Welcome to the
     City of Canyonville                                                   

250 N Main, Canyonville, OR 97417
                               
         541-839-4258 or 541-839-4020
Your Subtitle text

CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR AND EXECUTIVE SESSION 7:00 P.M.

Monday, June 21, 2010

 

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 and Superintendent Tony Lakey.

STAFF ABSENT:                     Deputy Recorder Beckman was excused.

 

III.                         AGENDA REVIEW AND/OR ADDITIONS:

None.

 

IV.                          APPROVAL OF MINUTES:

1.                  Regular/Executive Session / 5-17-10

Councilor Braudt moved, Councilor Parker seconded a motion to approve the Regular/Executive Session 5-17-10 minutes as corrected. 

 

Discussion:  The motion on Page 5 regarding the approval of entering into a finance agreement for the Springbrook Software upgrade needed the 0% interest rate included in the motion.

 

All voted “yes”.  The motion carried.

 

2.                  Special Session / 6-14-10

Councilor Braudt moved, Councilor Parker seconded a motion to approve the Special Session 6-14-10 minutes as written.  All voted “yes”.  The motion carried.

 
V.        CONSENT CALENDAR:     

1.         Financial Reports

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

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

c)   Revenue Analysis (Period 11, May).

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

 

VI.       SPECIAL MATTERS:

1.                  Employee Performance Appraisal – Mark Wilson / Operator – Memo, Administrator/Recorder Evans

2.                  Performance Appraisal / Tony Lakey - Due July 6, 2010

Discussion:  It was discussed that the employee performance appraisals should not have been on the agenda as the Administrator/Recorder was to be handling them.  The council discussed reviewing them but in accordance with the employee handbook it would only be if there was a problem.

 

3.                  Donation Request Pioneer Days Plaque – Brian Shankle

Brian Shankle noted the cost for the plaques for Pioneer Days has gone up to $35 and he was asking the council for the donation.

Discussion:  The council generally discussed the policy of no new donation requests, that this was not a new request and a $50 cap on donations.  The consensus of the council was to approve the donation request of $35 for a plaque for the Pioneer Days Parade.

 

4.                  Donation Request – Myrtle Creek Lodge/Charity Elks Scholarship Golf Tournament

Councilor Parker moved, Councilor Braudt seconded a motion to approve the $50 donation to the Myrtle Creek Lodge/Charity Elks Scholarship Golf Tournament.  All voted “yes”.  The motion carried.

 

VII.     REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case reported the STATS for Canyonville from the month of May.

Discussion:  The council generally discussed vandalism that had been occurring at the Pioneer Park Restrooms and various solutions to prohibit the problem.  The council requested that Administrator/Recorder Evans research automatic locks for the park restrooms.

b)      DC Sheriff’s Office Community Newsletter

The Council read the newsletter on their own.

 

Councilor Barton arrived at 7:30

 

2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted the report noting:

a)      5th street paving has begun

b)      Public Works will be starting the removal of the tennis court restroom that had been approved a few years ago – there’s been a request to put new horseshoe pits in that area at no cost to the city

c)      Chris Masotto is back to work

d)      Bio-solids hauling has begun

e)      The county had given the city orange booms to be utilized at Win Walker Dam and they are in need of repair.  Superintendent Lakey was waiting on bids for the repair.  

Discussion:  The council generally discussed the painted center line on Stagecoach Rd and the installation and painting of the handicap parking signs.

 

3.                  ADMINISTRATIVE REPORT

There wasn’t an administrative report due to the time spent on the CDBG grant which has been completed and sent off. 

Discussion:  The council generally discussed RFP’s for engineers, grant time lines and the upcoming election.

 

4.                  BOARDS, COMMISSIONS AND COMMITTEES

a)      Library Board:

                        None

b)      Fire Department:

            None

c)      Downtown Association:

            None

d)      Other

None

 

VIII.    PUBLIC HEARINGS:

            None

 

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

            None

 

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

1.         Resolution No. 578 – A Resolution Repealing Resolution No. 570 and Authorizing Transfer of Funds from the General Fund to the Facility Reserve and Appropriating the Expenditures Within the Facility Reserve / Memo, Administrator/Recorder Evans

            Administrator/Recorder Evans highlighted her memo noting that this was just a correction to add a line item for the transfer.

Councilor Braudt moved, Councilor Barton seconded a motion to approve Resolution No. 578 – A Resolution Repealing Resolution No. 570 and Authorizing Transfer of Funds from the General Fund to the Facility Reserve and Appropriating the Expenditures Within the Facility Reserve.

            All voted “yes”.  The motion carried.

 

XI.       OLD BUSINESS DISCUSSION AND/OR DECISION:

1.         UPDATE Fireman’s Booth Agreement – None  

 

2.         Welcome to Canyonville Signs – Jake Young, Chamber of Commerce President

            Jake Young noted that the Chamber would like to turn over the ownership of the Welcome to Canyonville signs at the entrances of the city for insurance purposes only.  He further stated that  between the Chamber, Fire Department and Lions Club the maintenance, upkeep and any vandalism would be taken care of by them.

 

Discussion:  The council discussed whether the city could add the signs to the insurance, what would be the additional cost to the city, a deductible of $1,000 and a written agreement /contract with the Chamber regarding the value, maintenance, upkeep, water and vandalism.  They further discussed the Chamber supplying a proposal to the city in writing.

 

XII.     NEW BUSINESS DISCUSSION AND/OR DECISION:

1.                  Neuner, Davidson & Cooley, LLC Audit Contract 2009-2010

Administrator/Recorder Evans noted that the city had been using the same auditor since 1984 and that government standards and practices recommends changing auditors every 5 years.  She further noted that the contract has a provision that cancellation of the contract has to be in writing at least ninety days prior to July 1 of any year.  Administrator/Recorder Evans recommended the council approve the contract for this year and that the city seek proposals for a new auditor prior to next years deadline.

Councilor Braudt moved, Councilor Parker seconded a motion to approve the audit contract with Neuner, Davidson & Cooley, LLC for fiscal year 2009-2010 and directed staff to send out Request for Proposals prior to 90 days before July 2011.  All voted “yes”.  The motion carried.

 

XIII.    QUESTIONS AND COMMENTS FROM THE AUDIENCE:

Jake Young noted that he had stopped by the city shop and spoke with Mark Wilson regarding trees that needed to be trimmed on Hamlin Drive and reported that Mr. Wilson had done an excellent job.

 

XIV.    CORRESPONDENCE IN PACKET:

1.                  5-19-10 Norval Weigel Appointment to Planning Commission term ending 12-31-2012

2.                  5-20-10 R Phillips Response to Request for signs on Stagecoach Rd

 

XV.      CORRESPONDENCE AVAILABLE FOR INSPECTION AT THE ADMIN OFFICE:

1.                  Seniors Escorting Seniors – May 2010 Report

Discussion:  The council generally discussed the reports provided by Seniors Escorting Seniors and the numbers of trips made.

EXECUTIVE SESSION AGENDA

 

I.                               CALL TO ORDER

 

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

 

III.                         ADJOURNMENT

 

XVI.    ANNOUNCEMENTS:

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

2.                  City Council Regular Session – Monday, July 19, 2010 @ 7:00 p.m.

 
XVII.  ADJOURNMENT

            Being no further business, the Council adjourned at 8:45 p.m.

             

 

Submitted by:                                                                         Approved by:

 

 

 

______________________________                                     ______________________________

Joan Beckman, Deputy Recorder                                         Robert A. Deaton, Mayor

 

Website Builder