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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Tuesday, February 17, 2015

 

REGULAR SESSION

 

I.                 CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

 

Mayor Young called the meeting to order at 7:04 p.m. and all joined in to the Pledge of Allegiance and prayer.

     

II.        SPECIAL MATTERS

           

 

III.       ROLL CALL:

 

COUNCIL PRESENT:    Mayor Young,Councilors Boye’, Braudt, Coleman, Loomis, and Russ.

COUNCIL ABSENT:      Councilor Kovachy.

STAFF PRESENT:         Administrator/Recorder Evans, Public Works Superintendent Lakey, and Finance Deputy Recorder Bennett.

STAFF ABSENT:           None.

 

IV.       AGENDA REVIEW AND/OR ADDITIONS:

 

            None

           

IV.       PUBLIC COMMENT:

 

          None

 

V.        CONSENT CALENDAR:

 

1.      Approval of Regular Session Minutes for 1-20-14

 

Councilor Loomis moved, Councilor Braudt second a motion to approve the consent calendar. 

All voted “yes”.  The motion carried.

 

VI.       PUBLIC HEARINGS:

           

1.      Comprehensive Plan amendment, zone change, urban growth boundary adjustment and annexation application for Falk Estates.  Subject property is immediately adjacent to the easterly city limits on Tiller Trail Highway

 

This public hearing is being continued to the March 23, 2015 meeting.

 

VII.      COUNCIL BUSINESS:

 

1.      Presentation of the City Financial report ending June 30, 2014.

 

Kenny Allen, CPA with Pauly, Rogers and Co., presented the council with the 2013-14 financial report along with the auditor’s letter.  Mr. Allen pointed out that the independent auditors’ report explained that the financial statements present fairly, in all material repects, the respective cash basis financial position of the governmental and business-type activities.  On page 43 of the financial report the auditor presents any  compliance and interal control issues they find while performing the auditor.   They did not find any substantial compliance issues. 

 

Mr. Allen wanted to make council aware that the Governmental Accounting Standards Board (GASB) has issued statement number 68, an amendment of GASB statement number 27, that addresses the accounting and financial reporting for pensions for state and local governmental employers through pension plans administered through trusts of certain characteristics. This will impact the government-wide financial statements for most entities with new position being reduced by an actuarially determined amount.  The implementation date for this statement is for fiscal periods beginning after June15, 2014.

 

Administrator Evans explained that the city council was required through the grant application to adopt a 5 year rate increase sufficient to cover the repayment of the debt service.  Each year all of the prior and current portion of the rate increase is budgeted for a one time yearly transfer into the Sewer Capital Reserve Fund.  The Sewer Capital Reserve Fund is used specifically for any infrastructure upgrades and not for salaries, maintenance, etc.  She also mentioned that the water plant would need to be looked at next.

 

2.      Budget Committee Appointment.

 

Staff received three applications for the Budget Committee openings.  Linda Joyce and Christina Morgan

are re-applying for their positions on the Budget Committee. Louise Barton has submitted her application for the remaining position.

 

Councilor Loomis moved, Councilor Braudt second a motion to appoint Linda Joyce, Christina Morgan, and Louis Barton to the three positions open on the Budget Committee.  All voted “yes”.  Motion passed.

 

3.      Request from Library to send a letter of support to the Commissioners.

 

Canyonville Branch Librarian, Carol Hilderbrand, is asking Council to write a letter to Douglas County Commissioners showing the cities support in keeping the libraries open in order to continue providing the services and programs to the community.

 

Councilor Coleman moved, Councilor Loomis second a motion for the city to send a letter  supporting keeping the libraries open to the County Commissioners. All voted “yes”.  Motion passed.

 

4.      C. Giles Hunt application for Library.

 

Canyonville Branch Librarian, Carol Hilderbrand, is asking Council to approve her request for a $700.00 grant from the C. Giles Hunt Trust grant.  Part of this money would go towards the purchase of accessories such as shelves, racks, brochures, and poster holders.  The rest would help replace the small non-slip bookends that are in need of replacement.

 

Councilor Coleman moved, Councilor Braudt second a motion to give Carol Hilderbrand, librarian permission to apply for a C. Giles Hunt Grant of $700.00. All voted “yes”.  Motion passed.

 

5.      Charter Franchise Agreement.

 

Utility companies that utilize the City’s right of way for their infrastructure pay a franchise fee to the City. Franchise agreements are typically long term agreements which cover a variety of issues in addition to establishing a fee.  In April the City received a draft franchise agreement from Charter Communications which was sent to the City Attorney for review.  City Attorney, Gary Darnielle has reviewed the proposed agreement and feels there are a number of issues that need to be addressed with Charter.  Administrator Evans asked Council to give the City Attorney permission to negotiate with Charter’s Attorney on behalf of the City and bring back his findings to Council.

 

Councilor Braudt moved, Councilor Boye’ second a motion to give City Attorney, Gary Darnielle, permission to meet with Charter’s Attorney regarding the Chaters Franchise Agreement and Fee.

All voted “yes”.  Motion passed.

 

 

 

VIII.    REPORTS:

 

1.      SHERIFF’S REPORT

 

None.

 

2.      SUPERINTENDENT’S REPORT

 

Cities water plant operator quit last month and we are in the process of advertising the opening once again.  City did receive a violation of by-products contaminents (acidic acid) in the water, but is not a health issue.  Hoping to have the problem solved through changes in the process.  The water plant is being shut down one day a week and only running it during working hours in hopes of helping to alieviate the problem.  Once the rainy season is over we should not incounter this problem.

 

The 4 days of heavy rain brought us a total of 6.87” of rain.  Incurred several failures with the new systems.  New head works is now up and running.  With the heavy rain fall staff ran two large and two small pumps to keep up with the flow.

 

Over the weekend Mark Wilson received a dog bite to his hand on his way to check water levels in the creeks.  Rob Siegrist, sewer plant operator, broke two ribs.  Staff for this week consists of Tony Lakey and James Gettle.

 

3.    ADMINISTRATIVE REPORT

 

FALK ANNEXATION:  The public hearing before the City Council will be held at the March 23, 2015 Council meeting.  Council will hold a work session with the contracted planner Jacob Callister and City Attorney Gary Darnielle on Tuesday, March 3, 2015 starting at 7:00 p.m.  The Planning Commission moved to send the Falk Annexation to the City Council with stipulation that Dr. Falk and Huffman and Wright must come to an agreement regarding a barrier between the two adjoining properties.

 

WATER MASTER PLAN:  Dyer Partnership has completed a capital improvement plan for the water.  A capital improvement plan is a long term program for the replacement of existing or installation of new infrastructure required to improve the water function.

 

The improvement plan has been divided into three phases with the most critical needs anticipated in phase I.  Phase I includes the replacement of the water treatment facility with a new package plant which is  estimated at $4.3 million dollars.  Phase II is mainly upsizing of existing water lines, repairs and maintenance of the reservoirs with an estimate of $4.1 million.  Phase III includes the replacement of the Canyon Creek Raw Water line estimated at $8.9 million.  Staff will be meeting with the city engineer this month to look at possible reductions to the plan.  Once the draft plan is completed it will be presented to Council for review and approval.

 

Staff has not received any correspondence of Rural Developments decision on the amounts of the loan and grant they will be awarding.

 

IX.       BOARDS, COMMISSIONS AND COMMITTEES

 

1.       YMCA

 

Councilor Braudt reported that there are 40 students attending the after school program at the YMCA from Canyonville.  They are looking to work with Mrytle Creek, Riddle, and Tri-City to start up after school programs in their areas.  At present there are 338 members using the YMCA.  In the future the YMCA will be asking the City about improving the parking lot surface.  The next board meeting will be May 7, 2015.

 

X.        CORRESPONDENCE/INFORMATION:

1.    Available for Inspection:

a)                Seniors Escorting Seniors – January 2015 Report

 

XI.       ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Wednesday, March 11, 2015 @ 7:00 p.m.

2.      City Council Work Session – Tuesday, March 3, 2015 @ 7:00 p.m.

3.      City Council Regular Session moved to March 23, 2014 @ 7:00 p.m.

 

XII.      ADJOURNMENT

There being no further business Mayor Young adjourned the meeting at 8:10 p.m.

 

Submitted by:                                                                          Approved by:

 

 

______________________________                                          ________________________________

Dawn Bennett, Finance Deputy Recorder                                Jake Young, Mayor                                  
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