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5-21-2012 CC Minutes


CITY OF CANYONVILLE
MEETING MINUTES

REGULAR SESSION 7:00 P.M.
Monday, May 21, 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 and Barton***.

COUNCIL ABSENT: None.

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 4-16-12 Minutes

Councilor Kovachy moved, Councilor Douglas seconded a motion to approve the 4-16-12 Regular Session Minutes as written. All voted “yes”. The motion carried. *Councilor Barton was not present for the vote.

VI.     PUBLIC HEARINGS:

1. Possible Uses of State Revenue Sharing

Administrator/Recorder Evans noted that the Budget Committee had held the first Public Hearing for possible uses of State Revenue Sharing on May 15, 2012. The

                 consensus of the Budget Committee was to utilize the State Revenue Sharing in
             the General Fund to assist in payment of the Sheriff’s Contract, Parks
             Department and Donations. 
Tonight was the second hearing to take public
             testimony on proposed uses of State Revenue Sharing.

Mayor Deaton opened the Public Hearing to consider proposals for uses of State Revenue Sharing.

Mayor Deaton asked if the public had any proposals for uses of State Revenue Sharing.

There were none.

Mayor Deaton closed the Public Hearing on uses of State Revenue Sharing.

Councilor Parker moved, Councilor Braudt seconded a motion to approve the Budget Committee’s recommendation for uses of State Revenue Sharing. All voted “yes”. The motion carried. *Councilor Barton was not present for the vote.

VII.   COUNCIL BUSINESS:

1. Resolution No. 596 – Resolution of the City Council of the City of Canyonville Establishing Eligibility to Receive Funds /Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that the City must provide four or more municipal services in order to be eligible to receive State Revenues. Resolution No. 596 certifies the City’s qualification.

Councilor Braudt moved, Councilor Douglas seconded a motion to adopt Resolution No. 596 - A Resolution of the City Council of the City of Canyonville Establishing Eligibility to Receive Funds. All voted “yes”. The motion carried. *Councilor Barton was not present for the vote.

2. Resolution No. 597 – Resolution of the City Council of the City of Canyonville Declaring the City’s Election to Receive State Revenues / Memo, Administrator/Recorder Evans

Administrator/Recorder Evans noted that once the City certifies that eligibility requirements are met, then the intent to receive the State Revenues must be declared. Resolution No. 597 declares the City’s intent to receive the State Revenues.

Councilor Kovachy moved, Councilor Douglas seconded a motion to adopt Resolution No. 597 – A Resolution of the City Council of the City of Canyonville Declaring the City’s Election to Receive State Revenues. All voted “yes”. The motion carried. *Councilor Barton was not present for the vote.

 

3. Disposal of the manufactured home at 1052 Hamlin

Administrator/Recorder Evans noted that in July 2010 the City had purchased the property addressed 1052 Hamlin adjacent to the Sewer Plant. The intent was to utilize the property for Phase 1 in the expansion of the Sewer Plant. The property has a manufactured home located on it and the City had been renting it out temporarily until the first phase of the Sewer Plant upgrade was to begin. The first phase is projected to begin this fall, the home is currently unoccupied and Administrator/Recorder recommended the City advertise for sealed bids on the manufactured home with the stipulation that it be moved at the purchaser’s expense by a specific date.

Councilor Parker moved, Councilor Braudt seconded a motion to advertise accepting bids on the manufactured home located at 1052 Hamlin with a minimum bid of $5,000, as is, with the requirement that the individual who is awarded the bid will be responsible for moving the home.

Discussion: The Council discussed the condition of the manufactured home, a minimum bid requirement, a right to refuse any or all bids, the expense of moving the home, the year and make of the home and advertising for bids beginning June 1st with a closing date of June 30th.

All voted “yes”. The motion carried. *Councilor Barton was not present for the vote.

4. Authorization for Mayor to sign settlement agreements

Councilor Kovachy moved, Councilor Douglas seconded a motion to authorize the Mayor to sign all the settlement agreements. All voted “yes”. The motion carried. *Councilor Barton was not present for the vote.

5. Award Auditing Services contract

Administrator/Recorder Evans noted that at the February 21, 2012 Regular Council Meeting staff had been authorized to proceed with the RFQ process for a new auditor. $15,000 had been budgeted for auditing services. The RFQ had been advertised on the League of Oregon Cities Website and with the News Review. Four proposals were received, reviewed and scored by Administrator/Recorder Evans, Bookkeeper Dawn Beebe and Councilor Frank Braudt. The maximum number of points was 100. Following are the results:

· Neuner Davidson & Cooley (current auditor) 80 points

· Jarrard, Seibert, Pollard & Co. 63 points

· Pauly Rogers and Co. 86 points

· Isler CPA 86 points

**Councilor Barton arrived @ 7:40 p.m.

Based on Isler CPA’s reputation, their experience in teaching classes at Municipal Finance Conferences, and their presentations being clear and easy to understand, it was Staff’s recommendation that Council award a four year contract to Isler CPA in the amount of $14,500.

Discussion: The Council discussed the bid amounts, the difference in hours projected in the bids, the State’s recommendation to change auditors every five years, the need to be able to understand the auditor and an auditor who would clearly state the financial condition of the City. The Council also discussed staff contacting the top two scoring auditors for more information.

It was the consensus of the Council to table the issue and direct staff to do additional
         research.

VIII.  REPORTS:

1. SHERIFF’S OFFICE

a) Marty Case

Sergeant Case highlighted the STATS for the month of April, 2012.

Sergeant Case further began a discussion with Council regarding a local resident who has been giving many individuals in the City trouble including City Hall Staff.

Sergeant Case, Council and Staff discussed giving warnings to the individual, enforcing the code based upon complaints coming forth and the erratic/threatening
behavior from this individual which could potentially put the City’s staff in danger. It was further discussed at what point an immediate threat was determined. Council and Staff expressed great concern over the safety of the City’s employees. Sergeant Case noted that the Sheriff’s Department was aware of the individual and just wanted Council informed.

b) DC Sheriff’s Office Community News Letter

The Council read the news letter on their own.

2. SUPERINTENDENT’S REPORT

Superintendent Lakey highlighted his report noting that his staff had been very busy. Office Staff was in the process of advertising for the temporary summer help.

· Park - The tables have been glued down to keep individuals from moving them. Also the “Phantom Pooper” is back and making a big mess in the restrooms. It may be necessary to leave the doors unlocked only during working hours.

· WWTP – DEQ has authorized land applications prior to June 1st. A warning letter had been received due to plant failure.

3. ADMINISTRATIVE REPORT

Administrator/Recorder Evans highlighted her report noting the following:

· Water / Sewer Rate Increases – Notice of the rate increases will be included in the next billing and will reflect on the June 16th to July 15th billing period.

· IT Tech – Lacodia Tech, the City’s IT Tech is no longer with us. We are in the process of locating a replacement.

· Water Rate Study – Chris Marko plans to have information ready for the Council in June.

· Sewer Plant Upgrade – A meeting was held with DEQ to discuss the proposed amendment to the Facility Plan. According to DEQ there were a couple of issues needing to be addressed before approval of the amendment. Once approved, Council will need to adopt the Facility Plan. At that point the City will need to secure funding for the project.

4. BOARDS, COMMISSIONS AND COMMITTEES

Councilor Coleman noted that the Pioneer Days Committee will begin meeting this month. She also noted that Saturday, June 2nd there will be a City Wide Yard Sale followed by a Spaghetti Dinner at Pioneer Park.

IX.     CORRESPONDENCE/INFORMATION:

1. In Packet:

None.

2. Available for Inspection:

a) Seniors Escorting Seniors – April 2012 Report

X.      ANNOUNCEMENTS:

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

2. ADD: City Council Special Session – Monday, June 11, 2012 @ 7:30 p.m.

3. City Council Regular Session – Monday, June 18, 2012 @ 7:00 p.m.

XI.    ADJOURNMENT

Being no further business the meeting was adjourned at 8:30 p.m.

Submitted by:                                                 Approved by:

_____________________________           _________________________________
Joan Beckman, Deputy Recorder                   Robert A. Deaton, Mayor

 

 


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