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     City of Canyonville                                                   

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         541-839-4258 or 541-839-4020
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CITY OF CANYONVILLE
MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday, July 15, 2013

 

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, Coleman, Kovachy, Loomis and Barton.

COUNCIL ABSENT:      Mayor Deaton and Councilor Parker

STAFF PRESENT:         Administrator/Recorder Evans

STAFF ABSENT:           Superintendent Lakey.

 

III.       AGENDA REVIEW AND/OR ADDITIONS:

 

Item 1, Seniors Escorting Seniors, was tabled until the August 19, 2013 meeting when there will be a full Council present.

 

IV.       PUBLIC COMMENT:

 

          Dr. Anna Tiwari and Debra Hopkins presented a picture of the mural their group is proposing to be located on the triangular piece of the south wall of City Hall above the window.  Dr. Anna explained that the Ford Family Leadership group is proposing to place murals in Canyonville, Riddle and Myrtle Creek.  Half of the money for the murals will come from a Ford Family Grant and the rest of the money will be raised by the leadership group.  The only cost to the City will be for the maintenance of the mural after it is completed.  The mural will be painted directly on the building with a paint and sealer that should last about 30 years.

 

The group has selected a design that will tie in with the murals that the Seventh Day Adventists are proposing.  She has coordinated their efforts with Kay Cooksley who is spear heading the Seventh Day Adventist project. 

 

          Council President Braudt suggested that the mural be added to the items of business so a formal discussion and vote could be held.  The Mural was added as item 1(a) under new business.

 

V.        CONSENT CALENDAR:

 

1.      Approval of Budget Committee minutes for 5-21-13 and  Regular Session 6-17-13 Minutes.

 
Council President Braudt noted a correction to the 5-21-13 budget meetings.  They should be changed to say Budget Chairman Braudt called the meeting to order.

 

Councilor Barton moved, Councilor  Kovachy  seconded a motion to approve the Budget Committee minutes for 5-21-13 with the noted correction and the Regular Session 6-17-13 as written.  All voted “yes”.  The motion carried. 

 

VI.       PUBLIC HEARINGS:

 

            There were none.

 

VII.      COUNCIL BUSINESS:

 

            1a. Ford Family Foundation Leadership mural proposal.

 

Dr. Anna Tiwari and Debra Hopkins asked the Council to approve the design of the mural to be placed on the south wall of the City Hall building.  The mural will consist of a scene with a covered wagon pulled by oxen along a wooded trail with a black bear in the foreground watching them.  The mural will be consistent with the theme of murals proposed by the Seventh Day Adventists.

 

Councilor Barton moved, Councilor Loomis seconded a motion to approve the project and design of the mural. All voted “yes”.  The motion carried. 

 

2.  Task order amendment for engineering Phase 1 construction.

 

Council President Braudt explained that the City entered into an agreement with Dyer Partnership for the amendment to the facility plan, predesign and final design for the phase 1 construction of the sewer plant.  The City attorney determined the City does not need to go out for bids since phase 1 construction is based on the work completed by Dyer Partnership.  Phase 1 construction can be accomplished by amending the existing agreement.

 

Councilor Barton moved, Councilor Loomis seconded a motion to approve the amended task order for Dyer Partnership for phase 1 engineering. All voted “yes”.  The motion carried.  

 

3.  Task order amendment for grant administration of Phase 1 construction.

 

Council President Braudt explained that Coos Curry Douglas Development was the grant administrators for the first Community Development Block Grant for predesign and final design of the phase 1 improvements.  Therefore, the City is not subject to the requirement to go out to bid for the grant administration. 

 

Councilor Loomis moved, Councilor Barton seconded a motion to approve the amended task order for Coos Curry Douglas Development for grant administration for phase 1 construction.  All voted “yes”.  The motion carried.

 

4.  Resolution 610 adopting a Limited English Proficiency Plan.

 

The City received a $2,361,000.00 Community Development Block Grant for phase 1 construction of the sewer plant upgrade. The grant is funded with Federal money from the Department of Housing and Urban Development so the City is required to complete a Limited English Proficiency Plan (LEP).  The purpose of the LEP Plan is to ensure that individuals with limited English proficiency will be provided translation assistance if needed when interacting with the City.

 

According to the 2010 U.S. Census Report there are 1,884 persons who reside in Canyonville.  The data from the American Fact Finder indicates that of the City’s population over 5 years old 91.8% speak only English.  Of the 122 people who speak another language 58 speak Spanish and 64 speak an Asian or a European language.  No one indicated they speak English less than very well so the need for the plan is limited.  However, the City is still required to have a plan in place.

 

The Plan has been written to comply with all the requirements for the Community Development Block Grant. It has been reviewed and approved by Fumi Schaadt, Infra Structure Financing, for conformance to the Federal rules.

 

Councilor Barton moved, Councilor Loomis seconded a motion to adopt Resolution 610 establishing the Limited English Proficiency Plan.  All voted “yes” The motion carried.

 

            5.  Resolution 612 adopting the Grant Administration Plan.

 

The City received a $2,361,000.00 Community Development Block Grant for phase 1 construction of the sewer plant upgrade.  As a condition of the grant the City is required to develop and adopt a Grant Administration Plan.  The purpose of the plan is to provide guidance with the grant requirements and identify a responsible party for the completion of each activity.  Some activities will require more than one individual to complete.

 

The Plan has been written to comply with all the requirements for the Community Development Block Grant.  It has been reviewed and approved by Fumi Schaadt, Infra Structure Financing, for conformance to the Federal Rules.

 

Councilor Barton moved, Councilor Loomis seconded a motion to adopt Resolution 612 establishing the Grant Administration Plan.  All voted “yes” The motion carried.

 

VIII.    REPORTS:

 

1.      SHERIFF’S OFFICE

a)      Sergeant Marty Case highlighted the STATS for June.

 

Sergeant Case did not have the stats for June but he highlighted some of the major activities that occurred in June.  He noted there was an incident at Pointe 9 which resulted in Pointe 9 being closed for a few days.

 

2.      SUPERINTENDENT’S REPORT

Superintendent Lakey was absent.

 

The Council discussed their concern over the vandalism to the restrooms.  The city just spent $4,000.00           upgrading the restrooms so maybe we should lock them when the staff  leaves.  People who have rented the park could pick up restroom keys for their event and it would be their responsibility to make sure the bathrooms were locked when they left.  Councilor Braudt will discuss with Tony.

 

3.   ADMINISTRATIVE REPORT

 

Administrator/Recorder Evans highlighted the Administrative report noting that the City has submitted a removal/fill permit for the repair of the outfall.  The only comments received on the permit were from Oregon Department of Fish and Wildlife (ODFW).  The most important comments from ODFW were questions about the water temperature.  They are also requiring the City to have a marine biologist on site during the work on the outfall.

 

3.      BOARDS, COMMISSIONS AND COMMITTEES

None

                                                                                               

IX.       CORRESPONDENCE/INFORMATION:

1.    In Packet:

None

2.    Available for Inspection:

a)                Seniors Escorting Seniors – June 2013 Report

 

X.        ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Wednesday, August 14, 2013 @ 7:00 p.m.

2.      City Council Regular Session – Monday, August 19, 2013 @ 7:00 p.m.

 

XI.            ADJOURNMENT

Being no further business Council President Braudt adjourned the meeting at 8:00 p.m.

 

 

Submitted by:                                                        Approved by:

 

 

______________________________                ________________________________

Janelle Evans, Administrator/Recorder               Frank Braudt, Council President           

                                                                            

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