FRIDAY LETTER JULY 8, 2016

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1 FRIDAY LETTER JULY 8, 2016 ADMINISTRATION HENRY LAWRENCE, CITY ADMINISTRATOR City Recorder, Cindy Hughes, CMC On July 12 th, the City Council s regular meeting agenda includes an Ordinance to eliminate conflicts with Oregon Revised Statues and the Eagle Point Municipal Code regarding riding motorcycles and skateboard usage; and a discussion regarding 2017 League of Oregon Cities Survey Legislative Priorities. Ballot Measures were filed with the Jackson County Clerk s Office for citizens to vote in the November General Election regarding marijuana registrants and licensees, and a 3% marijuana sales tax. Ordinances and Resolutions were passed on both items in October 2015 following public hearings. Upcoming Meetings: Economic Development Commission July 11 6:00 p.m. City Hall City Council July 12 7:00 p.m. City Hall Planning Commission Meeting July 19 7:00 p.m. City Hall Parks and Recreation Commission Meeting July 25 7:00 p.m. City Hall City Council July 26 7:00 p.m. City Hall Economic Development Commission August 1 Cancelled Public Notice of Vacancies: The City of Eagle Point is currently accepting applications for persons interested in serving on the Economic Development Commission. Applications may be obtained online at or picked up at Eagle Point City Hall, 17 Buchanan Avenue South, Eagle Point, Oregon. 1

2 Public Notice of Elected Offices The City of Eagle Point is accepting filings for candidacy of the elected offices of Mayor for a two year term, and three Council Member positions for four year terms, all commencing in January, Please contact Cindy Hughes, City Recorder at ext. 106 for complete filing information and election materials. POLICE VERN THOMPSON, POLICE CHIEF Eagle Point Police Department - Code Enforcement (Sara Miller) New Code Enforcement Cases - June 2016 Abandoned Vehicles 14% Weeds/Vegetation 52% Junk/Trash Accumulation 6% Animal Complaints 6% Other Ordinance Violations 18% June was a busy month for Code Enforcement as we managed 31 new cases, including: 21 Weeds or Excessive Vegetation Violations 3 Abandoned Vehicles 4 Junk/Trash Accumulation Violations 1 Nuisance Animal Complaint 2 Other Ordinance Violations In addition to the new cases, we successfully closed 9 additional cases from the previous month. Of the 31 new cases generated and investigated in June, four proved to be unfounded complaints, or issues that are not regulated through a current code or ordinance. Special thanks to all of the property owners who went out of their way to abate high weeds and bring properties into compliance with the Municipal Code in preparation for the 4 th of July s hot, dry conditions. 2

3 July is off to a busy start so far with a number of cases and complaints to be investigated including new marijuana grow complaints, rodent problems, accumulation of junk issues, nuisance violations, along with the typical high weeds, abandoned vehicles, animal nuisances, and the like. We continue to have positive interactions with community members, neighbors and business owners, with most being very appreciative of the mediation we provide during the abatement of common neighborhood issues. PARKS AND RECREATION ROBERT MILLER, PUBLIC WORKS DIRECTOR Parks and Recreation Commission The next meeting of the Parks and Recreation Commission is scheduled for Monday, July 25, 2016 at 7:00 p.m. in City Council Chambers. Agenda and packet information will be distributed to commissioners and available on the City website the Friday prior to the meeting. Check the Parks and Recreation Commission page of the city website for up to date meeting packets, agendas, minutes, and to find out the new and exciting things in the works for Eagle Point Parks and Recreation. PUBLIC WORKS ROBERT MILLER, PUBLIC WORKS DIRECTOR The beginning of July is typically full of activity with the 4 th of July celebration and fiscal year close out of projects and purchases. This year was exceptional with the repaving of the Crystal Drive - Teakwood Drive intersection and the beginning of the 2016 Crack Seal project, both on July 5. Continuing in construction are the Lucas Park Restrooms, the Eagle Point Splash Park, and the USDA Water System Improvements. Four additional projects are out for advertising: Laurel Street and Tracy Avenue Storm Improvements, Mattie Brown Shade Structure, the 2016 Seal Coat project, and the Public Works Heated Storage Facility. Coordination continues with OBEC and ODOT on the scope of services for the Stevens Road Improvements, and coordination with ODOT on the Linn Road Improvements. Several developments are in civil plan review, with construction to begin this summer. These include the Eagle Point Community Bible Church Expansion, Eagle Crest Overlook, Sienna Hills Phase 3, Sienna Hills Phase 2, Cottonwood Phase 2, and potentially Greenview Estates. Fairway View at Eagle Point is currently in planning review, and coordination continues on the approved Idlewood Estates. Public Works Maintenance and Operations Public Works staff was focused mainly on the 4 th of July celebration: Flowers were planted at the Judge Stewart House, Centennial Plaza and the front City Hall planters for the 4 th of July parade. The remaining flowers were planted at City Hall the week after. New bark was placed in the Main Street tree wells and planters. 3

4 Street sweeping was completed, in addition to a traffic control pilot truck, for the Jackson County striping crew. Each year new paint is applied to the street centerlines, turn lanes and bike lanes prior to summer and the 4 th of July celebration. Temporary help cleaned up the Eagle Point High School stadium from the 4 th of July celebration. Monthly water samples were taken. Six water breaks were repaired by Public Works in the last two weeks: Van Wey Circle, Dianne Way, Highlands Drive, Barton Road, Pumpkin Ridge, and Elm Way. Additional playground chips were delivered to the Public Works yard. The Museum sprinkler system was modified to provide two zones instead of one. Construction Projects Crystal Drive and Teakwood Drive Storm Improvements Construction is nearing completion on the improvements to the intersection. The new storm system and curb and gutter were completed by Pair-A-Dice Construction, and paving of the intersection by Copeland Paving. Rain delayed pouring of the sidewalks. Re-grading of the intersection by Copeland Paving 4

5 Crystal Drive Teakwood Drive Intersection (looking east) Crystal Drive Teakwood Drive Intersection (looking west) 5

6 Crystal Drive Teakwood Drive Intersection (looking south) Lucas Park Restrooms - Vitus Construction continues on the Lucas Park Restrooms. The roof was scheduled to be installed Friday, but delayed due to the rain. Electrical will be finished after the roof is completed. 6

7 Lucas Park Restroom Construction by Vitus Construction Eagle Point Splash Park - Construction began on the Eagle Point Splash Park. The piping and connections for the splash park have been ordered from Rain Drop Products by Vitus Construction. Once the piping and connections are in place, the concrete pad will be constructed, and the equipment installed. USDA Water System Improvements The preconference meeting is scheduled for July 12, E. Main Street - Stevens Road Improvements Negotiations on the scope of work and cost of design and right of way continues between OBEC, ODOT, and the City of Eagle Point. Recent discussions at the Rogue Valley Metropolitan Planning Organization (RVMPO) provided some assurance that funding will remain through 2018, including funding of the Steven s Road project. Project Opportunities Mattie Brown Covered Structure - The Mattie Brown Covered Structure is out for readvertising, with a new bid opening date of July 14,

8 Laurel Street and Tracy Avenue Storm The project to construct a new storm system from the Tracy Avenue and Laurel Street intersection to ElmWay is advertised, with a bid opening date of July 12,

9 Public Works Heated Storage The Request for Design Build Proposals for the Public Work Heated Storage Building is out for advertising with a due date of July 27, The project proposes construction of 6 bays for vehicles, and a double bay for storage of the Avenue of the Flags. Concept for new Public Works Heated Storage Building 9

10 2016 Pavement Management Program The first step of the 2016 pavement management program began with the crack seal project. The crack seal is a preventative measure for protecting the pavement, and preparation for the upcoming seal coat project. Seal Coat The 2016 Seal Coat project advertises July 11, 2016 with a bid opening date of July 26, Chip Seal Jackson County Roads is preparing estimates for the City to complete this year s requested chip seal program. Paving Streets are being field reviewed and estimates prepared for this year s paving. Additional mapping and details will follow in the next Friday Letter. DEVELOPMENT SERVICES MIKE UPSTON, PLANNING DIRECTOR Planning Commission The next Planning Commission meeting is tentatively scheduled for Tuesday, August 16, 2016 at 7:00 p.m. in City Council Chambers. Agenda and packet information is distributed to commissioners and available on the City website the week prior to the meeting. For up to date meeting packets, agendas and minutes, check out the Planning Commission page of the city website. CURRENT LAND DEVELOPMENT Sienna Hills Subdivision The Sienna Hills Subdivision in the northeast area of town continues to be the hot spot for development in Eagle Point. Updates below: Phase 2: City awaiting final subdivision map. Phases 3, 4 & 5: Building permits for home construction in these phases are on-going. Phase 6: Site development is in progress and will eventually lead to a final subdivision map approval and permits for homes. Phase 7: Development expected to follow market demand after completion of Phase 6. Eagle Point Community Bible Church Expansion The building permit has been issued and construction has begun on a 5,700 square foot expansion of this church at 27 South Shasta Avenue for a new sanctuary as depicted on the left portion of the drawing below. 10

11 UPCOMING LAND DEVELOPMENT Fairway View Subdivision at Eagle Point Golf Course Planning Commission and City Council public hearings anticipated in August and September. This proposal is to build a 12-unit townhome development similar to Poppy Village immediately west of the 16 th tee and accessed from South Shasta Avenue. Internal review is in process, and we re expecting a staff recommendation to be at the Planning Commission in August and City Council in September. Cottonwood Subdivision, Phase 2 The City Engineer continues review of civil engineering plans for site development and public infrastructure. This 6-home, second and final phase will follow the building pattern established by the 19-home first phase developed in In addition, it will extend Cottonwood Drive to its western terminus at Old Hwy 62 and include all typically required roadway improvements, including curb, gutter, sidewalk, and front yard trees. Construction is expected this summer. Greenview Subdivision The City has completed its review of a proposed subdivision amendment to construct single family detached homes on this property on this south side Alta Vista Drive property across from the Poppy Village commercial center. Engineering review has determined that the previously constructed infrastructure is acceptable, and the city is now waiting for the revised subdivision map to be submitted so that building permits for home construction may be reviewed/issued. 11

12 ECONOMIC DEVELOPMENT Economic Development Commission The Economic Development Commission s next meeting will be Monday, July 11 th (moved from 7/4/16 due to the 4 th of July holiday) and to conduct the following business: Economic Development Strategy Implementation Commissioner progress reports on the work plan action items they re working on. Activity within Action Item 2.G of the Economic Development Strategy Initiation of efforts focused on workforce development, as a means of providing businesses with the resources they need to be successful, including a skilled workforce. Commissioner Marinucci will provide more detail about her plans for working on this, and will bring a project scope to the next meeting for discussion with the other commissioners. Activity within Action Item 2.I of the Economic Development Strategy Continued planning for the 2016 Annual Economic Forum, rescheduled to Saturday, Oct 8th. Commissioners Bilden, Parsons and Marinucci will report on topics expected which may include a show/tell/discussion about the Butte Creek Mill re-build and proposed golf course lodging. Ideas for a third topic are being considered, and could include the Upper Rogue wineries and their impact on Eagle Point and neighboring communities. City Branding Proposal At their July 26 th meeting, the City Council will hear a presentation from Paradux Media Group on City branding and associated marketing strategies. This presentation was initially given at the Economic Development Commission meeting on June 6th, and included the following elements: Defining and consistently implementing the City s brand personality. Using a core values model to develop the values, ideals and norms behind a City brand, including a decision matrix which can be used to help the City be nimble and decisive. Assistance with identifying a unique brand essence based on what makes the City special, including a system for communicating that brand essence to employees, citizens, and other stakeholders for the City. Identifying the City s ideal audience (citizens, businesses, visitors) in order to enhance the possibility of finding them and bringing them here. Creation of a City tagline, including a statement of passion which brings our brand to life and communicates our brand values to internal and external audiences. Use of a brand guide to help internal staff understand the brand and use brand elements. FINAL ANNOUNCEMENT: JULY 13 TH OPEN HOUSE ON FLOODPLAIN DEVELOPMENT DETAILS BELOW 12

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