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     City of Canyonville                                                   

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         541-839-4258 or 541-839-4020
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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Tuesday, February 16, 2010 

REGULAR SESSION

 

I.                               CALL TO ORDER AND PLEDGE OF ALLEGIANCE

Councilor 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 Braudt, Parker, Kovachy, Coleman, Douglas and Barton.

COUNCIL ABSENT:               Mayor Deaton was excused.

STAFF PRESENT:                   Interim Administrator/Recorder Janelle Evans, Deputy Recorder Joan Beckman and Superintendent Tony Lakey.

STAFF ABSENT:                     None.

 

III.                         AGENDA REVIEW AND/OR ADDITIONS:

Under VI. SPECIAL MATTERS:

ADD No. 2 Appointment to Library Board

Under XII. NEW BUSINESS:

ADD No. 5 Old Donated Sludge Truck / Councilor Parker

ADD No. 6 Parking at Post Office / 2nd and Canyon Street / Councilor Kovachy

Councilor Barton moved, Councilor Kovachy seconded a motion to approve the agenda as amended.  All voted “yes”.  The motion carried.

 

IV.                          APPROVAL OF MINUTES:

1.                  Workshop / 1-14-10

2.                  Regular Session / 1-19-10

3.                  Special Session & Workshop / 1-25-10

Councilor Barton moved, Councilor Douglas seconded a motion to approve the Workshop 1/14/10, Regular Session 1/19/10 and Special Session & Workshop 1/25/10 minutes as written.  All voted “yes”.  The motion carried.

 
V.        CONSENT CALENDAR:     

1.         Financial Reports

a)   Expenses vs. Budget w/o Encumbered (Period 7, January).

b)   Payroll Accrual Register (Period 7, January).

c)   Revenue Analysis (Period 7, January).

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

 

VI.       SPECIAL MATTERS:

1.                  South County Community Center Advisory Board Application / Memo, Deputy Recorder Beckman

a)      Zachary Culbertson

Councilor Barton moved, Councilor Parker seconded a motion to approve Zachary Culbertson’s appointment to the South County Community Center Advisory Board.  All voted “yes”.  The motion carried.

 

ADD No. 2 Appointment to Canyonville Douglas County Library Board

The council read correspondence from Librarian Hilderbrand which indicated only one application had been received (Linda Spencer) for the opening on the library board.

Councilor Barton moved, Councilor Douglas seconded a motion to approve the appointment of applicant Linda Spencer to the Library Advisory Board position.  All voted “yes”.  The motion carried.

 

VII.     REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case recapped the STATS for 2009 and highlighted the STATS for January.  He further noted the reader board was going to be available for Canyonville again.

 

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 that the handicap signs had not been ordered due to the council re-visiting the subject this month.

 

3.                  ADMINISTRATIVE REPORT

Interim Administrator/Recorder Evans highlighted her report noting:

·         Advanced Energy Systems – The city was contacted by email that Advanced Energy Systems should be getting their incentive from Energy Trust soon, at that time the city can begin looking for a pass through partner.

·         Budget – The council may consider increasing the $500 water connection permit fee.  $200 of the fee is obligated to the county through an IGA for repayment of a loan.  This leaves $300 which barely covers the cost of the meter. 

The uniform allowance approved by the council of $235 for public works should be added to the employee handbook if the council wishes to continue this benefit. 

The council might consider not refunding the $25 charged for using the park as there are costs associated with the reserving process that are not being recouped.

·         Website – Bookkeeper Beebe has been working on the city’s website and is almost half done.

 

Discussion:  The council generally discussed the uniform allowance.  They further discussed the fee charged for the use of the park, that it was a cleaning fee and the question arose as to how much cost was actually related to the admin process for renting the park.

 

4.                  BOARDS, COMMISSIONS AND COMMITTEES

a)      Library Board:

                        None

b)      Fire Department:

            None

c)      Downtown Association:

            None

d)      Other

 

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.       OLD BUSINESS DISCUSSION AND/OR DECISION:

1.         UPDATE Fireman’s Booth Agreement – Pending 

 

2.         UPDATE Employee Handbook Revisions – To be included in the March Council Meeting

 

3.         UPDATE Treated Effluent Delivery Agreement/Cow Creek Band of Umpqua - Pending

 

4.         2010 Special City Allotment program / SW 5th Street / Memo, Interim Administrator/Recorder Evans

Interim Administrator/Recorder Evans highlighted her memo noting that the request for the SCA grant had previously been approved by Resolution No. 559, that the city had now received the contract, that it needed to be signed by the mayor and returned to ODOT.  Her recommendation was that the council approve the contract and authorize the Mayor to sign the contract.

 

Councilor Parker moved, councilor Kovachy seconded a motion to approve the 2010 Special City Allotment contract for the Southwest 5th Street Project and authorize the Mayor to sign the contract. 

 

Discussion:  The council generally discussed the total of the project being $30,000, that $5,000 was to come from the sidewalk fund and once approved the project will need to go out to bid.

 

All voted “yes”.  The motion carried.

 

XII.     NEW BUSINESS DISCUSSION AND/OR DECISION:

1.                  Handicap parking in each block of the downtown area from 3rd through 5th / Memo, Interim Administrator/Recorder Evans

Interim Administrator/Recorder Evans reviewed her memo noting that the council had requested that handicap parking on the 300 – 500 blocks of Main Street be revisited this month.  She further noted van accessible handicap parking could only be put at the NW corner in front of Canyon Cyber Café and the NW corner in front of Umpqua Indian Foods.

 

Discussion:  The council generally discussed various parking options, handicap parking as opposed to “van accessible” handicap parking and that anything north of the hardware store was the county’s jurisdiction.

 

Councilor Parker moved, Councilor Douglas seconded a motion to authorize placement of van accessible handicap parking at the NW corner of 500 Main Street in front of Cyber Café, at the NW corner of Umpqua Indian Foods wholesale store and at the corner of Main and 2nd St on the South end closest to the bank and non van accessible handicap parking in front of the green bar, in front of the Umpqua Indian Foods retail store and  in front of Gordon’s Pharmacy.  All voted “yes”. The motion carried.

   

2.                  Local Public Safety Coordinating Council Membership / Interim Administrator/Recorder Evans

Interim Administrator/Recorder Evans highlighted her memo regarding ratification of the reappointments for the positions on the Local Public Safety Coordinating Council.

Councilor Parker moved, Councilor Barton seconded a motion to ratify the reappointments of Mayor Rex Stevens and City Manager Eric Swanson to the LPSCC.  All voted “yes”.  The motion carried.

 

3.                  Family Medical Leave Act (FMLA) / Memo, Interim Administrator/Recorder Evans

Interim Administrator/Recorder Evans responded to the question raised at the 1/25/10 Workshop regarding FMLA as an employee benefit and getting the City Attorney’s opinion.  The attorney responded that it could be removed from the employee handbook, however, if there is inconsistent treatment between employees it could lead to potential litigation.

Councilor Parker moved, Councilor Barton seconded a motion to not include the FMLA policy language in the new employee handbook. 

 

Discussion:  The council generally discussed using accrued sick, comp or vacation time, leave without pay not allowed, other employees donating accrued sick time and whether an employee’s position would remain open until their return.

Administrator/Recorder Evans clarified if the council wanted to remove the existing leave without pay section.  The council confirmed if the employee did not have accrued time to use they would be terminated.

 

            All voted “yes”.  The motion carried.

 

4.                  Community Development Block Grant (CDBG) Review of WWFP / Memo, Interim Administrator/Recorder Evans

Interim Administrator/Recorder Evans highlighted her memo referring to email correspondence received from Fumi Schaadt on the CDBG Review of the draft for the WWFP.  An area of concern is the city’s current sewer rate and that the city may not increase the rates adequately to cover all the costs for the large project at the WWTP.  She further noted that the water rates should be looked at this year referring to the auditor’s report reflecting the $70,000 short fall in the water fund.

 

Discussion:  The council discussed having a work shop on water rates, sending a newsletter to the public, and instructed staff to bring a projection for rate increases to the work shop.  The council agreed to hold a workshop on Monday, March 8th.

 

ADD: 5.  Old Donated Sludge Truck / Councilor Parker

Councilor Parker noted that a couple of years ago the city had donated a 1968 sludge truck to Dean Byers for missionary activity in Honduras.  Mr. Byers was unable to get the Honduran government to allow the sludge truck into Honduras and he was asking the council for permission to sell the truck and use the proceeds for missionary purposes.

Councilor Barton moved, Councilor Coleman seconded a motion to allow Dean Byers to do what he chooses with the truck, use the proceeds for missionary purposes and thanked him for asking.  All voted “yes”.  The motion carried.

 

ADD: 6.  Parking at Post Office / 2nd and Canyon Street / Councilor Kovachy

Councilor Kovachy noted that citizens have been approaching him with a request for 15-30 minute parking limits on Canyon Street near the post office.

 

Councilor Parker moved, Councilor Barton seconded a motion to establish 15 minute parking 8am-5pm Monday-Friday at the Northernmost/West side of Canyon Street closest to the post office.

 

Discussion:  The council generally discussed the parking problem at the post office and possibly sending a mailer out to the public regarding parking.  The council further discussed the 15 minute parking applying during post office hours only.

 

All voted “yes”.  The motion carried.

 

XIII.    QUESTIONS AND COMMENTS FROM THE AUDIENCE:

Frank Anderson – 114 Betty’s Way, Canyonville noted that the painted handicap parking space at the bank was faded and hard to see.  Superintendent Lakey stated he will let the bank know.

           

XIV.    CORRESPONDENCE IN PACKET:

            None.

 

XV.      CORRESPONDENCE AVAILABLE FOR INSPECTION AT THE ADMIN OFFICE:

1.                  Seniors Escorting Seniors – January 2010 Report

2.                  1-18-2010 FEMA Property Revalidation Determinations

3.                  1-29-2010 Clarence Sato Planning Commission Chair Re-Appointment

4.                  1-29-2010 Jerry Murphy Planning Commission Vice-Chair Re-Appointment

 

XVI.    ANNOUNCEMENTS:

1.                  Planning Commission Regular Session – Thursday, March 4, 2010 @ 7:00 p.m.

2.                  City Council Regular Session – Monday, March 15, 2010 @ 7:00 p.m.

 

The Regular Session adjourned at 8:50 p.m.

 

XVII.   EXECUTIVE SESSION:

1.                  An executive session was held pursuant to ORS192.660 (2)(e) Real Property Transactions

 

XVIII.             ADJOURNMENT

            Being no further business, the Council adjourned at 9:10 p.m.

 

Submitted by:                                                        Approved by:

 

 

 

______________________________                               ______________________________

Joan Beckman, Deputy Recorder                                    Frank Braudt, Council President

 

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