September 8, 2020 10:19 AM To: Bart Stepp Cc: GUSTAFSON Derek Subject: RE: construction at McClaine at C St Importance: High

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. **** Hi Bart,

The electricians got back to me and they estimated about 4 to 5 hours of work. We are looking at $2000 total for the signal heads and $1000 in labor, for a grand total of $3,000. Are you ok with ODOT moving forward with completing this work? They can order the heads immediately and get this on their calendar.

Thank you!

Jamie Schmidt

From: SCHMIDT Jamie M Sent: Monday, August 31, 2020 6:57 AM To: Bart Stepp Cc: GUSTAFSON Derek Subject: RE: construction at McClaine at C St

Hi Bart,

6

Silverton City Council Meeting February 1, 2021 55 of 126 This is a great question. Yes I would recommend in general, switching this to a flashing yellow left turn arrow. There has been research done that shows this can improve left turn crashes at intersections. It also gives some flexibility to protect the all or a portion of the pedestrian phases or run protected by time of day, such as peak periods.

If this is something you are interested in, I can ask our electrician’s to provide an estimate for the work.

Thank you,

Jamie Schmidt

From: Bart Stepp Sent: Friday, August 28, 2020 3:39 PM To: SCHMIDT Jamie M Cc: GUSTAFSON Derek Subject: RE: construction at McClaine at C St

This message was sent from outside the organization. Treat attachments, links and requests with caution. Be conscious of the information you share if you respond. Hi Jaime,

If we went with Option 2, is this something that would make sense to stay in place after the project is completed?

Bart Stepp, PE City Engineer 503‐874‐2209 306 S Water St. | Silverton, OR 97381 www.silverton.or.us

From: SCHMIDT Jamie M [mailto:[email protected]] Sent: Thursday, August 27, 2020 2:47 PM To: Bart Stepp Cc: GUSTAFSON Derek Subject: RE: construction at McClaine at C St

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. **** Hi Bart,

I don’t think we have met yet, but I am the Signal Operations Engineer for Region 2 at ODOT. I help lead our signal team and Derek brought this project in Silverton to my attention, as we maintain the City Signal. I wanted to let you know that Derek noticed that because the detour has now added a large volume of left turn motorists and removed most of the opposing traffic conflict. He witnessed that, left turn motorists are not yielding to pedestrians as they may be perceiving there isn’t a conflict right now and their playing “Follow the Leader”. Unfortunately, the left turn signal heads that are out there are an old style of head known as a “dog house” head and it doesn’t allow us to make modifications to the left turns to protect these pedestrian movements.

There are a couple things I can think of that might solve this. 1) Additional law enforcement to enforce drivers to yield to pedestrians while the detour is in place. And/Or 2) change out the existing left turn signal heads to a flashing yellow left turn arrow (3 section head, where the center yellow flashes). I asked our electricians how much this would cost and a

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Silverton City Council Meeting February 1, 2021 56 of 126 left turn signal head is about $500 dollars a head. My recommendation would be to pursue option #2 (if the city has the funds to do so), as we could run a protected pedestrian phase where a red arrow is shown during the walk phase and/or flashing don’t walk . I could ask the ODOT electrician crew if this is something they could do. There would likely be some labor costs.

I am unfortunately in meetings right now thru the rest of the day, but please feel free to give me a call tomorrow or next week. I’d be happy to talk thru this.

Thank you, Jamie M Schmidt, P.E. (she/her/hers) ODOT Region 2 Traffic 455 Airport Rd SE Bldg A Salem, OR 97301 Phone: 503-986-5819 [email protected]

From: GUSTAFSON Derek Sent: Tuesday, August 25, 2020 4:44 PM To: SCHMIDT Jamie M Subject: FW: construction at McClaine at C St

From: Bart Stepp Sent: Monday, August 24, 2020 8:17 AM To: GUSTAFSON Derek Subject: RE: construction at McClaine at C St

Final paving is supposed to be completed by April 2021. The block of James between McClaine and C will be done before the end of this year so there will be full access to the businesses on James.

Bart Stepp, PE City Engineer 503‐874‐2209 306 S Water St. | Silverton, OR 97381 www.silverton.or.us

From: GUSTAFSON Derek [mailto:[email protected]] Sent: Monday, August 24, 2020 8:15 AM To: Bart Stepp Subject: RE: construction at McClaine at C St

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. **** Bart,

I’d just like to know a projected date the construction will be finished so I can reassess the intersections. I found on Silverton’s website that April is the target month. Is that still the case?

8

Silverton City Council Meeting February 1, 2021 57 of 126 Derek Gustafson Traffic Signal Operations Specialist Oregon Dept. of Transportation, Region 2 work: 503‐986‐2894 [email protected]

From: Bart Stepp Sent: Monday, August 24, 2020 8:10 AM To: GUSTAFSON Derek Subject: RE: construction at McClaine at C St

Hi Derek,

That would be me. What information would you like to know about the road project?

Bart Stepp, PE City Engineer 503‐874‐2209 306 S Water St. | Silverton, OR 97381 www.silverton.or.us

From: GUSTAFSON Derek [mailto:[email protected]] Sent: Monday, August 24, 2020 7:13 AM To: Bart Stepp Subject: construction at McClaine at C St

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. **** Bart,

I noticed driving through Silverton recently that there is road construction in Silverton that is impacting a few traffic signals operated by ODOT. I was going to go out today and add some green time to the affected legs of the intersection to ease traffic flow. Could you please point me in the direction of who to contact about coordinating the signal timing with the construction in progress? Thank you!

Derek Gustafson Traffic Signal Operations Specialist Oregon Dept. of Transportation, Region 2 work: 503‐986‐2894 [email protected]

9

Silverton City Council Meeting February 1, 2021 58 of 126 Attachment 3 to Agenda Item No. 7.4

Silverton City Council Meeting February 1, 2021 59 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Agenda Item No.: Topic: 7.5 COVID-19 Update Agenda Type: Discussion/Action Meeting Date: February 1, 2021 Prepared by: Reviewed by: Approved by: Angela Speier Bob Willoughby Bob Willoughby

Recommendation: For discussion purposes only.

Background: Effective December 3, 2020 a new health and safety framework was established for counties based on their level of COVID-19 spread. On Tuesday, January 26 it was announced that Marion County will remain in the Extreme Risk Category through at least February 11. Governor Brown announced modifications to the guidance for indoor activities in Extreme Risk counties which will take effect January 29. These modifications allow for a maximum of six people indoors at facilities over 500 square feet (for all indoor activities expect dining) with associated guidance for ongoing social distancing, cleaning protocols, and face coverings. City Hall will remain closed to the public through the end of February.

Oregon is using a phased approach for vaccine distribution. The first group eligible to receive the vaccine was Phase 1A and included health care personnel and long term care residents and workers. Phase 1B was scheduled to begin on January 25, 2021 and the first group will include childcare providers, early learning and K-12 educators and staff. The eligibility date for the remaining groups which are based on age will begin on February 7 with seniors over the age of 80. OHA announced vaccination sites across the state are now keeping up with Governor Brown’s goal of administering 12,000 vaccinations per day. As of January 21, 2021, 218,413 individuals have been vaccinated, including 31,517 who have received their second dose.

The weekly data report released by OHA on January 21, 2021 showed a slight decline in daily cases and a sharp decline in positive tests. There was a 4 percent decrease in daily case counts and a 5.9 percent decrease in positive test results from the previous week. However, COVID-19 related deaths surged to 195, the highest weekly toll to date. Daily updates can be found on Marion County’s Data Dashboard. Statewide Data Dashboards and daily updates can be found on Oregon Health Authority’s COVID-19 website.

Budget Impact Fiscal Year Funding Source None 2020-2021 N/A

Attachments: 1. None

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 60 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Agenda Item No.: Topic: 8.1 Establish a new position in the Public Works Association Agenda Type: and authorize the filling of a Consent vacancy in the Water Quality Meeting Date: Division February 1, 2021 Prepared by: Reviewed by: Approved by: Elizabeth Gray Bob Willoughby Bob Willoughby

Recommendation: Authorize the City Manager Pro Tem to sign a Memorandum of Understanding establishing a new position with the Public Works Association/LiUNA Local 483, to be in substantially the same form as Attachment 3.

Staff also recommends a motion authorizing the posting and filling of the upcoming vacancy in the Water Quality Division and filling any vacancies to retain budgeted FTE.

Background: City Charter Section 23 reads the City Manager Pro Tem may appoint or dismiss a department head or other employee only with the concurrence of four (4) members of the entire council. Additionally, the City Manager Pro Tem’s employment agreement specifies that he may not create a position not already accounted for in the budget without Council approval.

In the later part of 2020, the City began preparing for the departure of the current Water Quality Supervisor. The outgoing supervisor possessed both of the high level certifications required for the City’s water operations (Wastewater Treatment Operator Level IV – Oregon DEQ and Water Treatment Operator Level III – Oregon Health Authority). Recruiting one individual with the same certifications was found to be very challenging due to industry and recruitment trends; the City recruited for the required qualification of Wastewater Treatment Operator Level IV. Former City Manager Christy S. Wurster authorized the hiring of the Water Quality Supervisor prior to her departure from the City effective December 23, 2020. A new Water Quality Supervisor began service on January 25, 2021 and is training with the outgoing Water Quality Supervisor through February 28, 2021.

As of March 31, 2021 there will also be a vacancy in the Water Quality Division due to the retirement of the current water treatment plant operator. The Oregon Health Authority requires our water treatment plant operator to have a Water Treatment Operator Level III Certification. None of the City’s current employees, including the new Water Quality Supervisor, have this certification. None of the City’s existing job descriptions require this level of certification. To stay in compliance with state regulations, it is now necessary to add a new classification of Sewer/Water Operator III to meet this requirement. The City then needs to recruit a water treatment plant operator who will meet this requirement of the new job description and keep the City in compliance with Oregon Health Authority regulations. We will need the new job classification and operator in place as soon as possible. City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 61 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

No additional FTEs are being proposed at this time beyond what is approved in the current budget. It also provides incentive for current staff to further their education and training in order to prepare for possible future vacancies. If filling the Sewer/Water Operator III position results in a vacant Sewer/Water Operator I or II position, staff requests permission as part of this agenda item to pursue recruitment for unfilled position(s) in order to maintain a fully staffed Water Quality Division and keep the total FTE at the current level.

Staff have consulted with the President of the Public Works Association/LIUNA prior to bringing this matter to Council. Following Council approval, staff would work with the Public Works Association/LiUNA to finalize the job description and MOU before proceeding with recruitment.

Budget Impact Fiscal Year Funding Source As outlined 2020-2021 Various

Attachments: 1. City Charter sections 22-24 2. Exhibit A – Current PWA/LiUNA Wage Scale 3. Sample MOU for agreement on Job Description and addition of position to the PWA/LiUNA wage scale 4. Exhibit B – Proposed wage scale – PWA/LIUNA

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 62 of 126 Attachment 1 to Agenda Item No. 8.1

Section 22. City Manager. (1) The council shall appoint a city manager for an indefinite term who shall hold office at the pleasure of the council and may be removed from office at any time with or without cause by majority vote of the entire council. The manager shall be chosen without regard to political considerations and solely on the basis of executive, educational, and administrative considerations. The manager need not be a resident of the state at the time of appointment, but within one (1) year thereafter, shall become, and remain during tenure, a resident of the city of Silverton. The council may enter into a contract with the manager stating terms and conditions of employment.

(2) Before taking office, the manager shall give a bond in an amount and with such surety as is approved by the council. The premiums on the bond shall be paid by the city.

Section 23. City Manager Vacancy. (1) When the manager is disabled from acting as manager, or when the office becomes vacant, the council shall appoint a manager pro tem who shall possess the powers and duties of the manager. The manager pro tem may appoint or dismiss a department head or other employee only with the concurrence of four (4) members of the entire council. The manager pro tem shall not hold the position for more than six (6) months.

(2) If a vacancy occurs in the office of the manager, the council at its next meeting shall adopt a resolution of its intent to appoint another manager. Not later than six (6) months after adopting the resolution, the council shall appoint a manager to fill the vacancy.

Section 24. Powers and Duties of the City Manager. The manager shall be the chief administrative officer. The manager may head one or more departments and shall be responsible to the city council for the proper administration of the city. To that end, the manager shall:

(1) See that all ordinances are enforced;

(2) Appoint all heads of departments and other city employees on the basis of merit and fitness alone and suspend or remove all employees of the city at the manager’s pleasure, except as limited by this Charter and except as the manager may authorize heads of departments to appoint, suspend or remove subordinates in such departments;

(3) Supervise or cause to be supervised any employees and to have general control of any employees to include but not limited to disciplining, assigning duties and accounting for performance;

Silverton City Council Meeting February 1, 2021 63 of 126 (4) See that provisions of all franchises, contracts, leases and permits and privileges granted by the city are fully enforced and observed;

(5) Attend all meetings of the council unless excused by the mayor;

(6) Organize, disband, or reorganize departments, reassign employees to perform work in other departments or to work in more than one of said offices or departments provided that no such changes shall affect the powers or duties of any elective officer of the city;

(7) Keep the council advised as to the needs of the city;

(8) Prepare the annual budget;

(9) Prepare and furnish reports as requested by the council;

(10) Supervise the purchase of supplies, equipment and materials for which funds are provided in the budget and execute all contracts;

(11) Control, subject to ordinances as may from time to time be adopted, public utilities owned or operated by the city;

(12) Have general supervision over all city property and its use by the public or city employees;

(13) Devote full-time to the discharge of duties of the office;

(14) At the manager’s discretion, appoint advisory boards as desirable to assist or advise in work, provided no compensation is given to members of the boards;

(15) Perform such other duties as required by this Charter or as the council may require; and

(16) Serve as city recorder.

Silverton City Council Meeting February 1, 2021 64 of 126 Attachment 2 to Agenda Item No. 8.1

City of Silverton Exhibit A Public Works Pay Schedule Effective 7/1/2018 Hourly Rate Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Facilities Maintenance Worker $ 15.5187 $ 16.2946 $ 17.1093 $ 17.9648 $ 18.8630 $ 19.8062 Parks Maint Worker II $ 17.8050 $ 18.6953 $ 19.6301 $ 20.6116 $ 21.6422 $ 22.7243 Utility Worker I $ 17.8050 $ 18.6953 $ 19.6301 $ 20.6116 $ 21.6422 $ 22.7243 Utility Worker II $ 19.3015 $ 20.2666 $ 21.2799 $ 22.3439 $ 23.4611 $ 24.6342 Utility Worker III / Mechanic $ 22.2433 $ 23.3555 $ 24.5233 $ 25.7495 $ 27.0370 $ 28.3889 Utility Worker III / Lead $ 22.2433 $ 23.3555 $ 24.5233 $ 25.7495 $ 27.0370 $ 28.3889 Sewer/ Water Operator I $ 20.1168 $ 21.1226 $ 22.1787 $ 23.2876 $ 24.4520 $ 25.6746 Sewer/ Water Operator II $ 22.1285 $ 23.2349 $ 24.3966 $ 25.6164 $ 26.8972 $ 28.2421 Mechanic $ 20.7367 $ 21.7735 $ 22.8622 $ 24.0053 $ 25.2056 $ 26.4659

Public Works Pay Schedule Effective 7/1/2019 - Percentage Change 2% Hourly Rate Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Facilities Maintenance Worker $ 15.8291 $ 16.6206 $ 17.4516 $ 18.3242 $ 19.2404 $ 20.2024 Parks Maint Worker II $ 18.1611 $ 19.0692 $ 20.0227 $ 21.0238 $ 22.0750 $ 23.1788 Utility Worker I $ 18.1611 $ 19.0692 $ 20.0227 $ 21.0238 $ 22.0750 $ 23.1788 Utility Worker II $ 19.6875 $ 20.6719 $ 21.7055 $ 22.7908 $ 23.9303 $ 25.1268 Utility Worker III / Mechanic $ 22.6882 $ 23.8226 $ 25.0137 $ 26.2644 $ 27.5776 $ 28.9565 Utility Worker III / Lead $ 22.6882 $ 23.8226 $ 25.0137 $ 26.2644 $ 27.5776 $ 28.9565 Sewer/ Water Operator I $ 20.5191 $ 21.5451 $ 22.6224 $ 23.7535 $ 24.9412 $ 26.1883 Sewer/ Water Operator II $ 22.5711 $ 23.6997 $ 24.8847 $ 26.1289 $ 27.4353 $ 28.8071 Mechanic $ 21.1514 $ 22.2090 $ 23.3195 $ 24.4855 $ 25.7098 $ 26.9953

Public Works Pay Schedule Effective 7/1/2020 - Percentage Change 2% Hourly Rate Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Facilities Maintenance Worker $ 16.1457 $ 16.9530 $ 17.8007 $ 18.6907 $ 19.6252 $ 20.6065 Parks Maint Worker II $ 18.5243 $ 19.4505 $ 20.4230 $ 21.4442 $ 22.5164 $ 23.6422 Utility Worker I $ 18.5243 $ 19.4505 $ 20.4230 $ 21.4442 $ 22.5164 $ 23.6422 Utility Worker II $ 20.0813 $ 21.0854 $ 22.1397 $ 23.2467 $ 24.4090 $ 25.6295 Utility Worker III / Mechanic $ 23.1420 $ 24.2991 $ 25.5141 $ 26.7898 $ 28.1293 $ 29.5358 Utility Worker III / Lead $ 23.1420 $ 24.2991 $ 25.5141 $ 26.7898 $ 28.1293 $ 29.5358 Sewer/ Water Operator I $ 20.9295 $ 21.9760 $ 23.0748 $ 24.2285 $ 25.4399 $ 26.7119 Sewer/ Water Operator II $ 23.0225 $ 24.1736 $ 25.3823 $ 26.6514 $ 27.9840 $ 29.3832 Mechanic $ 21.5744 $ 22.6531 $ 23.7858 $ 24.9751 $ 26.2239 $ 27.5351

Public Works Pay Schedule Effective 7/1/2021 - Percentage Change 2% Hourly Rate Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Facilities Maintenance Worker $ 16.4686 $ 17.2920 $ 18.1566 $ 19.0644 $ 20.0176 $ 21.0185 Parks Maint Worker II $ 18.8948 $ 19.8395 $ 20.8315 $ 21.8731 $ 22.9668 $ 24.1151 Utility Worker I $ 18.8948 $ 19.8395 $ 20.8315 $ 21.8731 $ 22.9668 $ 24.1151 Utility Worker II $ 20.4829 $ 21.5070 $ 22.5824 $ 23.7115 $ 24.8971 $ 26.1420 Utility Worker III / Mechanic $ 23.6048 $ 24.7850 $ 26.0243 $ 27.3255 $ 28.6918 $ 30.1264 Utility Worker III / Lead $ 23.6048 $ 24.7850 $ 26.0243 $ 27.3255 $ 28.6918 $ 30.1264 Sewer/ Water Operator I $ 21.3481 $ 22.4155 $ 23.5363 $ 24.7131 $ 25.9488 $ 27.2462 Sewer/ Water Operator II $ 23.4830 $ 24.6572 $ 25.8901 $ 27.1846 $ 28.5438 $ 29.9710 Mechanic $ 22.0059 $ 23.1062 $ 24.2615 $ 25.4746 $ 26.7483 $ 28.0857

Silverton City Council Meeting February 1, 2021 65 of 126 Attachment 3 to Agenda Item No. 8.1

Memorandum of Understanding City of Silverton and Public Works Association/Laborer’s Local 483

This Memorandum of Understanding is between the City of Silverton (“City”) and the Public Works Association/Laborer’s Local 483 (“Association”). The parties agree as follows:

1. The City and Association entered into a Collective Bargaining Agreement (CBA) effective July 1, 2018 through June 30, 2022.

2. Exhibit A provides the current pay schedule for represented positions in the Association.

3. The parties met on DATE and agreed to a job description for the Sewer/Water Operator III position.

4. The parties met, and the Association has agreed to the City’s proposal of adding the Sewer/Water Operator III position to the wage scale as outlined in Exhibit B.

5. This Memorandum of Understanding shall be effective for the remaining period of the CBA.

City of Silverton Public Works Association Laborer’s Local 483

By By ______City Manager Pro Tem Public Works Association/ LIUNA 483

Date______Date______

Silverton City Council Meeting February 1, 2021 66 of 126 Attachment 4 to Agenda Item No. 8.1

City of Silverton Exhibit B - Includes Proposed Sewer/Water Operator III Public Works Pay Schedule Effective 7/1/2018 Hourly Rate Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Facilities Maintenance Worker $ 15.5187 $ 16.2946 $ 17.1093 $ 17.9648 $ 18.8630 $ 19.8062 Parks Maint Worker II $ 17.8050 $ 18.6953 $ 19.6301 $ 20.6116 $ 21.6422 $ 22.7243 Utility Worker I $ 17.8050 $ 18.6953 $ 19.6301 $ 20.6116 $ 21.6422 $ 22.7243 Utility Worker II $ 19.3015 $ 20.2666 $ 21.2799 $ 22.3439 $ 23.4611 $ 24.6342 Utility Worker III / Mechanic $ 22.2433 $ 23.3555 $ 24.5233 $ 25.7495 $ 27.0370 $ 28.3889 Utility Worker III / Lead $ 22.2433 $ 23.3555 $ 24.5233 $ 25.7495 $ 27.0370 $ 28.3889 Sewer/ Water Operator I $ 20.1168 $ 21.1226 $ 22.1787 $ 23.2876 $ 24.4520 $ 25.6746 Sewer/ Water Operator II $ 22.1285 $ 23.2349 $ 24.3966 $ 25.6164 $ 26.8972 $ 28.2421 Mechanic $ 20.7367 $ 21.7735 $ 22.8622 $ 24.0053 $ 25.2056 $ 26.4659

Public Works Pay Schedule Effective 7/1/2019 - Percentage Change 2% Hourly Rate Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Facilities Maintenance Worker $ 15.8291 $ 16.6206 $ 17.4516 $ 18.3242 $ 19.2404 $ 20.2024 Parks Maint Worker II $ 18.1611 $ 19.0692 $ 20.0227 $ 21.0238 $ 22.0750 $ 23.1788 Utility Worker I $ 18.1611 $ 19.0692 $ 20.0227 $ 21.0238 $ 22.0750 $ 23.1788 Utility Worker II $ 19.6875 $ 20.6719 $ 21.7055 $ 22.7908 $ 23.9303 $ 25.1268 Utility Worker III / Mechanic $ 22.6882 $ 23.8226 $ 25.0137 $ 26.2644 $ 27.5776 $ 28.9565 Utility Worker III / Lead $ 22.6882 $ 23.8226 $ 25.0137 $ 26.2644 $ 27.5776 $ 28.9565 Sewer/ Water Operator I $ 20.5191 $ 21.5451 $ 22.6224 $ 23.7535 $ 24.9412 $ 26.1883 Sewer/ Water Operator II $ 22.5711 $ 23.6997 $ 24.8847 $ 26.1289 $ 27.4353 $ 28.8071 Mechanic $ 21.1514 $ 22.2090 $ 23.3195 $ 24.4855 $ 25.7098 $ 26.9953

Public Works Pay Schedule Effective 7/1/2020 - Percentage Change 2% Hourly Rate Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Facilities Maintenance Worker $ 16.1457 $ 16.9530 $ 17.8007 $ 18.6907 $ 19.6252 $ 20.6065 Parks Maint Worker II $ 18.5243 $ 19.4505 $ 20.4230 $ 21.4442 $ 22.5164 $ 23.6422 Utility Worker I $ 18.5243 $ 19.4505 $ 20.4230 $ 21.4442 $ 22.5164 $ 23.6422 Utility Worker II $ 20.0813 $ 21.0854 $ 22.1397 $ 23.2467 $ 24.4090 $ 25.6295 Utility Worker III / Mechanic $ 23.1420 $ 24.2991 $ 25.5141 $ 26.7898 $ 28.1293 $ 29.5358 Utility Worker III / Lead $ 23.1420 $ 24.2991 $ 25.5141 $ 26.7898 $ 28.1293 $ 29.5358 Sewer/ Water Operator I $ 20.9295 $ 21.9760 $ 23.0748 $ 24.2285 $ 25.4399 $ 26.7119 Sewer/ Water Operator II $ 23.0225 $ 24.1736 $ 25.3823 $ 26.6514 $ 27.9840 $ 29.3832 Sewer/Water Operator III $ 24.1736 $ 25.3823 $ 26.6514 $ 27.9840 $ 29.3832 $ 30.8524 Mechanic $ 21.5744 $ 22.6531 $ 23.7858 $ 24.9751 $ 26.2239 $ 27.5351

Public Works Pay Schedule Effective 7/1/2021 - Percentage Change 2% Hourly Rate Position Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Facilities Maintenance Worker $ 16.4686 $ 17.2920 $ 18.1566 $ 19.0644 $ 20.0176 $ 21.0185 Parks Maint Worker II $ 18.8948 $ 19.8395 $ 20.8315 $ 21.8731 $ 22.9668 $ 24.1151 Utility Worker I $ 18.8948 $ 19.8395 $ 20.8315 $ 21.8731 $ 22.9668 $ 24.1151 Utility Worker II $ 20.4829 $ 21.5070 $ 22.5824 $ 23.7115 $ 24.8971 $ 26.1420 Utility Worker III / Mechanic $ 23.6048 $ 24.7850 $ 26.0243 $ 27.3255 $ 28.6918 $ 30.1264 Utility Worker III / Lead $ 23.6048 $ 24.7850 $ 26.0243 $ 27.3255 $ 28.6918 $ 30.1264 Sewer/ Water Operator I $ 21.3481 $ 22.4155 $ 23.5363 $ 24.7131 $ 25.9488 $ 27.2462 Sewer/ Water Operator II $ 23.4830 $ 24.6572 $ 25.8901 $ 27.1846 $ 28.5438 $ 29.9710 Sewer/Water Operator III $ 24.6572 $ 25.8901 $ 27.1846 $ 28.5438 $ 29.9710 $ 31.4696 Mechanic $ 22.0059 $ 23.1062 $ 24.2615 $ 25.4746 $ 26.7483 $ 28.0857

Silverton City Council Meeting February 1, 2021 67 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Agenda Item No.: Topic: 8.2 WWTP purchase of two aeration basin mixers Agenda Type: Consent Meeting Date: February 1, 2021 Prepared by: Reviewed by: Approved by: Steve Starner Petra Schuetz Bob Willoughby

Recommendation: Authorize the City Manager Pro Tem to enter into an agreement with Xylem Water Solutions USA, Inc., for the purchase of two variable speed mixers for the Wastewater Treatment Plant (WWTP) aeration basins, for a total cost of $51,160.00. After completing the purchase, Energy Trust will provide the City with an Incentive Reservation Offer in the amount of $5,051. Background: Large submersible propeller mixers run continuously to ensure a homogenous mix of the aeration basin contents. The mixing brings organic matter into contact with microorganisms that use the organics as a food source, and distributes dissolved oxygen throughout the aerobic treatment zone. The treatment process utilizes two aeration basins, with two mixers per basin. One mixer in each basin has failed. Replacement of the two failed mixers was budgeted for the 2020-2021 fiscal year.

Rather than replacing the mixers with conventional constant speed mixers, operators have initiated a trial of new technology using variable speed mixers. Energy Trust has evaluated the new technology compared to conventional mixing technology and concluded an incentive of $5,051 is warranted based on estimated electric savings.

At this time, Energy Trust can only provide the incentive for one mixer as a budget shortfall for PGE has necessitated placing a freeze on new Energy Trust evaluations, studies, and incentives. The combination of reduced utility bill revenues due to COVID, and the expense of unanticipated infrastructure repairs necessitated by wildfires have temporarily stalled the Energy Trust program.

Budget Impact Fiscal Year Funding Source $51,160.00 2020-2021 Sewer Operations

Attachments: 1. Energy Trust Incentive Reservation Offer 2. WWTP Aeration Basin Mixer Quotes

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 68 of 126 Attachment 1 to Agenda Item No. 8.2

Incentive Reservation Offer - Custom Production Efficiency | Form 420C

To be completed by Authorized Energy Trust Representative and Participant

Program Use Only v2020.3 PE Number PE18726 Exempt from 838? No PT ID Currently using EE Self-Direct credits No Section A: Participant Information Participant Name City of Silverton

Assumed Business Name City of Silverton Wastewater Treatment Plant

Contact Name Steve Starner Job Title Water Quality Division Supervisor

Mailing Address 306 S Water St City Silverton State OR Zip 97381

Telephone (503) 991-3659

Email [email protected]

Section B: Project and Facility Information Project Name Mixer Upgrade

Site Address 400 S Schemmel Ln City Silverton State OR Zip 97381

Section C: Measure Summary and Incentive Calculations A technical analysis study, incorporated and made part of this agreement by this reference, was performed for Participant's site by Energy 350 , and is dated 12/9/2020 . Based on our review of this information, we have identified the following energy efficiency measures (Measures) as potentially eligible to receive Energy Trust incentive funds. Estimated Estimated Estimated Estimated Measure Gas Savings Electric Savings Cost of Measure Incentive Amount EEM 1: Mixer Upgrade 0 therms 13,293 kWh $11,249 $5,051 Totals 0 therms 13,293 kWh $11,249 $5,051 Estimated incentives have been calculated in accordance with current program requirements and incentive levels. The actual incentive amount paid to Participant may vary depending on the actual Measures installed and final costs. Measure equipment or services purchased or contracted for prior to a Participant signing and returning this Form 420C are done at-risk and associated costs will not be included as an eligible project cost for the purposes of Energy Trust’s incentive calculations unless Energy Trust has specifically communicated otherwise. Contact your Energy Trust representative if you have any questions.

Pre-authorization Signature Required Eric Braddock Reviewed by [email protected] Signature Date 12/9/20 Production Efficiency Technical Manager

Section D: Schedule and Incentive Reservation Period (to be completed by Participant) Participant will take the following actions to complete timely installation of the Measures and agrees to notify Energy Trust immediately of any delays to the project schedule or of any decision to abandon the project during the incentive reservation period. Estimated Equipment Estimated Installation Purchase Date Start Date Estimated Installation Final Documentation Completion Date Submission If Participant signs and submits this agreement to Energy Trust by the Submittal Deadline listed (see Section F below), Energy Trust will reserve the estimated incentive amount for Participant’s identified Measure(s) until the Incentive Reservation Expiration Date indicated below, so long as Participant complies with the terms and conditions of this agreement and continues to make progress to complete timely installation of the Measure(s). Incentive Reservation Expiration Date: 12/9/2021 Any request for an extension beyond this date must be submitted to the Program in writing and in advance for review and consideration. Energy Trust retains the right to withdraw an incentive reservation at any point during the reservation period if we determine that Participant is not progressing appropriately and in good faith to perform timely completion of project work. Changes during the incentive reservation period that affect Measure eligibility, costs or energy savings may result in a revised incentive estimate. Funds that have been reserved are not transferable to other projects or properties.

Form 420C v2020.3 200511 Energy Trust of Oregon – Production Efficiency Page 1 of 3 421 SW Oak Street, Suite 300 ♦ Portland, OR 97204 Tel: 1.866.202.0576 ♦ Fax: 503.546.6862 [email protected]

Silverton City Council Meeting February 1, 2021 69 of 126 Incentive Reservation Offer - Custom Production Efficiency | Form 420C

To be completed by Authorized Energy Trust Representative and Participant

Section E: Additional Terms and Conditions 1. ELIGIBILITY/APPLICATION: Industrial and agricultural customers 5. INCENTIVES: Funds for incentives are limited and subject to budget with sites eligible to participate in the Energy Trust of Oregon, Inc. availability. Details of the Program, including incentive levels, are subject (Energy Trust) Production Efficiency program (Program) and served by to change. Actual incentive amounts paid may differ from estimated Portland General Electric, Pacific Power, NW Natural, Cascade Natural amounts herein depending on the actual Measures installed and final Gas or Avista can apply for incentives for qualifying Measures. The project cost documentation; however, in no event would Energy Trust be Energy Trust incentive funding available to NW Natural Industrial Sales obligated to pay more under this agreement than the estimated amounts Service Customer accounts established under Rate Schedule 3, 31 or 32 set forth herein. Energy Trust incentives will never exceed the and Commercial Sales Service Customer accounts established under documented total final project costs or a maximum of $499,999. The Rate Schedule 32 is subject to NW Natural's Schedule 360 filing with the Program also limits the total amount of incentives that any Participant Public Utility Commission of Oregon, and a signed Natural Gas Non- can receive on a per site, per year basis. If any bonus amounts are Transportation Agreement (402N) must be submitted in addition to this available for qualifying equipment, the base incentive plus the bonus application to be eligible for Energy Trust natural gas incentives. incentives will never exceed the total documented eligible project cost. Transportation service or Combination service customer accounts are not 6. PAYMENT: For approved applications, incentive funds will be paid eligible for Energy Trust natural gas incentives. Additional eligibility upon (1) completion of the identified Measures as confirmed by an restrictions may apply and final determination of eligibility rests solely with Energy Trust post-installation verification review, and (2) submission of a Energy Trust. This application must be filled out completely, truthfully and Form 440C: Project Completion Certification form along with all accurately. Participant should retain a copy of this application and any required final cost documentation for the completed Measures within 180 accompanying documentation submitted to Energy Trust. days from final Measure invoice date. Please allow 60 days from Energy Energy Trust will not be responsible for lost documentation pertaining to Trust’s receipt of all required information for delivery of the incentive this application. payment, which will be made to Participant unless assigned by 2. MEASURE INSTALLATION: Participant represents that it has the Participant in Participant’s submitted Form 440. A complete, accurate, right to perform the Measures at the site identified and that any necessary and verifiable IRS Form W-9 is required. Failure to provide all required consents have been obtained. Participant is solely responsible for information may result in delay or withholding of payment. implementing the Measures and for ensuring that it is in compliance with all laws, regulations and safety, building, environmental and permitting 7. FINAL COST DOCUMENTATION: Participant agrees to timely codes and any manufacturer instructions. Participant agrees to notify provide Energy Trust and its representatives with, within 180 days from Energy Trust during the incentive reservation period of any changes or final Measure purchase and installation invoice date, all final cost change orders issued to contractors or installers that will materially affect documentation necessary for Energy Trust to determine whether certain the installation costs or the anticipated savings of the Measures. Any measure(s) qualify for incentive funding and/or to calculate Participant's such changes may result in decreased energy savings and/or a reduction actual incentive amount(s). Final cost documentation must itemize the of final incentive amount. equipment purchased and/or work performed for the Measure(s) and may include without limitation the following: (1) purchase invoices, sales 3. VERIFICATION: Reviews of technical work before, during, and after slips, purchase orders, or contracts for equipment or services ordered, Measure installation are a critical part of Energy Trust's verification (2) size, type, make, and model or part number of equipment purchased process for energy savings and incentive calculations and Participant and the date of the equipment purchase and itemized price paid, (3) a agrees to provide Energy Trust and its representatives with reasonable detailed description of installation or other labor charges for the access to (1) the project site, and (2) all technical documentation related Measures showing the date the work was performed, title of the worker, to the Measures energy use and equipment operations. Satisfactory hours worked, Measure installed and base hourly pay rate of each completion of a post-installation verification of the Measures must occur worker title, and (4) documentation of any federal or state tax credits, before any incentive payment will be issued. This verification is for discounts, rebates, incentives or other consideration received for the program purposes only and no warranty is implied. Measures that reduces the final costs incurred by Participant. 4. ACCESS/EVALUATION: If Participant's project is selected for 8. ASSIGNMENT OF INCENTIVE PAYMENT BY PARTICIPANT: evaluation, Participant agrees to cooperate with such evaluation as a Participant may assign its right, title and interest in the incentive to which requirement of its incentive agreement with Energy Trust. Participant Participant may become entitled to another payee in accordance with the agrees to provide Energy Trust and its representatives with (i) reasonable terms and conditions set forth in the Form 440C. Notwithstanding such access to the project site(s), obtaining any and all necessary consents, assignment, responsibility for complying with all terms and conditions of (ii) requested technical and other project documentation related to the this agreement shall continue to rest solely with Participant, and Energy Measure(s), and (iii) information about the energy use and operations of Trust's sole obligation under this agreement shall be to Participant. the Measure(s) and/or project site(s) for the purposes of evaluating the energy savings during and after project completion. 9. TAX LIABILITY: Energy Trust is not responsible for any tax liability imposed on Participant as a result of payment of the incentives. Energy Trust is not providing tax advice, and any communication by Energy Trust is not intended or written to be used, and cannot be used, for the purpose of avoiding penalties under the Internal Revenue Code. 10. NO ENDORSEMENT: Energy Trust does not endorse any particular manufacturer, contractor or product in promoting this program. The fact that the names of particular manufacturers, contractors, products or systems may appear on this application or elsewhere in the program does not constitute an endorsement. Manufacturers, contractors, products or systems not mentioned are not implied to be unsuitable or defective in any way.

11. INFORMATION RELEASE: Participant agrees that Energy Trust 15. IMPACTS OF SELF-DIRECTION (For Large Energy Users of

Form 420C v2020.3 200511 Energy Trust of Oregon – Production Efficiency Page 2 of 3 421 SW Oak Street, Suite 300 ♦ Portland, OR 97204 Tel: 1.866.202.0576 ♦ Fax: 503.546.6862 [email protected]

Silverton City Council Meeting February 1, 2021 70 of 126 Incentive Reservation Offer - Custom Production Efficiency | Form 420C

To be completed by Authorized Energy Trust Representative and Participant

11. INFORMATION RELEASE: Participant agrees that Energy Trust 15. IMPACTS OF SELF-DIRECTION (For Large Energy Users of may include some or all of the following information in reports to PGE or Pacific Power only): Incentive funding provided by Energy Bonneville Power Administration, the legislature, the Oregon Public Utility Trust is subject to Energy Trust's policy on self-direction. A complete Commission (OPUC), and other government agencies as necessary to copy of the policy is available for review on our website at meet Energy Trust’s responsibilities and regulatory requirements: www.energytrust.org. If this facility (i) has been, or may qualify to be, Participant name, site address, general description of the type of energy certified by the Oregon Department of Energy (ODOE) as eligible to self - saving or renewable project implemented (e.g. lighting, HVAC, solar PV), direct, (ii) is currently using self-direction credits against the conservation Energy Trust services or incentive payments provided to the Participant, public purpose charge on its electric utility bill, or (iii) uses more than and any energy saved or generated as a result of Energy Trust services 8,760,000 kilowatt hours of electricity annually, then Participant is or may or incentives. Energy Trust will treat all other information gathered as be eligible to self-direct. Participant is not allowed to, and represents that confidential and report it to such agencies only in the aggregate. it will not, apply for self-direction credits for any energy efficiency 12. ASSIGNMENT: Energy Trust may, at any time, assign its rights equipment or measures that receive Energy Trust incentive funds. Based under this agreement to a third party when requested to do so by the on information provided by Participant, Energy Trust has calculated OPUC under its grant agreement with Energy Trust. estimated incentives as set forth in this Form 420C: Incentive Reservation Offer according to one of the following options: 13. DISCLAIMER / NO LIABILITY: Participant understands that, while Energy Trust may provide the funding for an incentive payment to the OPTION 1: Participant agrees that it will not self-direct the conservation Participant, Energy Trust is not supervising work performed for public purpose charge for the site (as designated by ODOE as of the Participant, nor is Energy Trust responsible in any way for proper date of this agreement) for a period of 36 months from the date of completion of that work or proper performance of any equipment Energy Trust’s incentive payment and will be eligible to receive the full purchased. Participant shall independently evaluate any information Energy Trust incentives for the measures. If Participant’s incentive is provided by Energy Trust or its representatives related to the Measures. calculated according to this OPTION 1 and Participant begins self- Energy Trust is simply providing funding to assist Participant in directing the conservation portion of the public purpose charge for the implementing energy efficiency Measures. Participant assumes the risk site during that 36 month time period, Participant will notify Energy Trust of any loss or damage(s) that Participant may suffer in connection and agrees to pay to Energy Trust a pro-rated refund amount calculated with the installation of the Measures. Energy Trust does not as follows: Pro-Rated Refund Amount = 0.5 x A x B; where A = total guarantee any particular energy savings results by its approval of amount of Energy Trust incentives paid; and B = 36 minus the number of this application, or by any other of its actions. In no event will months elapsed since Energy Trust incentive payment date, divided by Energy Trust be liable for the failure of Participant to achieve energy 36. savings, the operation of Participant's facilities, or any incidental or OPTION 2: Participant may continue to self-direct the conservation consequential damages of any kind in connection with this public purpose charge for the facility and will be eligible to receive up to agreement or the installation of the Measures, and in no event shall half of the Energy Trust incentive for the Measures. Energy Trust's liability to Participant exceed the amount of any In the event Participant receives the full Energy Trust incentive amount, incentive owed. Participant understands and agrees that it is subject to OPTION 1. If 14. HAZARDOUS MATERIALS: Energy Trust and its representatives Participant is subject to this provision and has any questions about shall have no responsibility for the discovery, presence, handling, how Energy Trust calculated Participant’s incentive estimate set removal, disposal of, or exposure of persons to hazardous materials of forth herein (OPTION 1 or OPTION 2), contact Energy Trust before any kind in connection with Participant's facility, including without signing and returning this Form 420C. limitation asbestos, asbestos products, PCBs, or other toxic substances. 16. NONWAIVER: The failure or refusal of Energy Trust to enjoin any breach or violation of any provision of this agreement will not be a waiver of, consent to, or excuse for any other, different or subsequent breach or violation. 17. GOVERNING LAW: This agreement shall be exclusively governed by and construed in accordance with applicable Oregon law, without regard to any conflicts of laws rules thereof.

Section F: Submittal Deadline to Reserve Incentives To reserve the estimated incentive amounts for the Measure(s) identified, Participant must complete, sign and return this agreement to the Program by the Submittal Deadline listed below. Details of this Program, including incentives, are subject to change. Applications will be processed in accordance with Program requirements and Energy Trust incentive funding is subject to budget availability.

Submittal Deadline: 2/7/2021

Agreement By my signature below, I represent that (i) I have read, understand, and am duly authorized to sign this agreement on behalf of Participant, (ii) I have completed this Form 420C completely, truthfully, and accurately to the best of my knowledge, and (iii) Participant agrees to the terms and conditions of this agreement. Authorized Signature Date Representative (printed name) Documents transmitted with faxed, scanned or digital signature shall be deemed to be original signatures. At the request of Energy Trust, Participant shall confirm signature by providing an original document.

Form 420C v2020.3 200511 Energy Trust of Oregon – Production Efficiency Page 3 of 3 421 SW Oak Street, Suite 300 ♦ Portland, OR 97204 Tel: 1.866.202.0576 ♦ Fax: 503.546.6862 [email protected]

Silverton City Council Meeting February 1, 2021 71 of 126 Attachment 2 to Agenda Item No. 8.2

Xylem Water Solutions USA, Inc. Flygt Products January 5, 2021 9625 SW Tualatin Sherwood Road CITY OF SILVERTON WSTWTR TRTMN Tualatin, Oregon 97062 400 SCHEMMEL LN Tel (503) 240-1980 SILVERTON OR 97381-1075 Fax (503) 240-3445

Quote # 2021-POR-0010 Project Name: Silverton, City of Job Name: 4320 Mixer

Xylem Water Solutions USA, Inc. is pleased to provide a quote for the following Flygt equipment.

4320 Mixer Qty Description Unit Price 2 SR3X2.0 5.5/40 65' FM FLS $ 22,795.65 2 STAND UNIT $ 2,784.35

Total Price $ 51,160.00

Terms & Conditions This order is subject to the Standard Terms and Conditions of Sale – Xylem Americas effective on the date the order is accepted which terms are available at http://www.xyleminc.com/en-us/Pages/terms- conditions-of-sale.aspx and incorporated herein by reference and made a part of the agreement between the parties. Purchase Orders: Please make purchase orders out to: Xylem Water Solutions USA, Inc. Freight Terms: 3 DAP - Delivered At Place 08 - Jobsite (per IncoTerms 2020) See Freight Payment (Delivery Terms) below. Taxes: State, local and other applicable taxes are not included in this quotation. Back Charges: Buyer shall not make purchases nor shall Buyer incur any labor that would result in a back charge to Seller without prior written consent of an authorized employee of Seller. Shortages: Xylem will not be responsible for apparent shipment shortages or damages incurred in shipment that are not reported within two weeks from delivery to the jobsite. Damages should be noted on the receiving slip and the truck driver advised of the damages. Please contact our office as soon as possible to report damages or shortages so that replacement items can be shipped and the appropriate claims made. Terms of payment: 100% N30 after invoice date. Validity: This Quote is valid for ninety (90) days. Terms of Delivery: PP/Add Order Position Schedule: Please consult your local Flygt Branch Office to get fabrication and delivery lead times.

Page 1 of 3

Silverton City Council Meeting February 1, 2021 72 of 126 Thank you for the opportunity to provide this quotation. Please contact us if there are any questions.

Sincerely,

Dave Olson Sashi Bodavula Sales Representative Technical Inside Sales Phone: 503-290-2175 Phone: 7048879150 Cell: 503-789-7330 [email protected] [email protected] Fax: 503-240-3445

Page 2 of 3

Silverton City Council Meeting February 1, 2021 73 of 126 Customer Acceptance This order is subject to the Standard Terms and Conditions of Sale – Xylem Americas effective on the date the order is accepted which terms are available at http://www.xyleminc.com/en-us/Pages/terms- conditions-of-sale.aspx and incorporated herein by reference and made a part of the agreement between the parties.

A signed copy of this Quote is acceptable as a binding contract.

Purchase Orders: Please make purchase orders out to: Xylem Water Solutions USA, Inc.

Quote #: 2021-POR-0010 Customer Name: CITY OF SILVERTON WSTWTR TRTMN Job Name: 4320 Mixer Total Amount: $ 51,160.00 (excluding freight)

Signature: ______Name:______(PLEASE PRINT)

Company/Utility:______PO:______Address:______Date:______Phone:______Email:______

______Fax:______

Page 3 of 3

Silverton City Council Meeting February 1, 2021 74 of 126 INCORPORATED SANITATION ∙ HYDRAULIC ∙ AND PROCESSING EQUIPMENT QUOTATION PLEASANTON GOLD RIVER STOCKTON 5115-A Johnson Dr 2200 Sunrise Blvd, Suite #240 119 Val Dervin Parkway, Suite #2 Pleasanton, CA 94588 Gold River, CA 95670 Stockton, CA 95206 Phone (925) 485-9720 Phone (916) 309-4132 Phone (209) 234-5909 Fax (925) 485-6085 Fax (209) 234-5913

TO: City of Silverton, Oregon DATE: 20 January 2021 PHONE: QUOTE #: 101320FL Silverton Mixers EMAIL: JOB: N/A LOCATION: Silverton, OR WE ARE PLEASED TO QUOTE THE FOLLOWING SCOPE OF SUPPLY SUBJECT TO CONDITIONS PRINTED ON THE BACK HEREOF, F.O.B. FACTORY THESE CONDITIONS MAY BE CHANGED ONLY BY A WRITTEN F.F.A. TO FIRST DESTINATION STATEMENT SIGNED BY AN OFFICER OF SHAPE, INCORPORATED. QTY ITEM DESCRIPTION PRICE 4320.091-0004 2 Flygt 4320 Adaptive Mixer, 3-Blade 79” Propeller, 5.5 HP / 3-Phase / 460V / FM Rated

4819511 2 Stand Unit

+ Applicable Sales Tax (not included) Total Extended Price: $ 74,066.00 NOTES: 1. Price does not include freight: FOB Factory 2. Price does not include any applicable taxes 3. Price does not include: installation, equipment unloading, guide bars, pipe, valves, conduit, anchor bolts, or any other items not listed 4. ESTIMATED delivery of equipment 11-12 WEEKS

SHAPE INC.

______Josh Rose

PRICE DOES NOT INCLUDE ANY SALES OR USE TAX PAYABLE UNDER ANY STATE OR FEDERAL STATURE. THIS QUOTATION PRICE IS FOR MATERIAL LISTED ABOVE. ANY ADDITIONS OR MODIFICATIONS THAT BECOME NECESSARY FOR APPROVED SUBMITTALS, UPON AWARDING OF THIS CONTRACT, MAY RESULT IN NECESSARY PRICE CHANGES.

NOTE: ITEMS NOT SPECIFIED ON THIS QUOTATION ARE NOT INCLUDED IN OUR PRICE AND ARE TO BE SUPPLIED BY OTHERS. PRICES ARE FOR IMMEDIATE ACCEPTANCE AND SUBJECT TO CHANGE WITHOUT NOTICE. Rev. 01/98 SALE SUBJECT TO MANUFACTURERS STANDARD TERMS AND CONDITIONS. 30% Re-stocking fee. Page 1 of 1

Silverton City Council Meeting February 1, 2021 75 of 126 Silverton City Council Meeting February 1, 2021 76 of 126

Xylem Water Solutions USA, Inc. Flygt Products

11161 Harrel Street January 5, 2021 Mira Loma, CA 91752 Tel (951) 332-3668 Fax (951) 332-3679 CITY OF SILVERTON WSTWTR TRTMN 400 SCHEMMEL LN SILVERTON OR 97381-1075

Quote # Project Name: City of Silverton Job Name:

Xylem Water Solutions USA, Inc. is pleased to provide a quote for the following Flygt equipment.

A Flygt Preventive Maintenance Contract is available for this order. Please contact XXX for more information.

parts Qty Part Number Description Unit Price Extended Price 2 4320.091-0004 SR3X2.0 5.5/40 65' FM FLS $ 33,002.00 $ 66,004.00 2 481 95 11 STAND UNIT $ 4,031.00 $ 8,062.00

Total Price $ 74,066.00

Terms & Conditions This order is subject to the Standard Terms and Conditions of Sale – Xylem Americas effective on the date the order is accepted which terms are available at http://www.xyleminc.com/en-us/Pages/terms- conditions-of-sale.aspx and incorporated herein by reference and made a part of the agreement between the parties. Purchase Orders: Please make purchase orders out to: Xylem Water Solutions USA, Inc. Freight Terms: 3 DAP - Delivered At Place 08 - Jobsite (per IncoTerms 2020) See Freight Payment (Delivery Terms) below. Taxes: State, local and other applicable taxes are not included in this quotation. Back Charges: Buyer shall not make purchases nor shall Buyer incur any labor that would result in a back charge to Seller without prior written consent of an authorized employee of Seller. Shortages: Xylem will not be responsible for apparent shipment shortages or damages incurred in shipment that are not reported within two weeks from delivery to the jobsite. Damages should be noted on the receiving slip and the truck driver advised of the damages. Please contact our office as soon as possible to report damages or shortages so that replacement items can be shipped and the appropriate claims made. Terms of Delivery: PP/Add Order Position Terms of Payment: 100% N45 after invoice date. Xylem’s payment shall not be dependent upon Purchaser being paid by any third Page 1 of 3

Silverton City Council Meeting February 1, 2021 76 of 126 party unless Owner denies payment due to reasons solely attributable to items related to the equipment being provided by FLYGT.

Validity: This Quote is valid for ninety (90) days. Schedule: Submittals are not applicable. Delivery lead times are XX weeks after order acceptance.

Thank you for the opportunity to provide this quotation. Please contact us if there are any questions.

Sincerely,

Manny Padilla Jr. Shop Supervisor Phone: 562.760.9258 [email protected]

Page 2 of 3

Silverton City Council Meeting February 1, 2021 77 of 126 Silverton City Council Meeting February 1, 2021 78 of 126

Xylem Water Solutions USA, Inc. Flygt Products Customer Acceptance This order is subject to the Standard Terms and Conditions of Sale – Xylem Americas effective on the date the order is accepted which terms are available at http://www.xyleminc.com/en-us/Pages/terms- conditions-of-sale.aspx and incorporated herein by reference and made a part of the agreement between the parties.

A signed copy of this Quote is acceptable as a binding contract.

Purchase Orders: Please make purchase orders out to: Xylem Water Solutions USA, Inc.

Quote #: Customer Name: CITY OF SILVERTON WSTWTR TRTMN Job Name: Total Amount: $ 74,066.00 (excluding freight)

Signature: ______Name:______(PLEASE PRINT)

Company/Utility:______PO:______Address:______Date:______Phone:______Email:______

______Fax:______

Page 3 of 3

Silverton City Council Meeting February 1, 2021 78 of 126 From: Dave Bobbett [mailto:[email protected]] Sent: Tuesday, January 5, 2021 3:29 PM To: Steve Starner Subject: Flygt mixer and stand quote

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. **** Steve,

Below is my pricing for two 4320 mixers with stands and freight. Please let me know if you need anything else and Happy New Year.

1. 4320.091-0004, 5.5hp/460V/2 blade prop/ 65’ cable, FM, FLS - $33,002.00 x 2 = $66,004.00 2. 481 95 11 – Mixer stand - $4031.00 x 2 = $8062.00 3. Freight - $2000.00 - $2500.00 (estimated) 4. Total = $76,566.00

Dave Bobbett Municipal Accounts Manager |Washington|Oregon| M: (360) 558-0784 Whitney Equipment Co O: (360) 694-9175 2501 SE Columbia Way, ste [email protected] 300 www.weci.com Vancouver, WA 98665

Silverton City Council Meeting February 1, 2021 79 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Agenda Item No.: Topic: 9.1 Appointments to the Environmental Management Agenda Type: Committee, the Homeless/ Appointments to Committees Housing Task Force and the and Advisory Groups Oregon Garden Foundation Meeting Date: Board February 1, 2021 Prepared by: Reviewed by: Approved by: Angela Speier Bob Willoughby Bob Willoughby

Recommendation: Make the following motions to appoint individuals to the committees listed below, as recommended by the Mayor:

“I move to appoint ______and ______to the Environmental Management Committee for terms expiring on February 6, 2024.”

“I move to appoint ______and ______to the Homeless/Housing Task Force.”

“I move to appoint ______to the Oregon Garden Foundation Board for a term expiring on December 31, 2021.”

Background: Environmental Management Committee (EMC) Richard Freeman and Jaime Fuhrman terms on the EMC expire on February 6, 2021. Both members would like to be considered for an additional three year term. Also included are applications from Sara Hastings and Aaron Mullen who applied for the EMC in December, but were not appointed at that time.

Homeless/Housing Task Force Jaime Fuhrman resigned from the Homeless/Housing Task Force on January 7, 2021. In addition, Karolle Hughes was removed from the Task Force due to lack of attendance. The two positions were advertised for three weeks and the four applications were received.

Oregon Garden Foundation Board Former City Councilor Laurie Carter resigned from the Oregon Garden Foundation (OGF) Board on Tuesday, January 26, 2021. The City Council will need to appoint a representative to the OGF Board for her remaining term which is set to expire on December 31, 2021.

Budget Impact Fiscal Year Funding Source None 2020-2021 N/A

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 80 of 126 SILVERTON CITY COUNCIL STAFF REPORT TO THE HONORABLE MAYOR AND CITY COUNCILORS

Attachments: 1. Ammon Benedict volunteer application 2. Connie Yoder volunteer application 3. Rachel-Anne Rapoza volunteer application 4. Karen Garst volunteer application 5. Sara Hastings volunteer application 6. Aaron Mullen volunteer application

City of Silverton | 306 S. Water St., Silverton, OR

Silverton City Council Meeting February 1, 2021 81 of 126 Attachment 1 to Agenda Item No. 9.1

Angela Speier

From: [email protected] Sent: Friday, January 8, 2021 10:23 AM To: Angela Speier Subject: Online Form Submittal: Committee Volunteer Application

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. ****

Committee Volunteer Application

Applicant Information

Please fill in all required fields.

First Name Ammon Benedict

Last Name Benedict

Address1

Apt # Field not completed.

City Silverton

State OR

Zip 97381

Mailing address - If Field not completed. different from above

Apt # Field not completed.

City Field not completed.

State Field not completed.

Zip Field not completed.

Phone Number

E-mail Address

(Section Break)

1

Silverton City Council Meeting February 1, 2021 82 of 126 Background Information

Are you a registered Yes voter?

How long have you lived 10+ in Silverton?

Committee You Are Homeless/Housing Task Force Applying For

If applying to serve on the Field not completed. Urban Renewal Advisory Committee do you own/represent a property or a business with the Urban Renewal District?

If yes, please provide the Field not completed. address

Have you served on any Yes Boards or Volunteer Committee(s) before?

If you answered yes, what Currently serving on the Budget Committee and the Planning Committee(s) have you Commission served and/or are currently serving on?

Please state why you I am very passionate about the homeless issue facing our City would like to serve on the and State. The issue is growing and we diverse citizen Committee you applied involvement to proactively address this issue and get our for. neighbors into permanent housing. I bring a great deal of problem solving experience to the table. With over 19 years of service in the military, I am equipped to work with a diverse group of problem solvers and governmental agencies to end homelessness in Silverton.

Please summarize any Silverton needs new, and fresh ideas to address this issue. My special skills, training or experience on the Budget Committee has shown me how relevant experience you limited our resources are to address this issue, but has also have to serve on a City shown me there is room for proactiveness in addressing Committee. homelessness and its underlining causes. Equally, my time on the Planning Commission has shown me how housing policy and implementation directly correlates to housing instability and homelessness.

Educational Background

2

Silverton City Council Meeting February 1, 2021 83 of 126 High School: Parkrose

Address: 12003 NE Shaver ST

City Portland

State OR

From: 1993

To: 1997

Degree: GED

Course of Study: Field not completed.

College: Chemeketa Community College

Address: 4000 Lancaster Drive

City Salem

State OR

From: 2019

To: Current

Degree:

Course of Study: Associates of Applied Science Degree, Nursing Program

Other Education: Field not completed.

Address: Field not completed.

City Field not completed.

State Field not completed.

From: Field not completed.

To: Field not completed.

Degree: Field not completed.

Course of Study: Field not completed.

Occupational Background

Occupation: Inspector Genearl

3

Silverton City Council Meeting February 1, 2021 84 of 126 Company United States Army, NG

Address1 230 Geer Dr. NE

City Salem

State OR

Phone Number 503-584-3920

Previous Occupation: First Sergeant & Operations Non-Commission Officer in Charge

Company: 1186 Military Police Company, Oregon Army National Guard

Address1 2310 17th St. NE

City Salem

State OR

Phone Number 503-315-7970

Disclaimers

Planning Commission

The Planning Commission meets at 7:00 pm on the second Tuesday of each month. There are times when the Planning Commission meets more than once a month. In addition, this position may require an investment of time outside regularly scheduled meetings.

Appointment on the Planning Commission is open to all interested citizens subject to the qualifications determined by provisions contained in Chapter 2.08 of the Silverton Municipal Code and Chapter 227.030 of the Oregon Revised Statutes. There shall be no discrimination of applicants based on race, color, religion, sex, age, national origin, physical or mental disability, marital status, familial status, or membership in any other group protected by law in accordance with applicable federal, state, and local laws. The City of Silverton encourages participation in its affairs by all peoples, especially those who are under represented in public involvement.

Note Please be advised that members of the Planning Commission are required to file a Statement of Economic Interest form with the State of Oregon, annually. A sample form is available from the City Clerk’s office at Silverton City Hall indicating the type of information you will be required to disclose if you are appointed. Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code.

Environmental Management Committee

4

Silverton City Council Meeting February 1, 2021 85 of 126 Please be advised the Environmental Management Committee meets on a regular basis and attendance is required.

Notice Please be advised Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code and must meet the eligibility requirements of the Silverton Municipal Code; Title 2.

Signature

By submitting and signing this application, I I have read and acknowledged the statements listed above. hereby state that:

First Name Ammon

Last Name Benedict

Date 1/8/2021

Email not displaying correctly? View it in your browser.

5

Silverton City Council Meeting February 1, 2021 86 of 126 Attachment 2 to Agenda Item No. 9.1

Angela Speier

From: [email protected] Sent: Tuesday, January 12, 2021 1:55 PM To: Angela Speier Subject: Online Form Submittal: Committee Volunteer Application

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. ****

Committee Volunteer Application

Applicant Information

Please fill in all required fields.

First Name Constance (Connie)

Last Name Yoder

Address1

Apt # Field not completed.

City Silverton

State OR

Zip 97381

Mailing address - If Field not completed. different from above

Apt # Field not completed.

City Field not completed.

State Field not completed.

Zip Field not completed.

Phone Number

E-mail Address

(Section Break)

1

Silverton City Council Meeting February 1, 2021 87 of 126 Background Information

Are you a registered Yes voter?

How long have you lived 10+ in Silverton?

Committee You Are Homeless/Housing Task Force Applying For

If applying to serve on the Field not completed. Urban Renewal Advisory Committee do you own/represent a property or a business with the Urban Renewal District?

If yes, please provide the Field not completed. address

Have you served on any No Boards or Volunteer Committee(s) before?

If you answered yes, what Field not completed. Committee(s) have you served and/or are currently serving on?

Please state why you I want to help fellow citizens of my community to live in would like to serve on the suitable, safe housing. Now that I know there is a problem with Committee you applied homelessness among my neighbors, I feel like it's my civic duty for. to be a part of housing them. I volunteer also as a CASA, and see the adverse effects of housing instability on the children of Marion County.

Please summarize any I was a PCP at the VA clinic in Salem, and was on various special skills, training or committees and was in a middle-management position for relevant experience you several years. I believe that I can be objective and view have to serve on a City problems and possible solutions from different perspectives, to Committee. a large degree.

Educational Background

High School: Parkway West

Address: high school drive?

City Ballwin

2

Silverton City Council Meeting February 1, 2021 88 of 126 State Missouri

From: Field not completed.

To: Field not completed.

Degree: Field not completed.

Course of Study: Field not completed.

College: Southeast Missouri State University

Address: normal street?

City cape Girardeau

State MO

From: Field not completed.

To: Field not completed.

Degree: ADN

Course of Study: Field not completed.

Other Education: University of Missouri

Address: Jesse Hall

City Columbia

State Mo

From: Field not completed.

To: Field not completed.

Degree: Bachelors and Master of Science in Nursing

Course of Study: Field not completed.

Occupational Background

Occupation: Nurse Practitioner and Group Practice Manager

Company VA CBOC

Address1 1600 Oak St

City Salem

3

Silverton City Council Meeting February 1, 2021 89 of 126 State OR

Phone Number Field not completed.

Previous Occupation: Nurse Practitioner

Company: Quincy Medical Group, Nephrology

Address1 can't remember

City Quincy

State Illlinois

Phone Number Field not completed.

Disclaimers

Planning Commission

The Planning Commission meets at 7:00 pm on the second Tuesday of each month. There are times when the Planning Commission meets more than once a month. In addition, this position may require an investment of time outside regularly scheduled meetings.

Appointment on the Planning Commission is open to all interested citizens subject to the qualifications determined by provisions contained in Chapter 2.08 of the Silverton Municipal Code and Chapter 227.030 of the Oregon Revised Statutes. There shall be no discrimination of applicants based on race, color, religion, sex, age, national origin, physical or mental disability, marital status, familial status, or membership in any other group protected by law in accordance with applicable federal, state, and local laws. The City of Silverton encourages participation in its affairs by all peoples, especially those who are under represented in public involvement.

Note Please be advised that members of the Planning Commission are required to file a Statement of Economic Interest form with the State of Oregon, annually. A sample form is available from the City Clerk’s office at Silverton City Hall indicating the type of information you will be required to disclose if you are appointed. Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code.

Environmental Management Committee Please be advised the Environmental Management Committee meets on a regular basis and attendance is required.

Notice Please be advised Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code and must meet the eligibility requirements of the Silverton Municipal Code; Title 2.

4

Silverton City Council Meeting February 1, 2021 90 of 126 Signature

By submitting and signing this application, I I have read and acknowledged the statements listed above. hereby state that:

First Name Constance (Connie)

Last Name Yoder

Date 1/12/2021

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5

Silverton City Council Meeting February 1, 2021 91 of 126 Attachment 3 to Agenda Item No. 9.1

Angela Speier

From: [email protected] Sent: Monday, January 11, 2021 1:57 PM To: Angela Speier Subject: Online Form Submittal: Committee Volunteer Application

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. ****

Committee Volunteer Application

Applicant Information

Please fill in all required fields.

First Name Rachel-Anne

Last Name Rapoza

Address1

Apt # Field not completed.

City SILVERTON

State OR

Zip 97381

Mailing address - If Field not completed. different from above

Apt # Field not completed.

City Field not completed.

State Field not completed.

Zip Field not completed.

Phone Number

E-mail Address

(Section Break)

1

Silverton City Council Meeting February 1, 2021 92 of 126 Background Information

Are you a registered Yes voter?

How long have you lived 5-9 years in Silverton?

Committee You Are Homeless/Housing Task Force Applying For

If applying to serve on the Field not completed. Urban Renewal Advisory Committee do you own/represent a property or a business with the Urban Renewal District?

If yes, please provide the Field not completed. address

Have you served on any Yes Boards or Volunteer Committee(s) before?

If you answered yes, what Currently serve on the Sheltering Silverton advisory Committee(s) have you collaborative. served and/or are currently serving on?

Please state why you Housing as it relates to homelessness is an issue of great would like to serve on the interest to me. I currently work as a social worker for Legacy Committee you applied health, and encounter individuals struggling with homelessness for. or housing instability in our community on a nearly daily basis. I have a strong desire to see our community develop viable, compassionate solutions for homelessness.

Please summarize any I am organized, consistent, and strive to make sure all voices special skills, training or are heard, and as many as possible are at the table. I work to relevant experience you make sure I am approaching issues or ideas from an objective have to serve on a City standpoint. Committee. I believe I can contribute in a positive way to finding viable solutions for homelessness in our community.

Educational Background

High School: New Plymouth High School

Address: 207 S Plymouth Ave

City New Plymouth

2

Silverton City Council Meeting February 1, 2021 93 of 126 State Idaho

From: 1996

To: 1999

Degree: HS diploma

Course of Study: general studies

College: Corban University

Address: Field not completed.

City Salem

State Oregon

From: 2006

To: 2008

Degree: BS Psychology

Course of Study: Psychology/Family Studies

Other Education: Portland State University

Address: Field not completed.

City Portland

State OR

From: 2008

To: 2011

Degree: Masters in Social Work

Course of Study: Social Work

Occupational Background

Occupation: Clinical Social Worker

Company Legacy Health

Address1 342 Fairview St

City Silverton

3

Silverton City Council Meeting February 1, 2021 94 of 126 State OR

Phone Number 971-983-5221

Previous Occupation: Mental Health Specialist

Company: Marion County Health and Human Services

Address1 2045 Silverton Rd Suite B

City Salem

State Oregon

Phone Number 503-588-5351

Disclaimers

Planning Commission

The Planning Commission meets at 7:00 pm on the second Tuesday of each month. There are times when the Planning Commission meets more than once a month. In addition, this position may require an investment of time outside regularly scheduled meetings.

Appointment on the Planning Commission is open to all interested citizens subject to the qualifications determined by provisions contained in Chapter 2.08 of the Silverton Municipal Code and Chapter 227.030 of the Oregon Revised Statutes. There shall be no discrimination of applicants based on race, color, religion, sex, age, national origin, physical or mental disability, marital status, familial status, or membership in any other group protected by law in accordance with applicable federal, state, and local laws. The City of Silverton encourages participation in its affairs by all peoples, especially those who are under represented in public involvement.

Note Please be advised that members of the Planning Commission are required to file a Statement of Economic Interest form with the State of Oregon, annually. A sample form is available from the City Clerk’s office at Silverton City Hall indicating the type of information you will be required to disclose if you are appointed. Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code.

Environmental Management Committee Please be advised the Environmental Management Committee meets on a regular basis and attendance is required.

Notice Please be advised Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code and must meet the eligibility requirements of the Silverton Municipal Code; Title 2.

4

Silverton City Council Meeting February 1, 2021 95 of 126 Signature

By submitting and signing this application, I I have read and acknowledged the statements listed above. hereby state that:

First Name Rachel-Anne

Last Name Rapoza

Date 1/11/2021

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5

Silverton City Council Meeting February 1, 2021 96 of 126 Attachment 4 to Agenda Item No. 9.1

Angela Speier

From: [email protected] Sent: Wednesday, January 13, 2021 4:26 PM To: Angela Speier Subject: Online Form Submittal: Committee Volunteer Application

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. ****

Committee Volunteer Application

Applicant Information

Please fill in all required fields.

First Name Karen

Last Name Garst

Address1

Apt # Field not completed.

City Silverton

State OR

Zip 97381

Mailing address - If Field not completed. different from above

Apt # Field not completed.

City Field not completed.

State Field not completed.

Zip Field not completed.

Phone Number

E-mail Address

(Section Break)

1

Silverton City Council Meeting February 1, 2021 97 of 126 Background Information

Are you a registered Yes voter?

How long have you lived 0-4 years in Silverton?

Committee You Are Homeless/Housing Task Force Applying For

If applying to serve on the Field not completed. Urban Renewal Advisory Committee do you own/represent a property or a business with the Urban Renewal District?

If yes, please provide the Field not completed. address

Have you served on any No Boards or Volunteer Committee(s) before?

If you answered yes, what Field not completed. Committee(s) have you served and/or are currently serving on?

Please state why you I am interested in the homelessness issue. I have volunteered would like to serve on the for Sheltering Silverton. I stayed overnight at the warming Committee you applied shelter one night weekly last year. I organized funding for the for. duvets that were provided. I interviewed over 30 people in Silverton to write my book on homelessness in Silverton which I decided to offer for free at www.smalltownhomeless.com.

Please summarize any I have worked with government entities in each of my special skills, training or professional positions (Field Representative for the Oregon relevant experience you Federation of Teachers, Executive Director for the Oregon have to serve on a City Community College Association, and Executive Director of the Committee. Oregon State Bar). I enjoy helping out where I can and this is an issue that Silverton needs to address.

Educational Background

High School: Bismarck High School

Address: Bismarck

City Bismarck

2

Silverton City Council Meeting February 1, 2021 98 of 126 State North Dakota

From: 1964

To: 1968

Degree: HS diploma, valedictorian

Course of Study: French

College: Concordia College

Address: Field not completed.

City Moorhead

State MN

From: 1968

To: 1973

Degree: BA

Course of Study: French

Other Education: University of Wisconsin

Address: Field not completed.

City Madison

State WI

From: 1973

To: 1980

Degree: PhD

Course of Study: Education

Occupational Background

Occupation: Retired

Company Field not completed.

Address1 Field not completed.

City Field not completed.

3

Silverton City Council Meeting February 1, 2021 99 of 126 State Field not completed.

Phone Number Field not completed.

Previous Occupation: Executive Director

Company: Oregon State Bar

Address1 Field not completed.

City Lake Oswego

State OR

Phone Number Field not completed.

Disclaimers

Planning Commission

The Planning Commission meets at 7:00 pm on the second Tuesday of each month. There are times when the Planning Commission meets more than once a month. In addition, this position may require an investment of time outside regularly scheduled meetings.

Appointment on the Planning Commission is open to all interested citizens subject to the qualifications determined by provisions contained in Chapter 2.08 of the Silverton Municipal Code and Chapter 227.030 of the Oregon Revised Statutes. There shall be no discrimination of applicants based on race, color, religion, sex, age, national origin, physical or mental disability, marital status, familial status, or membership in any other group protected by law in accordance with applicable federal, state, and local laws. The City of Silverton encourages participation in its affairs by all peoples, especially those who are under represented in public involvement.

Note Please be advised that members of the Planning Commission are required to file a Statement of Economic Interest form with the State of Oregon, annually. A sample form is available from the City Clerk’s office at Silverton City Hall indicating the type of information you will be required to disclose if you are appointed. Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code.

Environmental Management Committee Please be advised the Environmental Management Committee meets on a regular basis and attendance is required.

Notice Please be advised Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code and must meet the eligibility requirements of the Silverton Municipal Code; Title 2.

4

Silverton City Council Meeting February 1, 2021 100 of 126 Signature

By submitting and signing this application, I I have read and acknowledged the statements listed above. hereby state that:

First Name Karen

Last Name Garrst

Date 1/13/2021

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5

Silverton City Council Meeting February 1, 2021 101 of 126 Attachment 5 to Agenda Item No. 9.1

From: [email protected] To: Angela Speier Subject: Online Form Submittal: Committee Volunteer Application Date: Friday, November 6, 2020 9:02:08 AM

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. ****

Committee Volunteer Application

Applicant Information

Please fill in all required fields.

First Name SARA

Last Name HASTINGS

Address1

Apt # Field not completed.

City SILVERTON

State OR

Zip 973811485

Mailing address - If Field not completed. different from above

Apt # Field not completed.

City Field not completed.

State Field not completed.

Zip Field not completed.

Phone Number

E-mail Address

(Section Break)

Background Information

Are you a registered Yes

Silverton City Council Meeting February 1, 2021 102 of 126 voter?

How long have you 0-4 years lived in Silverton?

Committee You Are Environmental Management Committee Applying For

If applying to serve on Field not completed. the Urban Renewal Advisory Committee do you own/represent a property or a business with the Urban Renewal District?

If yes, please provide Field not completed. the address

Have you served on No any Boards or Volunteer Committee(s) before?

If you answered yes, Field not completed. what Committee(s) have you served and/or are currently serving on?

Please state why you I have a personal commitment to sustainable environmental would like to serve on practices and would like to serve on this committee so that I can the Committee you contribute and help our city to maintain and/or grow our applied for. sustainable practices.

Please summarize any I am knowledgeable about environmental impacts (from a special skills, training citizens perspective) and as a working professional, have a or relevant experience strong commitment to honoring my obligation to any committee you have to serve on a that I serve on. This would be my first opportunity serving on a City Committee. city committee. In the past, I have focused more on volunteer experiences.

Educational Background

High School: Cibola High School

Address: 4100 W 20th St

City Yuma

Silverton City Council Meeting February 1, 2021 103 of 126 State AZ

From: Field not completed.

To: Field not completed.

Degree: Field not completed.

Course of Study: Field not completed.

College: University of Arizona

Address: Field not completed.

City Tucson

State Arizona

From: 1998

To: 2002

Degree: Bachelor of Arts

Course of Study: Communication

Other Education: Prescott College

Address: Field not completed.

City Prescott

State Arizona

From: 2004

To: 2006

Degree: Masters of Education

Course of Study: School Counseling

Occupational Background

Occupation: Dean

Company Chemeketa Community College

Address1 Field not completed.

City Salem

Silverton City Council Meeting February 1, 2021 104 of 126 State OR

Phone Number Field not completed.

Previous Occupation: Field not completed.

Company: Field not completed.

Address1 Field not completed.

City Field not completed.

State Field not completed.

Phone Number Field not completed.

Disclaimers

Planning Commission

The Planning Commission meets at 7:00 pm on the second Tuesday of each month. There are times when the Planning Commission meets more than once a month. In addition, this position may require an investment of time outside regularly scheduled meetings.

Appointment on the Planning Commission is open to all interested citizens subject to the qualifications determined by provisions contained in Chapter 2.08 of the Silverton Municipal Code and Chapter 227.030 of the Oregon Revised Statutes. There shall be no discrimination of applicants based on race, color, religion, sex, age, national origin, physical or mental disability, marital status, familial status, or membership in any other group protected by law in accordance with applicable federal, state, and local laws. The City of Silverton encourages participation in its affairs by all peoples, especially those who are under represented in public involvement.

Note Please be advised that members of the Planning Commission are required to file a Statement of Economic Interest form with the State of Oregon, annually. A sample form is available from the City Clerk’s office at Silverton City Hall indicating the type of information you will be required to disclose if you are appointed. Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code.

Environmental Management Committee Please be advised the Environmental Management Committee meets on a regular basis and attendance is required.

Notice Please be advised Applicants may be subject to a background check pursuant to

Silverton City Council Meeting February 1, 2021 105 of 126 Chapter 2.28.030 of the Silverton Municipal Code and must meet the eligibility requirements of the Silverton Municipal Code; Title 2.

Signature

By submitting and signing this application, I have read and acknowledged the statements listed above. I hereby state that:

First Name SARA

Last Name HASTINGS

Date 11/6/2020

Email not displaying correctly? View it in your browser.

Silverton City Council Meeting February 1, 2021 106 of 126 Attachment 6 to Agenda Item No. 9.1

From: [email protected] To: Angela Speier Subject: Online Form Submittal: Committee Volunteer Application Date: Wednesday, November 4, 2020 4:24:50 PM

**** This email is from an EXTERNAL sender. Exercise caution when opening attachments or click links from unknown senders or unexpected email. ****

Committee Volunteer Application

Applicant Information

Please fill in all required fields.

First Name Aaron

Last Name Mullen

Address1

Apt # Field not completed.

City silverton

State OR

Zip 97381

Mailing address - If Field not completed. different from above

Apt # Field not completed.

City Field not completed.

State Field not completed.

Zip Field not completed.

Phone Number

E-mail Address

(Section Break)

Background Information

Are you a registered Yes

Silverton City Council Meeting February 1, 2021 107 of 126 voter?

How long have you 10+ lived in Silverton?

Committee You Are Environmental Management Committee Applying For

If applying to serve on Field not completed. the Urban Renewal Advisory Committee do you own/represent a property or a business with the Urban Renewal District?

If yes, please provide Field not completed. the address

Have you served on No any Boards or Volunteer Committee(s) before?

If you answered yes, Field not completed. what Committee(s) have you served and/or are currently serving on?

Please state why you I have an extensive knowledge and experience in construction would like to serve on efficiency and design, specializing in cost reduction in both the Committee you building and maintenance processes. Silverton is my home town. applied for. I grew up here and I would like to see it grow without losing itself to growth by special interest but to be a community to all that love Silverton.

Please summarize any I have degrees in Project Management and in Drafting and special skills, training Design, both specializing in affordable efficient sustainable or relevant experience practices. I am well versed in LEED building and its requirements you have to serve on a and have a proven track record of reducing costs through City Committee. efficient designs and building upgrades.

Educational Background

High School: Silverton Union

Address: Schlador st,

City Silverton

Silverton City Council Meeting February 1, 2021 108 of 126 State OR

From: 9/86

To: 6/90

Degree: Diploma

Course of Study: General Studies

College: ITT technical Institute

Address: 9500 NE Cascades hwy.

City Portland

State OR

From: 6/2007

To: 12/2009

Degree: A.A.S. Drafting and Design

Course of Study: Drafting and Design

Other Education: ITT Technical Institute online

Address: 201 Commerce dr.

City Indianapolis

State IN

From: 3/2014

To: 9/2016

Degree: B.S.S. Project Management

Course of Study: Project Management

Occupational Background

Occupation: West Region Project Engineer

Company United Parcel Company Inc.

Address1 55 Glenlake pkwy

Silverton City Council Meeting February 1, 2021 109 of 126 City Atlanta

State GA

Phone Number (404)828-6000

Previous Occupation: Owner/Operator

Company: A+ construction and design services llc.

Address1 PO Box 1835

City Sylva

State NC

Phone Number (828)586-9614

Disclaimers

Planning Commission

The Planning Commission meets at 7:00 pm on the second Tuesday of each month. There are times when the Planning Commission meets more than once a month. In addition, this position may require an investment of time outside regularly scheduled meetings.

Appointment on the Planning Commission is open to all interested citizens subject to the qualifications determined by provisions contained in Chapter 2.08 of the Silverton Municipal Code and Chapter 227.030 of the Oregon Revised Statutes. There shall be no discrimination of applicants based on race, color, religion, sex, age, national origin, physical or mental disability, marital status, familial status, or membership in any other group protected by law in accordance with applicable federal, state, and local laws. The City of Silverton encourages participation in its affairs by all peoples, especially those who are under represented in public involvement.

Note Please be advised that members of the Planning Commission are required to file a Statement of Economic Interest form with the State of Oregon, annually. A sample form is available from the City Clerk’s office at Silverton City Hall indicating the type of information you will be required to disclose if you are appointed. Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code.

Environmental Management Committee Please be advised the Environmental Management Committee meets on a regular basis and attendance is required.

Notice

Silverton City Council Meeting February 1, 2021 110 of 126 Please be advised Applicants may be subject to a background check pursuant to Chapter 2.28.030 of the Silverton Municipal Code and must meet the eligibility requirements of the Silverton Municipal Code; Title 2.

Signature

By submitting and signing this application, I have read and acknowledged the statements listed above. I hereby state that:

First Name Aaron

Last Name Mullen

Date 11/4/2020

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Silverton City Council Meeting February 1, 2021 111 of 126 City of Silverton Safety Committee Annual Summary Report

Review Dates: January 1, 2020 – December 31, 2020

This Annual Summary Report serves as a compilation of the accomplishments of the Safety Committee in 2020.

Committee Members

Chelsea Starner (Public Works), Chair Megan Talmage (Public Works Engineering) Vice-Chair (January – October 2020) Elizabeth Gray (Assistant to the City Manager/HR Coordinator, Management), Secretary Steven Starner (Water Quality Division of Public Works, Management) Captain/Chief Jim Anglemier (Police Department, Management) (January – June 2020) Captain Josh Boatner (Police Department, Management) (July 2020 forward) Officer Tim Hein (Police Department – January – October 2020) Jacob Rush (Maintenance Division of Public Works) Tanner Salem (Maintenance Division of Public Works - alternate) Kathleen Zaragoza (Finance Department, Management) Sheena Kroker (Finance Department, Management – alternate)

Purpose of the Safety Committee

As included in the City of Silverton Safety Manual, Chapter 1, Section II, Part A:

The foundation for the implementation of this Safety Committee program is well stated in OAR 437- 001-0765, “The purpose of Safety Committees and safety meetings is to bring workers and management together in a non-adversarial, cooperative effort to promote safety and health. Safety Committees and safety meetings will assist you in making continuous improvement to your safety and health programs.”

It is the City’s policy for the Safety Committee and Safety Meetings to communicate and evaluate safety and health issues to assist with protecting the safety and health of all of our employees. Injuries and property loss from accidents are needless, costly, and preventable. Therefore all employees must adhere to fundamental safety concepts that will help prevent injury and loss due to recognized hazards.

Review of Accomplishments for 2020

Summary of items completed, reviewed and/or discussed during 2020

• Held a total of 8 regular monthly meetings during the year. Meetings were held virtually over Zoom beginning in March in response to the COVID-19 pandemic. • Completed 1 regular quarterly inspection months (February). Subsequent inspection months (May, August, and November) were covered under OSHA COVID-19 protocol that allowed for suspension

Silverton City Council Meeting February 1, 2021 112 of 126 of inspections as long as organization has procedures in place for the reporting of workplace hazards. Safety Committee members were still able to conduct limited audits at facilities under their purview, and submitted recommendations for corrective actions to responsible parties. • Completed a substantial portion of the Safety Manual Revision. The most recent version of the Safety Manual was adopted January 2015. Throughout 2020, the City’s Safety Management Consultant at SAIF provided a review of a portion of the manual’s chapters; the Safety Committee then sought feedback from relevant departments to complete a final version. The committee held additional meetings during the traditional inspection months (February, May, August, November) in order to review the manual. Completion is targeted for late winter 2021 in order to complete final edits. • Membership reflected all major activities of the workplace. • Made various recommendations corresponding to incident/accident investigation review, employee feedback and quarterly inspections to improve safety in a variety of work locations. • Public Works and Police Departments completed ongoing training and safety discussions. • All City departments adapted to COVID-19 requirements and best practices as outlaid by Oregon OSHA, Oregon Health Authority, etc. • City held annual hearing testing on January 22, 2020. 100% of the positions designated for testing in the Safety Manual (all in Public Works and Police) were tested either on site or in a follow-up testing at Legacy Woodburn Occupational Health in the three cases where they were unable to be present for onsite testing. • The City was awarded the League of Oregon Cities (LOC) Gold Award for Safety at the 2020 LOC Annual Conference in September in recognition of no days lost to on-the-job injuries during July 2019-June 2020. • Staff participated in a modified Great American Shake Out and corresponding evacuation drill October 29, 2020.

Summary of 2020 Accidents/Incidents Reviewed

21 accident/incident reports were reviewed and recommendations and notes were added to regular meeting minutes. The City had 3 Worker’s Compensation Claim 801 forms filed in 2020, which reflect those cases where medical attention was required. None resulted in time lost from work.

• 21 incidents: (9 Police; 5 Public Works; 2 Administration; 5 Community Development/Trolley) • 801 Medical: 3 (2 Police; 1 Public Works)

PICTURED: Safety Committee meetings have been held exclusively via videoconferencing since March 2020 due to COVID-19 precautions. Not all members were present at the meeting pictured here.

Silverton City Council Meeting February 1, 2021 113 of 126 MEMORANDUM

FROM: David F. Doughman

SUBJECT: Charitable Donation in Lieu of Client Gifts

DATE: January 14, 2021

Traditionally, we have taken the opportunity to show our appreciation to our valued clients with a holiday gift of food and treats.

This past year, we again donated on your behalf to a local charity. After considering the many needs and organizations worthy of support, we determined that the cold weather is presenting a significant concern. For this reason, we chose to support the Oregon Energy Fund (formerly HEAT Oregon)/Energy Assistance Program, as we did last year. This program shares warmth with 436,000 low-income Oregon households who are at risk of losing access to heat or electricity in their homes this year, affecting kids at school, parents at work, and the health and well-being of the elderly and very young.

Your donation to Oregon Energy Fund/Energy Assistance Program will help thousands of struggling families stay warm all over the state; donations from your area of the state are returned to the same area from which they came to help your “neighbors” stay in warm and well-lit homes (Neighbor Helping Neighbor). At least 90 cents of every dollar donated to Oregon Energy Fund is used to bring warmth and light to those who need it most.

Thank you again for your continued business and support throughout the last year.

Sincerely,

David F. Doughman DFD/ch

Silverton City Council Meeting February 1, 2021 114 of 126 COMMUNITY DEVELOPMENT DEPARTMENT MONTHLY REPORT For the February 1, 2021 City Council Meeting

Planning Division

• Staff received funding assistance from DLCD to implement the changes mandated in HB 2001 as well as crafting potential policy changes found in the Housing Needs Analysis. The state hired consultant continues their work and held a virtual open house on January 14, 2021. An online survey is also being utilized to collect input and has over 120 submissions to date.

• The Planning Commission met January 12, 2021 to review a Modification application to modify SU-18-02 to modify the lot layout and increase the number of lots in the Pioneer Village Phase VI subdivision from 36 single‐family detached lots, to 38 single family detached lots, including one flag lot, or alternately, 37 lots with 2 tracts for parks and open space. The Planning Commission approved the modification request and recommends the City Council consider acquiring the flag lot for a pocket park. A proposal has been requested from the developer to present to Council.

• The Planning Commission will meet February 9, 2021 to review the Silverton Water Master Plan as well as discuss potential input for the Council during the goal setting and budget process. A work session with the Affordable Housing Task Force is scheduled prior to the regular meeting start time.

• Staff has been meeting weekly with the architect on the Civic Center project.

• Staff has been working to respond and to continue to provide service during the pandemic as City Hall has reclosed to the public.

• Staff continues to meet with Marion County to discuss strategies to increase broadband access in Silverton.

• Staff met with the Affordable Housing Task Force on January 19, 2020 to discuss public outreach and education as it relates to increasing housing options is Silverton.

• Staff if in process of applying for CDBG funds for Emergency Rental Assistance.

• Staff met with Ziply Fiber, who purchased Frontier Communications regarding their plans for service expansion in Silverton.

• Staff met with regional tourism partners to discuss tourism recovery efforts in the north Willamette Valley.

Community Development Department 1 Monthly Report – February 2021

Silverton City Council Meeting February 1, 2021 115 of 126 SILVERTON POLICE ACTIVITY REPORT Dec-20 OFFENSES DEC YTD ARRESTS DEC YTD CITATIONS DEC YTD Arson 0 2 Arson 0 1 Traffic Crimes Assist Other Agency 15 309 Assault/Including Attempt 1 33 DUII 2 50 Attempt to Locate 14 215 Burglary/Including Attempts 0 11 DWS-Misd./Felony Level 3 18 Auto Theft/Including Attempt 0 28 Drug 1 76 Traffic Violations Burglary 0 20 Forgery/Fraud/Counterfeit 0 10 All Other 38 631 Deaths-Natural 0 12 Juv-Curfew 0 1 Warnings 54 675 Suicide/ Including Attempts 2 40 Runaway 0 3 Violations Disturbance 9 134 Kidnap 0 0 MIP Alcohol 0 4 Family Disturbance 13 142 Furnishing Liquor 0 0 MIP Tobacco 0 2 Fraud/Forgery/Counterfeit 2 24 Menacing/Inc. Dom. Viol. 0 8 MIP Marijuana 0 4 Harassment 5 49 Murder/Criminal Death 0 0 Civil Infractions Ordinance Violations 26 313 Rape 0 2 Dogs-Noise/Leash/Vicious 1 3 Prowler/Trespass 9 113 Robbery 0 4 TOTAL CITATIONS ISSUED 98 1385 Public Assist 28 439 Sex Crimes-Other 0 8 Rape 2 3 Stalking 0 1 Robbery/Including Attempts 0 1 Theft/ Including Attempts 0 63 Runaway 1 22 Trespassing 0 23 School Resource 7 126 UUMV/Including Attempts 0 9 Sex Crimes 1 18 Vandalism 0 11 Shots Fired 1 3 Violation of Court Orders 4 180 3 YEAR COMPARISON 2018 2019 2020 Stalking 0 0 Weapons Violations 0 21 Arson 0 2 2 Suspicious 69 866 Misc./Other Crimes 11 196 Auto Theft/Include Attempts 27 26 28 Theft/Including Attempts 10 214 Burglary 27 31 20 Weapons 0 0 TOTAL ARRESTS 17 626 School Resource 357 288 126 Vandalism 6 69 ADULT ARRESTS 17 585 Sex Crimes 19 29 18 Misc./Other 118 1994 JUVENILE ARRESTS 0 41 Rape 0 1 3 TOTAL OFFENSES 338 5078 Robbery 1 1 1 Vandalism 54 76 69

CALLS FOR SERVICE 5324 5324 5078 TOTAL ARRESTS 540 771 626 TOTAL CITATIONS 2657 3480 1385

Silverton City Council Meeting February 1, 2021 116 of 126 January 27, 2021

The following is an accounting of the number and types of code enforcement complaints received and pursued from December 24th, 2020 to January 21st, 2021.

Code Enforcement Complaints from 12-24-21 to 1-21-21 Total Cases 08 (YTD 08) YTD Cases Resolved 06 YTD Cases Unresolved 02

Breakdown of Complaints Taken 12-24-21 to 1-21-21 Hazardous Tree 02 Transient Business License 01 Fire Code, Temporary Structure 01 Sign 01 Dangerous Structure 01 Building Setback, Permit Needed 01

Total Parking Citations from 12-24-21 to 1-21-21 Total citations issued 36 (YTD 36)

Sincerely,

Sean Farris Code Enforcement City of Silverton 503-874-2214

Working in a Proactive Partnership with Our Community to Solve Problems and Enhance the Quality of Life for Our Citizens

Silverton City Council Meeting February 1, 2021 117 of 126 City of Silverton Public Works Department

MEMO

DATE: January 21, 2021 FROM: Petra Schuetz, Public Works Director TO: Bob Willoughby, Interim City Manager; City Council Members RE: Public Works Department February 1, 2021 Council Meeting Update

ENGINEERING | ADMINISTRATION DIVISION

Public Projects | Programs | Committees: • McClaine Street Reconstruction: PGE and communication utilities have completed installation of new facilities; K&E installing the storm system and streetlight conduit. See attached January informational flyer. • Silver Creek Intake | Supply Line (EDA Grant): 90% design is scheduled to be submitted to City for review the week of January 25. Project information flyer has been mailed to properties near the project location. • ODOT S Water Sidewalk: 60% Engineering Design Review near completion. Construction target continues to be summer 2021. • Stormwater Master Plan: City Engineer is developing design standards in parallel to the project in order to dovetail adoption of both the Plan and the Standards at the same time. Completion date target is summer 2021. • Water Treatment Plant I Replacement: Kickoff meeting with Jacobs on January 15. Surveyor scheduled to be on-site the week of January 25th. • Water Master Plan Update: Draft is going through final review and formatting by staff before going to the Planning Commission for review. • Parks Master Plan: On hold. • Abiqua Dam Removal Analysis: RFP for engineering services is due January 27 and project award will be coming to Council for approval at March meeting. • ASR Feasibility: Application submitted October 15. Funding announcements are anticipated at the end of February 2021. • Green Team Committee (internal): Quarterly newsletter published; no meeting this month. • Sustainable Silverton (citizen group): Sustainable Silverton is working on a mission and vision statements. • Environmental Management Committee: Committee discussed the Saturday recycling program. Discussion will continue at February meeting. • Urban Forestry Program: Tree City USA annual application has been accepted by the State Forester and is now with the Arbor Day Foundation for review. • Continue to coordinate COVID facility use procedures for parks and Community Center. • Staff continues to work on an ADA Transition Plan.

Page 1 of 3

Silverton City Council Meeting February 1, 2021 118 of 126 Private Projects:

Residential • Schemmel Lane Subdivision: Road repair still needed. • Pioneer Village Phase VI: Waiting for design submittal. • 141 Steelhammer Partition: Need as-builts and punch list item completion. • 227 Steelhammer Partition: On hold, waiting on fees.

Commercial • 1504 Mill Street Mini-Storage: Met with contractor week of January 11 to discuss remaining work needed on the stormwater system. • Hobart Street Mini-Storage: Waiting on fees. • Starbucks: Construction in progress. New sidewalks and street repairs have been completed. • Silverton Hospital Expansion: In planning phase. • 1005 Commerce Ct., Pacific Stair: Punch list items need completed.

MAINTENANCE DIVISION

Street • Pothole patching. • Storm system cleaning. • Street sign replacement. • Monthly street sweeping. • Continued to work with K&E Excavating on McClaine Street project.

Sewer • Responded to customer sewer related calls. • Worked with contractors on new sewer service installations. • Responded to sewer system related calls. • Worked on sewer main on Second Street by the Home Place.

Water • Installed and changed out water meters for new construction and failed meters. • Completed monthly water meter reading routes. • Worked on water services for new construction. • Fire hydrant flushing. • Vegetation and cleaning of the grounds around the 2 million gallon reservoir and Edison Rd. pump station. • Worked with K&E on McClaine Street utilities.

Facilities • Maintenance on buildings and grounds including equipment maintenance and vegetation management. • Staff worked on the HVAC systems in all City facilities. • General maintenance of swimming pool and coordination with staff. • Worked on water leak at the Community Center.

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Silverton City Council Meeting February 1, 2021 119 of 126 • Worked with the contracted elevator company for elevator maintenance.

Parks • Maintenance on buildings and grounds including mowing and vegetation management. • Winter maintenance continued. • Installed new park signs. • Removed electric box for Christmas tree in Town Square Park. • Coolidge Park graffiti removal on some buildings.

General • Daily utility locate requests from private contractors and homeowners.

WATER QUALITY DIVISION

Water Treatment Plant • Community water usage is still at 1.2 MGD. • Operators obtained raw water from the Silver Creek source during recent storm events. Currently, Abiqua Creek is the raw water source. • Operators have made several repairs and performed maintenance on the chlorine generator.

Wastewater Treatment • The influent flow rate has been steadily dropping to 3.2 MGD after experiencing a peak flow of 8.75 MGD at 2am on January 12. The storm measured 1.23 inches of rainfall. Brief power bumps caused the SCADA system to call operators to the plant to perform treatment equipment resets. • Operators are working with an electrician to obtain an electrical permit for screw press construction. Trenching and placement of underground conduit is being performed by operators, as well.

Community Swimming Pool • The indoor pool remains closed to public use as it falls within the same category as Indoor Fitness and Recreation Guidance (Oregon Health Authority). Operators are inspecting the treatment equipment and chemical dosages on a daily basis

ATTACHMENTS: 1. McClaine Street Reconstruction Update January 2021

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Silverton City Council Meeting February 1, 2021 120 of 126 Attachment 1

CITY OF MCCLAINE STREET SILVERTON RECONSTRUCTION PROJECT | JANUARY

WHAT'S HAPPENING? The installation of new utility poles and transfer of wire services by PGE, Ziply, and Wave are complete. The City's contractor K&E Excavating's primary focus this WHAT TO EXPECT IN month is completing the 18” storm main along McClaine Street, installation of 3” conduit and junction boxes for new streetlight wire, and installation of catch basins 2021 and other storm system fixtures. JANUARY The dense rock K&E has encountered installing the storm main has made Construction continues - installation difficult. Removal of the rock has continued to create a lot of noise. The road closed to through City appreciates the continued patience of residents and businesses in the area. traffic. Please use alternate routes and access businesses from C Street entrances

FEBRUARY - MAY Stay tuned for monthly updates

MAY Paving anticipated to be completed

JUNE Anticipated project completion

CONTACT US Petra Schuetz Public Works Director [email protected] 503-874-2210

BUSINESS ACCESS A reminder that during construction, the businesses located on McClaine Street will remain accessible from C Street entrances.

CITY OF SILVERTON | 306 S WATER ST | SILVERTON, OR | SILVERTON.OR.US Silverton City Council Meeting February 1, 2021 121 of 126 City Council Issue Tracker

Council Mtg. Issue/Task Synopsis Person(s) Update/ Date Completion Date

3.01.17 Moonstone Purchase Agreement Bob Moonstone Properties addressing infrastructure needs before Properties moving forward. 04/2019‐Dirk Winters expressed interest in purchase of property behind the Resort. Staff will present a formal offer to the Council when one is provided. 06/2019‐ Communicated City's position. 6/5/17 Planning Comm. Planning Commission to review code for annexation language Jason Work Session held in August to address zone change review to match Zone change application, and include container criteria, affordable housing, and container homes. Joint Work homes Session held September 18th. In queue for next round of Development Code updates. 7/17/17 EMC Ordinances Prepare 4 Ordinances for Council review Bob Ordinance prohibiting smoking and vaping in city parks approved at January 2018 meeting. Ordinance prohibiting smoking and vaping in downtown core was tabled. Council requested that staff include Juul in any future proposed Ordinance on smoking. Single Use Plastic Bags and Polystyrene Ordinances were approved at the January 2019 meeting. During the 2019 Goal Setting City Council determined that they would like to revisit an Ordinance prohibiting smoking in the downtown core. Staff is exploring a part‐time internship opportunity with Willamette University beginning January 2020 to address the non‐smoking downtown ordinance (September 2019). Willamette student has been identified and will begin work for the City in January 2020 (November 2019). Willamette student has begun research and is tentatively scheduled to present to City Council at the March 16 Work Session (January 2020). Scheduled for presentation to the EMC which was cancelled due to COVID‐19. Intern is developing video presentation in March/April 2020. Intern will have presentation developed by end of his spring semester (May 2020). Intern gave presentation at to EMC on 05/19/2020. EMC has been discussing a no smoking ordinance downtown but is currently focused on educating business owners. (August 2020)

Silverton City Council Meeting February 1, 2021 122 of 126 Council Mtg. Issue/Task Synopsis Person(s) Update/ Date Completion Date

3/5/18 Utilities Review utility fees on/offs, shutoffs, late fees Kathleen This will be part of the Utility Rate Study. Resolutions for the Park Fee, Street Fee and Stormwater fee were passed 3/4/2019. Sewer and Water rates will be determined when the rate study is completed. Other fees will be reviewed as part of the staff review of the Master Fee Schedule. (January 2020). The City Manager implemented temporary policy 6.3 suspending late fees, monthly interest charges and administrative fees for delinquent accounts, and disconnections. 8/20/18 Development Consider amendments to the development code to address Jason Added to development code amendment update list. Code fencing standards. Scheduled for next available work session. 10/1/18 Budget Add money into FY 2019‐2020 Budget for energy efficient Kathleen PW developing a list of organizations that provide this service appliances at Pool. Petra before Budget process. 2/4/19 Sustainability Consider biodegradable products for city use Bob Assigned to City's Green Team for consideration. Incentives offered during staff events to encourage sustainability. Green Team is working on a policy for consideration. (January 2020)

2/25/19 Grant/Western Schedule meeting with Marion Co to discuss sidewalk Petra/Bob Staff met with Marion County in March 2019. Awaiting enhancements response from County on potential solutions. Follow up meeting scheduled for 5/24/2019 to be rescheduled. Meeting has been rescheduled for 8/19/2019. City staff to meet with County again in December to review options proposed by Marion County. Meeting has been scheduled for January 7, 2020. Met with Marion County staff via teleconference. Public Works monthly report captured summary of meeting. (January 2020) County did not respond to request in timely manner for report. Public Works Director assigned to outreach with Marion County. Awaiting response. The traffic calming features were installed by Marion County Fall 2020.

3/18/19 Foot Bridge over Follow up on gap between foot bridge over Silver Creek and Petra Maintenance is designing a small project to accomplish this. Silver Creek the fence/barrier Met with ODOT rail. 01.20 ‐ Possible future City Council Goal? No money in budget. Was not identified as a Council Goal for FY21.

Silverton City Council Meeting February 1, 2021 123 of 126 Council Mtg. Issue/Task Synopsis Person(s) Update/ Date Completion Date

4/1/19 Grant/Western Evaluate options for jurisdictional transfer. Have Public Works Petra Marion County has PCI for these streets. City has requested staff analyze Grant and Western Avenue pavement condition data. County willing to transfer, but there are no identified index and provide cost estimate. County funds to make improvements, therefore PWD does not recommend this course. Meeting scheduled with Marion County on 5/24/2019 to be rescheduled. Meeting was rescheduled for 8/19/2019. Same short‐term result. County Engineer will look into option. Check‐in with County in December. Follow up meeting scheduled January 7, 2020. County has not provided any timeline for interim measures. I strongly recommend against jurisdictional transfer without the County bringing these two streets up to Urban Standard first. Otherwise, the City will inherit a multimillion dollar problem which is not eligible for SDCs. 4/1/19 Silverton High Meet with the School District to address gate closure at Bob/Jason Meeting held, currently reviewing School District plan for School Grant/Western closure and conducting traffic counts. August 2019 ‐High School sent notice to students regarding gate closure. City staff reevaluated in October 2019. Traffic has significantly decreased entering the school in the AM from Western Ave since last year. 4/15/19 URA Determine the timing of when the URA will dissolve. Jason Application to join OEDA/AORA, resource agencies for econ development and urban renewal, pending. Will follow up with the groups to ascertain answer. 5/6/19 Rock Keep City Council informed on operations Bob/Petra/ Rep. Lewis notified City Manager that mineral rights transfer Quarry/Mining Jason was approved on 06/14/2019. Owner to mitigate concerns Operations Above related to potential adverse impacts to the City. Staff Silver Creek continues to monitor permitting process. As of 3‐30‐20 Reservoir DOGAMI has not officially received an application for the site, the Lead Permitting Reclamationist did have a pre‐application meeting with the applicant’s consultant, and they expect an application to be forthcoming. DOGAMI received an application, comment period runs through October.

5/6/19 James Street Follow up on student parking Jason Discussed issue with Superintendent. Parking

Silverton City Council Meeting February 1, 2021 124 of 126 Council Mtg. Issue/Task Synopsis Person(s) Update/ Date Completion Date

7/1/19 Railroad crossing There is no sidewalk at this crossing and it is creating a Jason Jason to set up meeting with new representative from Union at James and C dangerous situation. Pacific and will follow up with ODOT Rail. Meeting held Street 08/14/2019. UP has new review protocol that requires City to provide a retainer for up to $25,000 per crossing just for UP to review a proposal. A crossing order would have to be submitted which if approved, would allow the rail provided to construct the improvements with the City being responsible for the cost. Staff reached out to UP to see if a pedestrian improvement would trigger a crossing rebuild, no answer to date. Staff requested an update, no answer to date. Staff sent another update request. UP reiterated their review protocol that requires City to provide a retainer for up to $25,000 per crossing just for UP to review a proposal and provided no comment on what a project would entail. 9/9/19 Contamination Contact DEQ regarding the contamination that is falling off the Jason/Petra Corresponded with DEQ in September who indicated they falling off the railroad bridge at C Street and over the Abiqua. would look into the matter. Requested an update on the bridge matter October 25. Nov 12 DEQ indicated they would get someone out to take a look at the current situation and report back. 11/4/19 Microphones Look into purchasing new headsets for the Planning Jason Lowest cost option found is $80 per unit, $560 for seven. Commission. Found a $40 option and purchased one to test. 12/16/19 Gateways Staff encouraged to reach out to property owner at Jason Asked developer if he is interested in exploring a dialog with McClaine/C regarding gateway improvements opportunities the City about a gateway improvement on the site. Applicant has acknowledged the request and indicated they would respond back. Applicant is interested in partnering but will need to know budgeting numbers for a project, what kind of project the city is interested, and how maintenance would be handled.

3/2/20 Renaming C Street Investigate with Marion County the steps to rename C Street to Jason Marion County currently researching process. The County something that has significance to Silverton would not have an issue with a name change. 51% of the property owners abutting the street have to sign the application. 3/2/20 Coolidge‐McClaine Repair paths and sidewalks at Coolidge‐McClaine Park Petra Partial repairs adopted in FY21 Budget. Park 11/2/20 Walk Your Wheels Signage for Walk Your Wheels needs to expanded to include Petra Additional signage has been ordered. Should be installed as Signage interior intersections, such as the east side of Noth Water soon as weather permits. Street.

Silverton City Council Meeting February 1, 2021 125 of 126 Council Mtg. Issue/Task Synopsis Person(s) Update/ Date Completion Date

11/2/20 Polystyrene and Explore options for storage and transportation of Polystyrene Petra Petra met with Sustainable Silverton, Agilyx representitive, Styrofoam and Styrofoam materials to be repurposed at Agilyx. and met via phone with Travis Comfort, Republic Services, Recycling regarding this service. An update will be in the December monthly report. This is also tentatively scheduled for the December EMC meeting. 11/2/20 Pedestrian Reduce speed coming from Mt. Angel and extend the current Petra Petra contacted ODOT to review the remaining punch list Crossing at First sidewalk in order to connect to the new crossing. items associated with the project including pedestrian and Jefferson lighting. 11/2/20 Noon whistle Can the noon whistle be used in the event of a public disaster Petra Yes it can. It is currently a manual process. If there was an such as a fire evacuation notice. event that made the current City Hall unsafe to enter, it wuld not be used. The emergency Management team will place this option on an upcoming agenda. 12/7/20 Neighborhood Develop criteria and a process to address the comments City Petra Traffic Council receives regarding traffic issue in town. Management Program

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