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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday, October 21, 2013

 

REGULAR SESSION

 

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.

COUNCIL ABSENT:      None.

STAFF PRESENT:         Public Works Superintendent Lakey, Administrator/Recorder Evans

                                      Bookkeeper Bennett.

STAFF ABSENT:           None.

 

III.       AGENDA REVIEW AND/OR ADDITIONS:

           

            None

 

IV.       PUBLIC COMMENT:

 

          None

 

V.        CONSENT CALENDAR:

 

1.      Approval of 9-16-2013 Regular Session minutes.

 

Councilor  Barton  moved, Councilor  Braudt seconded a motion to approve the September 16, 2013 Council minutes.  All voted “yes”.  The motion carried. 

 

VI.       PUBLIC HEARINGS:

 

            There were none.

 

VII.      COUNCIL BUSINESS:

 

            1.         Finding of no significant impact for the sewer plant construction.

 

It has taken a long time but we have successfully completed the environmental review process for both phase 1 & 2 of the sewer plant upgrade.  All the proper permits have been obtained and any special concerns have been addressed. Mary Baker, Program and Policy Coordinator for the program has reviewed and approved the environmental report.  She said it is the best report she has seen and will be utilized as a model for other cities.  Cedar Simmons, Dyer Partnership, and Tracy Loomis, Coos Curry Douglas Development, have done an excellent job. It definitely was not easy.  One of the biggest challenges with the Community Development Block Grant has been getting all the necessary information at one time.  Administrator/Recorder Evans has discussed with both the grant administrator and IFA that we need all the documents that the Mayor must sign at one time for Council approval, so as to not require additional meetings to be held.  According to them the following forms will all need to be signed by the Mayor before our next Council meeting. 

 

·        Exhibit 3J, page 1, of the environmental assessment certifying the finding of no significant impact stated in the report, including the environmental assessment checklist.

·        Exhibit 3K, combined notice of no significant impact and intent to release funds

·        Exhibit 3H, request for release of funds

After Exhibit 3K the combined notice of no significant impact and intent to release funds is signed then it must be prominently displayed in buildings such as the local post office, city hall, and Canyon Market.  The notice must be posted for 18 days to afford the public the right to comment.  If there are no comments Exhibit 3K is then sent to the state with another 15 day comment period.  If there are no comments submitted to the state then Exhibit 3H Request for release of funds will be sent off to the state.

Councilor  Kovachy  moved, Councilor Braudt  seconded a motion  to authorize the Mayor to sign the Exhibit 3J - environmental assessment certifying the finding of no significant impact, Exhibit 3K - combined notice for no significant impacts and intent to release funds, and Exhibit 3H - request for release of funds.  All voted “yes”.  The motion carried.

 

          2.         Disposal of surplus property Resolution 614.

 

The items listed in resolution 614 are recorded on the City’s fixed assets.  The procedure for disposing of fixed assets is for the Council to adopt a resolution declaring the items as surplus and authorizing the disposal of the property.  All of these items are either broken, obsolete, or do not have any resale value.

Question was brought up as to how we were disposing of the equipment since monitors are considered hazardous material.  Some suggested possibly donating them to the recycling place since the equipment is intact, it’s just not working. 

 

Councilor  Braudt  moved, Councilor  Barton  seconded a motion to accept Resolution No. 614 declaring obsolete and broken equipment as surplus and providing for its disposition.  All voted “yes”.  The motion carried. 

 

3.         Outside employment Tony Lakey.

 

Superintendent Lakey requested approval for outside employment.  According to the City of Canyonville Personnel Manual no employee may accept outside employment, whether part-time, temporary or permanent, without prior written notice of the proposed employment, the employer and the hours of employments being presented to and approval given by the Department Head and City Council.

 

In order to be approved, the proposed outside employment must:

·        In no way detract from the efficiency of the employee in his/her work for the City of Canyonville.

 

·        In no way conflict with the interest of the City or be a discredit to the City.

 

·        Not take preference over extra work required by City employment.

 

Superintendent Lakey stated that Milo Academy is in need of a certified wastewater operator to be the person in Direct Responsible Charge.  This would entail reviewing data and signing the DMR (Daily monitoring reports).  Milo Academy is two miles from his home and all work would be done after city work hours every week.  He specified that there will not be any hands on work at the facility.  Question was asked if an after hour emergency arose for the city would we take precedence over Milo Academy.  Superintendent Lakey responded that any city matter would take precedence over the Academy.

 

Councilor  Barton  moved, Councilor Parker seconded a motion to approve outside employment for Tony Lakey with Milo Academy.  All voted “yes”.  The motion carried.

 

VIII.    REPORTS:

 

1.      SHERIFF’S OFFICE

 

Sergeant Case did not have the stats for September but he did highlight some of the major activities that did occur during September. There was a break in on Drifters’ Loop, gas stolen at Forest Glen, and a trailer theft in town.  Deputies were called out on living conditions for children, death on James Street, along with the call of a homicide in the outlying area.  They also made several arrests throughout the month. 

 

2.      SUPERINTENDENT’S REPORT

 

Superintendent Lakey reported the he had ordered two manhole covers, one for replacing the cover from the reservoir impound which was used to replace the stolen cover from Main and Mac Street, and the second one is a spare for inventory. 

 

Councilor Parker asked if we are too close to winter to do some stripe painting on Second Street by the post office.  Superintendent Lakey said he was letting the stripping disappear as the lines and arrows are very confusing for drivers.  It was suggested that maybe stripping the parking stalls, instead of the lines and arrows on the street, would be adequate.

 

A call was received Sunday from Sheriff’s dispatch needing to see surveillance footage for investigating a homicide to view a possible suspect using the public telephone at the park.  Superintendent Lakey was not on duty and the deputy was not able to get a copy of the footage until Monday.  Douglas County Sheriffs removed the telephone hand piece to send to forensics. When finished with the hand piece they will have it installed back on the phone. 

 

ODOT started the paving project on First Street today with the majority of the work being completed.  Paving should be completed Tuesday.  Stripping of the cross walk will be done by city staff.

 

3.   ADMINISTRATIVE REPORT

 

Administrator/Recorder Evans highlighted the Administrative report noting that we may know by the first of November or the end of November if we are awarded the grant she applied for to do a Water Master Plan.

 

She has talked with Steve Majors, city engineer, who has suggested we hold off going out to bid for the sewer plant phase I construction untll after the first of the year because of the major holidays coming up.

 

All went well for Pumpkin Festival other than a mix up with the park keys.  Administrator/Recorder Evans made pictures of each key and noted what they went to and which activity they are used for.  This hopefully will alleviate much of the confusion.

 

An email was received from Kay Cooksley, of Seventh Day Adventist Church, about possible revisions that may need to be made to the necessary materials to construct the balcony.  Contractors that have looked at the project are concerned that the name brand brackets are too costly for donation.  She is checking with Douglas County Planning Department to see if these brackets can be called out in the specs as other than brand name. 

 

Administrator/Recorder Evans has asked Ms. Cooksley to give the city a list of materials that will not be donated so the city can look at possibly budgeting for these costs or finding some other solution.  Ms. Cooksley also wants to discuss the possibility of lighting the murals.  They do have an electrician in their group that can do this work.  She is seeking a list of contacts for helping with donated items or fund raising ideas.  Councilor Coleman said she could make some calls.

 

There was a request to place discussion of policy for handling the speakers in the park on the November agenda.

  

3.      BOARDS, COMMISSIONS AND COMMITTEES

None

                                                                                               

IX.       CORRESPONDENCE/INFORMATION:

1.    In Packet:

None

2.    Available for Inspection:

a)                Seniors Escorting Seniors – Sept 2013 Report

Council requested at prior meeting that the Seniors Escorting Seniors reformat the report to make it easier to understand.  Administrator/Recorder Evans stated that the report is in the same format, it has not been changed.  It was suggested that a call be place to the Seniors Escorting Seniors advising them that we had requested the format to be changed.

 

X.        ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Wednesday, November 13, 2013 @ 7:00 p.m.

November planning meeting is cancelled.

2.      City Council Regular Session – Monday, November 18, 2013 @ 7:00 p.m.

 

XI.            ADJOURNMENT

Being no further business Mayor Deaton adjourned the meeting at 7:41 p.m.

 

 

Submitted by:                                                                          Approved by:

 

 

______________________________                                          ________________________________

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

                                                                            

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