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     City of Canyonville                                                   

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CITY OF CANYONVILLE
MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday, June 18 , 2012

 

REGULAR SESSION

 

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:    Councilors Braudt, Parker, Douglas, Kovachy, Coleman and
    Barton***.

COUNCIL ABSENT:      Mayor Deaton was excused.

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

STAFF ABSENT:          None.

 

III.             AGENDA REVIEW AND/OR ADDITIONS:

None.

 

IV.       PUBLIC COMMENT:

Steve Kelly, SU School Superintendent, noted that the school had completed the budget process with no cut days and no layoffs.  He also noted that college classes in auto, culinary arts and on line digital arts had been added to their curriculum.

 

V.        CONSENT CALENDAR:       

1.      Approval of Regular Session 5-21-12 Minutes

2.      Approval of Special Session 6-11-12 Minutes

Councilor Parker moved, Councilor Kovachy seconded a motion to approve the 5-21-12 Regular Session and 6-11-12 Special Session Minutes as written.  All voted “yes”.  The motion carried.

Councilor Barton was not present for the vote.

 

VI.       PUBLIC HEARINGS:

ORD. No. 617 – An Ordinance Declaring an Emergency and Amending Section 13.24.030 b (1) Single Family Dwelling Outside the City Limits of the Canyonville Municipal Code Relating to Sewer Rates / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that it recently came to her attention that Single Family Dwelling Units outside the city were being charged double for sewer.  All other accounts were being charged the same rate as inside with the exception of a $15.83 administrative fee.  It did not seem reasonable to her that Single Family Dwellings should be required to pay so much more for sewer than the other users outside the City Limits.  Ordinance No. 617 would amend the sewer rate charge for Single Family Dwelling Units outside the City Limits to the same as inside the City Limits plus an administrative fee.

Councilor Kovachy moved, Councilor Douglas seconded a motion to adopt Ordinance No. 617 An Ordinance Declaring an Emergency and Amending Section 13.24.030 b (1) Single Family Dwelling Outside the City Limits of the Canyonville Municipal Code Relating to Sewer Rates.  All voted “yes”.  The motion carried.  Councilor Barton was not present for the vote.

 

VII.      COUNCIL BUSINESS:

1.      Award of Auditing Services / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that the bids from four auditors had been reviewed by the Council at the May 21st Council Meeting with the top scoring auditors being Isler CPA and Pauly Rogers.  Council directed staff to contact the two top scoring auditors for more information.  Representatives from the firms have attended the meeting to give presentations and receive questions from the Council.

 

·        Kenny Allen – Pauly, Rogers & Co passed out a bullet point flyer with an overview of their services.  Mr. Allen noted that he would be the partner in charge of Canyonville’s audit, that they currently audit the Cities of Halsey, Columbia, Durham and Talent.  He stated that their processes are paperless, that they would scan our documents and extract necessary documents.  He further noted that their time estimate was between 100 and 120 hours for the audit, that they usually come on site in May and come back at the end of the fiscal year for the audit.

Discussion:  The Council and Administrator/Recorder Evans discussed the estimated time difference between Pauly, Rogers and other auditors, how the paperless system works, how they handle reserves as a requirement for debt, if he had looked at the City’s Budget Document and if there was any circumstance that would cause the audit fee to increase.

Mr. Allen noted that reserves should be in the budget document, that he had looked at the City’s Financial Report and if the cash doesn’t balance a bookkeeping firm would have to handle it.  He also noted that his firm would have to do the amount of work it would take to get the audit done at the price quoted.

 

·        Paul Nielson – Isler CPA passed out four graphs covering the City’s General Fund Revenue Trend (budget and actual), Expenditures Trend (budget and actual), Actual Revenue and Expenditures and a fund balance trend covering years 2004 – 2011 that he had developed from Canyonville’s Budget Document and Finances.   

**Councilor Barton arrived @ 7:25 pm

He then explained the graphs to the Council noting that his recommendation to cities was to have 3 to 6 months funding on hand for running the City.  Mr. Neilson stated that he would be responsible for the audit and that they try to get as much information ahead of time before showing up at the City.  He noted that their smallest audit is around 200 hours.

Discussion:  The Council and Administrator/Recorder Evans discussed how many hours that would be spent on the audit and if the full amount would be billed if it was completed under the hours estimated.  It was also discussed if an outside bookkeeper would have to be brought in if the cash account didn’t balance and what his recommendation was for reserves.

      Mr. Neilson noted they have adjusted bills if it takes less time to complete than estimated, that they would also recommend an outside bookkeeper if the cash doesn’t balance and that if the reserves were for a bond it should be restricted cash.       

            The Auditors left after the presentations.

 

Councilor Kovachy moved, Councilor Barton seconded a motion to offer the auditing contract to Pauly, Rogers & Co.

 

Discussion:  The Council discussed the $3500 bid difference, that there was a COLA increase each year for all of the auditors, if there was an escape clause in the agreement if the City wasn’t happy with the auditor and whether Pauly, Rogers would communicate well with the City’s staff.

 

            The vote was:  In Favor - Councilors Braudt, Parker, Douglas, Barton and Kovachy

                                    Opposed – Councilor Coleman

           

The motion carried.

                            

2.      Presentation on the water rate study/Chris Marko

Chris Marko, Rural Community Assistance Corporation, circulated information to the Council with graphs and findings for the City’s Water Rates.  Mr. Marko reviewed the elements of a rate analysis – System Use, Costs, Revenue and Customers.  He further noted the following as an overview of Canyonville’s Water System and Findings:

·        The lack of a Water Master Plan – included in list of needed improvements below

·        Significant improvements needed totaling $2,283,500

1)     Reservoir

2)     Replacement of main water lines

3)     Recoat basins to avoid contamination

4)     Water Master Plan

5)     Repair Canyon Creek influent pipe

6)     Replace program logic controller

7)     Replace 32 year clear well interior

8)     Replace damaged lab floor

9)     Dredge backwash pond

·        Budget shortfalls in recent years

1)     Reduction in system use – revenue reduced since 2008 (Tribe)

2)     $70,000 deficit in 2008

3)     Prior year estimated short fall of $15,000

4)     Recent shortfalls (being addressed by adjustments to the rates)

5)     No transfers to the capital improvement fund for several years

·        Canyonville’s rate structure is based on type of use, meter size and volume charges

1)     Single Family Residential ¾” meter - $30 for 1200cu ft/$1.50 per 100 cu ft overage

2)     Multi Family and Commercial based on meter size for first 1200 cu ft/$2.00 per 100 cu ft overage

3)     Larger than 6” meter determined by Council

4)     Outside City users pay double

·        Adjustments are being made to cover shortfall and additional cost for FY2013 – Revenue from water rates is $365,000

·        Customer Use Profile

1)     Total of 686 customer accounts

2)     642 customers with a ¾” meter

3)     Average use is 300 – 600 cu ft per month

4)     Half of all customers use less than 600 cu ft

5)     40 customers are outside the City limits

·        Equivalent Dwelling Units (EDU’s) break down as follows

1)     ¾” meter = 1 single family dwelling

2)     1” meter = 2.5 single family dwellings

3)     1 ½” meter = 5 single family dwellings

4)     2” meter = 8 single family dwellings

5)     3” meter = 16 single family dwellings

6)     4” meter = 25 single family dwellings

7)     6” meter = 50 single family dwellings

8)     8” meter = 250 single family dwellings

·        77% of the users are residential / 23% are non-residential (this is being worked on through the recent re-classifying of ¾” users) 

·        He referenced a graph that showed the relationship between ¾” inch users and 1” and above users.  Meters 1” and above consume about 4.4 million cubic feet whereas ¾” meters about 1.5 million cubic feet.

Mr. Marko further reviewed graphs prepared for the Council noting that costs and expenses are ongoing and are related to volume and what it takes to treat the water.  Mr. Marko highlighted  the following possible rate structure considerations:

·        Adjust classifications based on type of use and meter size

·        Increase base rate across classifications or for certain classifications

·        Increase volume rate for non residential to reflect cost of service per unit more equally

·        Consider rate structure based on use reflecting averages – possible block rate

 

3.      Resolution No. 599 – Resolution of the City Council of the City of Canyonville Authorizing Transfers of Appropriations Within the Water and Sewer Fund for Legal Services / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that to date the City has spent a total of $28,000 for legal fees in connection with CCA’s challenge to the water and sewer rates.  The 2011-2012 Budget only allocated $500 for legal expenses in the water fund and $2500 for legal services in the sewer fund.  Additional funds need to be transferred to the legal services line items for both water and sewer.  There is a line item in the Budget for operating contingency established to provide funds for unexpected operational needs.  This Resolution provides for the transfer of $13,500 to legal services for water and $11,500 to legal services for sewer.

Councilor Barton moved, Councilor Kovachy seconded a motion to adopt Resolution No. 599 – A Resolution of the City Council of the City of Canyonville Authorizing Transfers of Appropriations Within the Water and Sewer Fund for Legal Services.  All voted “yes”.  The motion carried.

 

4.      Resolution No. 600 – Resolution of City Council of the City of Canyonville Authorizing Small City Allotment Grant / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that approximately every 2 years ODOT awards grants to small cities for paving projects.  Before the City can submit a grant application, the Council must approve a resolution declaring the intent to submit a proposed project and certify the project meets the minimum grant requirements. NE Hamlin Drive from N Main Street to Canyon Creek had been selected as the street to be paved for this grant opportunity.   

Councilor Barton moved, Councilor Kovachy seconded a motion to adopt Resolution No. 600 - A Resolution of City Council of the City of Canyonville Authorizing Small City Allotment Grant.  All voted “yes”.  The motion carried.

 

5.      Cable Franchise / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans stated that Charter Communications franchise agreement had expired in February of 2009 and has been requesting yearly extensions of the agreement.  This year Charter is requesting that the City sign an extension on a month to month basis until such a time either party gives 90 days written notice of intent to negotiate a new franchise agreement.  Negotiating a new agreement is a lengthy and time consuming process, neither Charter nor the City has been able to dedicate the time needed for the process.  The existing franchise agreement is at the rate of 5% which is the maximum fee allowed under Oregon State Statutes. 

Councilor Kovachy moved, Councilor Barton seconded a motion to authorize the Mayor to sign the franchise extension agreement with Charter Communications.  All voted “yes”.  The motion carried.

 

6.      Security cameras / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that on May 30, 2012 staff had met with Lori Kemp, CIS Risk Manager and Dave Nelson, CIS Public Safety Manager to discuss security issues related to recent threats to employees.  The following recommendations had been made by Mr. Nelson:

·        Install a door between the reception area and staff area – this has been completed

·        Keep the shop doors closed at all times – this is being done

·        Purchase a video camera system

Mr. Nelson noted that many cities are purchasing security systems/cameras from Costco.  He also stated the purpose of obtaining a security system would be to eliminate theft, protect outside equipment from possible vandalism and help deter or record activity within City Hall.  Another option would be to consider an agreement with a security company.

Administrator/Recorder Evans had assembled price quotes for cameras from Costco and a quote from S.O.S. Alarm, a security company.  These were in the packet for the Council to review.  Administrator/Recorder Evans was particularly interested in mounted portable holdup buttons that could be placed at the employees work stations within the office.  Her recommendation was at the very least installing the four hold up buttons.  The estimate for the installation of all four hold buttons was a onetime fee of $154.00 plus a monthly fee of $34.95.

Discussion:  The Council generally discussed the pros and cons of a security system and if it was better to call 911 directly rather than alerting an alarm company first who would then contact 911.  They also discussed whether cameras were necessary or effective and that they might be interested in one hold up button but didn’t think it was necessary to have four.  Sergeant Case noted that he felt the quickest way for city employees to call for help was to contact 911 directly rather than going through an alarm company.  The Council was interested in keeping staff safe but wanted Administrator/Recorder Evans to get more information from the Alarm Company as to what the protocol was when they were contacted through the holdup buttons and bring it back to the Council at the July Meeting.

 

7.      Renewal of the City Engineer’s contract

The agreement between Dyer Partnership and the City for Engineering Services was scheduled to expire on June 10, 2012.  Article V of the agreement provided for an extension of services upon mutual agreement of both parties.  Dyer Partnership has requested a 2 year extension of the agreement.

Councilor Douglas moved, Councilor Parker seconded a motion to authorize a two year extension of the Professional Service Agreement between Dyer Partnership Inc. and the City of Canyonville.  All voted “yes”.  The motion carried.

 

VIII.    REPORTS:

1.      SHERIFF’S OFFICE

a)                Marty Case

Sergeant Case noted that he had been contacted by Dave Nelson, CIS Public Safety Manager, and they discussed recent safety issues regarding the City’s Staff.

Sergeant Case further highlighted the STATS and specific incidents which had occurred throughout the month of May, 2012. 

b)   DC Sheriff’s Office Community News Letter

      A letter had not been provided by the Sheriff’s Department.

 

2.      SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting the following:

·        WWTP – DEQ had approved the amendment to the facilities plan.  The waiver to land apply bio-solids to the fields 2 weeks early has proved very beneficial and cost effective.

·        Streets – The newly hired Temporary Utility Worker, James Gettle, has had several years experience in the public works field and has been proving to be a great asset and self motivated worker.

·        Park – Vandalism has decreased due to more events taking place in the park. 

 

3.      ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting the following:

·        Manufactured Home – 1052 Hamlin – Administrator/Recorder Evans was able to locate a book which gave her the value of the home.  The MFH is a 1995 Homette Skyline 26x66 with a new roof.  She noted that there was more value in the home than expected and the City had been contacted by a couple of manufactured home dealers who expressed interest in the home.  Based on the unexpected value of the home and the need for the buyer to have the capability to move the home in a timely manner, the attorney recommended working with the interested manufactured home dealers.

Discussion:  The Council generally discussed the bidding process, selling the MFH to the interested parties and the need to move the MFH in order to prepare the lot for WWTP upgrade.    

 

4.      BOARDS, COMMISSIONS AND COMMITTEES

None

                                                                                               

IX.       CORRESPONDENCE/INFORMATION:

1.    In Packet:

None. 

2.    Available for Inspection:

a)                Seniors Escorting Seniors – May 2012 Report

 

X.        ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Thursday, July 5, 2012 @ 7:00 p.m.

2.      Executive Session – Tuesday, June 19, 2012 @ 7:30 p.m.

3.      City Council Regular Session – Monday, July 16, 2012 @ 7:00 p.m.

 

XI.       ADJOURNMENT

Being no further business the meeting was adjourned at 9:27 p.m.

 

 

Submitted by:                                                        Approved by:

 

 

______________________________                ________________________________

Joan Beckman, Deputy Recorder                          Frank Braudt, Council President           

                                                                            

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