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     City of Canyonville                                                   

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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

EXECUTIVE SESSION IMMEDIATELY FOLLOWING

Monday, July 19, 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, Deputy Recorder Joan Beckman and Superintendent Tony Lakey.

STAFF ABSENT:                     None.

 

III.                         AGENDA REVIEW AND/OR ADDITIONS:

None.

 

IV.                          APPROVAL OF MINUTES:

1.                  Regular Session / 6-21-10

Councilor Braudt moved, Councilor Douglas seconded a motion to approve the Regular Session 6-21-10 minutes as written.  All voted “yes”.  The motion carried.

 

** Councilor Kovachy arrived at 7:04

 

V.        CONSENT CALENDAR:     

1.         Financial Reports

a)   Expenses vs. Budget w/o Encumbered (Period 12, June).

b)   Payroll Accrual Register (Period 12, June).

c)   Revenue Analysis (Period 12, June).

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

 

VI.       SPECIAL MATTERS:

None

 

VII.     REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case highlighted the stats for June.  He further reported on the robbery that took place at Gordon’s Pharmacy reading the report as it was made to the newspaper and stated the incident was still under investigation.  Sergeant Case stated that if anyone received any tips or information concerning the robbery to refer the informants directly to the Sheriff’s Department.

Discussion:  The council generally discussed surveillance cameras and how to respond to a robbery or home invasion.

b)      DC Sheriff’s Office Community Newsletter

The Council read the newsletter on their own.

 

2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting:

a)      Park:  concrete has been poured for picnic tables, creek cleared by a volunteer youth group and the tennis court restrooms have been removed.

b)      Complaints:  James Street diseased/sick kittens and cats – citizens have been referred to animal control.  Annis Street – trash piling up in the street – Superintendent Lakey has been trying to contact the individual responsible and hasn’t been successful yet.  Tall grass – public works has been very busy and will get to it as they can.

c)      Orange booms:  The following bids have been received for repairing the booms:

#1 – Jerry’s Welding     $650

#2 – Bill Harpell           $1800

Superintendent Lakey requested council approval of bid #1.

Councilor Braudt moved, Councilor Parker seconded a motion to approve the bid from Jerry’s Welding in the amount of $650 to repair the booms getting them ready for placement.  All voted “yes”.  The motion carried.

 

The council requested that the handicap parking signs at city hall and the park be re-painted when public works has time.

 

3.                  ADMINISTRATIVE REPORT

Administrator/Recorder Evans added two recent developments to her Admin Report:

a)      Park:  A request came in today from Billy Burkhert to use the pavilion area in the park for a haunted house.  With the council’s approval, they would like to rent it from October 1st to November 7th in order to set it up and take it down.  They intend to remove the picnic tables and put up temporary walls around the pavilion.  The Pumpkin Festival will be held the 2nd weekend in October and Mr. Burkhert has planned to talk with Patti McCollum about the haunted house and the location.

Discussion:  The council generally discussed the length of time the pavilion would be inaccessible, liability, if the area is needed for the Pumpkin Festival and waiting to see if Ms. McCollum and Mr. Burkhert could come up with an agreement.

 

b)      WWTP Upgrade:  Paul Cook had been referred by infrastructure people in Salem to contact Administrator/Recorder Evans regarding the city’s WWTP upgrade.  Mr. Cook proposed looking over the project to see if he could come up with a plan at a lower cost.  He would like to schedule a work session with the council.  Since Administrator/Recorder Evans received this information late today, she was unable to get references on Mr. Cook but intends to do some checking around.

Discussion:  The council generally discussed that the plan had already been completed by Kennedy Jenks, the grant from CDBG, value engineering and references from Mr. Cook.

      Administrator/Recorder Evans noted that Mr. Cook was a former city manager and has been through 3 WWTP upgrades.  She further noted that she would consult with the city’s engineering firm before authorizing anything.

 

c)      Land Use:  Administrator/Recorder Evans highlighted a meeting she had with Milo Mecham, Gary Darnielle and representatives for Dr. Falk regarding the proposed annexation of property located east of the existing city limits.  The anticipated cost to complete the annexation would be between $90,000 and $100,000.  If available, the maximum amount of a grant from DLCD would be around $20,000.  She further noted that the annexation would be a benefit to the city.

Discussion:  The council generally discussed the annexation, the cost of Dr. Falk’s proposed annexation, possible grants from DLCD, the city’s UGB and Knoll Terrace’s past annexation.

 

** Councilor Barton arrived at 7:40

 

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. 579 – A Resolution of the City Council of the City of Canyonville Establishing A Fee For Sign Permits And Planning Review For Building Permits / Memo, Administrator/Recorder Janelle Evans

            Administrator/Recorder Evans highlighted her memo noting that building permits are issued by the county after the city reviews developer’s pre-application worksheets for zoning compliance.  The county no longer shares 20% of the fees collected for building permits with the city.   Sign permits are also issued at no cost.  Resolution No. 579 will implement fees for zoning review compliance and issuance of sign permits.

Councilor Braudt moved, Councilor Coleman seconded a motion to  approve Resolution No. 579 – A Resolution of the City Council of the City of Canyonville Establishing a Fee For Sign Permits And Planning Review For Building Permits with changes increasing the proposed fees for Zoning Compliance from $35 to $50 for Residential, from $50 to $75 for Commercial and Sign Permits from $50 to $75.

 

Discussion:  The council generally discussed the fee amounts and keeping the fees at a rate to recoup the costs to the city.

 

All voted “yes”.  The motion carried.             

 

XI.       OLD BUSINESS DISCUSSION AND/OR DECISION:

1.         UPDATE Fireman’s Booth Agreement – None  

 

2.         Labyrinth Proposal – Pioneer Park/Norma Dove            

Norma Dove highlighted her proposal for construction of a labyrinth in Pioneer Park noting that it would be good for the community in their health, it would draw people from out of the area, it could be placed in the grass area near the stage and grand stand, the size would be approximately 42’ x 42’, the cost would be $50,000, and that she had spoken with Sue Shaffer who told her that she needed to talk to the council about the proposal.

Discussion:  The council discussed how Ms. Dove proposed to pay for this, that the city had no money to put toward the project, that it didn’t fit with the theme of the park and the impact it would have on Pioneer Days and those who use the park by taking away some of the grass area.  The council further stated that she should set up a meeting with the Park Board to discuss the project.

 

XII.     NEW BUSINESS DISCUSSION AND/OR DECISION:

1.                  Utility Deposits / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo noting that the policy for establishing new water and sewer accounts is to collect a deposit equal to 3 months service.  With the new rate increase the deposit required is now $180.  There have been complaints that this amount is unaffordable for most people.  Staff has been exploring the possibility of reducing the amount of deposit required to 2 months service which would be $120.

Councilor Coleman moved, Councilor Braudt seconded a motion to charge the equivalent of 2 months service as a deposit for establishing water and sewer service.

Discussion:  The council generally discussed the amount of the deposit, the deposits that other cities charge, the intent of the deposits covering finaled bills and whether collecting the equivalent of 2 months of service would be adequate.

 

All voted “yes”.  The motion carried.

 

2.                  Senior Project - Kelsey Hodges

Kelsey Hodges, a senior at Days Creek High School, presented a proposal for her senior project.  The project would consist of constructing two benches to be placed under the Library window and to paint areas around the front of the library that do not match the rest of the building.

            Councilor Kovachy moved, Councilor Coleman seconded a motion to allow Kelsey Hodges to construct and place benches meeting ADA requirements and fix the front of the library as proposed.

 

            Discussion:  The council generally discussed the location of the benches, the area that would be painted on the front of the building, not impeding wheelchair access by meeting ADA standards and Ms. Hodges consulting with Public Works Superintendent Lakey regarding the painting. 

 

It was noted that staff discussed presenting certificates of appreciation to the youth group who cleared the creek area at Pioneer Park.  Staff was unable to get names from the organizer for the certificates.  It was further noted that the city might generate a letter of appreciation for the hard work of the youth group.

 

XIII.    QUESTIONS AND COMMENTS FROM THE AUDIENCE:

Norma Dove – 509 Leland Ave., Canyonville – asked if there was anything else she could present to the park board at her meeting with them.

The council stated a diagram showing where she proposed the labyrinth be placed should be included.

 

Councilor Coleman noted that regarding the request from the Chamber welcome signs, the Chamber was able to get insurance coverage for the signs, so the issue does not need to be on the agenda anymore.

 

XIV.    CORRESPONDENCE IN PACKET:

None

 

XV.      CORRESPONDENCE AVAILABLE FOR INSPECTION AT THE ADMIN OFFICE:

1.                  Seniors Escorting Seniors – June 2010 Report

 

8:45 Mayor Deaton called for a 5 minute break before reconvening into Executive Session.

 

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, August 5, 2010 @ 7:00 p.m.

2.                  City Council Regular Session – Monday, August 16, 2010 @ 7:00 p.m.

 
XVII.  ADJOURNMENT

            Being no further business, the Council adjourned at 9:45 p.m.

             

 

Submitted by:                                                                         Approved by:

 

 

 

______________________________                                     ______________________________

Joan Beckman, Deputy Recorder                                         Robert A. Deaton, Mayor

 

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