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CANYONVILLE CITY COUNCIL

MEETING MINUTES

EXECUTIVE SESSION 6:30 P.M.

REGULAR SESSION 7:00 P.M.

Monday, May 17, 2010 

EXECUTIVE SESSION

 

I.                               CALL TO ORDER AND PLEDGE OF ALLEGIANCE

 

II.                            ROLL CALL:

 

III.                                                                      DISCUSSION:

1.      ORS. 192.660 (2) (d) To conduct deliberations with persons designated by the governing body to carry on labor negotiations.

2.      ORS. 192.660 (2) (h) To consult with counsel the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed / Gary Darnielle, City Attorney

 

IV.       ADJOURNMENT

 

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, Douglas and Barton.

COUNCIL ABSENT:               None.

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

STAFF ABSENT:                     None.

 

III.                         AGENDA REVIEW AND/OR ADDITIONS:

Under IV. APPROVAL OF MINUTES

ADD 3.  Budget Committee Meeting / 4-29-10

Under XII. New Business Discussion And/Or Decision

POSTPONE 7.  Labyrinth Proposal – Pioneer Park/Norma Dove

Councilor Barton moved, Councilor Kovachy seconded a motion to approve the Agenda as amended.  All voted “yes”.  The motion carried.

 

IV.                          APPROVAL OF MINUTES:

1.                  Regular/Executive Session / 4-19-10

Councilor Braudt moved, Councilor Barton seconded a motion to approve the Regular/Executive Session 4-19-10 minutes as written.  All voted “yes”.  The motion carried.

2.                  Special Session / 4-26-10

Councilor Braudt moved, Councilor Barton seconded a motion to approve the Special Session 4-26-10 minutes as written.  All voted “yes”.  The motion carried.

ADD 3. Budget Committee Meeting / 4-29-10

Councilor Braudt moved, Councilor Barton seconded a motion to approve the Budget Committee 4-29-10 minutes as written.  All voted “yes”.  The motion carried.

 
V.        CONSENT CALENDAR:     

1.         Financial Reports

a)   Expenses vs. Budget w/o Encumbered (Period 10, April).

b)   Payroll Accrual Register (Period 10, April).

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

 

VI.       SPECIAL MATTERS:

1.                  Planning Commission applicant to serve out a term ending 12/31/2012 / Memo, Deputy Recorder Beckman

a)      Norval D. Weigel

Councilor Kovachy moved, Councilor Douglas seconded a motion to appoint Norval D. Weigel to the Planning Commission to serve out a term ending 12/31/2012.  All voted “yes”.  The motion carried.

 

VII.     REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case addressed the handicap and 15 minute parking questions the council had presented at the April Council meeting.  He further reported the STATS for Canyonville from the month of April.

b)      DC Sheriff’s Office Community Newsletter

The Council read the newsletter on their own.

 

2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting that the city has been awarded the Safety Grant from the insurance company of $3,752 and it is funded on a reimbursement basis. 

                       

3.                  ADMINISTRATIVE REPORT

Interim Administrator/Recorder Evans had nothing new to add to her report.

 

4.                  BOARDS, COMMISSIONS AND COMMITTEES

a)      Library Board:

                        None

b)      Fire Department:

            None

c)      Downtown Association:

            None

d)      Other

None

 

VIII.    PUBLIC HEARINGS:

1.                  Ordinance No. 602 – An Ordinance Amending Sections 13.12.010 and 13.12.030 of the Canyonville Municipal Code Pertaining to Water Hookup Charges and Declaring an Emergency / Memo, Deputy Recorder Beckman

Deputy Recorder Beckman noted that the current fee charged for hookup to a ¾” meter inside the city limits of $500 needed to be increased to $600 as per Administrator/Recorder Evans Admin Report from the 2-16-2010 CC Meeting.

 

Mayor Deaton opened the Public Hearing for Ordinance No. 602 – An Ordinance Amending Sections 13.12.010 and 13.12.030 of the Canyonville Municipal Code Pertaining to Water Hookup Charges and Declaring an Emergency.

 

Mayor Deaton asked if there was any public comment.

Administrator/Recorder Evans noted that the emergency clause should be removed as this was not an actual emergency.

 

Mayor Deaton closed the Public Hearing.

 

2.                  Ordinance No. 603 – An Ordinance Amending Section 13.08.050 of the Canyonville Municipal Code To Increase Water Rates / Memo, Administrator/Recorder Evans    

Administrator/Recorder Evans noted that this ordinance was the result of a special work session held on March 10, 2010.  Staff had been instructed to prepare an ordinance to increase the water rates.

 

Mayor Deaton opened the Public Hearing on Ordinance No. 603 – An Ordinance Amending Section 13.08.050 of the Canyonville Municipal Code to Increase Water Rates.

 

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

There was none.

 

Mayor Deaton closed the Public Hearing.

 

IX.       FINDINGS OF FACT AND/OR DECISION (Public Hearings):

1.                  Ordinance No. 602 – An Ordinance Amending Sections 13.12.010 and 13.12.030 of the Canyonville Municipal Code Pertaining to Water Hookup Charges and Declaring an Emergency

Councilor Barton moved, Councilor Braudt seconded a motion to adopt Ordinance No. 602 – An Ordinance Amending Sections 13.12.010 and 13.12.030 of the Canyonville Municipal Code Pertaining to Water Hookup Charges with the amendment deleting the emergency clause.  All voted “yes”. The motion carried.

 

2.                  Ordinance No. 603 – An Ordinance Amending Section 13.08.050 Of the Canyonville Municipal Code To Increase Water Rates

Councilor Barton moved, Councilor Braudt seconded a motion to adopt Ordinance No. 603 – An Ordinance Amending Section 13.08.050 of the Canyonville Municipal Code to Increase Water Rates.  All voted “yes”.  The motion carried.

 

X.        INTRODUCTION OF ORDINANCES & RESOLUTIONS (Not Requiring a Public Hearing):

1.         Resolution No. 573 – A Resolution by the City Council of the City of Canyonville to Adopt a New Employee Handbook  / Memo, Administrator/Recorder Evans

Councilor Braudt moved, Councilor Barton seconded a motion to approve the proposed amendments to the employee handbook noted in Administrator/Recorder Evans May 10, 2010 memo and adopt Resolution No. 573 – A Resolution by the City Council of the City of Canyonville to Adopt a New Employee Handbook.

 

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

                         Opposed – Councilor Kovachy

 

The motion carried.

 

2.         Resolution No. 577 – A Resolution by the City Council of the City of Canyonville to Amend the Personnel Rules Regarding City Paid PERS Retirement / Memo, Administrator/Recorder Evans

            Administrator/Recorder Evans highlighted her memo noting that at the March 27, 2008 meeting the council voted to change the benefits policy for all employees hired after July 1, 2008 requiring them to be responsible for the employee contribution of PERS.  PERS was not notified of the change and the policy needed to be adopted by resolution.

Councilor Braudt moved, Councilor Parker seconded a motion to adopt resolution No. 577 – A Resolution by the City Council of the City of Canyonville to Amend the Personnel Rules Regarding City Paid PERS Retirement.  All voted “yes”.  The motion carried.

 

XI.       OLD BUSINESS DISCUSSION AND/OR DECISION:

1.         UPDATE Fireman’s Booth Agreement – None  

 

2.         Stagecoach Road Speed/Slow Pedestrian Signs

            Administrator/Recorder Evans highlighted her memo noting that she had researched the signs for Stagecoach Road and included information for the council to review.  City County Insurance does not recommend using pedestrian or children at play signs due to the potential for liability to the city.

Councilor Braudt moved, Councilor Parker seconded a motion to direct public works to install a Narrow Road sign on Stagecoach Road where the road narrows and to paint a white centerline stripe toward Main Street indicating two lanes at the wider section.

 

Discussion:  The council generally discussed speed signs being difficult to enforce, children at play signs encouraging children playing in the street and the ineffectiveness of signs overall.  The council further discussed the benefit of indicating that the road narrows at the end of Stagecoach and striping indicating 2 lanes toward Main Street.

 

All voted “yes”.  The motion carried.

 

3.         Chamber of Commerce Welcome to Canyonville Signs – Jake Young/Chamber President

Chamber President Jake Young did not attend the meeting and no proposal from the Chamber had been submitted for the council to consider.  When the city receives information regarding a proposal for the Welcome to Canyonville Signs from Mr. Young, it will be placed on the agenda.

 

XII.     NEW BUSINESS DISCUSSION AND/OR DECISION:

1.                  5th Street Paving Contract Award / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo noting that staff had advertised an RFQ for the 5th Street Paving Project.  The original request was for paving 5th street and construction of a sidewalk.  The sidewalk portion of the project became much larger and more expensive than anticipated, so staff requested separate quotes for paving and sidewalk construction.  Four companies submitted quotes.  Staff recommends removing the sidewalk construction from the project and award the low bid of $21,114.00 for the paving portion of the project to Carson Paving.

Councilor Parker moved, Councilor Braudt seconded a motion to remove the sidewalk construction from the project and award the contract to the low bidder Carson Paving in an amount not to exceed $21,114.00.

             

Discussion:  The council generally discussed construction of the sidewalk at a later date, that ODOT approved separating out the sidewalk portion of the project, the need for the sidewalk to be engineered and the possibility of the Pioneer Museum participating in the financing of the sidewalk construction.

 

All voted “yes”.  The motion carried.

 

2.                  Engineer of Record Contract Award / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo noting that an RFP had been advertised, four applicants submitted proposals, each proposal was scored and Dyer Partnership scored highest.  Staff’s recommendation was to select Dyer Partnership.

Councilor Kovachy moved, Councilor Barton seconded a motion to select Dyer Partnership as the Engineer of Record for the City of Canyonville and authorize the Mayor to enter into an agreement for services to be provided on a task order basis.  All voted “yes”.  The motion carried.

 

3.                  Springbrook Software Upgrade / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo noting that the city is currently 12 upgrades behind in the software version of Springbrook, that due to the older version we will be losing our tech support, that Springbrook has offered a 0% interest - 4 fiscal year payment plan (the 1st payment being $12,325) and that the proposed budget for fiscal year 2010/11 included $14,000 for a software upgrade.  Staff recommended approval of the software upgrade, accepting the interest free financing offer from Springbrook.

Councilor Barton moved, Councilor Braudt seconded a motion to approve the software upgrade and enter into a 0% interest - 4 fiscal year finance agreement with Springbrook.

 

Discussion:  The council generally discussed program glitches that require tech support, the 0% interest payment plan, training that is included in the upgrade, that the first payment amount is already budgeted for and staying current with upgrades.

 

All voted “yes”.  The motion carried.

 

4.                  1052 Hamlin Property / Memo, Deputy Recorder Beckman

Deputy Recorder Beckman’s memo noted that the 1052 Hamlin property which the city is in escrow to purchase currently has tenants in the manufactured home and did the council want to consider continuing to rent to the current tenants.

Councilor Parker moved, Councilor Coleman seconded a motion to continue renting the manufactured home to the current tenants for $800 a month, enter into a property management agreement with Tamara Hoff at 10% of the rent collected and to purchase a homeowners policy for the cost of $400 per year.

 

Discussion:  The council generally discussed a homeowner’s warranty policy, if our current insurance carrier offered this type of policy, property taxes and a property management agreement.

 

All voted “yes”. The motion carried.

  

5.                  Safe Deposit Box Signatories / Memo, Deputy Recorder Beckman

Councilor Braudt moved, Councilor Douglas seconded a motion to authorize adding Administrator/Recorder Evans as a signer to access the city’s safe deposit box.  All voted “yes”.  The motion carried.

 

6.                  City Shop Overhead Doors / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo noting the city shop doors were replaced in 2008 and the chains have been jumping the track and causing a dangerous situation for the public works crew.  Recently our temporary worker injured his back while assisting with lowering the door.  The insurance company was contacted, the worker was seen by a doctor and a modified job description was put together for him to keep working.  The city qualifies for a $2500 Return To Work Grant and $2500 through the state’s Employer At Injury Program.  This funding can be used to purchase motors for the overhead shop doors, replacing the chain hoist system.  Bunnell’s Overhead Door, Inc. has provided the city with a quote of $2,576.20 to install electric motors on all 3 shop doors.  The quote includes a $330 credit back for Chain Hoists and Pusher Springs.  Staff recommends the council authorize the purchase and installation of the electric motors on all 3 shop doors.

Councilor Parker moved, Councilor Barton seconded a motion to authorize the purchase and installation of the electric motors on all three shop doors.

 

Discussion:  The council generally discussed the original decision to choose chain hoist over motorized doors because of cost and possibly going with another company for maintenance.

 

All voted “yes”.  The motion carried.

 

7.                  Labyrinth Proposal – Pioneer Park / Norma Dove –

TABLED.  Ms. Dove requested that the subject be Postponed to the July council meeting.

 

XIII.    QUESTIONS AND COMMENTS FROM THE AUDIENCE:

            None

 

XIV.    CORRESPONDENCE IN PACKET:

            None

 

XV.      CORRESPONDENCE AVAILABLE FOR INSPECTION AT THE ADMIN OFFICE:

1.                  Seniors Escorting Seniors – April 2010 Report

 

XVI.    ANNOUNCEMENTS:

1.                  Executive Session – Tuesday, May 18, 2010 @ 7:00 p.m.

2.                  Planning Commission Regular Session – Thursday, June 3, 2010 @ 7:00 p.m.

3.                  Special Session – Monday, June 14, 2010 @ 7:00 p.m.

4.                  City Council Regular Session – Monday, June 21, 2010 @ 7:00 p.m.

 
XVII.  ADJOURNMENT

            Being no further business, the Council adjourned at 8:32 p.m.

             

 

Submitted by:                                                                         Approved by:

 

 

 

______________________________                                     ______________________________

Joan Beckman, Deputy Recorder                                         Robert A. Deaton, Mayor

 

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