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     City of Canyonville                                                   

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CANYONVILLE BUDGET COMMITTEE MEETING

MEETING MINUTES

REGULAR SESSION

May 12, 2014

 

 

I.          CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Mayor Deaton called the meeting to order at 7:00 p.m. and new budget member Dennis Douglas started the Pledge of Allegiance.

 

II.        ROLL CALL:

COUNCIL PRESENT:           Mayor Deaton, Council Members Braudt, Parker, Barton, Kovachy, Coleman, and Loomis.

COUNCIL ABSENT:             None.

COMMITTEE PRESENT:     Budget Members Richardson, Morgan, Hopkins, Joyce, and Douglas.

COMMITTEE ABSENT:       Garcia and Hill.     

STAFF PRESENT:                 Budget Officer Evans, Budget Secretary/Finance Deputy Recorder Bennett, and Public Works Superintendent Tony Lakey.

STAFF ABSENT                    None.

 

III.       AGENDA REVIEW AND ADDITIONS:  None

 

IV.       APPROVAL OF MINUTES:  None

 

V.        SPECIAL MATTERS:

Swear in of newly appointed Budget Members

Dennis Douglas and Rick Richardson were sworn into office by Budget Secretary Dawn Bennett.

 

Appoint Budget Committee Chair and Vice Chair

Councilor Parker moved, Councilor Barton seconded a motion to nominate Councilor Braudt as Budget Committee Chairman and to close nominations. All voted “yes”.  The motion carried.

 

Budget Committee Member Richardson moved, Councilor Loomis seconded a motion to nominate Councilor Parker as Budget Committee Vice Chairman and closed nominations.  All voted “yes”.  The motion carried.

 

VI.       PUBLIC HEARINGS

Possible Uses of State Revenue Sharing

Chairman Braudt noted that the purpose of the Public Hearing was to consider possible uses of State Revenue Sharing.

 

Chairman Braudt opened the Public Hearing on the Possible Uses of State Revenue Sharing. 

 

Chairman Braudt asked if there were any comments from the public.  There were none.

 

Chairman Braudt closed the Public Hearing on the Possible Uses of State Revenue Sharing.

           

Councilor Parker moved, Councilor Kovachy seconded a motion to utilize the estimated $12,000.00 of State Revenue Sharing in the General Fund. All voted “yes”. Motion carried.

 

VII.     DISCUSSION AND/OR DECISION

1.     Presentation of the 2014-2015 Proposed Budget

Budget Officer Evans reviewed the important parts of the budget message for the committee and highlighted in more detail each fund within the proposed budget. Each fund is preceded by a narrative explaining any line item changes in the revenues or expenses.  The budget committee inquired about the following items:

·       Councilor Parker asked what the cost of the Sheriff’s Department contract is now.  Budget Secretary Bennett responded that it is $169,600.00 this year. He also questioned why the workers compensation insurance increased so much.  Budget Officer Evans stated that there have been quite a few workers compensation claims which attributed to increases in premiums.

·       Budget Chair Braudt explained to the committee that the grants and loans for the sewer plant all require that the loan money must be spent first before any grant money can be used.  Budget Officer Evans added that Phase I of the sewer upgrade was entirely funded by grant money.

·       Councilor Kovachy questioned where we budgeted for the maintenance and vandalism of the park.  Budget Officer Evans answered that this is all budgeted under building and grounds maintenance.

·       Councilor Parker asked if the city foots the costs of vandalism repairs or do we place a claim through the insurance.  Superintendent Lakey responded that the individual vandalisms have not surpassed the city’s insurance deductible. 

·       Budget member Douglas asked if the city has an attorney on retainer.  Budget officer Evans responded that we do not pay a retaining fee, we only pay as services are needed.

·       Member Hopkins asked if Public Works had any plans of street paving for the next fiscal year.   Superintendent Lakey has been looking at Canyon from 3rd to 5th street.  She also asked if the Bike Path money would be used in conjunction with the street paving money.  Budget Officer Evans responded that it would not.  City is trying to build up the money to be able to do a substantial project.

·       Member Richardson inquired if there was any brush clearing offered through the Department of Forestry fire control.  Superintendent Lakey said there was only fire response offered through the fire control. Member Richardson stated he had been told they would do some brush clearing.  Budget Officer Evans suggested asking about any brush clearing or other services they may offer.

·       Member Douglas asked how Canyonville utility rates compare to other cities.  Budget Officer Evans stated that she goes to city manager meetings and this is the main topic of conversation.  Our rates are pretty close to the same as some cities or even less than some cities. 

·        Councilor Kovachy inquired about the use of the SDC funds.  Budget officer Evans explained that the SDC’s may be used for only a percentage of the cost for increase in capacity.

·       Member Richardson commented that the money in the O’Shea Creek Timber Fund came from the sale of timber.  Councilor Kovachy was asked about the status of the 2009 replant.  Councilor Kovachy stated he met with the state forester on the site and some areas have some growth and other areas the planted trees had died.  He thinks they agreed to review the site again in a couple of years.

·       Mayor Deaton informed the committee that Phase I construction was to be funded with a loan of approximately $330,000.00 and the rest would be with grants. However, the City submitted a request to receive additional funding which was approved so the whole Phase 1 is covered by grant money.  He also reminded the members that the City reduced the original project by $3 million with the selection of the membrane bioreactor system. 

 

2.     Certify the Permanent Tax Rate

Councilor Barton moved, Councilor Loomis seconded a motion to certify the permanent tax rate at $3.2303 per $1,000.  All voted “yes”.  The motion carried.

 

3.     Approve the Budget Amount

Councilor Barton moved, Councilor Loomis seconded a motion to approve the 2014/2015 Budget amount of $17,381,747.35.  All voted “yes”.  The motion carried.

 

4.     Certify the Amount of the Dam Bond

Councilor Loomis moved, Councilor Barton seconded a motion to certify the amount of the Dam Bond rate at $21,000.00.  All voted “yes”.  The motion carried.

 

5.     Forward the Budget to the Council for Approval

Councilor Kovachy moved, Councilor Parker seconded a motion to forward the 2014/2015 Budget to the Council for adoption’.  All voted “yes”.  The motion carried.

 

Councilor Barton moved to give the ladies a great big thank you for all their hard work on the budget.

 

VIII.    ANNOUNCEMENTS

1.         City Council – Monday, May 19, 2014 @ 7:00 p.m.

2.         Planning Commission – Wednesday, May 14, 2014 @ 7:00 p.m.

 

IX.       ADJOURN

            There being no further business, the meeting was adjourned at 9:00 p.m.

 

SUBMITTED BY:                                                     APPROVED BY:

 

                                                                                                                                               

Dawn Bennett, Budget Secretary                            Frank Braudt, Chairman

 

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