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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, January 25, 2010 


I.                               CALL TO ORDER

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, Douglas, Barton and Kovachy.

COUNCIL ABSENT:                        None.

STAFF PRESENT:                 Interim Administrator/Recorder Janelle Evans.

STAFF ABSENT:                  None.



1.                   Amendment to Kennedy Jenks Engineering contract to complete environmental review for the wastewater treatment plant upgrade.

            Councilor Kovachy moved, Councilor Braudt seconded a motion to approve Amendment No. 1 To The Agreement For Professional Services Between the City of Canyonville and Kennedy/Jenks Consultants Contract to Complete an Environmental Review for the Wastewater Treatment Plant Upgrade not to exceed $55,000.00.  All voted “yes”.  The motion carried.



            Being no further business the Special Session was adjourned at 7:09 p.m.




I.                               CALL TO ORDER

Mayor Deaton called the meeting to order at 7:10 p.m.


II.        ROLL CALL:

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

COUNCIL ABSENT:                        None.

STAFF PRESENT:                 Interim Administrator/Recorder Janelle Evans.

STAFF ABSENT:                  None.



1.                  Employee Handbook –The minutes of the January 14, 2010 workshop were discussed and several members indicated they were not in agreement with the changes that were stated.  They did not necessarily feel that the changes reflected the consensus of the Council.  The major issues of disagreement were the probationary period and vacation accrual.  Interim City Administrator Evans suggested that they have a show of hands after the discussion of each item to indicate the general consensus.  Being a work shop it would not be an official vote but would clearly indicate the direction Interim Administrator/Recorder Evans should proceed regarding changes to the handbook.  Changes to the handbook have been very controversial and this may alleviate some confusion.  There was general discussion between the Council regarding whether a show of hands was allowed at a work session.  It was pointed out that this was not intended as a vote but is merely a way to keep track of the majority giving a clear indication to the City Administrator on changes to be made.  The actual finished document will be presented at a Council meeting at which time there will be an official vote.  However, during these work sessions the issues are so controversial and ideas so diverse it is difficult to track.  It was agreed to do a show of hands after each issue only for the purpose of giving the Administrator a consensus on the direction they wish to proceed.


                        The work session was three hours long and the discussion on the items was diverse with many                  different opinions and ideas.  Therefore the minutes have been condensed to only include the                   show of hands for the consensus of each item.  The tape will be kept on file for anyone                             wishing to hear details.


                        Probationary Period:  There was much discussion regarding whether or not the Council had                      truly come to a consensus at the previous meeting.  The merits of a 6 month probationary                          period vs. a 12 month probationary period were debated again.  Mayor Deaton, Councilors                       Braudt and Coleman favored a 6 month probationary period.  Councilors Parker, Barton,                          Douglas and Kovachy favored the 12 month probationary period.


                        Consensus:  The probationary period for new employees will be 12 months.


                        Prior Service Credit:  This was discussed at the last workshop and every one was in                                   agreement to allow the prior service credit as long as the voluntary resignation was not                              included.


Consensus:  Add Prior Service Credit to the handbook for employees who are laid off exclude voluntary resignations.


                        Administrative Leave:  Discussion was held regarding the need to increase the administrative                   leave for the exempt employees (Administrator and Public Works Superintendent) from 30                       hours per year to 40 hours.  Councilors Parker, Kovachy, Barton and Douglas supported                           leaving administrative leave at 30 hours per year.  Councilors Coleman, Braudt and Mayor                        Deaton supported increasing the administrative leave to 40 hours.  Mayor Deaton pointed out                   that the Public Works Superintendent currently receives Comp time for hours worked over 40              and that this will be a big change for him.  Councilors Barton, Parker and Douglas changed              their support to 40 hours.


Consensus:  Increase administrative leave for exempt employees from 30 hours per year to 40 hours.


Merit Salary Increases:  Everyone was satisfied with the suggested language A utility worker will be promoted to a utility operator upon the successful completion of the basic certifications and a satisfactory review.  At the time of promotion the employee shall be moved to the first step in the operator range.  A statement clarifying that this does not affect the anniversary date needs to be added.


Comp Time:  There was no disagreement that at the previous work session they had decided to reduce the accrual cap on Comp time from 240 to 80 hours and require that it be used within 90 days of the date of accrual.


Health, Vision and Dental:   There was no confusion on this item.  Everyone agreed that the work session minutes accurately reflected their consensus which was to eliminate “part-time” employees from the handbook and that all benefits be only for full time employees


Vacation Benefit:  There were many different ideas regarding the vacation benefits ranging from how the benefit accrues to how the time is taken.  One of the biggest issues was whether or not the practice of accumulating vacation time should continue or if the employee should be required to use all the vacation time within the year it is earned.  Another issue was if the time needed to be taken in blocks of 8 hours vs. blocks of an hour at a time. Councilor Douglas commented that he believed it should be left to the Department Head to approve how the time was taken based on the needs of the department.


Consensus:  Vacation time will accrue monthly.  A probationary employee cannot take vacation until the completion of one year. A Regular employee in any given year must take the vacation time he/she has accrued in the previous year.  In addition an employee may take vacation time accrued during the current year but only to the extent it has been accrued. Vacation time may be taken in any increment approved by the Department Head.


Councilor Braudt suggested that the vacation benefit table be changed to years 10 through 15 receive 120 hours per year and 16-25 receive 8 hours for each year of service.  There was no disagreement about the proposed change.


Regular Sick Leave:  The issue was whether or not probationary employees should be able to use their sick time before the completion of the first year.


Consensus:  Allow probationary employees to access sick time after the completion of 6 months.


OTHER BENEFITS:  Conferences and conventions.  Change to City Administrator will approve employee attendance at conferences.


EDUCATION AND TRAINING:  It was proposed to separate mandated training from voluntary training and to limit the number of times the City would pay for a person to take a certification test.  There was much discussion regarding this issue and various options were considered such as giving employees a one time bonus if they passed the test the first time.  Other discussions included the employee paying the cost up front and then getting reimbursed upon passing the test. 


Consensus:  The current policy is working well so stay with the language already in the handbook.


FAMILY MEDICAL LEAVE:  Interim Administrator Evans informed the Council that the City does not have 25 employees so the City is not subject to the law.  However, she included in the manual with a statement that the City would follow the general guide lines.  It is her opinion that if the City does not have anything on Family Medical Leave there could be a possible liability for the City.  Councilor Parker expressed his desire to get the City Attorney’s opinion.  Councilor Parker is not in favor of adding Family Medical Leave to the handbook.


Consensus:  City Administrator should check with the City Attorney regarding the potential for a law suit if the City does not cover Family Medical Leave in the handbook.


AMENDMENTS:  Everyone agreed it is important to do the amendments by resolution so they can be tracked.



            Being no further business, the Council adjourned at 10:30 p.m.


Submitted by:                                                        Approved by:




______________________________                               ______________________________

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


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