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     City of Canyonville                                                   

250 N Main, Canyonville, OR 97417
         541-839-4258 or 541-839-4020
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Tuesday, February 22, 2011




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:                   Administrator/Recorder Janelle Evans, Deputy Recorder Joan Beckman.

STAFF ABSENT:                     Superintendent Lakey was excused.


III.                         AGENDA REVIEW AND/OR ADDITIONS:

Under V.  CONSENT CALENDARREMOVE 2.  Financial Reports as the reports were not available due to the recent Software change.


Move 3.  Audit Presentation to the 1st position

Move 1.  C. Giles Hunt Grant to the 2nd position

Move 2.  Planning Commission Application to the 3rd position


            The agenda was adopted as modified.





V.        CONSENT CALENDAR:     

1.         Approval of Regular Session 1-18-11 Minutes

Councilor Parker moved, Councilor Kovachy seconded a motion to approve the 1-18-11 Regular Session Minutes as presented.  All voted “yes”.  The motion carried.






1.                  Audit Presentation / Neuner, Davidson & Cooley

Tom Davidson gave an overview of the 2009/2010 Audit highlighting the individual funds. 

He noted that overall the funds were in good shape, that some funds were down but that was due to intrafund transfers. 

* Councilor Barton arrived at 7:07

Mr. Davidson further noted that the Water Fund was down $14,000 and the Sewer Fund was up $47,000.

Administrator/Recorder Evans requested clarification regarding the statement that the Sewer Fund was up by $47,000.  The total in all the sewer funds increased by $47,000 but the operating account actual shows a net loss of $24,000. Ms. Evans stated that the operating loss indicated to her that the City is not operating the sewer plant responsibly. Mr. Davidson noted that the statement of receipts and disbursements does actually show a loss of $24,000.  He further noted that the current sewer rates were not keeping the city out of the hole, that the city was just about breaking even.  Mr. Davidson stated that factors such as the population going down or the need for improvements to the sewer plant would be indicators that sewer rates would have to be increased.  

2.                  C Giles Hunt Grant / Carol Hilderbrand, Librarian

Carol Hilderbrand highlighted her correspondence to the Council dated February 14, 201l noting that she would like to submit an application for the C Giles Hunt Grant to purchase two chairs and a bench with storage. 

Councilor Kovachy moved, Councilor Douglas seconded a motion to approve the application for the C Giles Hunt Grant as outlined in Ms. Hilderbrand’s letter dated February 14, 2011.  All voted “yes”.  The motion carried.


3.                  Planning Commission Application / Memo, Deputy Recorder Beckman

Councilor Parker moved, Councilor Barton seconded a motion to appoint Henry S. Butler to the Planning Commission to fill an opening for a 4 year term ending on 12/31/2014.  All voted “yes”.  The motion carried.


4.                  UB Door Knockers / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo noting that originally only a few door knockers were placed but has since grown to a significant amount.  The process has become very time consuming and customers have become reliant on them as a final notice before turn-off for non-payment.  She recommended that a $5.00 fee be instituted for delivery of the door knockers or possibly discontinuing the service altogether.

Councilor Parker moved, Councilor Douglas seconded a motion to discontinue the 48 hour shut off notice giving 60 days to let customers know this service is being discontinued. 


Discussion:  The council generally discussed the re-connect fee, the late fee, a possible fee for door knockers, giving 60 days before discontinuing the service and making customers aware that his service will be discontinuing.


All voted “yes”.  The motion carried.


5.                  Providing Notary service / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that the city currently provides notarial services through one employee and that the city does not charge for this service.  Research indicated that larger cities typically don’t charge and smaller cities charge or limit the service to city business only.  Since the request for this service seems to be increasing staff recommends that the city pay the costs associated with having another employee become a notary and establish a $5 notary fee.

Councilor Barton moved, Councilor Coleman seconded a motion to authorize paying the costs associated with having Rebecca Lawson become a notary and establish a $5.00 notary fee per signature.  All voted “yes”.  The motion carried.


6.                  Resolution No. 583 – A Resolution of the City Council of the City of Canyonville Authorizing Transfer of Funds From the Medical Pool Fund to the General Fund / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo regarding the Medical Pool Fund noting that at the end of fiscal year 2009-2010 there remained a balance of $1,929.39.  Resolution No. 583 would provide for transferring the remaining balance of this fund into the General Fund.

Discussion:  The council discussed that at the time of the decision to deplete the Medical Pool Fund the legal opinion from the attorney was that it could not be used for anything but medical.  Staff was instructed to table Resolution No. 583 until the March meeting and research the opinion before then.


7.                  Liquor License – Thabet Management / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that Thabet Management had purchased the service station located at 211 SW Fifth Street and applied for a new liquor license.

Coucilor Douglas moved, Councilor Parker seconded a motion to approve the application for a liquor license from Thabet Management, Inc., DBA Buy2@Canyonville to sell liquor at the service station.  All voted “yes”.  The motion carried.


8.                  Student Councilor Program/Memo, Administrator/Recorder Evans

Councilor Braudt presented an overview regarding a Student Council Program that the South Umpqua High School has begun.  There is a student, Myles Webb, who is a resident in Canyonville and was interested in participating in the program.  It was staff’s recommendation that the council approve participation in the Student Councilor Program and appoint Myles Webb to the position.

Councilor Coleman moved, Councilor Parker seconded a motion to approve participation in the Student Councilor Program for the balance of this school year, appoint Myles Webb to the Student Councilor position to attend all Public Meetings and determine at the end of the school year if the council wanted to continue participation in the program.


Discussion:  The council generally discussed that the student would only vote on an advisory basis and that the student would attend only Public Meetings not closed meetings.  The council further discussed that the students interested are already involved in leadership at the high school.  The council also discussed that in the future this opportunity should be extended to CCA as well.


All voted “yes”.  The motion carried.



1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case highlighted the stats for the month of January.

b)      DC Sheriff’s Office Community Newsletter


2.                  SUPERINTENDENT’S REPORT

Nothing was added to the report.


3.                  ADMINISTRATIVE REPORT

Administrator/Recorder Evans noted that her report this month was dedicated to updating the council on the sewer plant upgrade and to have the report in the public record as documentation.  Her report included the items included in Phase 1 of the project:

·         New influent pump station

·         New screening and grit removal system

·         Improvements to the existing aeration basins to enhance ammonia removal

·         Chemical feed facilities to improve phosphorus removal

·         New de-chlorination system

·         New outfall to the South Umpqua River

·         Structural repairs

·         Electrical power supply improvements

·         Distributed control system

She also noted Phase 1 will be designed to give the city flexibility to select either conventional treatment or a sequential batch reactor in Phase 2.

Administrator/Recorder Evans highlighted where we are in the process, the project cost for Phase 1, why we are going back to the funding agencies and what types of funding options are available.

She further stated that there was going to be a Mandatory Pre-Bid Conference on 2/23/2011.  In conclusion she noted that Phase 1 is set and a direction would have to be decided for Phase 2.


4.                  BOARDS, COMMISSIONS AND COMMITTEES             




1.                 In Packet:


2.                 Available for Inspection:

a)      Seniors Escorting Seniors – January 2011 Report 



1.                  Planning Commission Regular Session – Thursday, March 3, 2011 @ 7:00 p.m.

2.                  City Council Regular Session – Monday, March 21, 2011 @ 7:00 p.m.

Councilor Coleman added an announcement that the Citizen of the Year Banquet was scheduled for April and that the middle school now has an open campus for lunches.


** 8:25 p.m. – Councilor Braudt called for a 5 minute break before re-convening into Executive Session.


Submitted by:                                                                        




Joan Beckman, Deputy Recorder  




I.                               CALL TO ORDER

Councilor Braudt called the Executive Session to order at 8:30 p.m.


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

COUNCIL ABSENT:   Mayor Deaton was excused.

STAFF PRESENT:       Administrator/Recorder Janelle Evans.

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. 



Councilor Braudt adjourned the Executive Session at 9:00 p.m.


XI.                          ADJOURNMENT

Being no further business the meeting adjourned at 9:01 p.m.


                                                                                    Approved by:




                                                                                                Robert A. Deaton, Mayor






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