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     City of Canyonville                                                   

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CANYONVILLE BUDGET COMMITTEE MEETING

MEETING MINUTES

REGULAR SESSION

May 9, 2011

I.         CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Mayor Deaton called the meeting to order at 7:04 p.m. and all joined in the pledge of allegiance.

 

II.        ROLL CALL:

COUNCIL PRESENT:          Mayor Deaton, Council Members Braudt, Parker,                                                                

                                                           Kovachy, Coleman, Douglas and Student Councilor Webb.

COUNCIL ABSENT:            Councilor Barton was excused.

COMMITTEE PRESENT:    Budget Members Richardson, Garcia, Hopkins, Morgan and Cusimano.

COMMITTEE ABSENT:      None.     

STAFF PRESENT:                Budget Officer Evans, Budget Secretary Beckman, Bookkeeper Beebe, and Public Works Superintendent Lakey.

STAFF ABSENT:                  None.

 

III.       AGENDA REVIEW AND ADDITIONS:  None

 

IV.       APPROVAL OF MINUTES:  None

 

V.        SPECIAL MATTERS:

            1.         Oath of Office / Bob Garcia, Joe Cusimano and Rick Richardson

Budget Secretary Beckman administered the Oath of Office to Bob Garcia, Joe Cusimano and Rick Richardson.

 

2.                  Appoint Chair and Vice Chair

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

 

Mayor Deaton moved, Councilor Parker seconded a motion to nominate Christine Morgan as Budget Committee Vice Chairman.  All voted “yes”.  The motion carried.

 

3.                  Budget Message

The committee had read the Budget Message on their own.

Chairman Braudt asked if there were any questions on the Budget Message.

There were none.

 

VI.       PUBLIC HEARINGS

1.                  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 was any comment from the public.

There was none.

           

Discussion:  The committee generally discussed possible uses for the State Revenue Sharing.  The suggestions for the State Revenue Sharing Funds were as follows:

1.      For a walkway on the West side of Main Street North of City Hall including a drainage pipe and filling the ditches.

2.      Not to use the funds for the bus service.

3.      For a crosswalk in front of the fire station across Main Street.

4.      Allocate the shares to the General Fund.

 

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

 

2.                  Proposed Budget

Chairman Braudt opened the Public Hearing on the Proposed Budget.

 

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

There was none.

 

Chairman Braudt closed the Public Hearing on the Proposed Budget.

 

VII.     DISCUSSION AND/OR DECISION

1.                  Presentation of the 2011-2012 Proposed Budget

Budget Officer Evans gave an overview of the Proposed Budget

General Fund – (01) – Revenue Total $585,109.00

Prop Tax – slight decrease due to increase in delinquent and non payment rate of 10%.

Fiber Optic Franchise – new line item added.

Planning Admin Fees – increase by $1,000 due to planning grant.   

Discussion:  The committee generally discussed franchise fees set by contract.

           

General Fund – (10) – Total Expenses $446,334.00

                        Personal Services – Benefits and Salaries set by Union Contract.

Materials and Services – Increased due to DC Sheriff’s Contract set by CPI and adding a membership to the Local Government Personnel Institute under Dues and Memberships.

                        Contingency increased for emergencies and unexpected expenses

Transfers - $3,000 earmarked for park pavilion lighting.

Discussion:  The committee generally discussed the history behind the Citizen’s Patrol.  The committee also discussed the proposed line item for funding the bus service, the bus ridership and if this was beneficial to all the citizens of Canyonville or not.  It was noted that the council had requested numerous times for ridership information from Toby Notenboom and had not received the information requested.  It was also discussed that the service needed time to get the ridership established.

 

Councilor Parker moved, Councilor Kovachy seconded a motion to withdraw requested $4,800 from line item #61640 for the Transit Service.

 

Discussion:  The committee discussed holding the vote until more information could be obtained from Toby Notenboom and giving the bus service a full year to get established.

 

The vote was:

In Favor – Councilors Kovachy, Douglas, Parker, Budget Members Morgan, Garcia and Cusimano.

 

Opposed – Councilors Coleman, Braudt, Mayor Deaton, Budget Members Hopkins and Richardson.

           

Discussion:  The Chair declared the motion did not pass as it had not received a majority vote.  It was further discussed what constituted a quorum/majority.  Staff read the guidelines regarding a quorum from the Local Budgeting in Oregon Handbook as provided by the Oregon Department of Revenue.  The committee requested staff to check with legal counsel regarding the quorum question.

 

The motion did not pass because it did not receive a majority vote.

 

            Street Fund – (02) – Revenue Total $147,400.00

Small City Allotment has been increased to $50,000 which will enable the city to do larger projects.

           

                        Water Fund – (06) – Revenue Total $428,400.00

Although a rate increase was implemented it did not generate the anticipated revenue due to a consumption error.

Budget Officer Evans recommended having a water rate study done to address the inequities present in the current rates.

 

                        Sewer Fund – (07) – Revenue Total $624,386.00

Revenue increased due to a 20% rate increase approved by the council to be effective June 15, 2011.

A new line item was created for water consumption by the sewer plant – this will assist in identifying the sewer plant’s actual expenses.

Along with the rate increases, staff is actively pursuing grants to help fund the upcoming sewer plant upgrade.

 

                        Equipment Replacement – (08) – Revenue Total $107,372.00

Administration – Upgrade for the city’s computer server and new CPU’s for each work station.

Water – Replacement of the Programmable Logic Controller.

 

                        Bikeway/Footpath Fund – (17) – Revenue Total $8,487.00

                                    1% of the State Gas Tax Revenue is transferred to this fund yearly.

Discussion:  The committee generally discussed the use of this fund for crosswalks.  It was also discussed that there are state guidelines for crosswalk placement.

 

** 9:13 p.m. Chairman Braudt called for a 10 minute recess.

 

** 9:23 p.m. Chairman Braudt called the meeting to order.

 

                        Water System Development Fund – (20) – Revenue Total $147,012.00

This year’s budget anticipates SDC’s for 2 (two) single family dwellings and 1 (one) connection for a new church.

These funds are restrictive as to what they can be used for.

 

                        Wastewater System Development Fund – (21) – Revenue Total $778,878.00

                                    These funds are restrictive as to what they can be used for.

                       

                        Capital Reserve Sewer Fund – (27) – Revenue Total $257,479.00

No capital projects were done last year - $62,818.00 was transferred from the sewer fund which includes the 20% rate increase.

 

                        O’Shea Creek Timber Fund - (29) – Revenue Total $102,723.00

                                    This fund is being reserved should the city have to re-plant trees.

 

                        CDBG Fund – (31) – Revenue Total $700,000.00

This fund is for the grant the city received for the Facility Design of the WWTP Upgrade.  The expenses it will cover are:

Grant Administration

Engineering

Value Engineering

Rate Study

Environmental Assessments

 

Chairman Braudt asked if the Budget Committee had any questions on the Proposed Budget.

There were none.

 

Chairman Braudt further asked the Budget Committee if they would like to schedule another meeting to discuss a resolution to the bus service issue.

The consensus of the committee was to schedule a meeting for discussing the bus service issue.

 

2.                  Certify the Permanent Tax Rate

Member Morgan moved, Councilor Parker 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

The Budget Amount was approved in two separate motions due to a conflict of interest declared by Mayor Deaton regarding the Municipal Court Fund (40) of the General Fund.

Mayor Deaton moved, Councilor Kovachy seconded a motion to approve the 2011/2012 Budget amount of $4,170,550.30.  All voted “yes”.  The motion carried.

 

Member Richardson moved, Councilor Coleman seconded a motion to approve the 2011/2012 Budget amount of $18,330.00 covering the Municipal Court Fund (40) of the General Fund.

 

The vote was In Favor – Members Richardson, Garcia, Hopkins, Morgan, Cusimano, Councilors Braudt, Parker, Kovachy, Coleman and Douglas.

 

Abstention due to a declared conflict of interest – Mayor Deaton

 

Opposed – None

 

The motion carried.

 

4.                  Certify the Amount of the Dam Bond

Member Morgan moved, Councilor Douglas seconded a motion to certify the amount of the Dam Bond rate at $21,333.00.  All voted “yes”.  The motion carried.

 

5.                  Forward the Budget to the Council for Approval

The consensus of the committee was to hold a Budget Meeting on Tuesday, May 17, 2011 @ 7:00 p.m. before forwarding the Budget to the Council for Approval in order to further discuss the bus transit service.

 

VIII.    ANNOUNCEMENTS

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

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

3.                  Budget Meeting – Monday, May 23, 2011 @ 7:00 p.m.

4.                  ADD:  Budget Meeting on Tuesday, May 17, 2011 @ &:00 p.m.

 

IX.       ADJOURN

            Being no further business the meeting was adjourned at 9:50 p.m.

 

SUBMITTED BY:                                                    APPROVED BY:

 

 

 

                                                                                                                                               

Joan Beckman, Budget Secretary                           Frank Braudt, Chairman

 

 

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