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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Monday September 15, 2014

 

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 Parker, Braudt, Coleman, Kovachy and Barton.

COUNCIL ABSENT:      Mayor Deaton and Councilor Loomis.

STAFF PRESENT:         Administrator/Recorder Evans, Public Works Superintendent Lakey, and

  Finance Deputy Recorder Bennett.

STAFF ABSENT:           None

 

III.       AGENDA REVIEW AND/OR ADDITIONS:

           

Add to agenda under Council Business #4 CCA request for approval to have a car wash in City Hall parking lot.

           

IV.       PUBLIC COMMENT:

 

None

         

V.        CONSENT CALENDAR:

 

1.      Approval of Regular Session Minutes for 08-18-14

 

Councilor Barton moved, Councilor Kovachy second a motion to approve the regular session minutes for 08-18-14.  All voted “yes”.  The motion carried.

 

VI.       PUBLIC HEARINGS:

           

            None

 

VII.      COUNCIL BUSINESS:

 

1.      Hillside Christian Church request to utilize park for free meals.

 

The Hillside Christian Church has a licensed portable food/concession trailer that they would like to bring to the park every Wednesday between the hours of 11:00 am to 1:00 pm to provide a hot meal for the less fortunate.  The only thing they would need to use is the electrical outlet for the trailer.

 

Council had some concerns about who would be coming to the soup kitchen.  Emma Bennett, a member of the Hillside Christian Church and organizer of the soup kitchen, explained there will be children, parents, and any who are hungry coming to received a free hot meal. 

 

Councilor Parker questioned if the church would be completeing a park rental form, paying the cleaning deposit and providing proof of liability insurance naming the City of Canyonville on the policy. They have not at this point but would do what the City asks of them.

 

Council inquired as to how long the church would be wanting to use the park.  Ms. Bennett replied they would be offering the free meal as long as they were able too.  There was a great deal of debate about tying up the park for such a long period of time.  After much discussion the Council agreed to allow the soup kitchen to utilize the park every Wednesday for eight weeks.  After the eight weeks Hillside Christian Church may come back to Council to ask for an extension to use the park longer.  Councilor Parker suggested charging for the electricity if this event were to get very big.

 

Councilor Kovachy moved, Councilor Barton second a motion to allow Hillside Christen Church to utilize the park for a soup kitchen for an eight week trial period provided they complete a park rental form, provide proof of liability insurance naming the City of Canyonville, and pay for electricity.  All voted “yes”.  The motion carried.

 

2.      Resolution #625 establishing the South County Community Center (YMCA) fund as a reserve account.

 

At the special meeting on September 4, 2014 Council directed staff to draft a resolution to re-establish the South County Community Center Fund #24 as a reserve fund.  The purpose of the fund would be to accumulate money for future major repairs or improvements.  Both the City and the YMCA would contribute matching annual contributions to the fund.  The current contribution is set at $1,000.00 each.

 

Councilor Parker pointed out that the agreement calls for a matching contribution of up to $1,000.00 and the part of the resolution “Be it further resolved” should say that the City shall contribute up to a maximum of $1,000.00 annually as a match to the account in order to save for future major repairs or improvements.

 

Councilor Barton moved, Councilor Coleman second a motion to adopt Resolution #625 establishing the South County Community Fund #24 (YMCA) as a reserve account with the amended wording to be “BE IT FURTHER RESOLVED that the City shall contribute up to a maximum of $1,000.00 annually as a match to the account in order to save for future major repairs or improvements”.  All voted “yes”.  The motion carried.

 

3.      Changing the shut off date for past due water accounts.

 

The Municipal code Chapter 13.08.060 regulates the billing and collection of the monthly water bill.   According to the ordinance if the bill is not paid by the 16th day of the month, it is considered late and subject to a late fee.  If the bill is not paid by the 25th, the water service is terminated.  However, current city policy has been that water service is not terminated on a Friday, holiday or weekend.  If it falls on those days it is not turned off until the next working day.  Shut offs have to be completed prior to creating the new monthly bill that is sent out at the end of the month.

 

Allowing such a long period of time for the payment of a past due account often causes difficulties for staff.  This month the 25th falls on Thursday and the 26th which is the date we would actually turn off the services falls on Friday.  Since the 26th is a Friday according to City policy the actual water would not be turned off until the 29th and the new bills must be sent out by September 30, 2014.  That leaves only one day to do a two day job.

 

Consensus of Council is that customers know they are late when they receive the late notice and therefore do not need till the 25th before service is terminated. 

 

Councilor Barton moved, Councilor Parker second a motion to establish a new policy changing the shut off date for past due water accounts from the 25th of the month to the 20th of the month.  All voted “yes”.  The motion carried.

 

 

4.      CCA request for approval to have a car wash in City Hall parking lot.

 

Canyonville Christin Academy students is having a car wash to raise money.  They are asking for approval to have the car wash in the parking lot at City Hall .  Council was concerned that if they allow CCA students to have a car wash in the City Hall parking lot they would have to allow others the same privilege. This could be very costly for the City to allow.

 

Councilor Barton moved, Councilor Parker second to decline CCA request to have a car wash in City Hall parking lot.  All voted “yes”.  The motion carried.

 

VIII.    REPORTS:

 

1.      SHERIFF’S REPORT

 

None

 

2.      SUPERINTENDENT’S REPORT

 

Two leaks have been located, one on Crest Drive and one on Reynolds Street, that are scheduled for repair this week.  Superintendent Lakey wanted to make it clear that the City is not in a crisis situation as of yet, but is starting to be proactive in conserving water.  Staff  checked the reservoir last Wednesday and the level was at 30’.  O’Shea creek is now on line and running at 140 gallons a minute. Win Walker reservoir/canyon creek are running at 280 gallons per minute. Staff is trying to manipulate the water flow so that close to the same amount of water flowing into Win Walker is flowing out of Canyon Creek.  Also the plant is running longer hours to utilize more of the water coming down Canyon Creek. Hopefully the rainy season gets here before we need to ask water users to conserve water.  

 

All the bio solids from the sewer plant have been applied to the fields and staff will continue to apply them as needed until October 31, 2014.

 

There has been no vandalism in the Park.  The City has received lots of positive comments about the decision to ban alcohol in the Park.

 

Councilor Coleman has received several complaints about the number of trailers and RV’s that have been utilizing the dump station in front of the city water plant, specifically during the three day weekends.  The long lines have created some problems for the residents near the water plant, besides the fact that the city is not receiving adequate money for the use of the dump station.  Many of these trailers and RV’s are possibly from out of town.  It was Councilor Colemans thought that the dump station should be closed. Superintendent Lakey suggested closing the dump station on Friday through Monday and leave it open Tuesday through Thursday for the local citizens to use.

 

Councilor Coleman moved, Councilor Barton second a motion to close the RV dump station on Elliott Street by the City Water Plant. Councilor Braudt and Councilor Coleman voted “yes”, Councilor Parker, Councilor Barton and Councilor Kovachy voted “no”. The motion failed.

 

Councilor Parker moved, Councilor Barton second a motion to open the RV dump station on Elliott Street by the City Water Plant only Tuesday through Thursday and place a locking cap on it Friday through Monday and allow the city staff to open it at their discretion. All voted “yes”.  The motion carried.

 

2.    ADMINISTRATIVE REPORT

 

To date the City has approved 6 change orders for a total cost of $32,734.00.  This brings the total construction cost to $1,617,305.00. The sewer plant project is approximately 65% complete.

 

The City received a check from Richard Hooper for $6,625.00 to cover the Water and Sewer SDC fees for a single family dwelling on Adel Lane.  A letter was sent to Mr. Hooper requiring a notarized achnowledgement statement regarding the water line.  The statement acknowledges that it is a private line beyond the meter on Hamlin Drive which he is responsible for the maintenance of the line and the City is not responsible for the water flow or pressure on the property.

 

There have been several recently approved land use applications that require completion of public improvements.  In order to have a system for tracking the public improvement projects and costs a public improvement permit has been created.  Once this permit is submitted the plans will be reviewed for conformance to the City’s design standards and if necessary sent to the City Engineer with the cost of review being passed on to the permittee.  Currently CCA has submitted plans for improvement to Second Street, adjacent to their property, consisting of paving the street and installing curb, gutter, sidewalk and storm drains.  Kingdom Hall has also submitted for widening Main Street south of the bridge and installing a sidewalk adjacent to their lot.

 

The following individuals will be on the November ballot for the open Mayor position and three Council postions:

 

Mayor:             Jake Young

Council:           Louise Bargon, Ed Parker, Buddy Kovachy, Mike Boye, Chuck Spindel and Dawn Russ.

 

BOARDS, COMMISSIONS AND COMMITTEES

 

IX.       CORRESPONDENCE/INFORMATION:

1.    Available for Inspection:

a)                Seniors Escorting Seniors –August 2014 Report

 

X.        ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Wednesday, October 8, 2014 @ 7:00 p.m.

2.      City Council Regular Session – Monday October 20, 2014 @ 7:00 p.m.

 

XI.       ADJOURNMENT

There being no further business Council President Braudt adjourned the meeting at 8:11 p.m.

 

Submitted by:                                                                          Approved by:

 

 

______________________________                                          ________________________________

Dawn Bennett, Finance Deputy Recorder                                Frank Braudt, Council President                                                 

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