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CANYONVILLE CITY COUNCIL

MEETING MINUTES

EXECUTIVE SESSION 6:00 P.M.

REGULAR SESSION 7:00 P.M.

Monday, December 19, 2011

EXECUTIVE SESSION

 

I.               CALL TO ORDER

Mayor Deaton called the Executive Session to Order @ 6:00 p.m.

 

II.     ROLL CALL:

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

COUNCIL ABSENT:     Councilor Barton was excused.

STAFF PRESENT:        Administrator/Recorder Evans and Attorney Darnielle.

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

 

III.        DISCUSSION:  ORS 192.660 (2) (h) Legal Counsel – for consultation with Counsel concerning legal rights and duties regarding current litigation or litigation likely to be filed.

 

IV.          EXECUTIVE SESSION ADJOURNMENT

The Executive Session adjourned @ 6:58 p.m.

 

REGULAR SESSION

 

I.               CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Mayor Deaton called the meeting to order at 7:04 p.m. and all joined in the Pledge of Allegiance.

 

II.            ROLL CALL:

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

COUNCIL ABSENT:      None.

STAFF PRESENT:         Administrator/Recorder Evans, Attorney Darnielle, Deputy Recorder Beckman and Superintendent Lakey.

STAFF ABSENT:           None.

 

III.        AGENDA REVIEW AND/OR ADDITIONS:

Councilor Braudt motioned to move Item 5. Radio Tower Lease / Memo, Administrator/Recorder Evans from VII. COUNCIL BUSINESS to immediately after V. CONSENT CALENDAR

 

IV.     PUBLIC COMMENT:

None.

 

V.      CONSENT CALENDAR:       

1.      Approval of Regular Session 11-21-11 Minutes

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

 

Item 5. Radio Tower Lease moved from VII. COUNCIL BUSINESS

1.      Councilor Braudt moved, Councilor Coleman seconded a motion to enter into a (6) six month extension of the 4J School District Radio Tower Lease with a reduction of power to 600 Watts.  All voted “yes”.  The motion carried.

 

VI.     PUBLIC HEARINGS:

1.      Ordinance No. 610 – An Ordinance Amending Section 13.08 of the Canyonville Municipal Code to Provide for an Appeal Process for Water Billings and Declaring an Emergency

Administrator/Recorder Evans noted that the current code does not provide a procedure for contesting inaccurate water billings or the application of erroneous rates.  Ordinance No. 610 would establish a formal appeal process for any water customer who feels their charge was unjust and inequitable.

 

Councilor Braudt moved, Councilor Kovachy seconded a motion to read Ordinance No. 610 by title only.  All voted “yes”.  The motion carried.

 

Mayor Deaton read Ordinance No. 610 - An Ordinance Amending Section 13.08 of the Canyonville Municipal Code to Provide for an Appeal Process for Water Billings and Declaring an Emergency by title.

 

Mayor Deaton opened the Public Hearing on Ordinance No. 610.

 

Mayor Deaton asked if there was any public comment in opposition to Ordinance No. 610.

There was none.

 

Mayor Deaton asked if there was any public comment in favor of Ordinance No. 610.

There was none.

 

Mayor Deaton closed the Public Hearing on Ordinance No. 610.

 

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

There was none.

 

Councilor Coleman moved, Councilor Braudt seconded a motion to approve Ordinance No. 610 - An Ordinance Amending Section 13.08 of the Canyonville Municipal Code to Provide for an Appeal Process for Water Billings and Declaring an Emergency.  All voted “yes”.  The motion carried.

 

 

2.      Ordinance No. 611  – An Ordinance Amending Section 13.24 of the Canyonville Municipal Code to Provide for an Appeal Process for Sewer Billings and Declaring an Emergency

Administrator/Recorder Evans noted that the current code does not provide a procedure for contesting inaccurate sewer billings or the application of erroneous rates.  Ordinance No. 610 would establish a formal appeal process for any sewer customer who feels their charge was unjust and inequitable.

 

Councilor Braudt moved, Councilor Coleman seconded a motion to read Ordinance No. 611 by title only.  All voted “yes”.  The motion carried.

 

Mayor Deaton read Ordinance No. 611 - An Ordinance Amending Section 13.24 of the Canyonville Municipal Code to Provide for an Appeal Process for Sewer Billings and Declaring an Emergency by title.

 

Mayor Deaton opened the Public Hearing on Ordinance No. 611.

 

Mayor Deaton asked if there was any public comment in opposition to Ordinance No. 611.

There was none.

 

Mayor Deaton asked if there was any public comment in favor of Ordinance No. 611.

There was none.

 

Mayor Deaton closed the Public Hearing on Ordinance No. 611.

 

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

There was none.

 

Councilor Braudt moved, Councilor Coleman seconded a motion to approve Ordinance No. 611 - An Ordinance Amending Section 13.24 of the Canyonville Municipal Code to Provide for an Appeal Process for Sewer Billings and Declaring an Emergency.  All voted “yes”.  The motion carried.

 

VII.   COUNCIL BUSINESS:

1.      Radio Tower Lease / Memo, Administrator/Recorder Evans – Moved to immediately after V. CONSENT CALENDAR

 

2.      Audit Report – Neuner, Davidson

Mr. Davidson highlighted correspondence that had been given the City regarding the audit for fiscal year 2010-2011.  He reviewed the beginning and ending balances on each fund noting that the City is using some of the beginning fund balances due to decreased revenues.  It was also noted that the water and sewer funds were enterprise funds and the sewer fund revenues are not covering the debt service requirements.

 

**Councilor Barton arrived @ 7:45 p.m.

 

3.      Sewer Plant Upgrade – Steve Major

Mr. Major presented a slide show comparing an SBR site plan and cost analyses with an MBR site plan and cost analyses for wastewater treatment.  He further compared a Dual Digesters site plan and cost analyses with an MBT site plan and cost analyses for bio-solids treatment.  Mr. Major concluded his presentation with the following recommended plan:

                  Wastewater Treatment:             MBR

                  Bio-solids Treatment:                Dual Digesters

                  Phase I:                                                Headworks, Influent Pump Station, Temporary IMPS

                  Phase II:                                   All else

                  Total Project Cost:                    $12,212,300

                  Phase I & II Completion:          5-6 years

Mr. Major further reviewed the rate impact in relation to the cost of the upgrade noting a potential monthly rate for sewer at $71.94.  This rate would be subject to whatever debt service was in place and funding that the City might be able to qualify for.  He also noted that in order to qualify for grants rates would have to be $55 to $60 for sewer only.

 

4.      Resolution No.  593 – A Resolution of the City Council of the City of Canyonville Agreeing to the Inclusion of Canyonville in the Formation of the County Library System Service District / Memo, Administrator/Recorder Evans

Mayor Deaton asked if a representative from the Library Futures Committee had any new information regarding implementation of the requested proposed tax base and the amount requested.

Mr. Heilman, 2870 Weaver Rd, Myrtle Creek noted that the committee has had no word from the County Commissioners and that the current cost for a library card for those out of the district was $50 per person annually.  It was noted that the results of a phone survey the committee has been doing wouldn’t be available until next Thursday and that if the numbers were down the committee would reconsider bringing the request to the County Commissioners.

 

Councilor Braudt moved to approve Resolution No. 593 agreeing to the inclusion of the City of Canyonville in the formation of the proposed Library Service District.

 

There was no second to the motion.

Mayor Deaton noted the motion failed due to the lack of a second to the motion.

 

5.      Truck Donation – Steve Vincent, Avista Utilities

Mr. Vincent noted that the City of Canyonville had been selected to receive the donation of a 2000 Chevrolet Service Truck from Avista.  He further noted that Avista has been donating vehicles when they reach a certain mileage to various cities, fire departments, etc. in appreciation of good working relationships.

Mayor Deaton presented a framed Certificate of Appreciation to Mr. Vincent.

 

6.      Water Rate Study – Chris Marko, RCAC

Mr. Marko noted that the City had requested his assistance in a rate study, that he has been working closely with staff gathering information and that he has been looking at the City’s overall system to come up with recommendations in order to meet operating costs. Mr. Marko further noted that within the next 3 months, February or March, he would be willing to hold a workshop with the Council to present preliminary suggestions.

 

7.      Applications for Planning Commission Vacancies / Memo, Deputy Recorder Beckman

Deputy Recorder Beckman noted that there were (3) three vacancies for the Planning Commission -  two positions for 4 year terms ending on 12/31/2015 and 1 position to complete a term ending on 12/31/2012.  The following four applications had been received:

a)   Zachary Culbertson

b)   Dana Ravera

c)   Diane Goforth

d)   Misty Boyé

Councilor Kovachy moved, Councilor Braudt seconded a motion to appoint Misty Boyé to a 4 year term ending on 12/31/2015.  All voted “yes”.  The motion carried.

 

Councilor Braudt moved, Councilor Coleman seconded a motion to appoint Zachary Culbertson to a 4 year term ending on 12/31/2015.  All voted “yes”.  The motion carried.

 

Councilor Parker moved, Councilor Barton seconded a motion to appoint Dana Ravera to complete the term ending on 12/31/2012.  All voted “yes”.  The motion carried.

 

VIII.  REPORTS:

1.      SHERIFF’S OFFICE

a)                Marty Case

Sergeant Case highlighted the STATS for November

 

2.      SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting the following:

a)      There was a sanitary sewer overflow at the primary school.  The incident was reported to the proper authorities and city staff and hazmat crew responded.  It was unclear as to what caused the overflow.

b)     Staff is still trying to fill the position at the WWTP.  The job opening is now posted for a trainee.  Many applicants have responded.

 

3.      ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting the following:

a)      The WWTP job position closing date is 1-5-2012.  Interviews will be scheduled after that date.

b)     January 5th a Planning Commission Meeting is scheduled for a CUP at 570 N Main – automotive repair business.  The Commission will also be hearing from William Daniels regarding his CUP and a compliance issue for Frontiers Edge.

c)      There are (4) four openings on the Budget Committee.  No applications have been received for these openings.

 

4.      BOARDS, COMMISSIONS AND COMMITTEES

None

                                                                                               

IX.     CORRESPONDENCE/INFORMATION:

1.    In Packet:

None. 

2.    Available for Inspection:

a)                Seniors Escorting Seniors – November 2011 Report

 

X.      ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Thursday, January 5, 2012 @ 7:00 p.m.

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

 

XI.    ADJOURNMENT

Being no further business the meeting was adjourned at 8:58 p.m.

 

 

Submitted by:                                                           Approved by:

 

 

______________________________                    ______________________________
Joan Beckman, Deputy Recorder                             Robert A. Deaton, Mayor       

                                                            
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