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August 7, 2020 Morgan Will Development Manager, Acquisitions & Development Stafford Development Co., LLC 8840 SW Holly Lane Wilsonville, OR 97070-9800 RE: Smith Creek Phase 2C (Tax Lot 052W13 0000100) final plat app (FSUB 2020-04) Dear Mr. Will: This incompleteness letter outlines items needing resolution regarding the application materials received July 24, 2020. Section references are to the Woodburn Development Ordinance (WDO). A. Phase title: Correct the top center title across all sheets from “Smith Creek Phase 2” to “Smith Creek Phase 2C”. Note: If the applicant understands that the County would reject plat names that include phase designations, consult with City staff about how to name them. Staff wants to continue to track the plat of each phase even if the names would differ. B. Common area: On Sheet 2, designate the common area tract, the only one within Phase 2C, as Tract and relabel it from “Open Space” to “Common Area” – consistent with private common area tract designations on the final plat drawings submitted for Phases 1A, 1B, & 2B, and a clearer indication that a homeowners association (HOA) would be responsible for maintenance. C. Common area improvements maintenance: Regarding Condition SUB-2 (Final Order p. 52), subsections a. and b. in particular, staff believes that when the developer as a means of obtaining final plat approval for Phase 1A establishes a conforming, master homeowners association (HOA) that maintains private common areas across all Smith Creek Development phases that this item would be met not only for Phase 1A but also for 2C and the remaining seven phases. ---PAGE BREAK--- Letter of Incompleteness 1, Aug. 7, 2020 – Smith Creek Development: Ph. 2C final plat app FSUB 2020-04 Page 2 of 3 In short, finish establishing a conforming HOA prior to both City approval of the final plat app and developer dedication of Phase 2C private common area tracts to the HOA. D. Public improvements: 1. Civil engineering plans: Provide to the attention of the Planning Division a copy of the set of civil engineering plans that the Public Works Department approved. Planning staff too would look to these as a basis of comparison when inspecting improvements. 2. Bond / performance guarantee: If considering a bond or performance guarantee of Phase 2B public improvements to delay construction, submit a letter to the City Administrator through the Public Works Department Engineering Division requesting granting of a waiver pursuant to 4.02.08 and as management directs. 3. Inspection and acceptance: Construction and City inspection(s) and acceptance(s) remain outstanding. (The term is broad, including street, off-street, and off-site improvements and both surface and subsurface/underground improvements.) Construct and contact for City inspections, providing Planning Division staff in particular at least three business days notice. In closing: Materials: Provide to my attention all revised and additional materials as an Adobe PDF file or files through a file sharing service as well as through three plan size paper copies of the final plat drawings and a smaller size or sizes for other documents. (The applicant may e-mail PDF files if the attachments remain under 10MB in total size.) Do not piecemeal submittal of materials. Letter: Include a dated cover or transmittal letter referencing the project parent case file number, name, and phase designation, citing each incompleteness item code, and for each item directing staff to the applicable and specific plan sheet or document and page number. Delivery: As of this writing, because of coronavirus Woodburn City Hall remains closed to the public indefinitely. The department accepts mailed materials. Any visitor must schedule an appointment prior to arrival, including couriers who would deliver paper submittals to the Community Development Department. Contact Alyssa Nichols, department receptionist, at (503) 982-5246 or [EMAIL REDACTED]. Please contact me at [PHONE REDACTED] or <[EMAIL REDACTED]> with questions. Sincerely, Colin Cortes, AICP, CNU-A Senior Planner ---PAGE BREAK--- Letter of Incompleteness 1, Aug. 7, 2020 – Smith Creek Development: Ph. 2C final plat app FSUB 2020-04 Page 3 of 3 Enclosure: Sheets 1 & 2 scanned (submitted July 20, 2020) cc: McKenzie Granum, Assistant City Attorney Chris Kerr, AICP, Community Development Director Dago Garcia, P.E., City Engineer Greg Wilson, President, Barker Surveying, 3657 Kashmir Way SE, Salem, OR 97317 Gabe Lewman, Project Manager, Barker Surveying ---PAGE BREAK--- ---PAGE BREAK---