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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday, August 20, 2012

 

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, Douglas, Kovachy, Coleman, Barton*** and Student Councilor Webb.

COUNCIL ABSENT:      None.

STAFF PRESENT:         Administrator/Recorder Evans and Superintendent Lakey.

STAFF ABSENT:           Deputy Recorder Beckman as excused.

 

III.                      AGENDA REVIEW AND/OR ADDITIONS:

None.

 

IV.       PUBLIC COMMENT:

          None.

 

V.        CONSENT CALENDAR:       

1.      Approval of Regular Session 7-16-12 Minutes

Councilor Kovachy moved, Councilor Douglas seconded a motion to approve the 7-16-12 Regular Session Minutes as written.  All voted “yes”.  The motion carried.  Councilor Barton was not present for the vote.

 

VI.       PUBLIC HEARINGS:

            None

 

VII.      COUNCIL BUSINESS:

1.       Auditor Contract / Memo, Administrator/Recorder Evans

 

Administrator/Recorder Evans informed the Council that the contract for the new Auditors, Pauly, Rogers and Co. needed to be approved.  The contract is for 3 years with a provision that it can be cancelled by either party with 6 months notice prior to July 1 of each year.

 

Councilor Braudt stated that he felt paragraph one of the contract was not clearly written.  It states:

 

It is hereby agreed that Pauly Rogers and Co. PC shall conduct an audit of the accounts and fiscal affairs of the City of Canyonville for the period beginning July 1, 2011 and ending June 30, 2014 and annually thereafter in accordance with the Minimum Standards of Audit of Oregon Municipal Corporations as prescribed by law.

 

Councilor Braudt opined that it sounds like they will not do an annual audit until after June 30, 2014.  It was the consensus of the Council that the section needed rewording.  Councilor Braudt proposed the following language for section 1.

 

It is herby agreed that Pauly Rogers and Co., PC, shall conduct an annual audit of the accounts and fiscal  affairs of the City of Canyonville for the period beginning July 2, 2011, and ending June 30, 2014, and, by mutual agreement, annually thereafter.  Audits are to be in accordance with the Minimum Standards of Audits or Oregon Municipal Corporations as prescribed by law.

 

Councilor Kovachy moved, Councilor Parker seconded a motion to approve the contract with Pauly Rogers and Co., PC with the amendment proposed by Councilor Braudt to Section 1.  All voted “yes”.  The motion carried.  Councilor Barton was not present for the vote.

 

2.  City Hall Façade Upgrade

 

The Seventh-Day Adventist Church has a Women’s Ministry that is looking at projects that will improve the aesthetics of the Community.  One project they are considering is a face lift for City Hall.  The Church would provide the labor and equipment if the City provided the materials. 

 

**Councilor Barton arrived @ 7:40pm

 

Kay Cooksley, Community Impact Coordinator for the Church, presented several sketches of ideas for the City Hall building.  They ranged in design from painting sections of the building in three different colors so it looks like three different buildings to much more complex designs with the construction of balconies on the second story and a new roof awning to give the building a pioneer look.  Another option which did not require any structural construction was to paint arch ways over the windows and put a mural in each arch way.

 

Councilor Douglas asked if the City’s insurance would cover the volunteers.  However, Mrs. Cooksley responded that the Church had their own liability insurance for these types of projects.

 

Administrator/Recorder Evans inquired if Mrs. Cooksley had any cost estimates for the project and whether they had an artist committed for the murals.  Mrs. Cooksley said that she had not gotten estimates yet because she wanted to narrow down the choices and that she had talked with several artists.  It is anticipated that it will take between 30-40 gallons of paint for the front of the building and the south side.  The estimated cost is $125.00 for 5 gallons.

 

After much discussion the Council selected the top two designs and asked Mrs. Cooksley to get cost estimates.  The selected designs were the full construction of balconies along the second floor with a new roof structure over the balconies and the design with the arched windows and murals.  Mrs. Cooksley will give the estimates to City Administrator/Recorder Evans.

 

VIII.    REPORTS:

1.      SHERIFF’S OFFICE

a)                Marty Case

Sergeant Case highlighted the STATS for the month of July.

b)   DC Sheriff’s Office Community News Letter

      A letter had not been provided by the Sheriff’s Department.

 

2.      SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting the following:

·        The manufactured home on the sewer property had been moved.

·        The Crest Drive water leak had been fixed.

·        Someone had been using the fire hydrant on the corner of Main St. and 1st St.

·        The Seventh Day Adventist had been painting curbs in the downtown area.  They have assisted with a lot of projects this year and he really wants to thank them for their assistance.

·        The vandalism at the park had been minimal this year up until last week.  Last week there seemed to be daily vandalism such as stuffing all the toilet paper rolls in the toilet and scratching the newly painted handrails at the park.  However, since the park is getting so much use this summer he had chosen not to lock the bathrooms.

 

3.      ADMINISTRATIVE REPORT

Administrator/Recorder Evans reported on the “ONE STOP” funding meeting the City attended on August 14, 2012.  Funding for both Phase 1 ($2,404,700.00) and Phase 2 ($10,501,900.00) were discussed at the meeting.

 

Phase 1 Funding:  It appears that this project may be funded primarily with grant money from Community Development Block Grant.  The City can receive up to $2 million in grant funds.  We have currently spent about $400,000 on the preliminary and final design.  That leaves about $1.6 million for the completion of Phase 1 plus the City’s contribution of $250,000.00. It is possible the City may get a grant for the remaining $550,000 if the sewer rate is at $51.68 by the completion of Phase 1.  In order to qualify for the additional ½ million, the City will need to have an approved rate increase schedule which shows a rate of $51.68 or more.

 

Phase 2 funding:  The following scenarios were presented for funding of Phase 2:

·       Water/Wastewater program:  The award would be $750,000 grant and a loan for $9,901,900 @ 1% interest for 25 years.  Repayment of this loan will result in a monthly increase of $43.67 per equivalent dwelling unit.

·       Rural Development:  Grant for 1.5 million and a loan for $8,401,900 @ 2.75% interest for 40 years.  Repayment of this loan will result in a monthly increase of $36.67 per equivalent dwelling unit.

·       Combination Water/Wastewater and Rural Development: Water/Wastewater: $750,000 grant and a $4,950,950 loan @ 1% for 25 years.  Monthly cost per EDU $20.05.

Rural Development: $1,500,000 grant and a $3,450,950 loan @ 2.75% for 40 years. Monthly cost per EDU $15.06.

 

The combination scenario would be the most beneficial for the City since the total monthly increase would be $35.11 which is less than the other two options.  However, all three options will be presented at a future meeting for Council consideration.

 

4.      BOARDS, COMMISSIONS AND COMMITTEES

None.

                                                                                               

IX.       CORRESPONDENCE/INFORMATION:

1.    In Packet:

a)      8-7-12 Homemade Pie Auction / Carol Malmay

b)     SDA thank you letter

2.      Available for Inspection:

a)                Seniors Escorting Seniors – July 2012 Report

 

X.        ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Thursday, September 6, 2012 @ 7:00 p.m.

2.      City Council Regular Session – Monday, September 17, 2012 @ 7:00 p.m.

 

XI.       ADJOURNMENT

 

Mayor Deaton adjourned the Regular Session @ 8:00p.m. to reconvene into Executive Session.

 

EXECUTIVE SESSION

                                                                                                            

I.          CALL TO ORDER

            Mayor Deaton called the Executive Session to order.

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

COUNCIL ABSENT:      None.

STAFF PRESENT:         Administrator/Recorder Evans and Superintendent Lakey.

STAFF ABSENT:           Deputy Recorder Beckman as excused.

 

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.

 

III.       EXECUTIVE SESSION ADJOURNMENT

Being no further business the Executive Session was adjourned at 9:30p.m.

 

Submitted by:                                                         Approved by:

 

 

______________________________                 ________________________________

Janelle Evans, City Administrator/Recorder        Robert A. Deaton, Mayor       

                                                                            

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