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     City of Canyonville                                                   

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CANYONVILLE BUDGET COMMITTEE MEETING
MEETING MINUTES
REGULAR SESSION

May 13, 2013

 

 

I.          CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Mayor Deaton called the meeting to order at 7:00 p.m. and new budget member Linda Joyce 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, Garcia, Morgan, Hopkins, and Joyce.

COMMITTEE ABSENT:        None.     

STAFF PRESENT:               Budget Officer Evans, Budget Secretary/Bookkeeper Bennett, and Public Work
 Superintendent Tony Lakey.  
 

III.       AGENDA REVIEW AND ADDITIONS:  None

 

IV.       APPROVAL OF MINUTES:  None

 

V.        SPECIAL MATTERS:

Swear in of newly appointed Budget Member

Linda Joyce sworn into office by Budget Officer Evans

 

Appoint Chair and Vice Chair

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

 

Mayor Deaton moved, Councilor Barton seconded a motion to nominate Budget Committee Member Morgan 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.  Budget Officer Evans explained that the funds can be used for general operating purposes or specific programs.  However, they cannot be used for water and sewer.  This year the money is being utilized for part of the Sheriffs contract, Park and Donations.

Chairman Braudt asked if there was any comment from the public.

There was none.

 

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

           

Councilor Coleman moved, Councilor Loomis seconded a motion to leave the distribution as per the memo which noted that the estimated total from State Revenue Sharing was $12,000 and was being utilized in the General Fund to assist in payment of the following operations:

·       Sheriff’s Contract

·       Parks Department Budget

·       Donations

 

All voted “yes”. Motion carried.

 

VII.     DISCUSSION AND/OR DECISION

1.     Presentation of the 2013-2014 Proposed Budget

Budget Officer Evans reviewed the budget message and reviewed 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:

·       Member Richardson asked if any of the other Falk property would be annexed into the urban growth boundary.  Budget officer Evans replied that Dr. Falk is paying for the specific property to be annexed and does not wish to have any of his other property in the annexation.

·       Mayor Deaton felt it would be beneficial for all members to know how many users are paying for sewer that the rate increase will affect.  Budget Officer Evans response was 871 users with only 560 active accounts.  This is why we must increase the rates as suggested in the sewer rate study $10.00 this budget and $9.00 each year for four years. 

·       Member Richardson inquired why we are not pursuing the two year budget process.  With the amount of time it takes to create the budget it seems like it would be a good savings.  Budget office Evans explained that with the grants and loans needed to be acquired for the sewer plant upgrade it would be hard to estimate what we would be receiving beyond one year.  It would also be hard to predict what our legal fees would be for two years.  Chairman Braudt added that not many of the small or large cities have a two year budget.  It is mainly used by the medium sized cities.

·       Member Hopkins questioned whether the city insurance covers the vandalism at the city park.  PW Supervisor Lakey stated that there is a $500.00 deductible and most of the vandalism is under that amount.  It was discussed that the bathrooms are open 24 hrs a day unless vandalism occurs then they are closed at 4:00 pm for a period of time.

·       Member Richardson inquired why the donations are for such specific amount such as $15.50.  He suggested it would be simpler to budget $50.00 for each recipient.  Budget officer Evans explained council adopted the amounts by a resolution and would have to change them through another resolution.

·       There was a decrease in revenue for municipal court fines due to the way the state changed the format of sharing.  Councilor Parker asked if there was Revenue sharing budgeted for the municipal court fines and Budget officer Evans responded that it is in the general fund revenue section.

·       Member Hopkins asked if the $2,000.00 in the planning section was part of the budgeted pass through.  According to Budget officer Evans it is for the cities administration fees, not part of the pass through.

·       Member Hopkins questioned if there were public restrooms in the city hall building that are budgeted under janitorial.  Budget office Evans said yes there are and they are only open during working hours.

·       Small City Allotment grant is for paving West 1st street, from the Highway interchange to Main Street.  Councilor Parker questioned if it included the section under the over pass and whether it was state owned or city owned.  Mayor Deaton responded that it is city owned and he is researching the possibility of having the state crew do the paving for us instead of a private company which may cost less.  Member Hopkins asked if the sidewalks under the over pass will be fixed.  Budget officer Evans said it was not included in the project. Member Hopkins stated it has about a 3” lift in it.  Supervisor Lakey said he would inspect the sidewalk.

·       Budgeted less money for the Intake Repair Maintenance line due to using a new method to repair the line from the creek to the water vault.PW Supervisor Lakey explained that they will use a grout method instead of slip lining the pipe.

·       Increase in new service meters and replacement service meter lines are due to the cost of the ¾” meter at $300.00 plus and the 3” meter at $1,800.00 plus according to Superintendent Lakey.  Water samples line increasing due to increased amount of testing required every three and nine years.  Member Hopkins questioned why the fire control line was not in the O’Shea Creek Fund instead of Water Fund.  It was decided in previous years to place it in the Water Fund.

·       Equipment Rental line added to sewer fund for maintenance fee on camera truck covering the hours of city use.

·       Mayor Deaton asked when the Dam Bond loan would be paid off.  Budget officer Evans responded that it would be paid off sometime in 2023.  Member Morgan asked if Knoll Terrace had individual water meters. Budget officer Evans explained there was only a 3” master meter to Knoll Terrace.

·       Councilor Kovachy inquiring 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.

·       Question by committee if Auditors were Ok with having separate funds for the sewer upgrade grants and loans.  Budget officer Evans stated Auditor said it can be budgeted in a separate fund or in the sewer fund, it is up to the city.

·       Mayor Deaton informed the committee that phase I construction would be funded with a loan of approximately $330,000.00 and the rest would be with grants.

 

**8:57 pm Budget Committee Member Garcia asked to be excused for health reasons.

 

2.     Certify the Permanent Tax Rate

Mayor Deaton 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

Chairman Braudt asked the committee members if they felt comfortable with making the decision to approve the budget, as printed, at this meeting or would they like to have time to review it and have a second meeting.  Census was to vote to approve it this meeting.

 

The Budget Amount was approved in one motion due to no conflict of interest being declared by Mayor Deaton regarding the Municipal Court Fund (40) of the General Fund.  His wife is no longer a City employee.

Councilor Parker moved, Budget Committee Member Morgan seconded a motion to approve the 2013/2014 Budget amount of $6,667,990.50.  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 $21,111.00.  All voted “yes”.  The motion carried.

 

5.     Forward the Budget to the Council for Approval

Budget Committee Member Morgan moved, Councilor Barton seconded a motion to forward the 2013/2014 Budget to the Council for Adoption’.  All voted “yes”.  The motion carried.

 

VIII.    ANNOUNCEMENTS

1.         City Council – Monday, May 20, 2013 @ 7:00 p.m.

2.         Budget Meeting – Thursday, May 16, 2012 @ 7:00 p.m.

3.           Planning Commission – Wednesday, June 12, 2013 @ 7:00 p.m.

 

IX.       ADJOURN

            Being no further business the meeting was adjourned at 10:00  p.m.

 

SUBMITTED BY:                                                                   APPROVED BY:

 

_______                                                                                                                                          ________

Dawn Bennett, Budget Secretary                                 Frank Braudt, Chairman

 

 

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