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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday, April 20, 2015

 

REGULAR SESSION

 

I.                          CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Mayor Young called the meeting to order at 7:05 p.m. and all joined in to the Pledge of Allegiance and prayer.

II.        ROLL CALL:

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

COUNCIL ABSENT:      None.

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

STAFF ABSENT:           None.

III.       AGENDA REVIEW AND/OR ADDITIONS:

Douglas County Commissioner, Susan Morgan, asked to give Council a presentation on Douglas County’s 2015-16 budget.  The presentation was added to council business as 1.a, before the review of the water master plan draft which will be 1.b.

IV.       PUBLIC COMMENT:

          None

V.        CONSENT CALENDAR:
1.      Approval of Regular Session Minutes for 3-23-14

Councilor Loomis moved, Councilor Kovachy seconded a motion to approve the consent calendar. 

All voted “yes”.  The motion carried.

VI.       PUBLIC HEARINGS:

            None.

 VII.      COUNCIL BUSINESS:

1.a.  Douglas County Commissioner Susan Morgan’s presentation.

Susan Morgan gave a very informative presentation regarding the decline of revenues to the county.  She explained what steps the county is taking to try to make up for some of the loss through other revenue sources within the county whether through automation, fees, or personnel cuts.

1.b.   Review of the water master plan draft.

The City received a grant from the Department of Land Conservation and Development to complete a water master plan since the existing plan was completed back in 1996.  It was essential to prepare a new plan for the annexation of the Falk property and the determination as to the City’s ability to serve the development.

The City Engineer, Steve Majors, presented a Power Point covering the major sections of the water master plan.  Steve enlightened the council to the deficiencies within the plant, the treated water storage, and  the distribution system, besides showing the projected water demand versus current water capacity available.

The improvements were broken down into three phases, with phase I and phase II costing approximately $5,422,000.00.  He did not provide a cost for phase III as that covers improvements that may be considered in the future.

Councilor Braudt asked if the Falk development was considered when projecting the City’s water needs for the future.  Steve reassured Councilor Braudt that the Falk development is part of the projection.

Councilor Coleman asked if the City would start working on phase I and II right away or after the sewer upgrade has been completed.  Administrator Evans explained that once the water master plan is approved, water rights worked on, and the sewer plant upgrade completely finished then the City would look at when to start on the water plant upgrades.

City Engineer suggested that council approve the water master plan with the condition the City water rights are completed and they look into changing the irrigation rights on Canyon Creek to water rights.  He will also look at transferring water rights from O’Shea creek to Canyon creek. 

The deadline for the DLCD grant is June 30, 2015.  Administrator Evans is checking to see if DLCD will accept a hearing ready document for the grant close out.  Before approval of the water master plan by the council there has to be a public hearing set. 

2.      Wastewater Change Order #18.

Change Order #18 is for $61,442.70 which covers multiple changes that were necessary to assist with the ease of operations at the plant.  There were also several large items added, such as the covers for the grit removal system, a hoist for lifting the covers and heat taping all electrical wires.  Previously these items were eliminated in order to save money, however, they are grant eligible expenses and since we have funds remaining in the grant, it makes sense to get them completed.

Councilor Braudt moved, Councilor Loomis seconded a motion to approve change order #18 for $61,442.70.  All voted “yes”.  Motion passed.

3.      Amendment #4 to the engineering contract for the sewer plant upgrade.

The City signed a contract for $232,500.00 with Dyer Partnership to provide the engineering services for the sewer plant upgrade.  Amendment #4 will increase the engineering contract by $19,533.00.

There have been 3 amendments approved by the council to date.  Amendment #1 increased the contract by $6,000.00 for a fish biologist who was required to be on site during the in-water work on the outfall.  Amendment #2 decreased the contract by $3,033.00, which was the contractor mark up on the grit system.  There was an error on the size of the grit system and some redesign work had to be done to accommodate the larger system.  Since this was partly an engineering error, the engineer picked up all the extra costs.  Amendment #3 increased the contract $22,500.00 to cover inspection and administrative fees since the project timeline was extended by 140 days.

The City has added some extra work to the project and there have been lots of delays with the manufacturers providing the necessary equipment which resulted in another extension of time for the project.  The granting agency has given approval and deemed it all to be grant eligible expenses.  

Councilor Braudt moved, Councilor Loomis seconded a motion to approve Amendment #4  for $19,533.00 and authorize the Mayor to sign.  All voted “yes”.  Motion passed.

4.      Engineering task order to update system development charges.

The City’s system development fees (SDC) for water and sewer have not been updated since 1998.  The purpose of the SDC is to insure that new development pays a fair share for the City services.  Considering that the City is under a state mandate to upgrade the sewer treatment plant and the estimated cost for the total project is approximately 13 million it is imperative that the City update the wastewater SDC.

With the completion of the water master plan it is also an appropriate time to update the water SDC.  When the SDC for water was established in 1998 the Council reduced the improvement portion of the charge from $5,133.00 to $1,255.00.  At the time the Council felt that the projected improvement costs for the water plant were not accurate.  However, now that the master plan is completed there should be no question regarding the value of the future improvements.

The methodology for establishing and updating SDC fees is regulated by Oregon Revised Statute 223,297.  The establishment of the methodology requires expertise beyond the City staff’s ability.  Staff is asking Council to approve a task order for Dyer Partnership to complete the SDC update at a cost of $8,000.00 per utility.

Councilor Kovachy asked where the City was going to find the money for this cost?  Administrator Evans replied that it has already been budgeted in the 2015-2016 budget under the Water and Sewer SDC Funds. 

Councilor Coleman also asked how long would it take to complete this update.  The city engineer estimated it would take at least 5-6 months just to get all the information for starting the project.

Councilor Braudt moved, Councilor Coleman seconded a motion to authorize the Mayor to sign the task order for the City Engineer, Dyer Partnership,  to update the SDC fees for water and sewer at a cost of $16,000.00.  All voted “yes”.  Motion passed.

5.      SDC charge for 463 Huffman.

Susan and Rick Hanson purchased the property located at 463 Huffman Street.  Prior to purchasing the property they came to City Hall to discuss the property.  There is a small cabin on the property that they plan yo demolish and place a new manufactured home in its place.  The issue of whether the property currently had sewer was raised and they were told the property did not currently have sewer, but there was a sewer stub out at the property line.  They proceeded to purchase the property based on this knowledge.

However, when they hired a contractor to prepare the site it was discovered that there really was not a stub out to the property line.  When Al Wilson put in the sewer line to his property there was suppose to be a sewer connection provided for 463 Huffman which never did get done.  Now the Hansons have to acquire an easement from the adjacent property owners and install approximately 50’ of sewer line.  Installing 50’ of sewer line plus the sewer SDC fee of $2,743.00 would be a big expense that the Hansons did not anticipate when purchasing the property.

It is staff’s recommendation that the Council consider waiving the SDC for the sewer since the City incorrectly told the Hansons there was sewer at the property line.  The Hansons did their due diligence by checking with the City prior to purchasing the property.

Councilor Loomis moved, Councilor Braudt seconded a motion to waive the sewer SDC fee of $2,743.00 for 463 Huffman Street.  All voted “yes”.  Motion passed. 

6.      Final annexation agreement for Falk property.

Council reviewed the draft annexation agreement at the March 23, 2015 meeting.  It was discovered that a section regarding the payment for water needed to be added.  Council directed Attorney Gary Darnielle to revise the agreement and add the water under item 1.8 of the agreement.  The attorney has made the changes and the final draft is ready for approval.

Councilor Loomis moved, Councilor Coleman seconded a motion to approve the final annexation agreement of the Falk property and authorize the Mayor to sign it.  All voted “yes”.  Motion passed.

7.      Resolution 626 opposing expansion of the firearms purchase.

Mayor Young asked to have a resolution opposing expansion of the firearms purchase laws to be placed on the agenda.  Several of the cities in the area have adopted the resolution which opposes the expansion of background checks for the purchase of firearms from individuals excluding family members.  It is the belief of the resolution authors that the law violates the Second Amendment of the Consititution.

The questions was asked would this not have helped stop such an incident as what happened months earlier where a child had been shot and killed by its father and then the father took his own life.  Mayor Young explained that in that situation it would have not helped as the weapon was taken from a family member.  This expansion would not require a person selling to a family member to do a background check, only if they are selling to a non-family member.  He also added that adoption of the resolution is only basically a statement that the City is against the expansion.

Councilor Boye’ moved, Councilor Russ seconded a motion to adopt Resolution #626 opposing the expansion of the firearms purchase background checks.  Mayor Young, Councilors Boye’, Kovachy, and Russ voted “yes”.  Councilors Loomis, Braudt, and Coleman voted “no”.  Motion passed.

VIII.    REPORTS:

1.      SHERIFF’S OFFICE

None.

2.      SUPERINTENDENT’S REPORT

                   Superintendent Lakey informed the Council of the following public works issues:

·        The contractor for phase 1 has been dragging his feet and not accomplishing much.  Staff is still experiencing ground fault problems with the new pumps and several other issue.      

·        Heard’s Farms has begun hauling biosolids to Winston.  This year the cost per gallon was increased from 11 cents to 12 cents per gallon.

·        De-chlorination of the sewer plants effluent has begun.   This is a new process to staff and has taken some time to get everything figured out.

·        Larry Estes has been hired for the water plant operator position.  Larry has certification in water and wastewater.

·        There is another water leak on Canyon View Dr.  All the utilities in the subdivision were placed in common ditches so everything has to be hand dug.

·        Carlisle, Annis and NW Harrison streets have all been cut and graded.  Several potholes have been filled city wide.

·        Park restrooms are open for service to the public.

·        Several small leaks have been found in the park’s irrigation system and will need to be addressed soon. 

3.    ADMINISTRATIVE REPORT

       Administrator Evans reported the following:

·        The proposed budget for fiscal year 2015-16 has been completed and copies are ready for the Council. The budgets for the committee will be ready by May 1.  The first budget meeting is May 14, 2015 @ 7:00 p.m.

·        Rural Development is in the process of underwriting the grant/loan package for funding all of phase 2.  They believe they can provide the City with a better package than the proposal that was offered at the one stop.  Once they have put the package together the City can decide if we want to accept it or stick with the original plan.

·        Land Use:  Tony and I met with the developer’s representative for Dollar General to discuss the details regarding construction of a 9,000 square foot building in Canyonville.  It appears that they plan to proceed, which would be a great thing for Canyonville.

·        The Attorney is drafting a response to Charter Cable regarding the franchise agreement.

IX.       BOARDS, COMMISSIONS AND COMMITTEES

None.

X.        CORRESPONDENCE/INFORMATION:

1.    Available for Inspection:

a)                Seniors Escorting Seniors –March 2015 Report

Mayor Young asked if the Council meeting start time could be changed to 6:00 pm instead of 7:00 pm.  It was the concensus of the Council that changing the time to 6:00 pm would not create a problem for any of them.  Administrator Evans said that the Council would have to approve an ordinance to make this time change, as it is a part of the City of Canyonville Municipal Code.  Councilor Braudt also suggested waiting to change the time till the first month of the new fiscal year.  Councilor Coleman agreed since all the notices for the budget meeting and budget hearing have already been posted.  Administrator Evans will draft an ordinance to be on the May agenda.

XI.       ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Wednesday, May 13, 2015 @ 7:00 p.m.

2.      City Council Regular Session  May 18, 2015 @ 7:00 p.m.

XII.      ADJOURNMENT

There being no further business Mayor Young adjourned the meeting at 9:48 p.m.

 

Submitted by:                                                                          Approved by:

 

 

______________________________                 ________________________________

Dawn Bennett, Finance Deputy Recorder                                Jake Young, Mayor                   
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