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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday, April 18, 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, Douglas, Kovachy, Coleman, Barton ** and Student Councilor Webb.

COUNCIL ABSENT:               None.

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

STAFF ABSENT:                     None.

 

III.                         SPECIAL MATTERS:

1.                  Administer Oath of Office – Student Councilor Myles Webb.

Deputy Recorder Beckman administered the Oath of Office to Student Councilor Webb.

 

IV.                          AGENDA REVIEW AND/OR ADDITIONS:

None

 

V.        PUBLIC COMMENT:

None

 

VI.       CONSENT CALENDAR:     

1.         Approval of Regular Session 3-21-11 Minutes

2.         Financial Reports

                        a)         Expenses vs. Budget w Encumbered (Period 9, March).

                        b)         Payroll Accrual Register (Period 9, March).

                        c)         Revenue Analysis (Period 9, March). 

Councilor Kovachy moved, Councilor Braudt seconded a motion to approve the Consent Calendar as presented.

 

Discussion:  It was noted that the last column of the Expenses vs. Budget w Encumbered report showed % Available as opposed to the previous version which showed % Expended.

 

All voted “yes”.  The motion carried.

 

** The Executive Session was moved to later in the meeting as the council was waiting for the attorney to arrive.

EXECUTIVE SESSION AGENDA

 

I.                                CALL TO ORDER

 

II.                  DISCUSSION:  ORS 192.660 (2) (d) To conduct deliberations with persons designated

  by the governing body to carry on labor negotiations. 

 

III.                           EXECUTIVE SESSION ADJOURNMENT

 

 

VII.     COUNCIL BUSINESS:

1.         WWTP Upgrade – Phase 1 Engineering Contract / Dyer Partnership – Memo, Administrator/Recorder Evans

            Administrator/Recorder Evans highlighted her memo noting that Dyer Partnership had been awarded the contract for Engineering Services for the Final Design of the WWTP upgrade.  She further noted that since the firm is the Engineer of Record for the City the written agreement can be done in the form of a task order. 

 

Councilor Kovachy moved, Councilor Braudt seconded a motion to authorize the Mayor to sign the task order to perform engineering services for Phase 1 of the Wastewater Upgrade as outlined in the order.

 

Discussion:  The council generally discussed that if any changes were made to the task order it would have to come to the council for approval.

 

All voted “yes”.  The motion carried.

 

**Item # 2 was moved to follow the Executive Session

City of Canyonville/IBEW Union Contract – Memo, Administrator/Recorder Evans

 

3.         UPDATE – UTRANS / Toby Notenboom

            Mr. Notenboom reported the ridership numbers for Canyonville as follows:

                                    January            145

                                    February          154

                                    March              231

            He further noted that a very small number were boarding at the casino; most were boarding at city hall.  With the price of gas more people were choosing to ride the bus and it is expected the numbers will grow.  Mr. Notenboom stated they are working on setting up a transportation district and that this would take the burden of the transportation away from the county.  He will be coming back to the council asking for a resolution allowing Canyonville’s participation.  Mr. Notenboom also requested that $4800 be added to the city’s budget for UTRANS.  The billing would be prorated and the city would be billed at the end of each quarter.

 

Discussion:  The council generally discussed the ridership, if citizens of Canyonville were riding or if the riders were from outside the city and if the reported numbers were repeat trips or individual rider’s trips.  It was requested that Mr. Notenboom provide a survey of the ridership to the council.  Mr. Notenboom was informed that Canyonville’s 1st Budget Meeting will be held on Monday, May 9, 2011 @ 7:00 p.m. in the Council Chambers.

 

4.         Pioneer Days Fundraiser Concert – August 6, 2011 / Misty Boye

Misty Boye, Canyonville noted that the Fundraiser Committee wanted to hold a rock & roll concert in Pioneer Park.  Proceeds would go towards Pioneer Days and also a fund to put covers over the bleachers.  The event would be held on August 6th from 2:00 pm to 10:00 pm, and would include music, food and a beer garden.  She further noted that a temporary stage would be put up on the grass area to the left of the stage.  They would need the dressing rooms, sound equipment and power from the existing stage.  The committee intends to provide security people stationed in different locations in the park.  Ms. Boye further noted the committee would like to block off Canyon Street for safety reasons.

 

Councilor Braudt moved, Councilor Douglas seconded a motion to approve the Pioneer Days Fundraiser Concert to be held at Pioneer Park.

 

Discussion:  The council generally discussed the Decibel Ordinance regulating the decibel levels in the park and the closure of Canyon Street and possibly 4th and 5th Streets as well.

 

All voted “yes”.  The motion carried.

  

** Councilor Barton arrived at 7:39 p.m.

 

5.         Request to Amend Section 8.04.020 of the Canyonville Municipal Code Relating to Keeping of certain animals and poultry / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that staff had received a written complaint regarding a citizen who lives within the city limits raising chickens in their backyard.  She further noted that Section 8.04.020 of the Canyonville Municipal Code requires securing a permit from the city before keeping poultry within the city limits.  She also noted that the citizen can meet all of the conditions set forth with the exception of criteria No. 3 which states that the facilities for housing the animals or poultry are not located within two hundred feet of any dwelling, church, school or other building designed and used for human occupancy.  The chickens are located at the rear of the property which is approximately 50-70 feet from the closest dwelling.  It was further noted that the citizen was requesting that the council consider amending the ordinance to be less restrictive.

Administrator/Recorder’s recommendation was that the council refer the matter to the Planning Commission since the request involves a City Councilor and in doing so it would eliminate the appearance of impropriety. 

 

Councilor Braudt moved, Councilor Parker seconded a motion to forward the matter to the Planning Commission for their review of Section 8.040.020 of the Canyonville Municipal Code and for the Council not to take action until a recommendation was received from the Planning Commission.

 

Councilor Kovachy abstained from the vote as he was the citizen that the complaint was directed toward.

 

The vote was:  In Favor – Mayor Deaton, Councilors Braudt, Parker, Coleman, Douglas and Barton.

                        Opposed – None.

 

The motion carried.

 

Council directed staff to send a letter to the complainant notifying them of the decision.                                              

** 7:41 p.m. Mayor Deaton closed the Regular Session to reconvene into Executive Session.

 

EXECUTIVE SESSION AGENDA

 

I.                   CALL TO ORDER

COUNCIL PRESENT: Mayor Deaton, Councilors Braudt, Parker, Douglas,

Kovachy, Coleman and Barton

                        STAFF PRESENT:       Administrator/Recorder Evans and Attorney Ken Jones

 

II.                DISCUSSION:  ORS 192.660 (2) (d) To conduct deliberations with persons designated

  by the governing body to carry on labor negotiations. 

 

III.                         EXECUTIVE SESSION ADJOURNMENT

 

** Mayor Deaton adjourned the Executive Session at 8:04 p.m.  

** Mayor Deaton reconvened into Regular Session at 8:06 p.m.

 

**Moved from earlier in the meeting – 2.  City of Canyonville/IBEW Union Contract – Memo, Administrator/Recorder Recorder Evans

Councilor Braudt moved, Councilor Coleman seconded a motion to accept the proposed contract between the City of Canyonville and IBEW Local # 659 and to authorize the Mayor and City Administrator to sign all documents including any ministerial modifications on behalf of the City.  All voted “yes”.  The motion carried.

 

6.         Water Charge for Sewer Plant / Memo, Administrator/Recorder Evans

            Administrator/Recorder Evans noted that through preparation of the city’s budget it was discovered that the anticipated revenue for the water department was less than budgeted.  Upon further research staff found that the sewer plant water consumption had been calculated into the estimated revenue for rate increases, the sewer plant was not paying the water bill generated and the billing was being adjusted off.  This resulted in approximately $30,000 less in revenue for the water department.  If the sewer plant does not pay for water, the annual loss of revenue will continue each year and will prevent the water department from being able to save money for necessary repairs and/or upgrades in the future.

Administrator/Recorder further noted that not charging the sewer department for the cost of water also distorts the operating costs for the sewer plant.  She noted, however, that she did not agree that the sewer plant should be charged double for the water due to the plant being located outside the city limits.

Her recommendation was that effective July 1, 2011 the city charge the sewer department inside city rates for the water the sewer department uses.

 

Councilor Braudt moved, Councilor Barton seconded a motion effective July 1, 2011 the city begin charging the sewer department for water used based on the inside the city rate.

           

Discussion:  The council generally discussed water rights, the list of entities the city writes off due to contracts or agreements and that the water and sewer plants were supposed to be self supportive.

 

            All voted “yes”.  The motion carried.    

 

VIII.    PUBLIC HEARINGS:

1.      Ordinance No. 605 – An Ordinance Amending Section 13.24 of the Canyonville Municipal Code Relating to Sewer Rates / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that at the March 21, 2011 City Council Meeting the council had approved an increase of the sewer rates by 20%.  Ordinance No. 605 provides for the increase.

 

Mayor Deaton opened the Public Hearing for Ordinance No. 605 – An Ordinance Amending Section 13.24 of the Canyonville Municipal Code Relating to Sewer Rates.

 

Mayor Deaton asked if there was any comment from the public.

There was none.

 

Mayor Deaton closed the Public Hearing.

           

Councilor Braudt moved, Councilor Parker seconded a motion to adopt Ordinance No. 605 – An Ordinance Amending Section 13.24 of the Canyonville Municipal Code Relating to Sewer Rates and making the rate increase effective beginning June 16, 2011.  All voted “yes”.  The motion carried.

 

IX.       REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

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

b)      DC Sheriff’s Office Community Newsletter

 

2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report adding:

Streets – City Hall parking lot needs bad spots paved where patching is not holding.

West side of Fairchild is in need of paving the cost has gone up from $9800 to $11,475 and he hopes to get it done this budget period.

Discussion:  The council generally discussed the damaged fire hydrant on the corner of Leland and 1st Street.

 

3.                  ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting the following:

Water & Sewer bills – Staff has been informing the public of the sewer rate increase.

Office Equipment –     Two fire proof file cabinets are being purchased from government surplus.

Planning –                    A Temporary Conditional Use Permit applied for by Fred Harder has been approved for property located on 1st Street for parking as well as storing U-Hauls and building supplies.

DC Public Works -       A letter received in response to Administrator/Recorder Evans’ correspondence to Rob Paul has been documented and filed under contracts.

 

Discussion:  The council generally discussed visibility difficulties at the Leland and 1st Street intersection.  The council further discussed a planned event this June through November for movie night in the park, keys for the stage and restrooms and scheduling the event through city hall staff.

                       

4.                  BOARDS, COMMISSIONS AND COMMITTEES

a)      Councilor Kovachy noted that he had been filling the position as liaison to the Library and requested that another person take the position.  Councilor Coleman noted that she would be willing to assume the position as liaison to the Library.                

                                                                                                                       

X.        CORRESPONDENCE/INFORMATION:

1.                 In Packet:

a)      Casa de Belen Funding Request / Response, Deputy Recorder Beckman

2.                 Available for Inspection:

a)      Seniors Escorting Seniors – March 2011 Report   

 

XI.       ANNOUNCEMENTS:

1.                  Planning Commission Regular Session – Thursday, May 5, 2011 @ 7:00 p.m.

2.                  City Council Regular Session – Monday, May 16, 2011 @ 7:00 p.m.

3.                  Budget Committee – Monday, May 9, 2011 @ 7:00 p.m. was added to the announcements.

 

XII.                       ADJOURNMENT

Being no further business the meeting was adjourned at 9:20 p.m.

 

Submitted by:                                                                         Approved by:

 

 

______________________________                                                ________________________________

Joan Beckman, Deputy Recorder                                         Robert A. Deaton, Mayor   

 

                                                                            

 

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