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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, August 16, 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, Coleman, Douglas and Barton**.

COUNCIL ABSENT:               Councilor Kovachy was absent.

STAFF PRESENT:                   Administrator/Recorder Janelle Evans and Superintendent Tony Lakey.

STAFF ABSENT:                     Deputy Recorder Joan Beckman was excused.

 

III.                         AGENDA REVIEW AND/OR ADDITIONS:

None.

 

IV.                          APPROVAL OF MINUTES:

1.                  Regular Session / 7-19-10

Councilor Braudt moved, Councilor Douglas seconded a motion to approve the Regular Session 7-19-10 minutes as written.  All voted “yes”.  The motion carried.

 

V.        CONSENT CALENDAR:     

1.         Financial Reports

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

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

c)   Revenue Analysis (Period 1, July).

Councilor Parker moved, Councilor Coleman seconded a motion to approve the Consent Calendar as presented. 

Discussion:  The council questioned the negative figure on the Payroll Accruals Register for the 4th employee.  Administrator/Recorder Evans noted that it was to correct an error on the previously run payroll.

All voted “yes”.  The motion carried.

 

VI.       SPECIAL MATTERS:

1.                  Donation Request – Pioneer Days Pie Auction / Carol Malmay

Councilor Coleman spoke in behalf of the pie auction request from Carol Malmay highlighting the purpose and uses of the auction proceeds and encouraged participation.

 

VII.     REPORTS:

1.                  SHERIFF’S OFFICE

a)      Marty Case

Sergeant Case highlighted the stats for July. 

b)      DC Sheriff’s Office Community Newsletter

The Council read the newsletter on their own.

 

2.                  SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report adding:

a)      2 – 220 air conditioners; One doesn’t work and the working condition of the other is unknown.  There is a process for disposal – beginning with declaring the air conditioners surplus.

b)      Traffic Paint – There is only enough white paint for the school crossing on 1st St.  Superintendent Lakey has not been able to find more water base paint to purchase.  He located oil-base paint but the city doesn’t have the equipment to use it.

c)      Winwalker Reservoir inspection – A report was generated by the Water Master’s Office inspection team and there is work that needs to be done, clearing vegetation, etc.

d)      S Pine Street – Superintendent Lakey and the city’s engineer are considering this street for the next SCA grant application.

e)      YMCA was painted by Lynn Herbert with the help of volunteers and looks great.

Discussion:  The council generally discussed if they should declare the air conditioners surplus at this time, if paint was available from the state or county, that there is a worldwide shortage of paint and the condition of South Pine Street.

           

City Administrator/Recorder Evans noted that the disposition of the air conditioners would be placed on the September Council Meeting Agenda.

 

3.                  ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting:

a)      Audit took place while Administrator/Recorder Evans was gone and went well.

b)      Land Use – 2 items coming up for the September Planning Meeting / CUP for Best Western and LLA for Darrell Brown on Frontage Road.

c)      Sewer Upgrade – no news yet.

d)      Employee Handbook – Employees have received the handbook and all have signed an  acknowledgement of receipt.  Further formal training will be needed on the handbook. 

 

4.                  BOARDS, COMMISSIONS AND COMMITTEES

a)      Library Board:

                        None

b)      Fire Department:

            None

c)      Downtown Association:

Joanne Gordon/Commonwealth Gardens representing the Main Street Association noted that they have received 3 bound copies of an Economic Opportunities Analysis that had been completed as part of the process for a grant for the Main Street Association.  One copy will be for the Chamber, one for the Main Street Association and they were considering leaving a copy at city hall or the library.  There will be a public presentation of the analysis on September 8th @ 7:00pm in the Council Chambers.  She further reported that there is a river clean up planned for September 11th & 12th  sponsored by SOLV and they would like to clean up Canyon Creek at Pioneer Park.

Discussion:  The council expressed an interest in checking out the analysis and wanted to be notified where the 3rd copy would be located.  It was also noted an electronic copy could be viewed on the Chamber’s web site “canyonvillecamberofcommerce.org”  

 

** Councilor Barton arrived at 7:30

 

d)      Other

None

 

VIII.    PUBLIC HEARINGS:

1.                  Ordinance No. 604 – An Ordinance Amending Chapter 18 of the Canyonville Municipal Code Relating to Public Hearings, Notifications and Application Fees. / Memo, Administrator/Recorder Evans

Mayor Deaton opened the Public Hearing on Ordinance No. 604 – An Ordinance Amending Chapter 18 of the Canyonville Municipal Code Relating to Public Hearings, Notifications and Application Fees.

 

Mayor Deaton asked if any member of the council wished to declare a conflict of interest or ex-         parte contact.

There were none.

 

Administrator/Recorder Evans highlighted her memo noting that the amendment to Chapter 18 of the Canyonville Municipal code had come before the Planning Commission at the August 12th meeting for public testimony and that the Planning Commission had adopted the findings and recommended the amendments to the Council for approval.

 

Mayor Deaton asked if there was any comment in favor from the public.

There was none.

 

Mayor Deaton asked if there was any testimony in opposition from the public.

There was none.

 

Mayor Deaton closed the Public Hearing.

 

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

1.                  Ordinance No. 604 – An Ordinance Amending Chapter 18 of the Canyonville Municipal Code Relating to Public Hearings, Notifications and Application Fees.

Mayor Deaton asked if there was any further discussion from the council.

There was none.

Councilor Braudt moved, Councilor Barton seconded a motion to approve the recommendation and findings of the Planning Commission concerning the amendments to Chapter 18 of the Canyonville Municipal Code.  All voted “yes”.  The motion carried.

 

Councilor Braudt moved, Councilor Parker seconded a motion to adopt Ordinance No. 604 – An Ordinance Amending Chapter 18 of the Canyonville Municipal Code Relating to Public Hearings, Notifications and Application Fees.  All voted “yes”.  The motion carried.

 

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

None   

 

XI.       OLD BUSINESS DISCUSSION AND/OR DECISION:

1.         UPDATE Fireman’s Booth Agreement – None  

 

XII.     NEW BUSINESS DISCUSSION AND/OR DECISION:

1.                  Canyonville Haunted House/Pioneer Park – Bill Burkhert

Bill Burkhert referred to his correspondence provided to the Council and requested permission to reserve Pioneer Park for the annual Canyonville Haunted House.

 

Mayor Deaton noted that at the 7-19-10 Council Meeting the council had requested that Mr. Burkhert speak with Patti McCollum (Pumpkin Festival Coordinator) to see if this would work with her schedule.

 

Mr. Burkhert stated that he and his sister met with Ms. McCollum and as far as they understood they had come to an agreement with Ms. McCollum that they would help her in placement of the tables that they would need to remove from the Pavilion that would be used as a place for people to eat and such.  He further noted that they would compensate Ms. McCollum for whatever she would need in order to let them use the Pavilion for the entire month of October.  From their understanding Ms. McCollum was fine with that.

 

Mayor Deaton asked if anyone had heard from Ms. McCollum about this one way or another.

 

Administrator/Recorder Evans stated that she knew that the Burkhert’s were supposed to talk with Ms. McCollum, that there was a little concern about using the area and asked Mr. Burkhert if he had worked that out with Ms. McCollum.

 

Mr. Burkhert stated that he had.  He further said that what they would need during the Pumpkin Festival was strictly the Pavilion, and that they wouldn’t even be using it during the festival whatsoever.  Mr. Burkhert explained that the reason they need the Pavilion so long is because it takes literally a month to set up the Haunted House and it’s very complicated, involved and technical.

 

Administrator/Recorder Evans stated that she didn’t think there was a conflict with Ms. McCollum and that we could double check to be sure there wasn’t a problem.  She further added that in order for the Burkhert’s to move ahead and assuming that there’s not a conflict, would the council want to rent the park to the Burkhert’s for the entire month?

 

Discussion:  The council discussed how much the charge would be for renting the park for an entire month, if the Haunted House was a fundraiser and that for the use of the pavilion it was a $25 refundable charge.  They further discussed that the event was something for the children to do on Halloween.

 

Mr. Burkhert noted that they use the School Committee to cover their insurance and be involved as they want to, that he and his sister use out-of-pocket money and that even with charging admission they never break even.  He further noted that if they weren’t able to begin construction until after the Pumpkin Festival they would barely make it for Halloween.

 

Councilor Coleman moved, Councilor Braudt seconded a motion to allow the Burkhert’s to use the Pavilion at the Pioneer Park for the full month of October.

 

Discussion:  The council generally discussed a waiver to some of the restrictions contained in the park use agreement, that Pioneer Days has a waiver to the restrictions, skateboarders that visit the park and potential vandalism, that the structure will be self contained and locked and that the sheriff’s department patrols the area.

 

All voted “yes”.  The motion carried

 

The council further instructed staff to place a waiver to the park rules on the agenda for the September Council Meeting.

 

XIII.    QUESTIONS AND COMMENTS FROM THE AUDIENCE:

            Steve Kelly, Superintendent SU School District – Mr. Kelley handed out information to the council:

1)      SU School Foundation’s 5th Annual Fundraiser – Saturday, Sept. 18, 2010, 6:00pm @ 7 Feathers

2)      SU School District FYI report – The report included information on how schools are doing and that students are graduating unprepared for higher education.  South Umpqua is beginning a proactive program known as GEAR UP raising awareness and readiness for college, currently there are 50 students scheduled for UCC classes and the school is looking at revisions of current S.U.S.D. policies.

 

XIV.    CORRESPONDENCE IN PACKET:

1.                  8-5-10 Radio Tower / Larry & Dania Wheatley

Discussion:  The council generally discussed the radio tower lease agreement and that it doesn’t actually expire until 12/31/2011.  The council further discussed radio interference that some citizens have been experiencing, that staff has referred people to the FCC as well as Mr. Larson, that staff has been told the radio tower is up for sale, and that the radio tower has told us they have done everything to try to alleviate the problem.  It was determined that Randy Larson should come and speak with the council at the September Meeting and Mr. Wheatley should be invited to attend.

 

XV.      CORRESPONDENCE AVAILABLE FOR INSPECTION AT THE ADMIN OFFICE:

1.                  Seniors Escorting Seniors – July 2010 Report

2.                  Property Management/Owner Terms, Conditions & Agreement/1052 Hamlin Dr

3.                  Senior Project Proposal Approval/Kelsey Hodges

 

XVI.    ANNOUNCEMENTS:

1.                  Planning Commission Regular Session – Thursday, September 2, 2010 @ 7:00 p.m.

2.                  City Council Regular Session – Monday, September 20, 2010 @ 7:00 p.m.

 

Transcribed from Tape and

Submitted by:

 

 

 

______________________________

Joan Beckman, Deputy Recorder  

 

 

Mayor Deaton closed the Regular Session at 8:00pm 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

Being no further business the Executive Session adjourned at 9:00pm.

             

 

                                                                                                Approved by:

 

 

 

                                     ______________________________

                                                Robert A. Deaton, Mayor

 

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