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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday, May 20, 2013

 

REGULAR SESSION

 

I.                  CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Mayor Deaton called the meeting to order at 7:00 p.m. and all joined in the Pledge of Allegiance.

     

II.       ROLL CALL:

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

COUNCIL ABSENT:      Councilor Loomis

STAFF PRESENT:         Administrator/Recorder Evans.

STAFF ABSENT:           Superintendent Lakey.

 

III.      AGENDA REVIEW AND/OR ADDITIONS:

 

IV.       PUBLIC COMMENT:

          None.

 

V.        CONSENT CALENDAR:       

1.      Approval of Regular Session 4-15-13 Minutes.

Councilor  Barton  moved, Councilor  Braudt seconded a motion to approve the Regular Session 4-15-13 Minutes as written.  All voted “yes”.  The motion carried. 

 

VI.       PUBLIC HEARINGS:

            1.  Possible Uses of State Revenue Sharing

           

Mayor Deaton opened the public hearing.  City Administrator Evans read the following memo:

 

State Revenue Sharing is a portion of the revenue generated by the state and distributed to Cities on a population based formula.  In order to receive State Revenue Sharing the City must hold two public hearings.  The first public hearing was held before the Budget Committee on May 13, 2013 and the second hearing is tonight.  The purpose of the hearing is to take testimony on the proposed use of the funds.  The money can be used for general operating purposes or specific programs.

 

The budget for 2013-2014 includes an estimated total of $12,000 from state revenue sharing.    This year the State Revenue Sharing is being utilized in the general fund to assist in payment of the following operations:

Sheriff’s contract                                           $165,500.00

Parks Department Budget:                             $12,400.00

Donations:                                                      $700.00

 

If the State Revenue Sharing is dedicated to a new use the City will have to come up with an additional $12,000 to fund the items listed above.

 

Mayor Deaton asked if there was anyone who wished to speak either in favor or opposed to the proposed use of the State Revenue Sharing.  There were no public comments so Mayor Deaton closed the public hearing.

 

 

VII.      COUNCIL BUSINESS:

 

            1.  Resolution No. 606-Resolution to establish eligibility to receive State Revenue Sharing
            Funds.

 

Mayor Deaton read Resolution 606 to the public.  In order to qualify for State Revenue Sharing Funds, the City must provide four or more municipal services.  The City provides police protection, street construction, sanitary sewer, storm sewer, water, planning and zoning.  Resolution 606 certifies to the State that the City provides those services.

 

Councilor Barton moved, Councilor Parker seconded a motion to adopt Resolution 606, establishing the City’s eligibility to receive State Revenue Sharing Funds. All voted “yes”.  The motion carried.

2.  Resolution No. 607- Resolution declaring the City’s intent to receive State Revenue Sharing Funds.

 

Mayor Deaton read Resolution 607 to the public.  In addition to certifying to the state that the City qualifies for the State Revenue Sharing Funds the City must adopt an Ordinance declaring the City’s Election to receive the funds.

 

Councilor Barton moved, Councilor Parker seconded a motion to adopt Resolution 607, declaring the City’s intent to receive State Revenue Sharing Funds. All voted “yes”.  The motion carried.

 

3.  Resolution No. 609 authorizing SCA grant application.

 

Approximately every two years the Oregon Department of Transportation awards a grant to small cities for a paving project. This year the City is submitting to overlay West 1st Street from the overpass intersection to Main Street.  The city engineer estimates the project cost to be $110,854.00.  The City has been saving money in the street fund since 2011 and has enough money to pay the City’s share of $60,000.00. 

 

Before the City can submit the grant application the Council must approve a resolution declaring the intent to submit the proposed project and certifying the project meets the minimum grant requirements.  Staff has drafted the required resolution and is requesting that Council approve the resolution.

 

Councilor Barton moved, Councilor Braudt seconded a motion to adopt Resolution No. 609, authorizing the submittal of 1st Street from the freeway interchange to Main Street for the Small City Allotment Grant.

            All voted “yes”.  The motion carried.

 

            4.  Umpqua Transit

 

City Administrator Evans introduced Cheryl Cheas the new Transit Manager for U Trans.  Ms. Cheas requested to speak with the Council regarding the possibility of establishing one bus stop in Canyonville for a reduced rate. 

 

Ms. Cheas stated there is a real need in Canyonville for a bus stop.  She said she receives calls all the time requesting service in Canyonville.  Last week they did a voluntary ridership survey of riders either to or from Canyonville.  Approximately 18 people completed the survey.  Most of the riders were utilizing the bus service for work or medical reasons.  Ms. Cheas also provided the daily ridership for July through April.  The daily trips totaled anywhere between 1 and 22 rides.  The number of rides tends to increase in the winter months which could be students going to UCC.  Ms. Cheas stated U Trans would be willing to make one stop at City Hall 3 times in the morning and 3 times in the afternoon for an annual cost of $1200.00.

 

The Council discussed the possibility of a taxing district and whether the City would be able to opt out of the district.  Ms. Cheas stated the City would be given the opportunity to opt out of a taxing district before it was formed.  Administrator Evans clarified that if the City were to agree to the $1,200.00 contribution it would not make the City automatically in the taxing district if one was formed in the future.  Ms. Cheas stated that is her understanding.

 

Mayor Deaton explained that the Council’s concern is how many citizens of Canyonville utilize the bus.  Since the bus service will be paid for with Canyonville tax money they want to make sure the actual citizens are utilizing the bus.  He would like to have addresses from those who filled out the survey.

 

Councilor Coleman stated she would like to see the proposal in writing so she would know exactly what she is voting on.  It was the consensus of the Council that Ms. Cheas should put the proposal in writing along with option to opt out of the tax district.  The Council has their final budget meeting on June 10, 2013 and will make a decision at that time regarding the bus service.

 

VIII.    REPORTS:

1.      SHERIFF’S OFFICE

a)      Sergeant Marty Case highlighted the statisticss for May.

 

The issue of the skate boarders in the Park was discussed and Marty informed the Council that they are 

 writing tickets for anyone caught skate boarding in the park.  However, the deputy must see them in the act in order to write the tickets.  Councilor Parker commented that it must be working because he

hasn’t seen any skate boarders lately.

 

2.      SUPERINTENDENT’S REPORT

Superintendent Lakey was not present.

Councilor Kovachy had some questions regarding Hamlin Drive but he will ask Tony later.

 

3.      ADMINISTRATIVE REPORT

 

Councilor Coleman asked if anyone inspected the two churches that said they do not have a grease trap or garbage disposals.  Administrator Evans responded that both churches submitted letters stating they do not have either a garbage disposal or grease trap.  No one has gone out physically to check. 

 

Councilor Kovachy asked about the billing date issues.  Administrator Evans explained staff is looking into changing the due date for the bills.  The meters are read on the 15th but the bills are not actually mailed until the 1st   and considered late after the 15th. However, if they don’t pay by the 15th they are actually 30 days behind plus the new billing generated on the 15th.  In the past we have tried to move the meter read date closer to the end of the month but that caused an issue with the billing system which would require software reprogramming.  So now staff is considering sending the bills out sooner and moving the late notice date to around the 10th.  There are a lot of notices and timing just needs to be worked out so it is not confusing to the customers.  Once we have figured it all out we will bring it to the Council.

 

4.      BOARDS, COMMISSIONS AND COMMITTEES

 

Councilor Parker updated the Council on the fish acclimation pond.  They planted 250,000 fall Chinook but because of the lack of rain the water temperature became too high and they lost about 90,000 fish.

 

Councilor Parker also informed the Council that Herbert’s Pond had to be drained.  Nutria bored through the dike and caused the water to release downstream on property owners.  The state required the County to drain the pond so no additional flooding would occur. The County has determined the cost to repair the dike would be $420,000.00.  At this time the County does not have sufficient funds to repair the dike.  They are working with Representative Freeman to see if the state can take over the pond and make it a wayside.

 

Oregon Department of Fish and Wildlife (ODFW) has determined that no hatchery fish can be released upstream of the fish ladder.  In the past extra hatchery fish were moved over the fish ladder and released upstream.  ODFW established a policy that all extra hatchery fish are to be given to the Tribe for food banks.  The local STEP program is very much against killing the extra fish.  It is their mission to improve the fisheries, not provide food.  They are discussing the issue with ODFW.  Councilor Parker will keep the Council informed as the talks progress.

                                                                                               

IX.       CORRESPONDENCE/INFORMATION:

1.    In Packet:

None

2.    Available for Inspection:

a)                Seniors Escorting Seniors – April 2013 Report

 

X.        ANNOUNCEMENTS:

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

2.      City Council Regular Session – Monday, June 17, 2013 @ 7:00 p.m.

XI.            ADJOURNMENT

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

 

 

Submitted by:                                                           Approved by:

 

 

______________________________                    _______________________________

Janelle Evans, Administrator/Recorder                   Robert A. Deaton, Mayor       

                                                                            

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