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     City of Canyonville                                                   

250 N Main, Canyonville, OR 97417
         541-839-4258 or 541-839-4020
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Monday, September 16, 2013




I.                          CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Mayor Bob 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, Councilor Parker, Braudt, Coleman, Kovachy, Loomis and Barton.


STAFF PRESENT:         Administrator/Recorder Evans

STAFF ABSENT:           Superintendent Lakey.








          Patti McCollum, spoke about the upcoming Pumpkin Festival on October 12, 2013.  Curtis Salgado is the entertainer so they should have a really good turnout.  Last year there was confusion regarding the City staff’s participation with the event.  Patti wants to make sure that the City staff is going to hang the speakers.  She remembers a discussion they had when she was on the Council where they decided the staff should hang the speakers due to liability issues.  None of the Councilors remembered that decision so they instructed staff to research the minutes and agreed the City would do it this time since there is not another Council meeting before the event.


          Councilor Braudt moved, Councilor  Loomis  seconded a motion to have staff hang the speakers this one time on October 11, 2013 for Pumpkin Festival and directed staff to research the minutes for any previous decision on the matter.  All voted “yes”.  The motion carried.


          Ron Redfearn, 471 Harrison addressed the Council regarding his neighbors at 440 Harrison.  They have had an ongoing issue with trash, garbage, junk cars, blocking the street.  They called the Sheriff’s department when the neighbors had 12 cars parked all over the street and blocking the road.  The deputy said they don’t monitor the parking, that Tony does, and they can’t cite the neighbors.  Mr. Redfearn wanted to know if it was true that the deputies do not enforce the City Ordinances. 


          Administrator Evans stated that the deputies can cite persons for violation of the City Ordinances but normally that is not done until it has gone through a process and the City directs them.  Mayor Deaton advised Mr. Redfearn that he would look into the matter and get back to him.


          Steve Kelly, Superintendent for South Umpqua School District invited the Council to a town hall meeting they will be holding on September 25, 2013 @5:00 p.m. in the Myrtle Creek VFW.  The purpose of the meeting is to discuss school security with the public.  Mr. Kelly also informed the Council that Canyonvile School has received a $20,000.00 donation from Umpqua Bank for new computers.




1.      Approval of 8-19-2013 Regular Session minutes.


Councilor Barton moved, Councilor  Braudt seconded a motion to approve the August 19, 2013 Council minutes.  All voted “yes”.  The motion carried. 




            There were none.




            1.         Withdrawal of Small City Allotment Grant.


Mayor Deaton explained that the City had submitted a Small City Allotment Grant application to reconstruct West 1st Street from the overpass intersection to Main Street.  The estimated cost for the project was $110,854.00, with the City’s share being $60,000.00.  The City could have ODOT repair the street for $32,000.00.  Basically they would cut out the ruts and replace that section of the road with 4” asphalt.  If you look at the road the rest of it curbs and gutters are in good shape it just basically has ruts from traffic.  This procedure would save the City a lot of money.  However, this process does not qualify for the Small City Allotment grant.  Bob has spoken with several people from ODOT to make sure that if the City withdraws the application there will be no negative impacts to the City.  He has been assured that the withdrawal will not negatively impact the City’s chances of getting other grants.


Councilor Barton moved, Councilor Loomis seconded a motion to withdraw the City’s Small City Allotment Grant application and work with ODOT to repair 1st Street from the overpass intersection to Main Street.  All voted “yes”.  The motion carried.


          2.         Increase notary fee for non-residents.


The number of people requesting notary services continues to increase.  This month Nancy and Dawn notarized 21 documents and only 4 of the people live in Canyonville.  I believe we get a lot of people from the outlying areas because of Justice Court and the Department of Motor Vehicles.


Currently we charge $5.00 for notary services regardless of whether you are a citizen of Canyonville or not. I do not necessarily think that it is fair for the City to charge the same for those outside of the city considering they are not Canyonville taxpayers.  According to ORS 194.164 a public body can charge up to $10.00 for notary services. Considering most of the notary services have been for non-residents, I am proposing that the fee for non-residents be increased to $10.00.


Councilor Barton moved, Councilor  Kovachy seconded a motion to increase the notary fee for non- residents to $10.00 and leave the charge for Canyonville citizens at $5.00.  All voted “yes”.  The motion carried. 


3.         Extension of the City Engineer contract with Dyer Partnership


In June of 2010, the City entered into a Professional Services Agreement with Dyer Partnership Inc. to provide engineering services for the City of Canyonville.  The agreement was for a two year period with annual renewals thereafter.  In accordance with Article V of the existing contract, Dyer Partnership Inc. is requesting extension of the agreement.


It is staff’s recommendation that the contract with Dyer Partnership for City Engineering services be extended.  There is no proposed increase in fees and staff has been very pleased with the service provided.


The Council discussed in general their satisfaction with the City Engineer and the work he has done for the city.  They have been pleased with the work and think a two-year extension would eliminate some paper work.


Councilor Braudt moved, Councilor Parker seconded a motion to seek a two-year extension of the Professional Services Agreement with Dyer Partnership.  All voted “yes”.  The motion carried.


4.         Maintenance service contract for HVAC equipment at the South County Community Center (YMCA)


The City of Canyonville leases the building at 330 Sabbath Way to the YMCA for $1.00 a year. According to Section 8 of the lease, the City is responsible for repairs and maintenance of the heating and air conditioning systems.  However, Section 9 delegates fundraising for programs and operations to the YMCA and provides for a portion of the funds to be allocated for typical repairs or maintenance.  Typically the YMCA contributes $1,000.00 to the Community Center Fund and the city contributes a matching amount.


The city has received a quote from Roseburg Refrigeration to perform quarterly preventive maintenance on the 4 heat pumps.  The estimate is $240.00 per quarter plus the cost of filters and/or parts.  The total annual cost for the service would be $960.00 plus filters and parts.


No one from the Y has contacted Tony or Janelle to discuss why they feel quarterly maintenance is necessary for the pumps.  The City currently does not contract for maintenance on any of the other heating and air conditioning systems.  The public works staff changes the filters when necessary which may be once a year. 


City Administrator Evans added that Mark Wilson had spoken with Gary Williams from the Y and Gary stated the City is already paying for the quarterly maintenance.  I researched all the checks for the last year and did not find where we have ever paid for preventive maintenance on the  HVAC equipment.  If they are doing quarterly maintenance, the Y must be paying the bill.


Councilor Braudt moved, Councilor Barton seconded a motion to decline the quarterly maintenance agreement.  All voted “yes”.  Motion carried.








Sergeant Marty Case highlighted the stats for July.


Council discussed in detail the complaint by Mr. Redfearn that the Sheriff’s Department will not enforce the City’s Ordinance.  Marty explained that they work very closely with Tony on the complaints and that when requested they will issue citations but that is the City’s decision not theirs.


City Administrator Evans advised that it would be good if the deputies notified the City when they were called by a citizen with a complaint such as the parking.  Then the City would be able to better respond to the citizen when they come in later.




Superintendent Lakey was absent.





Administrator/Recorder Evans highlighted the Administrative report noting that the two big issues right now are finding grant money for a water master plan and the annexation of the Falk property.  The City does not have a water master plan.  A water master plan is an important document to correctly manage the water utility.  Without the plan it is difficult to plan for necessary repairs, upgrades, or future development.  With the possible annexation of 50 acres to the City limits, it is even more important that the city have a water master plan.  At this point we are unable to determine what improvements will be necessary to serve the new property.


There is a possibility that the City may be able to obtain financial assistance for the plan from the Department of Land Conservation and Development (DLCD).  I have spoken with Josh Lombard from DLCD and the City can apply for a technical assistance grant to fund a portion of the water master plan.  Since the application must be submitted by October 1, 2013 there is not time to get Council approval of the application.  Does anyone have any concerns about me submitting the application without Council review?


The Council expressed their confidence in the City Administrator’s ability to complete the grant application and submit it without their review.






1.    In Packet:


2.    Available for Inspection:

a)                Seniors Escorting Seniors – July 2013 Report



1.      Planning Commission Regular Session – Wednesday, October 9, 2013 @ 7:00 p.m.

2.      City Council Regular Session – Monday, October 21, 2013 @ 7:00 p.m.


XI.            ADJOURNMENT

Being no further business Mayor Deaton adjourned the meeting at 8:45 p.m.



Submitted by:                                                                          Approved by:



______________________________                                          ________________________________

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


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