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CANYONVILLE CITY COUNCIL

MEETING MINUTES

EXECUTIVE & REGULAR SESSION 7:00 P.M.

Monday, August 15, 2011

 

 

EXECUTIVE SESSION AGENDA

 

I.                               CALL TO ORDER

COUNCIL PRESENT: Mayor Deaton, Councilors Braudt, Parker, Douglas, Kovachy**, Coleman and Barton**.

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

 

II.                DISCUSSION:  ORS 192.660 (2) (h) Legal counsel – for consultation with counsel concerning legal

 rights and duties regarding current litigation or litigation likely to be filed.

 

** Councilor Kovachy arrived @ 7:06 pm

** Councilor Barton arrived @ 7:45 pm

 

III.                         EXECUTIVE SESSION ADJOURNMENT

Mayor Deaton adjourned the Executive Session @ 8:00 pm and called for a 5 minute break before reconvening into Regular Session.

 

REGULAR SESSION

 

I.                               CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Mayor Deaton called the meeting to order at 8:05 p.m. and all joined in the Pledge of Allegiance.

 

II.                            ROLL CALL:

COUNCIL PRESENT:             Mayor Deaton, Councilors Braudt, Parker, Douglas, Kovachy, Coleman, Barton and Student Councilor Webb.

COUNCIL ABSENT:               None.

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

STAFF ABSENT:                     None.

 

III.                         AGENDA REVIEW AND/OR ADDITIONS:

None

 

IV.       PUBLIC COMMENT:

Steve Kelley highlighted a flyer he had passed out to the Council noting the progress in percentages of the implementation of their recent new school policies:

·         No “D’s”

·         A student must pass all classroom proficiencies to receive their earned letter grade of “C” or higher

Mr. Kelley also noted that school will begin on August 29th and that the annual school fundraiser will be taking place on September 17, 2011 at the Casino Convention Center.

 

V.        CONSENT CALENDAR:     

1.                  Approval of Regular Session 7-18-11 Minutes

2.                  Financial Reports

                        a)         Expenses vs. Budget w Encumbered (Period 1, July).

                        b)         Payroll Accrual Register (Period 1, July).

                        c)         Revenue Analysis (Period 1, July).

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

 

VI.       PUBLIC HEARINGS:

            None

 

VII.     COUNCIL BUSINESS:

1.                  Potential Water & Sewer Rate Study

The Council discussed holding a work session regarding water & sewer rates in the near future. 

 

Further, the consensus of the Council was to hold another Executive Session on Monday, August 22, 2011 @ 7:00 p.m. and noting the basis of the discussion as ORS 192.660 (2) (h) Legal counsel – For consultation with counsel concerning legal rights and duties regarding current litigation or litigation likely to be filed. 

 

2.                  Ordinance No. 607 – An Ordinance Amending Chapter 8.04.090 of the Canyonville Municipal Code Relating to Weeds as a Nuisance / Memo, Deputy Recorder Beckman

Administrator/Recorder Evans noted that at the July 18, 2011 Council Meeting staff had been directed to re-write Ordinance No. 607 increasing the height limitation for weeds, grass or other noxious growth as a nuisance from 10” to 12”.

Councilor Parker moved, Councilor Braudt seconded a motion to adopt the revised version of Ordinance No. 607 – An Ordinance Amending Chapter 8.04.090 of the Canyonville Municipal Code Relating to Weeds as a Nuisance.  All voted “yes”.  The motion carried.

 

3.                  Resolution No. 590 – A Resolution of the City Council of the City of Canyonville Extending the City of Canyonville’s Workers’ Compensation Coverage to Volunteers of the City of Canyonville// Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that City County Insurance requires yearly adoption of a resolution declaring the City’s intent to provide workers’ compensation coverage for specific volunteers.  Resolution No. 590 fulfills this requirement.

Councilor Coleman moved, Councilor Parker seconded a motion to adopt Resolution No. 590 – A Resolution of the City Council of the City of Canyonville Extending the City of Canyonville’s Workers’ Compensation Coverage to Volunteers of the City of Canyonville.  All voted “yes”.  The motion carried.

           

4.                  2nd Amendment to IGA for Building Services – DC Building Dept / Memo, Administrator/Recorder Evans 

Administrator/Recorder Evans highlighted her memo noting that the County was requesting an extension of the previous amendment to the IGA for Building Services.  The previous amendment allowed the County to keep 100% of the permit fees collected.  This amendment is for a 1 (one) year extension only and would end on July 1, 2012.

 

Councilor Barton moved, Councilor Kovachy seconded a motion to approve the Second Amendment to the Intergovernmental Agreement For Building Services.

 

Discussion:  The Council discussed concern over setting precedence through the agreement.

 

Administrator/Recorder Evans noted that due to the downturn of the economy, not much building was taking place therefore the loss of revenue from the portion given to the City was minimal.  She further noted that if there was more building activity she would be inclined not to agree to the extension of the agreement.

 

            All voted “yes”.  The motion carried.

 

VIII.    REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case noted that the recent concert at Pioneer Park went well and attributed it to the fund raising group and City Administrator/Recorder Evans working together in preparation and planning for the event.  He further noted that OSP, Winston Police, Myrtle Creek Police and the Sheriff’s Department were present to help out.  Sergeant Case further reported the STATS for June and July.

 

b)      DC Sheriff’s Office Community Newsletter

The council reviewed the newsletter on their own.

 

2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting the following:

·         WWTP – The #1 Treated effluent pump experienced a moisture alarm failure and was sent out for service.  Treated effluent was then pumped to the filters through #2 and #3 pumps.  The high levels caused the float system to stick which resulted in some flooding to the ground level clarifier.   Staff responded efficiently.  These occurrences are indicators of the necessity for the Sewer Plant Upgrade.  No permit violations occurred during the events.  

·         WTP – Leaks are being discovered and repaired as staff is able.

·         Park – Nut trees over the pavilion have been trimmed in preparation for up-coming Pioneer Days Events.

 

3.                  ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting the following:

·         Audit – The audit has been completed.

·         Planning –

Due to other pressing matters a Planning Commission Meeting will not be held for September.

The City’s Comprehensive Plan has been codified and typed into the computer.

·         CDBG Funding – Staff is requesting and tracking reimbursement payments from the grant administrators.

·         Sewer Plant Upgrade – Superintendent Tony Lakey and Rob Siegrist traveled to California to observe MBR Treatment Systems currently in use.  Their recommendation was to go with the MBR for Canyonville’s WWTP.  The next step for the upgrade will be revision of the Facility Plan by the engineering firm and sending the plan to DEQ for approval.

·         A last minute request from the Pioneer Days Committee had been submitted for sponsorship of the Pioneer Days Parade.  The fundraising committee will be preparing gift bags for parade participants instead of plaques.  Administrator/Recorder Evans requested approval from the Council for the budgeted $35 for the parade to be used for gift bags.

Councilor Coleman moved, Councilor Barton seconded a motion to approve the $35 donation for the Pioneer Days Parade and changing the sponsorship from a plaque to a gift bag or whatever the Pioneer Days Committee decides.  All voted “yes”.  The motion carried.

 

4.                  BOARDS, COMMISSIONS AND COMMITTEES

None

                                                                                               

IX.       CORRESPONDENCE/INFORMATION:

1.                 In Packet:

a)      Local Government Notification / OLCC Renewals

b)      Seniors Escorting Seniors – July 2011 Report

Mayor Deaton recommended that if the Council had no objection to give the next Seniors Escorting Seniors Report to Councilor Douglas so that he could contact them and get a more detailed explanation of the report.

c)      Pioneer Days Auction / Carol Malmay

 

2.                 Available for Inspection:

None

 

X.        ANNOUNCEMENTS:

            ADD:   1.  Executive Session – Monday, August 22, 2011 @ 7:00 p.m.

2.         Planning Commission Regular Session – Thursday, September 1, 2011 @ 7:00 p.m.

3.                  City Council Regular Session – Monday, September 19, 2011 @ 7:00 p.m.

 

XI.                          ADJOURNMENT

Being no further business the meeting was adjourned at 8:55 p.m.

 

Submitted by:                                                                         Approved by:

 

 

______________________________        _____________________________

Joan Beckman, Deputy Recorder                                         Robert A. Deaton, Mayor     

                                                                            

 

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