Welcome to the
     City of Canyonville                                                   

250 N Main, Canyonville, OR 97417
                               
         541-839-4258 or 541-839-4020
Your Subtitle text

CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR AND EXECUTIVE SESSION 7:00 P.M.

Monday, November 19, 2012

 

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, Douglas, Kovachy, Coleman, Barton.

COUNCIL ABSENT:      Student Councilor Webb was excused.

STAFF PRESENT:         Administrator/Recorder Evans and Superintendent Lakey.

STAFF ABSENT:           Deputy Recorder Beckman was excused.

 

III.                      AGENDA REVIEW AND/OR ADDITIONS:

None.

 

IV.       PUBLIC COMMENT:

          None.

 

V.        CONSENT CALENDAR:       

1.      Approval of Regular Session 10-15-12 Minutes

Councilor Barton moved, Councilor Kovachy seconded a motion to approve the 10-15-12 Regular Session Minutes as written.  All voted “yes”.  The motion carried. 

 

VI.       PUBLIC HEARINGS:

1.      Ordinance No. 618 – An Ordinance Amending Chapter 2.08.020 of the Canyonville Municipal Code Relating to Membership of the Planning Commission / Memo, Administrator/Recorder Evans

 

Mayor Deaton opened the public hearing for Ordinance No. 618 - An Ordinance Amending Chapter 2.08.020 of the Canyonville Municipal Code Relating to Membership of the Planning Commission.

 

Mayor Deaton asked if there was any public comment in opposition to Ordinance No. 618

There was none.

 

Mayor Deaton asked if there was any public comment in favor of Ordinance No. 618

There was none.

 

Mayor Deaton closed the Public Hearing on Ordinance No. 618

 

Mayor Deaton asked if there was any discussion from the Council.

Discussion:  The Council generally discussed a nonresident member having a vested interest through ownership of a business or property.  They further discussed limiting the ownership parameters to within the city limits only and deleting the Urban Growth Boundary verbiage from the proposed amendment to the Municipal Code.  It was also noted that the wording increases the eligibility for only one position on the Planning Commission.

 

Councilor Barton moved, Councilor Parker seconded a motion to approve Ordinance No. 618 - An Ordinance Amending Chapter 2.08.020 of the Canyonville Municipal Code Relating to Membership of the Planning Commission with the amendment deleting “or Urban Growth Boundary” for a non resident member.  All voted “yes”.  The motion carried.

 

VII.      COUNCIL BUSINESS:

1.      Resolution No. 602 – A Resolution Establishing Policies for Fund Balances / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that Resolution No. 602 fulfills the requirement for the City to have a resolution establishing policies for fund balances.  Administrator/Recorder Evans highlighted her memo noting the following.  GASB 54 is the government rule for establishing these policies.  This only affects how the auditors group funds in the financial audit.  The new components of fund balances would identify constraints on how resources can be spent and the sources of the constraints.  The new components are as follows:

·        Non-spendable

·        Restricted

·        Committed

·        Assigned

·        Unassigned

These classifications will be used in the Annual Financial Report produced by the City’s Auditor.

 

Councilor Barton moved, Councilor Douglas seconded a motion to adopt Resolution No. 602 – A Resolution Establishing Policies for Fund Balances. 

 

Discussion:  The Council generally discussed the classifications of fund balances, that these components only apply to funds that the City does not have specific control over such as the gas tax, dam bond and housing rehab.  It was further discussed that the GASB 54 rule does not apply to the budgeting process.

 

All Voted “yes”.  The motion carried.

 

2.      County Foreclosure on 483 SW 4th St / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that Douglas County had sent a letter notifying the City that property located at 483 SW 4th St. was being foreclosed on due to delinquent taxes in the amount of $3,836.93.  The City currently had a lien on the property for a housing rehab loan in the amount of $16,442.00.  Administrator/Recorder Evans discussed the possibility of paying the delinquent taxes and then foreclosing on the property in order to collect the housing rehab loan with the City’s Attorney. Upon research it was discovered that the City was the 3rd lien holder on the property and it would be unlikely that the City would recover the loan amount.  It was the recommendation of both Administrator/Recorder Evans and the City’s Attorney to not pay the back taxes and let the County foreclose on the property.

 

Councilor Kovachy moved, Councilor Douglas seconded a motion to not pay back taxes and let the County foreclose on the property realizing that the City’s $16,442.00 lien will be wiped out. 

 

Discussion:  The Council generally discussed whether there would be penalties from the Granting Authority and the value of the land.  The grants are for low income housing and the City is not responsible if they do not get repaid.

 

All voted “yes”.  The motion carried.

 

3.      Water Accounts on Vacation / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that she discovered that it had been the practice of the City to allow customers who leave town for a period of time to have their water turned off.  Consequently they are not charged for the period of time they are out of town and they have not been charged for turning the services off and back on.  There are only a few customers who had taken advantage of this practice.  Administrator/Recorder noted that this practice causes loss of revenue during the time period these customers are out of town.  She further noted that there is a cost for providing water and sewer to each customer regardless if they are using services or not.  Administrator/Recorder Evans recommended that if the Council wanted the City to continue this practice the following rules should apply:

·        Customer must be gone for more than 2 months

·        Customer must pay a shut off fee of $50 and a reconnect fee of $50 when the water is turned back on.

 

Councilor Braudt moved, Councilor Coleman seconded a motion to discontinue the practice of allowing customers to have their water shut off when they go on vacation or are gone for an extended period of time.  All voted “yes”.  The motion carried.

 

4.      Planning Commission Openings / Memo, Deputy Recorder Beckman

Councilor Braudt moved, Councilor Douglas seconded a motion to appoint Norval Weigel and Dana Ravera to the Planning Commission to 4 year terms ending on 12/31/2016.  All voted “yes”.  The motion carried.

 

5.      Sewer Rate Study – Steve Donovan

A Special Session was held on 11-15-12 dealing with the Sewer Rate Study.  This item should not have been on the Regular Session Agenda.

 

6.      UTRANS

Toby Notenboom did not attend the meeting and no information had been provided from him for the Council.

Councilor Parker moved, Councilor Braudt seconded a motion to reject the Transit District proposal. 

 

Discussion:  The Council discussed that they had given Mr. Notenboom every opportunity to provide information to them and that they could opt into the district at a later date.

 

All voted “yes”.  The motion carried.

 

VIII.    REPORTS:

1.      SHERIFF’S OFFICE

a)                Marty Case

Sergeant Case highlighted the STATS for the month of September 2012 since he did not have the STATS for October. 

·        It was discussed that if individuals are caught in the park, they’re riding bikes on the stage or doing what they’re not supposed to, the individuals will be getting tickets and not warnings.  This was confirmed as the direction of the Council. 

·        Sergeant Case further noted that he will be on vacation during December and won’t be at that Council meeting.  He will try to have a substitute attend.

 

b)   DC Sheriff’s Office Community News Letter

      A letter had not been provided by the Sheriff’s Department.

 

2.      SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting the following:

·        Park – Several upgrades and improvements are needed particularly concerning the restrooms.  Superintendent Lakey noted that he had been speaking with Rick Richardson regarding taking a request to the Chamber to see if they would be willing to share in the expense for upgrading and repairing the restrooms.  Possibly a 50/50 split.

·     Water – A power outage occurred on Halloween night which caused the computer system to shut down.  The Engineer was contacted to restart the computer and re-set all of the parameters.

·        Streets – Heavy rains caused leaves to plug storm drains.

 

3.      ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting the following:

·        CCA Settlement -

In the 1970’s the voters approved a bond measure to finance ½ of the water and sewer facilities through bonds and the other ½ through user fees.  Since the non property tax payers were not paying the second portion of the funding through taxes, they established a double user charge for all non property tax payers.  This structure has remained in place unchanged until the recent legal challenge by CCA.

 

The City and CCA agreed to have the matter settled in a mediation conducted by Judge Hogan.  The settlement that was agreed to was the City would reimburse CCA a total of $40,000.00 for overpayment of water and sewer fees and that the new sewer fees for the CCA dorms would be set at the multifamily dwelling rate for 59 units.

 

The City has finally received a signed copy of the settlement agreement and will pay CCA as soon as CCA files a dismissal of the lawsuit. 

 

The City has an emailed facsimile of the signed agreement and we are waiting for the original.  Until a dismissal of the lawsuit is filed by CCA the City will not send the agreed upon settlement. 

 

Discussion:  The Council discussed since the City has the facsimile of the signed agreement and the Council has received a copy, can they now answer questions from the public?  Administrator/Recorder Evans noted that she would ask the Attorney.

 

·        City Hall Facelift – The draftsman prepared the plans and shipped them to the architect for structural engineering.  The project will probably not be completed until Spring though due to the weather.

                                                                                     

4.      BOARDS, COMMISSIONS AND COMMITTEES

None

                                                                                               

IX.       CORRESPONDENCE/INFORMATION:

1.    In Packet:

None. 

2.    Available for Inspection:

a)                Seniors Escorting Seniors – October 2012 Report

 

**Mayor Deaton called for a 5 minute recess before reconvening into Executive Session @ 8:20 p.m.

 

EXECUTIVE SESSION

 

I.          CALL TO ORDER

            Mayor Deaton called the Executive Session to order based on ORS 192.660 (2) (a) To consider the employment of a public officer, employee, staff member or individual agent.

 

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

COUNCIL ABSENT:      None.

STAFF PRESENT:         Administrator/Recorder Evans.

STAFF ABSENT:           Superintendent Lakey and Deputy Recorder Beckman were excused .

 

II.        DISCUSSION: 

1.      ORS 192.660 (2) (a) To consider the employment of a public officer, employee, staff member or individual agent.

 

III.       EXECUTIVE SESSION ADJOURNMENT

1.   Mayor Deaton adjourned the Executive Session @ 8:40 p.m. to reconvene into Regular Session.

Councilor Braudt moved, Councilor Douglas seconded a motion to accept the Limited Duration Employment Agreement for City Administrator Janelle Evans.  All voted “yes”.  The motion carried.

 

X.        ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Thursday, December 6, 2012 @ 7:00 p.m.

2.      City Council Regular Session – Monday, December 17, 2012 @ 7:00 p.m.

 

XI.       ADJOURNMENT

Being no further business the meeting was adjourned at 8:45 p.m.

 

Submitted by:                                                        Approved by:

 

 

______________________________                 ________________________________

Joan Beckman, Deputy Recorder                          Robert A. Deaton, Mayor       

Transcribed from Tape  
Website Builder