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CANYONVILLE CITY COUNCIL

MEETING MINUTES

SPECIAL SESSION 7:00 P.M.

Monday, June 14, 2010 

 

SPECIAL 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, Coleman, Douglas and Barton.

COUNCIL ABSENT:               Councilor Kovachy was absent.

STAFF PRESENT:                   Administrator/Recorder Janelle Evans and Bookkeeper Dawn Beebe.

STAFF ABSENT:                     Deputy Recorder Joan Beckman and Superintendent Tony Lakey were excused.

 

III.       PUBLIC HEARINGS:

1.                  Possible Uses of State Revenue Sharing

Mayor Deaton noted that he would like a 30 minute limit to the total discussion for the U-TRANS Bus Route, a 3 minute limit per person for comments and the participants to be Canyonville residents within the city limits and Canyonville business owners only.

a)      U-Trans Bus Route / Memo, Administrator/Recorder Evans

Mayor Deaton opened the Public Hearing for Possible Uses of State Revenue Sharing.

 

Administrator/Recorder highlighted her memo noting that the 2010-2011 budget includes $11,500 from State Revenue Sharing which is typically used for general operating purposes or specific programs.  Currently these funds have been utilized for operation and maintenance of services such as police, parks and seniors escorting seniors.  UTRANS has approached the city offering bus service to Canyonville’s citizens for a contribution of $6,000 initially, but has been reduced by 20% to $4,800 for the next fiscal year.  Oregon Budget Law allows for the governing body of the local government to increase expenditures by not more than $5,000 or 10% of the budget committee approved total in each or any fund.  Council could contribute to UTRANS through State Revenue Sharing with this budget change.

 

Mayor Deaton asked if there was any public comment.

 

Sandy Rugina – 133 Lucky Ridge Loop, Canyonville, spoke in favor of the bus route and that she and others would use the service.

Mayor Deaton noted that Mr. Notenboom was at the meeting and was available for questions from the public.  Mr. Notenboom gave a brief overview of the stops, the proposed bus schedule and the fare the riders would have to pay.

William Rugina – 133 Lucky Ridge Loop, Canyonville, spoke in favor of the bus route noting that it will save people money and maybe the city could do simple cost cutting to help pay for the service.

Danny Copeland, spoke in favor of at least trying the service.

Debra Hopkins -620 W 1st St, Canyonville spoke in favor of the service and noted that she supported at least giving the service a 1 year trial.

Lori Yeust – A Twisted Curl, spoke in favor of the service.

Doug Sales – Ken’s Sidewalk Café spoke in favor of the service.  Doug’s in-laws, Martine Garcia, do not drive and would use the service.  He also noted that his children would use the service.

Toby Notenboom stated that children under 10 years of age would have to be accompanied by an adult.

Steve Kelly – School Superintendent of schools spoke in favor of the service noting that it provide transportation for students.

The council asked where SU students would be picked up and Mr. Notenboom stated there was going to be a stop at SU for the students.

Zach Culbertson – Canyonville Cigars and Cigarettes, spoke in favor of the service and that he had done a survey of customers who came into his store.  There were 34 people from Canyonville who stated they would use the service.

Joanne Gordon – Commonwealth Garden, spoke in favor of the service noting that this could potentially help businesses by bringing those who might use the products and services available in Canyonville.  She further noted, and Doug Sales confirmed, that there was group support from the chamber to help supplement the city for the cost of the service possibly through raising money.

Mr. Notenboom noted that the routes still need to be approved by the county.  He further discussed listing flag stops, adding more stops if necessary, stopping at Forest Glen and a survey that  they will do about a month into the route bringing the survey back to the council with the results.  He further noted that normally the other cities pay quarterly.  He didn’t see why if the council felt that it wasn’t working then the city wouldn’t have to invest in an entire year. The city could invest in one quarter and if they found that no one in the city was riding the bus they could say that they weren’t going to pay any more.  If monthly works better on the city’s cash flow they’d be happy to do that.  It was further discussed how much the tribe was contributing, that the casino was only a possible stop due to the route not yet finalized, marketing through flyers of the bus route and stops and where people will park that take the bus.

 

Mayor Deaton closed the Public Hearing.

 

2.                  Community Development Block Grant / Memo, Administrator/Recorder Evans 

Mayor Deaton opened the Public Hearing for the Community Development Block Grant.

 

Administrator/Recorder Evans read the memo for the Community Development Block Grant noting the city is eligible to apply for the CDBG from OBDD, the grant can be used for public facilities, housing improvements primarily for persons with low and moderate incomes, economic development, microenterprises, public infrastructure, public community facilities, regional housing rehabilitation, regional housing centers and emergency projects.  The City’s most immediate need of the community is the upgrade of the City’s WWTP.  The $15 million upgrade has been split into 4 phases.  The first phase will be $5 million and will provide compliance of the 1998 Mutual Agreement Order with DEQ and consist of replacing the failed headworks, influent pump station and correcting existing plant deficiencies.  Specific elements of construction will include Preliminary Treatment and Influent Pumping, Temporary Aeration Basin Improvements, Chemical Feed System, Temporary De-chlorination Facilities, Outfall and Support Facilities and Repairs.  The $700,000.00 CDBG will be utilized for engineering and other services associated with the initial WWTP upgrade project.  Specifically they will be Environmental Permitting, Grant Administration, Preliminary design-evaluated specific alternatives, identifying costs and making recommendations for final design approach, Final Design – construction bid documents, Value Engineering and Geotechnical, Seismic and Surveying Studies.  The city is allowed to apply for one CDBG per year with a maximum of 3 open grants.  There is currently one open CDBG that was received in 1994 in the form of assistance with improvements of dwelling units for low and moderate income persons as well as maintaining the current housing stock (Housing Rehab Grant).  The grant was originally for $300,000 - $138,552.74 was later de-obligated since it wasn’t used.  Currently there are 8 housing rehab loans outstanding totaling $85,634.50.  Administrator/Recorder Evans invited participation from the public of testimony regarding the proposed project or other possible use of the funds.   

 

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

William Rugina – 133 Lucky Ridge Loop, Canyonville, noted 15% of the project was going to engineering and wasn’t sure that was an efficient use of the funds. He further questioned the need to do value engineering on the project.

 

Administrator/Recorder Evans noted value engineering was very valuable and could possibly save the City money.  The cost of the value engineering is only a small amount of the project and is part of the grant money.

There was no further testimony in favor or opposed to the application nor comments regarding other potential uses of the money so Mayor Deaton closed the Public Hearing.

 

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

Councilor Braudt moved, Councilor Barton seconded to modify the budget  to transfer $4,800 from Operating Contingency to a new General Fund line item called Transit Service.

 

Discussion:  The council discussed revenue through State Revenue Sharing in the general fund, quarterly payments, if they end the service no balance due, a written contract, the pending $15 million WWTP project, affordability of the bus route even at $4,800, the question of ridership, starting the bus route and having to discontinue it.  The council further discussed safeguarding the city and the people.  The council also discussed what the tribe contributes, the amount Roseburg contributes and the service they get, supplying service for people outside the city limits at the expense of the city and what the county contributes.  The council spoke in favor of the program and continued discussing how much of an impact there might be financially.  The council was in favor of approving the service on a quarterly trial basis, with quarterly reports and ridership surveys.

 

Mr. Notenboom noted that the city would not be billed up front, the billing would be in the operating quarter.  The absolute final date that it would be started would be by the fall when school begins at UCC.

 

The vote was:    In Favor – Mayor Deaton, Councilors Braudt, Douglas, Coleman and Barton.

                         Opposed – Councilor Parker.

 

The motion carried. 

 

Councilor Braudt moved, Councilor Barton seconded a motion to apply for the CDBG grant for the WWTP project.  All voted “yes”.  The motion carried.

 

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

1.         Resolution No. 574 – A Resolution by the City Council of the City of Canyonville Establishing Eligibility to Receive Funds  

Councilor Braudt moved, Councilor Douglas seconded a motion to adopt Resolution No. 574 – A Resolution of the City Council of the City of Canyonville Establishing Eligibility to Receive Funds with the services provided checked.  All voted “yes”.  The motion carried.

 

2.         Resolution No. 575 – A Resolution by the City Council of the City of Canyonville Declaring the City’s Election to Receive State Revenues

Councilor Braudt moved, Councilor Barton seconded a motion to adopt resolution No. 575 – A Resolution of the City Council of the City of Canyonville Declaring the City’s Election to Receive State Revenues.  All voted “yes”.  The motion carried.

 

Discussion:  The council discussed seniors escorting seniors, how many people ride and requested that staff include the monthly report for the 6-21-2010 council meeting.

 

3.                  Resolution No. 576 – A Resolution of the City Council of the City of Canyonville Adopting the 2010-2011 Budget, Making Appropriations, Imposing Taxes and Categorizing Taxes

Administrator/Recorder Evans highlighted her memo noting that with the approval of the UTRANS Bus Route, State Revenue Sharing Funds could be utilized to cover the cost needed for the city’s contribution for the service.  She further noted the changes would need to be reflected in a correction to Resolution No. 576 adding a new line item in the General Fund for transit service, reducing the general fund operation contingency and transferring $4,800 to the new transit service line item.

 

 

Councilor Braudt moved, Councilor Coleman seconded a motion to adopt resolution No. 576  – A Resolution of the City Council of the City of Canyonville Adopting the 2010-2011 Budget, Making Appropriations, Imposing Taxes and Categorizing Taxes with correction in the General Fund changing Materials and Services to $178,260.00 and Contingency to $101,009.00. 

 

Mayor Deaton stated that he has a conflict of interest since his wife works for the Municipal Court and  he is going to abstain from voting.  

           

Discussion:  The council discussed a $7,000 line item due to a court employee being a spouse in comparison with a $4 million budget creating a conflict, ethics and that the charter states that he cannot abstain from voting.  Mayor Deaton decided to abstain from voting.

 

All voted “yes”.  The motion carried.

 

VI.       ANNOUNCEMENTS:

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

2.      Planning Commission Regular Session – Thursday, July 1, 2010 @ 7:00 p.m.

 
VII.      ADJOURNMENT

            Being no further business, the Council adjourned at 8:28 p.m.

             

 

Submitted by:                                                                          Approved by:

 

 

 

______________________________                                     ______________________________

Janelle Evans, City Administrator/Recorder                                     Robert A. Deaton, Mayor

 

 

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