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     City of Canyonville                                                   

250 N Main, Canyonville, OR 97417
         541-839-4258 or 541-839-4020
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Monday, June 13, 2011 



I.                               CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

 Council President Braudt 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.                         AGENDA REVIEW AND/OR ADDITIONS:



** Mayor Deaton arrived at 7:02 pm






1.                  Approval of Regular Session 5-16-11 Minutes

2.                  Approval of Budget Committee 5-17-11 Minutes

3.                  Financial Reports

                        a)         Expenses vs. Budget w Encumbered (Period 11, May).

                        b)         Payroll Accrual Register (Period 11, May).

                        c)         Revenue Analysis (Period 11, May).

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






1.                  Resolution No. 588 – A Resolution of the City Council of the City of Canyonville Adopting the 2011-2012 Budget, Making Appropriations, Imposing Taxes and Categorizing Taxes / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that approving this resolution was the next step in adopting the budget.

Councilor Braudt moved, Councilor Coleman seconded a motion to adopt Resolution No. 588 – A Resolution of the City Council of the City of Canyonville Adopting the 2011-2012 Budget, Making Appropriations, Imposing Taxes and Categorizing Taxes.


Discussion:  Councilor Kovachy read into record the following statement:

“I have come to the realization that I was the only one naïve enough to think that if the taxpaying citizens of Canyonville subsidized the bus in the beginning, and if it was received well enough, that the subsidy would no longer be necessary.  Obviously I was grossly mistaken.

According to Toby every dollar of taxpayer money that gets donated by Canyonville gets matched with nine taxpayer dollars that come from the Sate and Fed.  He also stated that if a rider had to pay a fare sufficient to support the bus that it would be too high and no one would use it.

What Toby is telling us is that the real cost to the taxpayer to bring the bus to Canyonville is 48 thousand dollars and not 48 hundred dollars.  And with our new higher population numbers I imagine they will be wanting more next time around.  I understand this is just one drop in a very large bucket but with programs like this it is no wonder government across the country are having budget problems.

I appreciate the members of the budget committee taking the time to volunteer and I respect their opinion on this matter.  I don’t want anyone to say Canyonville agreed to give it a year and then pulled the plug after six months.  I can tell you now however, after having seen the light, that I will not support giving any more taxpayer money to U Trans in January, period.

As an alternative I would not be opposed to the City acting as a go between if some private organization wanted to fund the City’s portion with donations.  My advice to them is if they want to keep the bus they had better get busy.  They are going to need 24 hundred dollars in January and at least 48 hundred dollars in May, 2012.”

Signed, S Kovachy, III.


Mayor Deaton asked if there was any further discussion.  There was none.


All voted “yes”.  The motion carried.


2.                  Resolution No. 589 – Resolution of the City Council of the City of Canyonville Repealing Resolution No. 577 Which Amended the Personnel Rules Regarding City Paid PERS Retirement / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that in March of 2008 the council had implemented a policy requiring employees hired after July 1, 2008 to be responsible for their contribution to PERS.  In May 2010 it was discovered that PERS was never notified of the policy change.  Staff then drafted Resolution No. 577 which required employees hired after July 1, 2008 to be responsible for their own contribution.  PERS responded noting that Oregon Administrative Rules prohibited treating employees differently based on their hire date.  On December 20, 2010 the council voted to reimburse the employees hired after July 1, 2008 for the employee portion of the PERS retirement and amend the personnel policy to reflect that the City would pick up the 6% employee contribution for all city employees.  This resolution will amend the Personnel Rules to document the approved change.

Councilor Braudt moved, Councilor Douglas seconded a motion to adopt Resolution No. 589 – A Resolution of the City Council of the City of Canyonville Repealing Resolution No. 577 Which Amended the Personnel Rules Regarding City Paid PERS Retirement.  All voted “yes”.  The motion carried.


3.                  Neuner, Davidson & Cooley, LLC Auditor Contract for 2010-2011 / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that due to the new software program it had been decided to stay with the current auditing firm for this year’s audit and send out a request for proposals for next year’s audit.  The current contract with Neuner, Davidson & Cooley is approximately a 3% increase from last fiscal year.

Councilor Braudt moved, Councilor Coleman seconded a motion to approve the auditing contract with Neuner, Davidson & Cooley, LLC  for the fiscal year 2010-2011 and direct staff to send out a request for proposals prior to July 1, 2012.  All voted “yes”.  The motion carried.


IX.       REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case wasn’t present at the meeting as staff had only notified him today that the regular session council meeting had been re-scheduled for tonight.

b)      DC Sheriff’s Office Community Newsletter

The council reviewed the newsletter.


2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report adding:

a)      Staff – Superintendent Lakey noted that he was working 4 hours a day for now per doctor’s orders.

b)      Water – Loss of water on WTP Report due in part to change in meter read date not corresponding with the date Mr. Norris used for assembling information for the report.  Another leak had been reported on Crest Drive that will be further investigated.

c)      Park – Restrooms will only be open from 8 to 4:30 daily due to vandalism to the restrooms.  Provisions have been made for the movies in the park after hours by giving a key to Rick Richardson for the restrooms.


** Councilor Barton arrived at 7:20 pm


Discussion:  The council generally discussed P&T Auto Repair parking cars on the sidewalk for repairs in front of the business as well as blocking visibility through the manner that cars are being parked in the street.  It was noted that Superintendent Lakey would speak to the proprietor of P&T.  The council further discussed people who park in the no parking area by the City Hall Shop when attending baseball practice. 


3.                  ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting the following:

a)      Staff – Administrator/Recorder Evans will be gone from June 27 – July 11th to be with her mom for surgery.  Deputy Recorder Beckman will be on vacation from July 5 – July 12th.  Councilor Braudt will be available to help in the office during this time period.

b)      Sewer Plant Upgrade – The kick-off meeting was held on May 31st.  Several issues were discussed.  One of the main issues was the treatment process being changed to a SBR or MBR.  Either of these options would be much less expensive for the city.  A meeting has been scheduled for June 28th to meet with the manufacturer of SBR’s and MBR’s.

When all of the options have been reviewed the engineer will be making a presentation and recommendation to the council.  If the council selects either the SBR or MBR the Facility Plan will then need to be amended and sent to DEQ for approval.

The property purchased on Hamlin Drive for the sewer plant will also have to be re-zoned.  This will not have to be completed until the project is ready for construction, but the process is lengthy and Administrator/Recorder Evans will begin working on it soon.

c)      Utility Bills – Written notification of the rate increase is scheduled to go out with this month’s billing.  A sewer upgrade fact sheet will also be included in the billing.

d)     Chicken survey – Administrator/Recorder Evans noted that Sweet Home was in the process of doing a “Chicken Survey” with their community and proposed that the council consider sending a survey out to the citizens of Canyonville as well.


Discussion:  The council discussed the disadvantages of conducting a survey, that surveys might be expected for every decision and that it could end up to be counter-productive.  The council noted that it had been previously decided that the municipal code regarding chickens was to go before the planning commission for review.  The council further generally discussed the requirements pertaining to chickens as it was currently written in the code.

Administrator/Recorder Evans also noted that due to her needing to be out of town the first part of July and the up-coming concert in August a special planning commission meeting might need to be scheduled for reviewing the code regarding chickens.


e)      Quiet Riot Concert Update – An update sheet was passed out to the council with a list of current preparations.   Administrator/Recorder Evans will be attending the planning meetings for the event.  The sheriff’s department was also scheduled to attend. 


Discussion:  Councilor Douglas interjected discussion on golf carts noting that he believed the city should try to figure out how to allow golf carts/slow moving vehicles in the city.  The council generally discussed that this wasn’t something the council had control over, that this had been thoroughly discussed in the past and that citizens should go to DMV with their request.  Councilor Douglas also handed information regarding golf carts/slow moving vehicles for Mayor Deaton to review.






1.                 In Packet:


2.                 Available for Inspection:

a)      Seniors Escorting Seniors – May 2011 Report

b)      5-18-11 Response to Marge Walker - Golf Cart Information / Deputy Recorder Beckman

Discussion:  The council requested that staff include the Seniors Escorting Seniors reports in the packets for the council to review.



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

2.                  City Council Regular Session – Monday, July 18, 2011 @ 7:00 p.m.


7:55 p.m. Mayor Deaton closed the Regular Session to reconvene into Executive Session.


Submitted by:




Joan Beckman, Deputy Recorder  




I.                   CALL TO ORDER

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

Kovachy, Coleman and Barton

STAFF PRESENT:                 Administrator/Recorder Evans and Superintendent Lakey


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




** Mayor Deaton adjourned the Executive Session to reconvene into Regular Session at 8:56 p.m.   


XII.                      ADJOURNMENT

Being no further business the meeting was adjourned at 8:57 p.m.


                                                                                                Approved by:




                                                                                                Robert A. Deaton, Mayor   


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