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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR AND EXECUTIVE SESSIONS 7:00 P.M.

Tuesday, January 22, 2013

 

 

REGULAR SESSION

 

I.                          CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Councilor Braudt called the meeting to order at 7:02 p.m. and all joined in the Pledge of Allegiance.

 

**Mayor Deaton arrived @ 7:05pm

 

II.        SPECIAL MATTERS:

1.      Administer Oath of Office to Newly Elected Officials

Deputy Recorder Beckman administered the Oath of Office to Mayor Deaton, Councilor Braudt, Councilor Coleman and Councilor Loomis.

 

2.      Appoint Council President

Councilor Parker moved, Councilor Barton seconded a motion to nominate Frank Braudt as Council President.  All voted “yes”.  The motion carried.

 

3.      Presentation of Plaques for Years of Service

Mayor Deaton presented Plaques for Years of Service to Clarence Sato, Joy Curtiss and Jerry Butler.

     

III.       ROLL CALL:

COUNCIL PRESENT:    Mayor Deaton, Councilors Braudt, Parker, Coleman, Kovachy, Loomis and Barton.

COUNCIL ABSENT:      Student Councilor Webb was not present.

STAFF PRESENT:         Administrator/Recorder Evans, Deputy Recorder Beckman and Superintendent Lakey.

STAFF ABSENT:           None.

 

IV.       AGENDA REVIEW AND/OR ADDITIONS:

None.

 

V.        PUBLIC COMMENT:

          Patti McCollum, American Red Cross – spoke in behalf of the blood drives and circulated a “Battle of the Badges” brochure.

 

VI.       CONSENT CALENDAR:       

1.      Approval of Special Session 12-17-12 Minutes

2.      Financial Reports

a)      Expenses vs. Budget w/o Encumbered (2nd quarter fiscal year 2012-2013).
b)     Payroll Accrual Register (2nd quarter fiscal year 2012-2013).
c)      Revenue Analysis (2nd quarter fiscal year 2012-2013).   

Councilor Barton moved, Councilor Loomis seconded a motion to approve the Consent Calendar as presented.  All voted “yes”.  The motion carried. 

 

VII.      PUBLIC HEARINGS:

            None

 

VIII.    COUNCIL BUSINESS:

1.      C Giles Hunt Grant – City Hall Window Coverings / Carol Hilderbrand, DC Librarian

Carol Hilderbrand circulated correspondence regarding her proposal for the grant.  She noted that she would like to submit an application for the following two projects:

1)     Purchase and installation of vertical blinds for the four lower floor windows at City Hall as well as the Administrator’s side window.  Bid $1,127.75

2)     Purchase of backstops for library bookshelves.  Cost $10.00 per unit – 180 units - $1,800.00

Total cost for both $2,927.75

 

Councilor Braudt moved, Councilor Coleman seconded a motion to approve the request to apply for the C Giles Hunt Grant for window coverings for the lower four front windows, the Administrator’s side window at City Hall and bookshelf backstops for the library.  All voted “yes”.  The motion carried.

 

2.      Liquor License Application Change of Ownership – El Paraiso / Memo, Administrator/Recorder Evans

Councilor Braudt moved, Councilor Coleman seconded a motion to approve the liquor license change of ownership application for Lopez Brothers LLC dba El Paraiso Mexican Restaurant authorizing staff to sign the application.  All voted “yes”.  The motion carried.

 

3.      Liquor License Application Change of Ownership – Bimor Stations / Memo, Administrator/Recorder Evans

Councilor Loomis moved, Councilor Kovachy seconded a motion to approve the liquor license change of ownership application for Bimor Stations authorizing staff to sign the application.  All voted “yes”.  The motion carried.

 

4.      Appoint Planning Commission Chair and Vice Chair – Memo, Deputy Recorder Beckman

Councilor Kovachy moved, Councilor Loomis seconded a motion to appoint John Emory as Planning Commission Chair and Norval Weigel as Planning Commission Vice Chair.  All voted “yes”.  The motion carried.

 

5.      Auditor’s Report / Memo, Administrator/Recorder Evans

Kenny Allen, Pauly, Rogers & Co. summarized the City’s audit noting that the results overall were a “clean opinion” which is the highest rating the City could get.  The management letter recommended as a measure of internal control that another person along with the Bookkeeper review the check sequences and bank statements to make sure there are no gaps in sequence. 

Administrator/Recorder Evans noted that she is now tracking along with the Bookkeeper as recommended.       

 

Councilor Braudt moved, Councilor Barton seconded a motion to accept the Auditor’s Report.  All voted “yes”.  The motion carried.

 

6.      Transfer Agreement – NeighborWorks Umpqua – Housing Rehab Program  / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that the City currently has 7 outstanding Housing Rehab loans.  In the past the City was allowed to utilize any funds under $25,000 for any purpose the City deemed appropriate.  Due to new legislative requirements all income from the loans must now be reallocated for new housing loans. IFA has been the grant coordinator and responsible for annual HUD reports.  The new legislation has increased their paperwork to the extent that IFA is now requesting that the City transfer existing loans to a qualified non-profit for housing rehab.  Neighborworks Umpqua is a non-profit organization that meets the qualification requirements, is willing to assume the loans and has provided a transfer agreement for Council’s approval.

Karan Reed, Neighborworks Umpqua was available for questions from the Council.

 

Discussion:  Council generally discussed with Ms. Reed how many loans they process, management fees and what happens to the money when the loans are repaid.

   

Councilor Barton moved, Councilor Loomis seconded a motion to approve the transfer agreement and assignment for the housing rehabilitation loans and authorize the Mayor to sign the contract.  All voted “yes”.  The motion carried.

 

7.      Resolution No. 603 – A Resolution of the City of Canyonville Adopting the Amended Wastewater Facility Plan / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that in December 2011 Dyer Partnership presented a proposed amendment to the WWTP Facility Plan which decreased the cost of the project and changed the treatment process and provided construction in 2 phases.  The amendment had been approved by DEQ in June 2012 but the City had not formally adopted the plan after the approval. 

 

Councilor Braudt moved, Councilor Barton seconded a motion to adopt Resolution No. 603 – A Resolution of the City of Canyonville Adopting the Amended Wastewater Facility Plan.  All voted “yes”.  The motion carried.

 

**Mayor Deaton called for a 5 minute break at 7:35 p.m.

 

8.      Commercial Sewer Rates Presentation – Steve Donovan

Mr. Donovan noted that he and Administrator/Recorder Evans had done an in depth study of the City’s current rate structure with the following findings:

·        46 commercial customers are currently in the single family residential rate class

a)      Charged at a base rate with no overage charge

·        Multi-family customers are charged a monthly base and overage according to the number of dwelling units

·        There are 25 unique sewer rate codes – the City only needs 5-6 sewer rate classes

·        Commercial classes could be created using a defining factor of low, medium and high strengths put on the sewer plant for processing

·        43 of the 46 commercial customers would fall under a low strength commercial classification

·        The following discrepancy was discovered in calculation of EDU’s for formulation of rates during the previous presentation which resulted in an incorrect revenue outcome and a potential shortfall by the end of the scheduled 5 year rate increase:

a)      Planning EDU’s which was taken from the master plan data – 960 EDU’s

b)     Billing System EDU’s discovered by calculating actual billing figures – 872 EDU’s

The following recommendations were presented to the Council:

·        Amend the Rate Study Report based on Billing System EDU’s increasing the projected rate increase to $10 for the first year with a $9 increase each year thereafter

·        Implement unique overage rates for low, medium, and high strength commercial customers

·        Adopt the revision to the current sewer rate ordinance to account for the definitions of Commercial I, Commercial II, and Commercial III customer types

·        Direct staff to contact the 46 affected commercial customers notifying them of the pending July1, 2013 rate change

 

Discussion:  Council generally discussed the current billing rates, Equivalent Dwelling Units, the recommended commercial rates and classifications and the customers who might be most affected by reclassification.  The Council further discussed notifying the customers whose rates will be reclassified and giving them an opportunity to talk with staff about the classifications. Council also discussed the resolution adopting the sewer rate increase in 5 year increments.

 

The unanimous consensus from the Council was to amend the Rate Study Report and use the Billing System EDU’s for the formulation of projected rate increases. 

 

Administrator/Recorder Evans noted that she could have the revised rate increase resolution for the Special Council Meeting to be held on January 29, 2013.

 

9.      Resolution No. 604 – A Resolution of the City of Canyonville Adopting a Five Year Rate Increase Schedule for Wastewater Facilities / Memo, Administrator/Recorder Evans

Due to the discussion and consensus on the Commercial Sewer Rates presentation a vote on Resolution No. 604 was postponed in order to modify the resolution.

 

10.   Memo of Understanding – BLM and City of Canyonville / Memo, Superintendent Lakey

Superintendent Lakey noted the agreement had been in place for years. He further noted that the City works with BLM to maintain appropriate distances from the watershed for spraying and maintaining security.

 

Discussion:  The Council discussed the location of the gate and roads to the watersheds.  It was also discussed that there were a couple of grammatical errors in the contract that needed correction.  The Council discussed the wording in section IV. ADMINISTRATION - A. RECORDS MANAGEMENT. Council requested that staff have the City’s Attorney review this section of the agreement prior to signing.

 

Councilor Braudt moved, Councilor Barton seconded a motion to continue the Memorandum of Understanding between BLM and the City of Canyonville regarding the O’Shea Creek and West Fork Canyon Creek Municipal Watersheds subject to the City Attorney’s review and approval.  All voted “yes”.  The motion carried.

 

IX.       REPORTS:

1.      SHERIFF’S OFFICE

a)      Sergeant Marty Case was unable to attend the meeting due to having another appointment.

 

b)   DC Sheriff’s Office Community News Letter.

      A letter had not been provided by the Sheriff’s Department.

 

2.      SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting the following:

·        Water – There Water Plant had a ladder logic issue.  DRB Engineering repaired the problem.

OSHA inspected the water plant with good results.

·        Streets – Heavy rains created flooding on various streets.  A trash can was found in the drain pipe obstructing flow at Main and Ecklund.  It was dug up and removed.  Reynolds St had a water service leak which created water flow down the street.

 

3.      ADMINISTRATIVE REPORT

Administrator/Recorder Evans noted that she had dedicated the report for outlining where the City was at with the Sewer Plant Upgrade.  She noted specifically that the City had approached Jean Barry regarding a realignment of the existing sewer easement across her property on Hamlin Drive.  Mrs. Barry’s son, Larry Wheatley, was handling the request and asked that in exchange for the realignment of the easement the City would chip seal Hamlin Dr.  The engineering firm ran a cost analysis to see if it would be economically beneficial.  The result was that it would be more expensive to chip seal, so the City declined.    

 

4.      BOARDS, COMMISSIONS AND COMMITTEES

None

                                                                                               

X.        CORRESPONDENCE/INFORMATION:

1.    In Packet:

a)      12-15-12 Certified 2012 Population Estimate

2.    Available for Inspection:

a)                Seniors Escorting Seniors – December 2012 Report

 

XI.       ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Tuesday, February 12, 2013 @ 7:00 p.m.

2.      City Council Regular Session – Tuesday, February 19, 2013 @ 7:00 p.m.

 

XII.                    ADJOURNMENT

Mayor Deaton adjourned the Regular Meeting at 9:50 p.m.

 

 

EXECUTIVE SESSION AGENDA

 

I.          CALL TO ORDER

Mayor Deaton called the meeting to order at 9:52 p.m.

 

COUNCIL PRESENT:    Mayor Deaton, Councilors Braudt, Parker, Coleman, Kovachy, Loomis and Barton.

COUNCIL ABSENT:      Student Councilor Webb was not present.

STAFF PRESENT:         Administrator/Recorder Evans.

STAFF ABSENT:           Deputy Recorder Beckman and Superintendent Lakey were excused.

 

II.                                                         DISCUSSION:  ORS 192.660 (2) (d) To conduct deliberations with persons designated by the

governing body to carry on labor negotiations. 

 

III.                      EXECUTIVE SESSION ADJOURNMENT

Mayor Deaton adjourned the Executive Session at 10:45 p.m.

 

Submitted by:                                                          Approved by:

 

 

______________________________                  ________________________________

Joan Beckman, Deputy Recorder                           Robert A. Deaton, Mayor       

                                                                            

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