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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Tuesday, February 19, 2013

 

REGULAR SESSION

 

I.                          CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Council President Braudt called the meeting to order at 7:00 p.m. and all joined in the Pledge of Allegiance.

     

II.        ROLL CALL:

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

COUNCIL ABSENT:      Mayor Deaton was excused.  Student Councilor Webb was not present.

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

STAFF ABSENT:           None.

 

III.       AGENDA REVIEW AND/OR ADDITIONS:

ADD Letter from Canyonville Assembly of God Church to Administrative Report.

 

IV.       PUBLIC COMMENT:

          None.

 

V.        CONSENT CALENDAR:       

1.      Approval of Regular Session 1-22-13 Minutes

Councilor Barton moved, Councilor Loomis seconded a motion to approve the Regular Session 1-22-13 Minutes as written.  All voted “yes”.  The motion carried.  Mayor Deaton was not present for the vote.

2.      Approval of Special Session 1-29-13 Minutes          

It was noted that the heading for the minutes needed correction.

Councilor Barton moved, Councilor Loomis seconded a motion to approve the Special Session 1-29-13 Minutes as corrected. 

The vote was:  In favor – Councilors Parker, Coleman, Loomis and Barton.

Councilor’s Braudt and Kovachy obstained from voting as they were not present for the 1-29-13 Special Session.  Mayor Deaton was not present for the vote.

The motion carried. 

 

VI.       PUBLIC HEARINGS:

1.      2013 Community Development Block Grant Application / Memo, Administrator/Recorder Evans

 

*    Council President Braudt opened the Public Hearing to discuss possible uses for the Community Development Block Grant.

 

      Administrator/Recorder Evans read the following memo.

 

The City of Canyonville is eligible to apply for a Community Development Block Grant (CDBG) from the Oregon Business Development Department.  The grants can be used for public facilities and housing improvements, primarily for persons with low and moderate incomes.  Some of the grants available are for economic development, microenterprises, public infrastructure, public community facilities, regional housing rehabilitation, regional housing centers and emergency projects.

 

In the City’s opinion the most immediate need of the community is the upgrade of the City’s Wastewater Treatment Plant.  In 1998 the City entered into a mutual agreement order with the Department of Environmental Quality (DEQ) to bring the system into compliance with all the DEQ requirements.  The City’s current plan is to change the treatment process from an activated sludge process to a membrane bioreactor.  The total project is estimated to be $12.9 million and will be completed in two phases.  Completion of phase 1 is estimated at $2.4 million.  The City is applying for a Community Development Block Grant in the amount of $1.6 million to assist with the cost of construction for phase 1.

 

As part of the grant requirements the City must hold a public hearing to discuss the proposed project and any other possible uses of CDBG funds. The City is allowed to apply for one CDBG per year. The City received a $750,000.00 grant in October 2010 for the final design which will be closed out by the end of February.

 

The Council needs to open the public hearing and ask for testimony regarding the proposed project or other possible uses of the funds.  After the public testimony, council may either direct staff to proceed with the application or decline to submit the application and recommend another project.

 

*    Council President Braudt asked for testimony from the public regarding proposed uses of the Community Development Block Grant.

      There was none.

 

*    Council President Braudt closed the Public Hearing on the possible uses for the Community Development Block Grant.

 

Councilor Barton moved, Councilor Loomis seconded a motion to direct staff to proceed with the application for a Community Development Block Grant from the Oregon Business Development Department to assist with the cost of construction for Phase I of the upgrade to the City’s Wastewater Treatment Plant.  All voted “yes”.  The motion carried.  Mayor Deaton was not present for the vote.

 

2.      Ordinance No. 619 – An Ordinance Amending Chapter 13.24 of the Canyonville Municipal Code Relating to Sewer Fees and Rates / Memo, Administrator/Recorder Evans

 

*    Council President Braudt opened the Public Hearing on Ordinance No. 619 – An Ordinance Amending Chapter 13.24 of the Canyonville Municipal Code Relating to Sewer Fees and Rates.

 

      Administrator/Recorder Evans noted that as a part of the sewer plant upgrade the City was required to have a sewer rate study completed.  The study results indicated the need to have the sewer rate at $89 by the completion of the project.  It was further recommended that the City establish a three tier rate structure for commercial accounts.  Ordinance No. 619 establishes the rate structure for commercial accounts, a rate increase and also addresses cleaning up sections in Chapter 13.24 of the Municipal Code that has become outdated or is no longer applicable.

 

*    Council President Braudt asked for testimony from the public regarding Ordinance No. 619.

      There was none.

 

*    Council President Braudt closed the Public Hearing on Ordinance No. 619.

 

Councilor Kovachy moved, Councilor Coleman seconded a motion to adopt Ordinance No. 619 – An Ordinance Amending Chapter 13.24 of the Canyonville Municipal Code Relating to Sewer Fees and Rates. 

 

Discussion:  The Council generally discussed sending notification to citizens who will be affected by the new classifications.

 

All voted “yes”.  The motion carried.  Mayor Deaton was not present for the vote.

 

VII.      COUNCIL BUSINESS:

1.      Statement of Economic Interest Filing / Memo, Deputy Recorder Beckman

Deputy Recorder Beckman noted that the Council will be receiving their Statement of Economic Interest Filings sometime in March and that staff would do one mailing for all who are required to file.

2.      Umpqua Fisherman Assoc STEP Program – Mike Brochu

Mr. Brochu thanked the Council and the City for all the support in maintaining the acclimation pond through the years.  He also noted that the City of Canyonville had been nominated to receive an award in appreciation for the work and support they had done throughout the years the acclimation pond had been up and running.  The City has been selected by the Salmon Trout Advisory Committee to be recognized during the 2013 STEP Conference for outstanding contributions to STEP.  The conference will be held on April 6, 2013.  Free admission and a complimentary dinner is available for whomever the Council wishes to attend the conference.

 

VIII.    REPORTS:

1.      SHERIFF’S OFFICE

a)      Sergeant Marty Case highlighted incidents for November, December and January.  He also reported the unofficial contract STATS for January.

 

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 – Three more water leaks have been located and repaired

·        Wastewater – Staff has been working on a plugged sewer main on Elliott St

·        Park – Staff was supposed to meet with DJ’s Plumbing regarding the park restrooms but had been unable due to working on the sewer main problems

Discussion:  The Council discussed the Water Plant Report - City paid water for D. Gross.  The report shows a very high consumption for D. Gross.  The high consumption was from a leak on the Gross property.  The City has an easement agreement for the Reynolds St. Water Tower that crosses the Gross property.  The Gross’ are not charged overage for the property at 420 Tower in exchange for the easement.  The Council discussed the agreement and instructed staff to locate the easement agreement for further discussions.

The Council further discussed a complaint regarding cars parked on Fairchild.  Superintendent Lakey noted that he had spoken to the people involved and resolving the complaint was in process.    

 

3.      ADMINISTRATIVE REPORT

Administrator/Recorder Evans added to her report a letter received on February 15th from the Canyonville Assembly of God Church.  The letter was requesting a refund of water charges for overages since 2005 due to installation of an incorrect meter register.  The incorrect register had recently been discovered by Public Works Staff and changed out.  Apparently the register had been calculating 1/3 more for consumption since its installation in 2005.  The City’s Code § 13.08.080 D. allows a reimbursement of up to 6 months upon the determination that the appeal was substantiated.  The total amount of the reimbursement retroactive to 2005 calculates to $987.34 while a 6 month reimbursement calculates to $56.72.  Since the overage was due to faulty equipment it was Administrator/Recorder Evans recommendation to grant the request for the refund retroactive to 2005.

 

Councilor Parker moved, Councilor Barton seconded a motion to reimburse the Canyonville Assembly of God for overage charges for water retroactive to 2005 in the amount of $987.34 upon signing a letter releasing the City of any further compensation.

 

Discussion:  The Council generally discussed why the incorrect register had not been discovered sooner and that since it was due to installation of an incorrect register reimbursement was appropriate.  The Council also discussed correspondence to Canyonville Assembly of God Church notifying them of the Council’s decision as well as a release of any further compensation upon reimbursement of the overage charges retroactive to 2005.

 

            All voted “yes”.  The motion carried.  Mayor Deaton was not present for the vote.

 

·        CDBG Process -Administrator/Recorder reviewed the components for the Community Development Block Grant and where the City was at with the process. 

Councilor Braudt also noted that Administrator/Recorder Evans, Bookkeeper Bennett and he had attended a meeting in Roseburg with the Grant Administrators and highlighted the discussions that they had.

Administrator/Recorder Evans noted that the City was waiting for comments from SHPO and she was hopeful to be able to meet the deadlines in order to apply for the Community Development Block Grant by March for construction of Phase I.

·        Staff Reduction – With the retirement of Deputy Recorder Beckman, Administrator/Recorder Evans intended to leave the position in the Budget but initially try to run the office with a staff of 3.  She had been working on ideas for stream lining the work load in the office and one suggestion was to close the office for lunch between 12:30 and 1:30.  This would eliminate the need for coverage of the front desk while Administrative Assistant Walker was at lunch.  The impact wouldn’t be much for the public as there is a drop box for payments and the office would be open for ½ of 12:00 lunch periods and ½ of 1:00 lunch periods.

Discussion:  The Council discussed reducing staff, increased workloads due to the Wastewater Treatment Plant Upgrade, the pros and cons of closing for lunch, possibly working on drafting a job description, hiring a person for clerical needs only and if a staff of 3 doesn’t work out not hesitating to fill the position.

The Council consensus was to go along with closing the office from 12:30 to 1:30 and notifying the public of the pending lunch closure effective March 15, 2013.  Councilor Parker was not in favor of the office closure.  Mayor Deaton was not present for the consensus.

Council also noted that if a fourth office staff position was filled the office would then reopen for lunch.

 

4.      BOARDS, COMMISSIONS AND COMMITTEES

None

                                                                                               

IX.       CORRESPONDENCE/INFORMATION:

1.    In Packet:

None

2.    Available for Inspection:

a)                Seniors Escorting Seniors – January 2013 Report

 

X.        ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Wednesday, March 13, 2013 @ 7:00 p.m.

2.      City Council Regular Session – Monday, March 18, 2013 @ 7:00 p.m.

 

XI.            ADJOURNMENT

Being no further business Mayor Deaton adjourned the meeting at 8:35 p.m.

 

 

Submitted by:                                                         Approved by:

 

 

______________________________                 ________________________________

Janelle Evans, Administrator/Recorder                Frank Braudt, Council President        

                                                                            

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