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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Tuesday March 17, 2014

 

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 Parker, Braudt, Coleman, Kovachy and Barton.

COUNCIL ABSENT:      Councilor Loomis.

STAFF PRESENT:         Administrator/Recorder Evans, Public Works Superintendent Lakey, Bookkeeper Bennett

STAFF ABSENT:           None

 

III.       AGENDA REVIEW AND/OR ADDITIONS:

                       

Administrator Evans requested to add the model ordinance for the medical marijuana facility moratorium for discussion under council business as number 5. 

 

IV.       PUBLIC COMMENT:

 

          Tanya Bennett, a resident at 204 Canyon Creek in Canyonville, addressed the council about starting a non-profit after school program through the pay-for-success projects that are being explored in more than a dozen states.  The concept behind these projects is keeping our children from entering the judicial system or becoming repeat offenders which would be a great savings for the government.   She is trying to get a $5,000,000 social impact bond endowment from the Knight Foundation to be able to start a Boys and Girls community center for the Days Creek, Tri-City, Riddle and Canyonville area kids. This grant would be used to setup the program with all the needed media for educational classes and activities. Her non-profit group is called Project Independence and is looking to apply for grants that would allow her to purchase a building for the center, such as the Mormon Church which gives ample room for setting up this large project.  There is so much that goes into this type of project that any type of help or support would be appreciated.

 

          Bob Ike, also from Canyonville, explained that they are looking to obtain a 501C3 designation for the nonprofit.  The plan is to apply for grants and they are hoping the City of Canyonville would back them which would possibly be a great help towards receiving some of these grants.   

 

V.        CONSENT CALENDAR:

 

1.      Approval of Regular Session Minutes for 02-18-14

 

Councilor Barton  moved, Councilor Braudt seconded a motion to approve the consent calendar. All voted “yes”.  The motion carried.

 

VI.       PUBLIC HEARINGS:

 

            There were none.

 

VII.      COUNCIL BUSINESS:

 

1.        Audit Report

 

Kenny Allen, a partner from Pauly, Rogers and Co. P.C., reviewed for the council the purpose and the results of the city’s 2012-2013 audit.  The financial statement has been prepared on a cash basis of accounting with additional supplementary information, required by the Governmental Accounting Standards Board, to be reported in the appropriate operational, economic, or historical context.  One area to pay attention to is the Fund Balances of the governmental fund, water fund, and sewer fund which have increased over the last three years.  Administrator Evans noted that the increase in the water and sewer fund balances is attributed to the rate increases.  In the sewer fund the amount of the rate increase is transferred each year to the Capital Reserve Fund.  The auditor gave thanks to Janelle and Dawn for all their assistance during the audit.

 

2.        Appoint Budget Committee Member

 

There are four vacant positions on the Budget Committee, two 3-year terms and two 2-year terms.  Bob Garcia and Rick Richardson have agreed to be reappointed for the 3 year term positions ending in 2016.  Dave Hill and Dennis Douglas applied for the 2 year term positions ending 2015. 

 

Councilor Braudt  moved, Councilor Barton seconded a motion to reappoint Bob Garcia and Rich Richardson to three years terms ending in 2016. All voted “yes”.  The motion carried.

 

Councilor Kovachy  moved, Councilor Barton seconded a motion to appoint Dennis Douglas and Dave Hill to two years terms on the Budget Committee ending in 2015. All voted “yes”.  The motion carried.

 

3.        Consolidation of Bookkeeper/Deputy Recorder positions

 

Last year it was agreed that staff would try to handle the work load without filling the Deputy Recorder position that became vacant.  For the most part staff has been able to handle the work load, except for a few times where it has been tough.  They were able to make it through by all pitching in to help.  Administrator Evans’s thought about combining the duties of the bookkeeper and deputy recorder positions into one position called Finance Deputy Recorder.  Due to more responsibilities a different pay scale was created which starts approximately 6% more than the starting wage for the Deputy Recorder position.  With the new pay scale the city would see a savings of approximately $53,240.35.  Council directed City Administrator Evans to fill the new position of Finance Deputy Recorder.

 

Councilor Braudt moved, Councilor Coleman seconded a motion to approve the new position of Finance Deputy Recorder and set the pay range from $2,879.07 to $3,240.35. The other existing positions will be unbudgeted but still in the cities payroll system.  All voted “yes”.  The motion carried.

 

Councilor Parker arrived at 7:45 pm

 

            4.     Acceptance of a DLCD Technical Assistance Grant to complete a water master plan

           

The City applied for a technical assistance grant from the Department of Land Conservation and Development.  The city was awarded a grant for $40,000.00.  The engineer’s estimate to complete the water master plan is $60,000.00 so the City’s contribution will be $20,000.00 which will be taken from the Water Capital Reserve Fund.  The water master plan is very important for the future needs of the water system upgrades.  The grant agreement covers all the necessary steps to complete an updated water master plan which complies with the Oregon Administrative Rule 333.061.  According to the terms of the agreement with DLCD the plan must be completed by June 30, 2015.  This is a relatively short period of time for completion; however, DLCD is allowing us to utilize the City engineer who is already familiar with our system.  The need for a water master plan for the potential annexation request helped the City to be granted this money.

 

Councilor Braudt moved, Councilor Coleman seconded a motion to accept the grant from DLCD for development of the water master plan in the amount of $40,000.00 and authorize the Mayor to sign the grant agreement and issue a task order for Dyer Partnership to complete the water master.  All voted “yes”.  The motion carried. 

 

5.       Medical Marijuana Moratorium Ordinance

 

The Governor signed a law allowing cities and counties to adopt a moratorium on medical marijuana dispensaries to hold things in place while the state comes up with regulations to govern them by.  The moratorium will only be allowed to be in place for one year ending on May 1, 2015.  The League of Oregon Cities attorney went to the Legislature on behalf of the cities because the original bill does not allow cities to decide that they do not want to allow the dispensaries to conduct business regardless of what state or federal law says.  There is an emergency clause written into the ordinance to be able to bring it to the April meeting for approval.

 

Councilor Braudt moved, Councilor Barton seconded a motion to direct staff to prepare a Medical Marijuana Facility Moratorium ordinance based on the example from the League of Oregon Cities and place it on April agenda.  All voted “yes”.  The motion carried. 

 

 

VIII.    REPORTS:

 

1.      SHERIFF’S OFFICE

 

No report.

 

2.      SUPERINTENDENT’S REPORT

 

Forest Glen has installed a new approved backflow device on their domestic water line for protecting the city water supply.  The fire line though is still in the design phase.  Superintendent Lakey has been working with Forest Glen and their contractors to insure they are in full understanding of the city’s standards and that the city is not the agency requiring them to install a new system. The Fire Marshall is the one requiring a new system.

 

Public Works has special ordered a blank metal door to replace the damaged one on the men’s restroom in Pioneer Park.  Public Works crew has also been working hard this week in the park mowing and weed eating.   

 

Councilor Parker has been approached by Umpqua Fishermen’s Assn. who would like to place a sign on Main Street somewhere south of 3rd street that points tourists to their facility and says something like Umpqua Fishermen’s steel head acclamation fish facility.  They would pay for the sign and asked if the City would install it.  Council asked Superintendent Lakey to investigate what the steps and regulations are for signs and bring the information back to the council.

 

Public Works Superintendent Lakey asked council for help in selecting a street for the Special City Allotment Grant since many of the city streets do not qualify due to being dead end streets.   Administrator Evans commented there might be a possibility that we could convince them to allow the city to use one of the dead end streets.  Council suggested 5th street from I5 freeway to Main street as it is a high traffic area that brings people into our down town business area or Canyon street to 5th street going by the city park, which is also high traffic area. Public Works Superintendent Lakey will get estimates to bring to the council.     

 

 

3.      ADMINISTRATIVE REPORT

PHASE 2 FUNDING FOR SEWER PLANT:

There are only two items left to complete for the application to Rural Development for the funding of Phase 2 of the sewer plant upgrade.  The remaining items are the applications for funding to commercial banks and summary of project users and usage. The City Engineer is working on the project users and usage but has run into some difficulty gathering the appropriate information. It is very difficult to get this information out of the City’s utility billing system.  It has to be basically hand compiled and the information compiled for the sewer rate study does not meet the format required by Rural Development.  Therefore, we have to recreate the wheel again!

             There is a possibility that the City’s current Vulnerability Assessment/Emergency Response Plan is inadequate and 
             may have to have some additional work done to it.  However, the City will not know until the actual review of the 
             existing plan is done.
 

City Administrator Evans along with Councilors Braudt and Parker attended a phone conference to discuss the bond process with Carol McCoog from Hawkins, Delafield and Wood LLP.  She outlined the process for a revenue bond as follows: 

·        The City must authorize the issuance of the bond either by Resolution or Ordinance.  If the bond is issued by a Resolution the City must publish a notice in the newspaper and voters have 60 days to file a petition requiring the bond to go to an election. The petition requires the signature of 5% of the registered voters. 

·        If the City issued the bond by an Ordinance we just have to follow the Charter for Ordinance adoption.  Citizens would then have to challenge the Ordinance adoption within 30 days.  

The above steps need to be completed prior to obtaining construction bids. 

·        Bond counsel will issue an opinion on the legality of the bond issuance and arrange the sale of the bonds to USDA Rural Development. This step will not be done until completion of the construction and will require 60 days advance notice to the Bond Counsel. 

Since the city already has a buyer for the bond, the process is not really complicated.  Carol has worked with USDA Rural Development on many bond issues and says the process goes relatively smooth.

             INSURANCE:  CIS insurance has announced a new policy regarding employment related claims.  Any entity that has 
             an employment related claim will be required to pay 10% of the cost of the claim up to $10,000.00.  This is in addition 
             to the $5,000.00 deductible that is applied if you have not consulted with CIS prior to the dismissal of the employee.  It 
             is important to remember that before the City terminates any employee, we must consult with the insurance company to
             limit any potential liability for the City.  If we follow this procedure they will waive the $5,000.00 deductible but not 
             the 10% if a claim is filed.

4.      BOARDS, COMMISSIONS AND COMMITTEES

 

Councilor Coleman reported on the following activities that were held at the Library last month:

            March 24, 2014             -           Lego Party

            March 27, 2014             -           Tea Party

            March 31-April 10, 2014 -         Book Sale

Three contractors have submitted their bids for the work on the circulation area in the library.  Also, the Douglas County Commissioners are keeping the library budget the same as 2014 budget with no increases or decreases.

 

The Canyonville Chamber of Commerce will be holding their Bunco game April 28th.  Tickets are on sale now for $25.00.

 

X.        CORRESPONDENCE/INFORMATION:

1.    Available for Inspection:

a)                Seniors Escorting Seniors –Jan 2014 Report

Councilor Braudt requested that the senior escorting seniors report be included in the Council packet.

 

XI.       ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Wednesday, April 9, 2014 @ 7:00 p.m.

2.      City Council Regular Session – Tuesday, April 21, 2014 @ 7:00 p.m.

 

XII.      ADJOURNMENT

Being no further business Mayor Deaton adjourned the meeting at 8:50 p.m.

 

Submitted by:                                                                          Approved by:

 

 

______________________________                                          ________________________________

Dawn Bennett, Bookkeeper                                                      Robert Deaton, Mayor            
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