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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday November 17, 2014

 

REGULAR SESSION

 

I.                CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

 

Council President Braudt called the meeting to order at 7:00 p.m. and all joined in the Pledge of Allegiance.

     

II.        ROLL CALL:

 

COUNCIL PRESENT:    Councilors Parker, Braudt, Coleman, Kovachy, Loomis, and Barton.

COUNCIL ABSENT:      Mayor Deaton.

STAFF PRESENT:         Administrator/Recorder Evans, Public Works Superintendent Lakey, and Finance Deputy Recorder Bennett.

STAFF ABSENT:           None.

 

III.       AGENDA REVIEW AND/OR ADDITIONS:

           

Councilor Kovachy asked to have a discussion on the Citys Insurance Agent of Record placed under Council Business as #3. 

           

IV.       PUBLIC COMMENT:

 

         

V.        CONSENT CALENDAR:

 

1.      Approval of Regular Session Minutes for 10-20-14

 

Councilor Barton moved, Councilor Loomis second a motion to approve the consent calendar with the correction of the Mayors name on the last page. 

All voted “yes”.  The motion carried.

 

VI.       PUBLIC HEARINGS:

           

None.

 

VII.      COUNCIL BUSINESS:

 

1.      Task Oder to have the water rights certified.

 

The City received notification from Water Resources that the City has 2 water rights that either need to be extended or certificated.  The rights are for the construction of the dam (S 61248 permit S-46155) and 300 acre feet of storage on West Fork of Canyon Creek (R-61247 Permit R-8323). An extension of a water right provides additional time for a City to utilize the water right to it’s full potential.  However, it does not guarantee that the right will continue forever.   The only way to guarantee that a water right will not be canceled is to certify the right.

 

In order to certify a water right you must hire a certified water rights expert.  The expert must submit information to Water Resources documenting that the City has fully utilized each water right. Dyer Partnership, the engineering firm for the City, has a certified water rights expert on staff.  Since their water right expert is the one currently working on the City’s water master plan the cost will be less.  Normally it would cost $7,500.00 per application to certify a right but because it dovetails with the water master plan the cost is reduced to a total of $9,500.00 for both water rights.

 

Securing the water rights for Canyonville is an important matter.  For many years Canyonville struggled with a limited water supply in the summer.  With the completion of the Win Walker reservoir the City has

had adequate water year round.  However, as the climate changes water becomes a more precious commodity and more municipalities are seeking additional sites.  The only way to insure the City keeps their water rights is to either request an extension of time to fully utilize the right or certify that the right has been used to its full potential.  It appears that Canyonville has used it’s water rights to the full potential so it is staff’s recommendation that the City proceed with certifying the water rights. 

 

Our contract with Dyer Partnership allows for them to provide additional work through a task order amendment to the agreement.

 

Councilor Barton moved, Councilor Coleman seconded a motion to issue a task order for Dyer Partnership to proceed with certifying the water right for the construction of the dam and 300 acre feet of storage on the West Fork of Canyon Creek in an amount not to exceed $9,500.00 and authorize the mayor to sign the amendment.  All voted “yes”.  The motion carried.

 

2.      Hillside Christian Church request to continue utilizing park for free meals.

 

At the September 15th  council meeting Hillside Christian Church was granted permission by the council to park their portable food/concession trailer at Pioneer Park for a period of eight weeks on Wednesdays from 11:00 a.m. to 1:00 p.m. for the purpose of serving free lunches.  At the end of the eight weeks Hillside Christian Church could then come back to the council and ask for an extension of time for utilizing the park. 

 

November 12th was the eighth week of the church providing meals in the park.  It is Hillside Christian Church’s desire to continue providing meals for the less fortunate in the park as the previous eight weeks have been very successful and free of any problems.

 

Emma Bennett with the Hillside Christian Church was happy to report that the soup kitchen fed between 15 -25 people each week.  The people come to the park to have a warm meal and then leave.  There has been no vandlelism or trashing of the park.  Public Works Superintendent Lakey verified that the park is always left in a very clean state and feels that this is a really good project for the area.

 

Councilor Kovachy moved, Councilor Parker seconded a motion to allow Hillside Christian Church to continue their Wednesday 11am – 1 pm lunch program in the city park for another six months.

            All voted “yes”.  The motion carried.

 

Hillside Christian Church also asked if they could place a sign on 3rd and Main Street that would say Hillside Christian Church.   From what Administrator Evans understands that signs can be placed along side streets for a community center or destination place such as the YMCA but not really suppose to allow signs for churches.

           

3.      Discussion regarding Insurance Agent of Record.

 

Councilor Kovachy inquired as to whether the City needed to look into finding another Insurance Agent of Record since the newly elected Mayor’s wife is the City’s insurance agent.  Would this create a problem for the City.  Administrator Evans did not feel that there would be an issue with keeping the current agent of record since City County Insurance Services pays her not the City.  Council decided to have Administrator Evans look into the matter and bring back her findings to the next council meeting. 

 

 

 

VIII.    REPORTS:

 

1.      SHERIFF’S REPORT

 

Deputy Samuel Clayton reported to the Council that as of last month the Sheriff’s Department had 255 calls for services in Canyonville, of which 42 were traffic stops, 41 criminal cases, 1 DUI arrest, 3 drug arrests, and 3 stolen vehicles.  There have been no reports of problems in the city park since the issuance of the temporary no alcohol in the park ordinance.  The sheriff’s department would like to encourage the City to make the ban of alcohol in the park permanent.

 

Seargent Bean wanted to convey his apologies for missing the last few Council meetings.  He has had to be with his terminally ill mother.

 

2.      SUPERINTENDENT’S REPORT

 

Saturday a complaint came in about a fuel smell in the water.  Staff detected a fuel odor at the intake structure and clear well at the water plant.  They also checked at the complainant’s residence and noticed a faint smell of fuel.  Superintendent Lakey called all the regulatory agencies and Eric Quinn about the issue.  By noon staff received a response from the regulatory agency that this odor was not a health hazard.  Staff noticed that after airing out the intake structure and clear well that the odor had vanished. It is unknown if this odor came from a recent tanker wreck near Canyon Creek which is the City’s water supply.  Superintendent Lakey has requested through the appropriate agency that First Responders to any spill near the City’s water supply contact City of Canyonville Public Works department.

 

More leaks have been located and repaired last month.  It is leaf pickup time and there is a leaf mulch pile behind City Hall that is free to the public.

 

Park usage is down so Public Works would like to shut off the water and close the restrooms for the winter.  Staff will turn the water on and open the restrooms for each scheduled event using the park.

 

Sewer plant staff has acquired a smoke machine  from Myrtle Creek and will be setting up a smoke test.  This test will indicate if there are any illegal hookups to the sewer system or possible pipe leaks.  Volunteers are really needed to help staff in locating the smoke.

 

Councilor Kovachy questioned whether the City is utilizing O’Shea Creek like we should be?  Superintendent Lakey feels that we are using it sufficiently.   

 

3.    ADMINISTRATIVE REPORT

 

FALK ANNEXATION:  Although the City has recommended to Falk’s representative that they wait until the population projection is completed in June 2015, they have selected to force the City to proceed with the application.  A public hearing is scheduled before the Planning Commission on December 8, 2014 for a recommendation to the City Council.  The City Council will hold a public hearing on the application at the December 15, 2014 meeting.  The City Council will make the final decision.

 

City staff has requested additional information from the developer regarding the buildable lands inventory that they completed on behalf of the City.  An accurate buildable lands inventory is crucial to future planning for the City.  To date the applicant has provided an assessment of how much land is available for development within Canyonville but staff has not been able to verify all the applicant’s estimates without at least a map which shows the lots they considered vacant.  Staff hopes that we can craft something that will allow us to approve the application with the stipulation that if the population portion of it is appealed the applicant will be responsible for defending the case and going to LUBA.  The City should not have to bear the cost of a decision over which we are being backed into the corner.

 

SEWER PLANT, PHASE II:  Rural Development sent a letter to the City asking for more information as they are working on our Phase II funding package.  RUSDA wants portions of the environmental report, which was put together for the Community Development Block Grant, placed into the facility plan.  Administrator Evans will have to get with the City engineer and see what the cost will be and check to see if the grant money can be used to pay this additional cost.  

 

IX.       BOARDS, COMMISSIONS AND COMMITTEES

 

            None.

 

X.        CORRESPONDENCE/INFORMATION:

1.    Available for Inspection:

a)                Seniors Escorting Seniors –October 2014 Report

 

XI.       ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Wednesday, December 8, 2014 @ 7:00 p.m.

2.      City Council Regular Session – Monday December 15, 2014 @ 7:00 p.m.

3.      Superintendent Lakey asked everone to come see the new portion of the sewer plant.

 

XII.      ADJOURNMENT

There being no further business Councilor Braudt adjourned the meeting at 8:00 p.m.

 

Submitted by:                                                                          Approved by:

 

 

______________________________                                          ________________________________

Dawn Bennett, Finance Deputy Recorder                                Frank Braudt, Council President                                     

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