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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday, March 21, 2011

 

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, and *Barton.

 COUNCIL ABSENT:               Dennis Douglas was excused.

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

 STAFF ABSENT:                     None.

 

III.              AGENDA REVIEW AND/OR ADDITIONS:

None

 

IV.       PUBLIC COMMENT:

None

 

V.        CONSENT CALENDAR:     

1.         Approval of Regular Session 2-22-11 Minutes

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

 

VI.       PUBLIC HEARINGS:

            None

 

VII.     COUNCIL BUSINESS:

1.         Award Engineering contract for Phase 1 Design

            Administrator/Recorder Evans noted that the RFQ for the engineering design of Phase 1 of the WWTP upgrade had resulted in submission of 4 bids.  The bids were evaluated and scored by a committee consisting of staff, the mayor and a councilor.  The evaluation consisted of criteria that was scored by the 5 evaluators.  Following are the results of the overall grading:

·         Dyer Partnership         494

·         Kennedy Jenks                       492

·         Map Engineering         406

·         SHN                            389

Based on the scoring results, the evaluation committee unanimously selected Dyer Partnership for the engineering design of Phase 1 of the WWTP Upgrade as their recommendation to the council.

 

Councilor Parker moved, Councilor Kovachy seconded a motion to approve the selection committee’s recommendation to hire Dyer Partnership as the design engineer for Phase 1 of the WWTP Upgrade.

 

Discussion:  The council generally discussed the close scoring between Dyer Partnership and Kennedy Jenks, that Dyer typically works with smaller cities and included in their bid significant cost savings through consideration of a SBR or MBR system as well as a full construction phase and its cost.  The council further discussed that switching to a SBR or MBR system at this point would be permitted by doing an amendment to the plan.

 

All voted “yes”.  The motion carried.

 

2.         Resolution No. 584 – Fair Housing Resolution / Memo, City Administrator/Recorder Evans

            Administrator/Recorder Evans noted that adopting this Resolution was a requirement as set forth by CDBG for the $700,000 grant that the city received.

Councilor Kovachy moved, Councilor Parker seconded a motion to adopt Resolution No. 584 establishing a Fair Housing Resolution for the City of Canyonville.  All voted “yes”.  The motion carried.

 

3.         Tribal use of city water / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that on 2/14/11 the tribe had a water line break and requested connection to the city’s water system for the Bingo Hall and RV Park until they were able to repair their water line.  The tribe was willing to pay for the water used.  The tribe was only on the city’s water for a short time and not much water was used.  Staff recommended providing the emergency water at no charge to the tribe as a good will gesture.

Councilor Parker moved, Councilor Coleman seconded a motion to approve staff’s recommendation to provide the emergency water as a good will gesture at no cost to UIUC. All voted “yes”.  The motion carried.

 

4.         UTRANS UPDATE / Toby Notenboom

Administrator/Recorder Evans noted that Mr. Notenboom was unable to attend due to illness.  She further noted Canyonville had around 150-200 riders in the month of February and that the next years expense to the city would be $4800 for the service.

Discussion:  The council generally discussed those who use UTRANS and that the council would like more exact numbers of those who use the transportation service before budget time.

 

* Councilor Barton arrived at 7:20 pm

 

5.         Sewer Rate Increase / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo and recommended a sewer rate increase of 20% per month based on the following:

·         2/22/11 CC meeting Auditor’s Report indicated a net operating loss in the sewer fund of $24,515 for fiscal year 2009/2010

·         Paying on a loan from DEQ for $649,108 for plant improvements in 1996

·         Paying on a loan from DEQ for $200,000 for a Facility Plan

·         Covenants with DEQ requiring that the city review its sewer fees annually to determine that the current rate provides sufficient revenue and failure to comply could jeopardize the ability to borrow additional money for required upgrades

·         The need to begin paying the annual payment of $45,844 for the debt incurred for the Facility Plan

·         The goal for a projected rate increase would be to recoup the loss of revenue and generate enough additional revenue to cover additional loan payments

·         The city has increased the rate only 5 times in the last 20 years causing an inability to keep up with increasing operating costs

Administrator/Recorder Evans referred the council to a sewer rate spreadsheet included in the packet.

 

Councilor Barton moved, Councilor Kovachy seconded a motion to increase the monthly sewer use fees by 20% across the board effective July 1, 2011 and authorize staff to draft an ordinance implementing the new rates.

 

Discussion:  The council reviewed and generally discussed the spreadsheet, raising the rates sooner which would result in the need to do a supplemental budget or waiting until July 1st and the possibility of a greater loss in the sewer fund if the increase is postponed.  The council further generally discussed the current rate structure, a rate study, the net operating loss and the additional revenue needed.

 

All voted “yes”.  The motion carried.

 

VIII.    REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case highlighted the stats and various activities for the month of February.

b)      DC Sheriff’s Office Community Newsletter

 

2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting that due to the recent wind and storms a tree located in the city’s right-of-way had fallen on a house on the corner of Canyonview and Crest Drive.  The public works crew worked with the property owner in cleaning up the tree and a claim had been turned in to the city’s insurance.  He further noted that 1st Street W. of Leland is deteriorating and in need of repair, it belongs to the county but maintenance belongs to the city.  Superintendent Lakey noted the city does not have the funds to take care of the repairs.  It was also noted that Administrator/Recorder Evans had corresponded with the county regarding responsibility of the street and is waiting for a response from the county.

 

Discussion:  The council generally discussed repairs to 1st Street and if there was an IGA between the county and the city concerning this street.

 

3.                  ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting the following:

a)      Springbrook Upgrade – Staff has been working through the few issues that have come up.

b)      Insurance – Regarding the claim of the tree that had blown down on a customer’s property – the city is not liable as there was no negligence involved.

c)      Census – Due to the preliminary population estimation it appears that Canyonville is growing rapidly.  It could be attributed to growth or corrections that had been made to the city’s boundaries.

                       

4.                  BOARDS, COMMISSIONS AND COMMITTEES             

a)      Library Board – Buddy Kovachy

Councilor Kovachy reported on the upcoming activities planned by the library.

                                                                                                                       

IX.       CORRESPONDENCE/INFORMATION:

1.                 In Packet:

None

2.                 Available for Inspection:

a)      Seniors Escorting Seniors – February 2011 Report

b)      2-23-11 Henry S. Butler Appointment to Planning Commission Notification       

 

X.        ANNOUNCEMENTS:

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

2.                  City Council Regular Session – Monday, April 18, 2011 @ 7:00 p.m.

 

XI.              ADJOURNMENT

Being no further business the meeting was adjourned at 8:30 pm.

 

Submitted by:                                                                         Approved by:

 

 

______________________________                                                ________________________________

Joan Beckman, Deputy Recorder                                         Robert A. Deaton, Mayor

 

 

****An Executive Session was not held****

 

EXECUTIVE SESSION AGENDA

 

I.                   CALL TO ORDER

 

II.                DISCUSSION: 

 

III.             EXECUTIVE SESSION ADJOURNMENT

  

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