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CANYONVILLE CITY COUNCIL

MEETING MINUTES

REGULAR SESSION 7:00 P.M.

Tuesday, February 21, 2012

REGULAR SESSION

 

I.               CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Councilor 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 Braudt, Parker, Douglas, Kovachy, Coleman and Barton***.

COUNCIL ABSENT:      Mayor Deaton was excused.

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

STAFF ABSENT:           None.

 

III.         AGENDA REVIEW AND/OR ADDITIONS:

None.

 

IV.     PUBLIC COMMENT:

            None.

 

V.      CONSENT CALENDAR:       

1.      Approval of Regular Session 1-17-12 Minutes

It was noted that page 2 of the minutes under Public Hearings – Ordinance No. 612 that Councilor Kovachy had abstained from voting but the vote reflected “All voted yes”.  The minutes should reflect the actual vote.

Councilor Kovachy moved, Councilor Parker seconded a motion to approve the 1-17-12 Regular Session Minutes with corrections as noted.  All voted “yes”.  The motion carried.

 

VI.     COUNCIL BUSINESS:

1.      Intergovernmental Agreement with LCOG for Fiber Franchise Services / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that LCOG had received a stimulus grant for developing broadband connections to “Community Anchor Institutions” in Douglas, Klamath and Lane Counties.  In order for the City to participate, the City must enter into an Intergovernmental Agreement with LCOG for the fiber optic cable network project.

 

Councilor Parker moved, Councilor Douglas seconded a motion to approve the Intergovernmental Agreement between Lane Council of Governments and the City of Canyonville for the fiber optic project.

           

Todd Way, Project Manager for Douglas Services, Inc. was present for questions.

 

Discussion:  The Council discussed the non-profit status of Douglas Electric, the effect of the broadband services on the other internet providers and the stimulus money that brought this project about.

 

All voted “yes”.  The motion carried.

     

2.      RFP for new Auditor / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans highlighted her memo noting that Government Standards and Practices recommend a change of auditors every 5 years.  Neuner, Davidson & Cooley have been the City’s auditing firm since 1984.  The contract with the current auditor requires a 90 day notice prior to July 1st for cancellation of the contract.  Administrator/Recorder Evans requested permission to begin the RFP process for a new auditing firm for the City.  A copy of the proposed RFP for auditing services was provided for the Council’s review.

 

Councilor Parker moved, Councilor Kovachy seconded a motion to authorize staff to send notice to Neuner, Davidson & Cooley cancelling the contract and proceed with the RFP process.  All voted “yes”.  The motion carried.

 

3.      Trees in front of City Hall / Memo, Administrator/Recorder Evans

Superintendent Lakey noted that the top 10 – 15’ of the trees in front of City Hall were dying due to insufficient room for the tree’s root structure.  Some of the limbs have already fallen and there was a concern of someone possibly getting hurt.  He had gotten a quote of $150 to top the trees or $50 per tree for removal.  Staff was recommending to remove the trees with the exception of the most southerly tree that had been planted in memory of Virginia Proctor, add 3 more rows of interlocking pavers and replanting shrubs or evergreen trees.  The total anticipated cost for the project was $500.

 

Councilor Coleman moved, Councilor Kovachy seconded a motion to direct staff to remove the trees with the exception of the Virginia Proctor tree and authorize the expenditure of funds to raise the planter boxes according to OSHA Standards.  All voted “yes”.  The motion carried.

 

4.      Annual SEI Form and Mailing / Memo, Deputy Recorder Beckman

The Council will be receiving their Statement of Economic Interest Forms in March.

 

5.      Bids for repair of sewer plant roof / Memo, Administrator/Recorder Evans

Superintendent Lakey noted that the roof on the wastewater treatment plant has several spots where the metal has rusted through.  These holes are leaking through onto light fixtures and the housing for blowers and filters.  Since the building will still be utilized with the WWTP Upgrade and the problems will only get worse, the Engineer agreed it could be repaired now instead of when the other improvements are done.  The estimate to replace the entire roof is $8,600.  There is funding in Capital Improvements for this project.

 

*** Councilor Barton arrived @ 7:30pm

 

Councilor Parker moved, Councilor Douglas seconded a motion to authorize the repair of the roof and direct staff to obtain 3 quotes.  All voted “yes”.  The motion carried.

 

VII.   PUBLIC HEARINGS:

1.      ORD. NO. 614 – An Ordinance  Granting Douglas Services, Inc. as Agents for the Lane Council of Governments, A Franchise to use the Public Ways of the City of Canyonville for Purposes of Providing Telecommunications Services Memo, Administrator/Recorder Evans

 

Councilor Braudt read Ordinance No. 614 by title – An Ordinance Granting Douglas Services, Inc. as Agents for the Lane Council of Governments, A Franchise to use the Public Ways of the City of Canyonville for Purposes of Providing Telecommunications Services

 

Councilor Braudt opened the Public Hearing on Ordinance No. 614.

 

Councilor Braudt asked if there was any public comment in opposition to Ordinance No. 614.

There was none.

 

Councilor Braudt asked if there was any public comment in favor of Ordinance No. 614.

There was none.

 

Councilor Braudt closed the Public Hearing on Ordinance No. 614.

 

Councilor Braudt asked if there was any discussion from the Council.

There was none.

 

Councilor Barton moved, Councilor Douglas seconded a motion to approve Ordinance No. 614 - An Ordinance  Granting Douglas Services, Inc. as Agents for the Lane Council of Governments, A Franchise to use the Public Ways of the City of Canyonville for Purposes of Providing Telecommunications Services.  All voted “yes”.  The motion carried.

 

VIII.  REPORTS:

1.      SHERIFF’S OFFICE

a)                Marty Case

Sergeant Case highlighted the STATS the year 2010 and 2011 and for the month of January. 

b)   DC Sheriff’s Office Community News Letter

 

2.      SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting the following:

·        Cliff Church was hired for the WWTP Trainee position.  Staff is very pleased with his progress.

·        Rob & Tony will be attending plant tours in Washington Monday and Tuesday of next week.

·        Park restrooms are now open.

·        Ray’s Market had a sewer issue, City staff didn’t have a map for the sewer flow.  The issue was on Ray’s side and the problem has been fixed.

 

3.      ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting the following:

·        Sewer Plant Upgrade – as soon as the amendment to the facility plan is accepted by DEQ staff will then attend a One Stop Meeting.  A sewer rate study will also have to be done.

·        Water Rate Study – Chris Marko is hoping to have a work session with the Council in the first part of March.

·        Budget – Dawn has been working on the Budget.

·        1992 Ford Ranger Truck was sold for $600

·        Rebecca Lawson has resigned.  Her last day will be February 28, 2012.  Staff has advertised the opening with a March 5th deadline.

 

4.      BOARDS, COMMISSIONS AND COMMITTEES

None

                                                                                               

IX.     CORRESPONDENCE/INFORMATION:

1.    In Packet:

None. 

2.    Available for Inspection:

a)                Seniors Escorting Seniors – January 2012 Report

Councilor Douglas noted that Councilor Parker had contacted him for a copy of Senior Escorting Seniors 501 C3 filing.  Councilor Parker was able to donate $10,000 to Seniors Escorting Seniors through an organization that he was a member of.  The organization, Harm Reduction Center of Southern Oregon, had lost their government funding due to budgetary cutbacks and was forced to disband.  The organization had $120,000 which they were able to split and award to various non-profit organizations throughout Southern Oregon.

X.      ANNOUNCEMENTS:

1.      Planning Commission Regular Session – Thursday, March 8, 2012 @ 7:00 p.m.

2.      City Council Regular Session – Monday, March 19, 2012 @ 7:00 p.m.

 

XI.     ADJOURNMENT

Being no further business the meeting was adjourned at 8:08 p.m.

 

 

Submitted by:                                                     Approved by:

 

 

______________________________              ________________________________

Joan Beckman, Deputy Recorder                       Frank Braudt, Council President           

                                                                            

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