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CANYONVILLE CITY COUNCIL

MEETING MINUTES

EXECUTIVE SESSION 7:00 P.M.

REGULAR SESSION IMMEDIATELY FOLLOWING

Monday, March 15, 2010 

EXECUTIVE SESSION

*** The Executive Session was moved to after the Regular Session ***

 

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, Kovachy, Coleman, Douglas and Barton.

COUNCIL ABSENT:               None.

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 XII. NEW BUSINESS:

ADD: No. 3.    Authorization of Contract to Install Water Line for Cow Creek Umpqua Indian Foods /                         Superintendent Lakey

 

IV.                          APPROVAL OF MINUTES:

1.                  Regular Session / 2-16-10

Councilor Barton moved, Councilor Kovachy seconded a motion to approve the Regular Session 2/16/10 minutes as written.  All voted “yes”.  The motion carried.

 
V.        CONSENT CALENDAR:     

1.         Financial Reports

a)   Expenses vs. Budget w/o Encumbered (Period 8, February).

b)   Payroll Accrual Register (Period 8, February).

c)   Revenue Analysis (Period 8, February).

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

 

VI.       SPECIAL MATTERS:

1.                  Approval Consideration of Library to Apply for C. Giles Hunt Grant - Computer Work Stations / Carol Hilderbrand, Librarian.

Librarian Hilderbrand highlighted her correspondence requesting permission to apply for the C. Giles Hunt Grant for 5 computer workstations.  She further noted the amount of the grant was $2,530.

Councilor Braudt moved, Councilor Coleman seconded a motion to approve Librarian Hilderbrand’s application for the C. Giles Hunt Grant for 5 new computer stations.

 

Discussion:  The council generally discussed the cost of the workstations and that Librarian Hilderbrand might check in to having someone local assemble the stations.

           

            All voted “yes”.  The motion carried.

 

2.                  UPDATE – UCAN – South County Bus Route / Toby Notenboom, Transportation Service Mgr.

Toby Notenboom updated the council on the proposed South County Bus Route noting that they hope to begin the route on July 5th.  He further reported funding from other cities, grants he’s applied for and stated he had asked the council last fall to budget $6,000 as Canyonville’s contribution and was now reducing the request to $4,800.  Mr. Notenboom stated that he was working on forming a transportation district and was asking for volunteers to participate from each of the communities.

 

Discussion:  The council generally discussed the intended route for Canyonville, funding for the bus route, how each city’s portion is calculated and affordability for the city.

 

3.                  2010 Elections – Memo, Deputy Recorder Beckman

The council read Deputy Recorder Beckman’s memo regarding the upcoming elections, procedures, time frames and the openings on the council for Mayor and 3 Council Members.

 

VII.     REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case arrived at 8:40 and highlighted the STATS for February.

 

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:

·         Stratton Brothers had done the patch-paving on Canyon View Drive

·         Interviews were held today for the temporary utility worker position

·         Two tour groups from CCA visited the WWTP as an educational field trip

 

3.                  ADMINISTRATIVE REPORT

Interim Administrator/Recorder Evans highlighted her report noting:

·         The city’s website is up and running, we’ve received several compliments

·         Staff is reviewing franchise agreements and contracts – some are not up to date and may need re-negotiating.  SU Disposal has an exclusive franchise agreement and is being looked at.

·         The Municipal Code is also on the list in need of updating

 

Discussion:  The council generally discussed franchise agreements and contracts.

 

4.                  BOARDS, COMMISSIONS AND COMMITTEES

a)      Library Board:

                        None

b)      Fire Department:

            None

c)      Downtown Association:

            None

d)      Other

None

 

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.         Employee Handbook Revisions – Memo, Interim Administrator/Recorder Evans

            Interim Administrator/Recorder Evans highlighted her memo noting that a question had been given her about drug testing and employment.  She added wording to include “Due to the nature of the essential functions required to successfully perform these jobs, applicants who are otherwise qualified shall be offered employment, subject to the results of a physical exam, background checks, experience and education verification and pre-employment drug screen.”

 

            Discussion:  The council generally discussed the need for pre-employment drug testing written in the employee handbook, a physical exam requirement, the cost of a physical exam, the pros and cons of a physical exam and in the past an “in-house” agility test was done to verify physical ability for a job function.  It was the consensus of the council to add the pre-employment wording without the phrase “subject to the results of a physical exam”.

 

            Interim/Administrator Recorder Evans referenced the Sick Leave Benefit, that due to caps on accruals and no option for time off without pay this could compel the city to have to terminate employees who do not have accrued time to cover serious illness or surgeries.  She further proposed adding  “Sick Leave Without Pay:  An employee, when certified by the treating physician exhausts sick leave, compensatory time and vacation time accrued, the employee may be granted a leave of absence, not to exceed 90 days without pay or fringe benefits.”

 

            Discussion:  The council generally discussed accruals, termination when accruals run out, potential liability to the city, temporary help during an extended absence of an employee and a 90 day absence cap.

 

            Consensus:  The council’s consensus was that “Sick Leave Without Pay” be added to the employee handbook as “An employee, when certified by the treating physician exhausts sick leave, compensatory time and vacation time accrued, the employee shall be granted a leave of absence.  Such leave of absence shall not exceed 90 days including all paid sick leave, vacation and compensatory time, Administrative leave and unpaid leave.”

 

            Discussion:  The council further discussed the provision of a clothing allowance for public works employees, that to be equal it should be allowed for all departments.  The council generally discussed the dollar amount, the inherent difference between public works and office staff, damaged clothing and that the clothing allowance should be for replacement of clothing damaged on the job only.

 

            Consensus:  The council’s consensus was that the employee handbook would allow reimbursement for clothing damaged on the job up to $245 per employee per fiscal year and that such clothing must be purchased and reimbursed upon presentation of a proper receipt and department head approval.

 

Councilor Braudt moved, Councilor Barton seconded a motion to adopt the City of Canyonville Employee Handbook as corrected on this date, March 15, 2010.

 

            Discussion:  The council generally discussed that the new employee handbook would go into effect at the beginning of the fiscal year 2010/2011 and that it could be reviewed again in a year or two.

 

The vote was:   In favor – Mayor Deaton, Councilors Braudt, Barton and Coleman.

                        Opposed – Councilors Parker, Kovachy and Douglas.

 

The motion carried.

  

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

Mayor Deaton reported that the Tribe could not agree to a 20 year contract and it looked as though negotiations were over.

 

XII.     NEW BUSINESS DISCUSSION AND/OR DECISION:

1.                  RFQ – New Engineer of Record / Memo, Interim Administrator/Recorder Evans

Interim Administrator/Recorder Evans highlighted her memo regarding Pace Engineering as the city’s Engineer of Record requesting permission to send out Request For Qualifications as per public bidding laws for a new engineer of record.

 

Councilor Braudt moved, councilor Barton seconded a motion to notify Pace Engineering advising them that the city will be terminating their contract and sending out a RFQ for contracting engineering services.

 

Discussion:  The council generally discussed how engineers are paid, how the city would advertise and that an engineer located closer to the city would be better.

 

            All voted “yes”.  The motion carried.

 

2.                  Falcon Community Ventures I/lka Charter Communications – Memo, Interim Administrator-Recorder Evans

Interim Administrator/Recorder Evans highlighted her memo noting that the franchise agreement with Charter Communications had expired and that Charter had requested an extension of the existing agreement until December 31, 2010 in order to work out an agreement.

 

Councilor Braudt moved, Councilor Parker seconded a motion to authorize the Mayor to sign the franchise extension agreement with Charter Cable and direct staff to begin negotiations for a new agreement.  All voted “yes”.  The motion carried.

 

ADD:  No. 3 Authorization of Contract to Install Water Line for Cow Creek Umpqua Indian Foods / Superintendent Lakey

            Superintendent Lakey noted that the water line to Umpqua Indian Foods, 402 S. Main, was bad and needed to be replaced.  Three bids had been obtained for the job and were as follows:

·         Ray Boyd & Sons - $6,060.00

·         Cradar - $5,200.00

·         Knife River - $5,250.00

Superintendent Lakey asked the council for authorization to go with Cradar.

           

Councilor Parker moved, Councilor Braudt seconded a motion to accept the bid for $5,200 from Cradar to install a new water service line on Main St.  All voted “yes”.  The motion carried.

 

XIII.    QUESTIONS AND COMMENTS FROM THE AUDIENCE:

1.                  Jerry & Corinne Bradley, 200 Eagle Ridge – The Bradley’s are building a home, had requested a 1” meter in order to get more water pressure without having to put pumps and storage tanks in their front yard and paid the SDC’s for the 1” meter.  They recently learned that their monthly base rate for 1200 cu. ft. of water with a 1” meter was going to be $15 more than for a ¾” service.  Their question was why should they have to pay more for the same amount of water consumption as a smaller metered service.

 

Discussion:  Council and staff explained the higher rate is based on the calculations of EDU’s (equivalent dwelling units) and has to do with increased capacity regardless of the amount of water used.  Hooking up to a 1” meter takes away from the number of other ¾” meters that could be allowed to hookup to the Eagle Ridge Development.

Superintendent Lakey noted that he had spoken with the Bradley’s contractor, but the contractor assured Superintendent Lakey that the Bradley’s wanted a 1” meter.  An option the Bradley’s could take was to have the city switch the 1” meter down to a ¾” meter and have their plumber install an in-line pump. 

Council authorized public works to change the 1” meter to a ¾” meter since the meter had not yet been used.

The Bradley’s agreed to meet with Superintendent Lakey to work out a solution.

           

XIV.    CORRESPONDENCE IN PACKET:

1.                  3-4-10 SEI Filing – Memo, Deputy Recorder Beckman

The council read the memo from Deputy Recorder Beckman.  Several of the Councilor’s stated they had not received their SEI filing forms and requested that staff contact OGEC.

 

XV.      CORRESPONDENCE AVAILABLE FOR INSPECTION AT THE ADMIN OFFICE:

1.                  Seniors Escorting Seniors – February 2010 Report

2.                  2-18-10 Donated Sludge Truck Sale – Dean Byers

3.                  2-18-10 South County Community Center Advisory Board Appointment – Zachary Culbertson

4.                  2-18-10 Canyonville Branch Library Board Appointment – Carol Hilderbrand

5.                  2-18-10 Canyonville Branch Library Board Appointment – Linda Spencer

6.                  2-19-10 South County Community Center Advisory Board Appointment – Gary Williams

 

XVI.    ANNOUNCEMENTS:

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

2.                  City Council Regular Session – Monday, April 19, 2010 @ 7:00 p.m.

 

Mayor Deaton called for a 10 minute break and then reconvene into Executive Session.

 

EXECUTIVE SESSION

I.                   CALL TO ORDER

Mayor Deaton called the Executive Session to order at 9:25 p.m.

 

II.                DISCUSSION:  ORS 192.660 (2)(e) Real Property Transactions

           

III.       ADJOURNEMNT:

            Being no further discussion, the Council adjourned from the Executive Session at 10:13 p.m.

 

The Council Reconvened to the Regular Session:

 

XVII.  ADJOURNMENT

            Being no further business, the Council adjourned at 10:14 p.m.

 

Submitted by:                                                        Approved by:

 

 

 

______________________________                               ______________________________

Joan Beckman, Deputy Recorder                                    Robert A. Deaton, Mayor

 

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