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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

EXECUTIVE SESSION IMMEDIATELY FOLLOWING

Tuesday, January 18, 2011

 

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, Kovachy, Coleman, Douglas and Barton.

COUNCIL ABSENT:               None.

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

STAFF ABSENT:                     None.

 

III.                         AGENDA REVIEW AND/OR ADDITIONS:

            None

 

IV.       PUBLIC COMMENT:

None

V.        CONSENT CALENDAR:     

1.         Approval of Regular Session 12-20-10 Minutes

2.         Financial Reports

                        a)         Expenses vs. Budget w/o Encumbered (Period 6, December).

                        b)         Payroll Accrual Register (Period 6, December).

                        c)         Revenue Analysis (Period 6, December).       

Councilor Braudt moved, Councilor Barton seconded a motion to approve the Consent Calendar as presented.  All voted “yes”.  The motion carried.

VI.       PUBLIC HEARINGS:

            None

VII.     COUNCIL BUSINESS:

1.                  Administer Oath of Office – Mayor Deaton, Councilors Barton, Parker and Kovachy

Deputy Recorder Beckman administered the Oath of Office to Mayor Deaton, Councilors Barton, Parker and Kovachy.

 

2.                  Nominate a Council President

Councilor Parker moved, Councilor Barton seconded a motion to nominate Councilor Braudt as Council President.  All voted “yes”.  The motion carried.

 

3.                  Award of Contract for Community Development Block Grant Administration / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo noting that the grant administration had been advertised and that one bid proposal had come in.  The bid was as follows:

            Grant Administration                           $25,000.00

            Prep of construction applications         $  5,000.00

            Total                                                    $30,000.00

She further noted that staff was proposing to exclude the applications from the bid and award the grant amount for only the administration portion.

 

Councilor Braudt moved, Councilor Parker seconded a motion to award a contract to Coos Curry Douglas Business Development in the amount of $25,000.00 to perform the administration of the CDBG grant only.

All voted “yes”.  The motion carried.

 

VIII.    REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case highlighted activities for the month of December noting that the numbers were down.  He further stated that in February another Deputy will be added to the force.

Superintendent Lakey asked Sergeant Case to report to Deputy Kinney that there was no surveillance covering the incident at the park with the park bench. 

b)      DC Sheriff’s Office Community Newsletter

Discussion:   The council generally discussed the crime report summary on the last page of the newsletter.

 

2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey updated his report with the following:

a)      Water:  Next month the water loss will be higher due to a malfunction at the plant.  Currently the plant is being manually monitored with the laptop.  The creeks are up due to rain, however permitting requirements are being met.

b)      Park:  There has been a little damage at the park.  Surveillance equipment has been ordered and is scheduled to be installed by the end of February.

c)      Staff:  In an effort to clear comp time off the books, the public works crew has been taking time off. 

Discussion:  The council generally discussed the individual at 200 James Street who had been abated in the past.   Upon her retirement she had not received her PERS but she is now being taken care of.  

 

  The property on James Street is being cleaned up and those who are helping her are looking for a retirement place for her.

The council further noted that the WTP report prepared by Mark Norris was very well done.

 

3.                  ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her noting:

a)      Health Insurance:  HSA has been set up, there has been a delay for either debit or insurance cards for employees.

b)      FCC Letter:  Per council instruction the letter has been sent.  No response has been received as yet.

c)      Software Conversion:  Staff has been receiving training from Springbrook by Webinar at no cost.  Staff is looking at changing the billing statements which will ultimately result in a savings to the city.  Staff is also changing over to scanning UB payments by bar code.

d)      Comp Time:  Staff has set up a system for tracking comp time in order assist the employees in using their accrued comp time within the time limits as required by city policy.

e)      Risk Management Grant:  The grant has been approved and public works has ordered the security system for the park.

                       

4.                  BOARDS, COMMISSIONS AND COMMITTEES             

None

                                                                                                                       

IX.       CORRESPONDENCE/INFORMATION:

1.                 In Packet:  None

2.                 Available for Inspection:

a)      Seniors Escorting Seniors – December 2010 Report         

 

X.        ANNOUNCEMENTS:

1.                  Planning Commission Regular Session – Thursday, February 3, 2011 @ 7:00 p.m.

2.                  City Council Regular Session – Tuesday, February 22, 2011 @ 7:00 p.m.

 

** 7:37 p.m. – Mayor Deaton called for a 3 minute break before re-convening into Executive Session.

 

Submitted by:                                                                        

 

 

_______________________________ 

Joan Beckman, Deputy Recorder  

 

EXECUTIVE SESSION AGENDA

 

I.                               CALL TO ORDER

Mayor Deaton called the Executive Session to order at 7:40 p.m.

 

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

COUNCIL ABSENT:   None.

            STAFF PRESENT:       Administrator/Recorder Janelle Evans.
            STAFF ABSENT:         Deputy Recorder Beckman and Superintendent Lakey were excused. 

II.                DISCUSSION:  ORS 192.660 (2) (d) To conduct deliberations with persons designated by the governing body to carry on labor negotiations. 

 

III.                         EXECUTIVE SESSION ADJOURNMENT

Mayor Deaton adjourned the Executive Session at 9:45 p.m.

 

XI.                          ADJOURNMENT

Being no further business the meeting adjourned at 9:46 p.m.

           

                                                                                    Approved by:

 

 

______________________________

                                                                                                Frank Braudt, Council President 
                                     
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