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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday, November 15, 2010

 

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.                          APPROVAL OF MINUTES:

1.                  Regular Session / 10-18-10

Councilor Braudt moved, Councilor Parker seconded a motion to approve the Regular Session 10-18-10 minutes as written.  All voted “yes”.  The motion carried.

           

Discussion:  Council generally discussed in the future adding to the Executive portion of the minutes those who were in attendance.

 

V.         CONSENT CALENDAR:     

1.         Financial Reports

a)   Expenses vs. Budget w/o Encumbered (Period 4, October).

b)   Payroll Accrual Register (Period 4, October).

c)   Revenue Analysis (Period 4, October).

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

 

VI.       SPECIAL MATTERS:

1.                  UPDATE Planning Commission Openings / Memo, Deputy Recorder Beckman

Deputy Recorder Beckman noted that the two (2) commission openings had been advertised.  Commissioner Hill had re-applied for his position, Commissioner Campbell did not wish to re-apply for his position.  

2.                  UPDATE Budget Committee Openings / Memo, Deputy Recorder Beckman

Deputy Recorder Beckman stated that the five (5) committee openings had been advertised and no applications had been received.

 

Discussion:  The council generally discussed how many budget members were needed, that the council might encourage citizens to apply for the openings and possibly posting notices in other locations.

 

VII.      REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case highlighted activities for the month of October noting that the numbers have been running about the same throughout the months.

Superintendent Lakey noted that he had given a tape to the Sheriff’s Department of 3 youth that were caught on tape moving park benches, skateboarding, etc. and he wanted to know where they were at with the investigation.  Sergeant Case was going to check into this.

 

Discussion:  The council discussed getting the speed reader board back by the school on 1st Street.  They further discussed if 7 Feathers contributes to the county in lieu of taxes for the law enforcement services provided by the Sheriff’s Department.

 

Sergeant Case noted that OSP is contracted as first responders to the casino but the Sheriff’s Department usually is there first. 

           

The council requested that Sergeant Case find out if 7 Feathers pays something to the county for their services and how much.

 

b)      DC Sheriff’s Office Community Newsletter

The Council read the newsletter on their own.

 

2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report adding:

The Water Plant report noted a 17% water loss for the month of October.  A leak on Wilson Street was discovered and had been repaired, this probably only accounted for a small amount of the water loss problem.  Superintendent Lakey further added if anyone sees water accumulation anywhere they could contact City Hall so that public works could investigate.

 

3.                  ADMINISTRATIVE REPORT

Administrator/Recorder Evans had nothing new to add to her report.  She then introduced the city’s newly contracted Engineer, Steve Major’s.

Mr. Majors briefly highlighted the services that Dyer Partnership offers, the cities they’re currently serving and that they have two working offices – one in Coos Bay and one in Sutherlin.

 

4.                  BOARDS, COMMISSIONS AND COMMITTEES

a)      Library Board:

Councilor Kovachy, liaison to the Library Board, reported the following:

·         Library will be closed 11/25 & 11/26, 12/24, 12/25, 12/31 and 1/1/11

·         12/11/10 – Light Parade

·         1/13/11 – Next scheduled meeting

·         County is still looking into forming a tax district

·         The Fire Marshall had inspected the library and noted that they needed a fire extinguisher placed in the library foyer and a sign posted inside the library indicating the location of the extinguisher

·         Envelopes were available if anyone was interested in donating to the Douglas County Library

 

b)      Fire Department:

            None

c)      Downtown Association:

None

d)      Other

None

 

VIII.    PUBLIC HEARINGS:

            None

 

IX.       FINDINGS OF FACT AND/OR DECISION (Public Hearings):

            None

 

X.         INTRODUCTION OF ORDINANCES & RESOLUTIONS (Not Requiring a Public Hearing):

None

           

XI.       UNFINISHED BUSINESS DISCUSSION AND/OR DECISION:

1.                  UPDATE Fireman’s Booth Agreement – None

It was noted that this item has been on the agenda for quite some time.  Administrator/Recorder Evans recommended the council instruct staff to draft an Intergovernmental Agreement between the City and the Fire Department.  The council could make a motion after an acceptable agreement had been written.

Discussion:  The council generally discussed the firemen’s original intent for an agreement, that the firemen have always taken care of the exterior of the building and that the contents within the building belong to the firemen.  The council further instructed staff to draft an Intergovernmental Agreement for the Firemen’s Booth.

 

*Councilor Barton arrived at 7:29 p.m.

   

2.                  UPDATE UTRANS Bus Route / Memo, Deputy Recorder Beckman

To date no information had been received from Toby Notenboom.

Discussion:  The council generally discussed when the bus route was supposed to begin.  The council instructed staff to contact Mr. Notenboom for information so the citizens could be kept informed.

 

3.                  Security Camera / Pioneer Park – High Performance Audio Visual

Administrator/Recorder Evans noted that CCIS had offered a grant in the amount of $3,227.30 which could be used toward purchasing an updated surveillance system for the park.  Superintendent Lakey had obtained three (3) quotes:

·         Q-Star Technology - $5,995.00

·         Umpqua Security & Alarm, LLC - $2,717.00

·         High Performance AV - $6,500.00

 Staff recommended approving the purchase of the camera security system from Umpqua Security & Alarm in the amount of $2,717.00

           

Councilor Parker moved, Councilor Braudt seconded a motion to approve the purchase of the security system from Umpqua Security & Alarm in the amount of $2,717.00 and include security lighting from Day or Night Electric.

 

Discussion:  The council generally discussed the resolution of the new cameras, the time capacity of the DVR and that lighting was critical as a deterrent to vandalism.

 

All voted “yes”.  The motion carried.

 

XII.      NEW BUSINESS DISCUSSION AND/OR DECISION:

1.                   Consideration of Sidewalk Liability Ordinance / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo noting that she’s been reviewing Canyonville’s Municipal Code and one issue that had come up was sidewalk liability.  Most cities have an ordinance which transfers the responsibility/liability of sidewalks to the adjacent property owner.  CCIS had recommended adoption of an ordinance modeled after Ashland’s as the language had been upheld in court.  This would also help in preventing the potential problem of a greater burden on the street fund from which sidewalk maintenance would be taken.  Staff recommended council directing staff to prepare a sidewalk liability ordinance and putting it on the December 20, 2010 agenda for adoption.

 

Discussion:  The council discussed what kind of burden this would impose on owners, if this was legal or ethical, that the sidewalks are used by everyone, the recent sidewalk claim near Ken’s Sidewalk Café, if not adopting an ordinance would cause the city’s insurance rates to go up and that some of the sidewalks are the county’s responsibility.  The consensus of the council was an unwillingness to compel owners to be responsible/liable for sidewalks that are not in good shape.  Councilor Braudt and Councilor Coleman requested that the issue be tabled and direct staff to do additional research.  The council unanimously agreed.

 

            2.         Consideration of new agenda format / Memo, Deputy Recorder Beckman

Deputy Recorder Beckman noted that upon request she had drafted 4 (four) sample agendas for the council’s consideration.

           

Discussion:  The council generally discussed the different formats.  The consensus of the council was to try Draft #1, move Public Hearings above Council Business and remove the names in the heading of those who do not normally attend the meeting.

 

XIII.    QUESTIONS AND COMMENTS FROM THE AUDIENCE:

Steve Kelley, South Umpqua School Superintendent handed out the school’s community newsletter and noted that the school’s Board of Directors amended its graduation requirements beginning with the class of 2014.  In essence they were ‘raising the bar” for students to better prepare them for the future.

 

Doug Sales, owner of Ken’s Sidewalk Café handed out a Canyonville Christmas Tree Lighting flyer noting that the event will take place on Friday, December 3rd at 5:00 p.m.  Mr. Sales encouraged participation in the event.

           

XIV.     CORRESPONDENCE IN PACKET:

            1.         10/27/10 Seniors Escorting Seniors

            2.         10/25/10 Canyonville Pumpkin & Music Celebration

 

XV.      CORRESPONDENCE AVAILABLE FOR INSPECTION AT THE ADMIN OFFICE:

1.                   Seniors Escorting Seniors – October 2010 Report

 

XVI.     ANNOUNCEMENTS:

1.                   Planning Commission Regular Session – Thursday, December 2, 2010 @ 7:00 p.m.

2.                   City Council Regular Session – Monday, December 20, 2010 @ 7:00 p.m.

 

** 8:30 p.m. – Mayor Deaton called for a 5 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 8:35 p.m.

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

COUNCIL ABSENT:         None.

STAFF PRESENT:             Administrator/Recorder Janelle Evans and City Attorney Ken Jones.

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 10:59 p.m.

 

XVII.                  ADJOURNMENT

Being no further business the meeting adjourned at 11:00 pm.

 

 

                                                                                    Approved by:

 

 

______________________________

                                                                                                Robert A. Deaton, Mayor

                                     

                                       

 

 

 

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