MINUTES OF THE CITY OF HEPPNER CITY COUNCIL MEETING
HEPPNER CITY HALL, 111 N. MAIN STREET, HEPPNER, OREGON
7:00 PM, June 11, 2007
NOTE: Where stated “Motion Carried” is considered unanimous, unless otherwise stated.
ATTENDEES:
Mayor, Les Paustian
City Manager, Dave DeMayo
Judy Buschke
Glenn Baker
Cindi Doherty
Kay Robinson
George Koffler
Jo Ann Burleson
Brian Harmon, Public Works Director
Anne Spicer, City Attorney
Sgt Randy Rayburn, MCSD
Rusty Estes, Heppner Fire Department
MEMBERS OF THE PUBLIC IN ATTENDANCE:
David Sykes, Heppner Gazette
Tammy Malgesini, East Oregonian
Bruce Buchanan, OHCS
Darlee Rex, Rex Consultants
Donald Mc Callister
Becky Crumbliss
1. GENERAL BUSINESS
A. Call to Order: The June 11, 2007 meeting of the Heppner City Council was called to order at 7:00 PM by Mayor Paustian.
B. Pledge of Allegiance: Mayor Paustian let the Council and attendees in the Pledge of Allegiance.
C. Announcements – Mr. De Mayo announced that the meeting would be temporarily adjourned in order to conduct an Executive Session. IAW ORS 192.660(1)(H) – Litigation.
Meeting adjourned to Executive Session at 7:02 PM.
Executive Session concluded at 7:12 PM.
C2. Agenda Additions: Mr. De Mayo announced that Bruce Buchanan, OHCS, and Darlee Rex, Rex Consultants, are in attendance to brief the Council on the status of the Senior Center Grant/Refinance Request.
1) Mr. Buchanan briefed the Council on the status of the funding request for the senior center that was submitted in January for the spring funding cycle. He stated that the request was not funded in this cycle. There were 21 applications submitted; only 12 were funded. This is a highly competitive process. The areas in Heppner’s application that were weak are readily solvable. His recommendation is to reapply in the fall cycle. The deadline for this cycle submission is in July. Mr. Buchanan turned the discussion over to Ms. Rex.
Ms. Rex announced that she is here to answer questions from the Council on the application. Mr. Koffler asked about the areas of the proposal that were weak. According to Ms. Rex, these were budget and weatherization of the building. CAPCO looked at the building and judged what weatherization funds could be used for the project. This amount came to approximately $1600-1900. CAPCO used their fund estimate for weatherization and not the state fund amount. This was a mistake which will be corrected in the next application. The other issue was the ownership of the building and the Housing Authority. This can be straightened out.
Mr. Koffler asked when the grants would be awarded on the July 27 requests. According to Mr. Buchanan, the process would take about 4 months. Another issue was the historical significance of the building. After researching this further, Mr. Buchanan stated that this was not an issue. On the weatherization piece, there are two different pots of money for this. CAPCO has a set of standards that they use. The other pot of money is what is available for this through the funding cycle. This is a different and extensive criteria. CAPCO used their own standards. This is a solvable problem.
Mr. Koffler asked if there would be any difficulty in meeting the July deadline. According to Ms. Rex, there is no problem. Much of the work that was done on the previous application is still valid.
Ms. Rex discussed the incomes. They do have 13 home units that are financed through the home partnership funds from the federal government through HUD. Those rents are what the people are paying now. Thirteen of those units are home units; no one who is above income will have to move. As long as tenants are willing to pay 1/3 of their income for rent, they can live there as long as they want to.
Mr. Paustian asked how successful the second go-round has been in the past. Ms. Rex stated that she usually gets them funded. Mr. Buchanan added that it wasn’t that the application was bad, but that the process is very competitive. The spring round will also be very competitive. Ms. Rex stated that there is a lot of money for funding this time. Mr. Paustian asked if letters of support would be in order. Ms. Rex stated that she will use the letters from the previous application. Mr. Buchanan stated that the previous submission packet contained 350 pages.
2. COMMUNICATIONS FROM THE PUBLIC.
A) Animal Permit Request—Donald and Geraldine Mc Callister, 690 Riverside Road, 5 horses (2 temporarily; 3 permanent). Mr. Paustian asked Mr. Mc Callister about the amount of animals per lot. Mr. De Mayo stated that he was concerned that the carrying capacity of the land is not exceeded. He has not discussed this with Dr. Temple. There is always a potential problem for heartworm when there are too many animals. There has not been a problem with the neighbors. Mrs. Crumbliss, who owns the horses, stated that there will probably be two horses on the property at any one time. Mr. Paustian asked if there would be a fly problem. Mr. Koffler stated that the neighbors are the sewer plant and Public Works yard. Mr. Baker stated that he feels the carrying capacity should be determined.
Action: Motion by Mr. Koffler to approve a permit for two horses to be located on the property at any one time. Seconded by Mrs. Robinson.
Mrs. Burleson asked if there could be a problem with feed for the two horses. According to Mrs. Crumbliss, feed will be provided for the horses.
Question: Motion Carried. Mr. De Mayo will prepare the permit.
B) Request: Permission to use City Hall, August 17 and 18, 2007, Friends of the Library Book Sale. This has been done before.
Action: Motion by Mrs. Robinson to approve the request by the Friends of the Library for their book sale on August 17 and 18, 2007. Seconded by Mrs. Buschke. Motion Carried.
3. CONSENT AGENDA.
A. Minutes of City Council Meeting, May 14, 2007. One typographical error was identified.
B. Resolution No. 673-07, A Resolution Approving Accounts Payable for Payment.
C. Monthly Financial Statement.
Action: Motion by Mrs. Buschke to approve the Consent Agenda. Seconded by Mrs. Robinson. Motion Carried.
4. REPORT FROM THE FIRE CHIEF.
Chief Estes reported the following actions for May.
2 Structure Fires
1 Mutual Aid with Oregon Department of Forestry
5 Motor Vehicle Accidents.
1 Landing Zone secured
27 Calls to Chief Estes.
Four firefighters finished their wildland class and are certified.
The rural fire district purchased a new engine from Oregon Department of Forestry. It is a 1996 GMC 2-ton, 500 gallon. It will be put into service after it is painted red.
5. REPORT FROM COUNTY SHERIFF’S REPRESENTATIVE.
A. Sgt Rayburn reported that there were 400+ hours for last month. There was no Police Commission Meeting in May. Ms. Doherty commented that the deputies have been a lot more visible during the day. Mr. Baker asked if the reporting format showed citations issued. According to Sgt Rayburn, this format does not show citations. He will discuss this with the records clerk to see if this information can be included in future reports.
6. REPORT FROM THE PLANNING COMMISSION. None.
7. REPORT FROM HEPPNER HOUSING AUTHORITY.
Mrs. Buschke reported that there are two vacancies in the Senior apartments, and another tenant is vacating her apartment in August. Potential tenants on the waiting list are being contacted.
8. PUBLIC HEARINGS.
Public Hearing Opened at 7:45 PM.
A) State Revenue Sharing. A Resolution Declaring the City’s Election to Receive State Revenues During Fiscal Year 2007-2008.
Discussion: Mr. De Mayo stated that the revenues are listed on Page 5 of the budget. This amounts to $9,800; $7,000 traditionally goes to the Chamber of Commerce. This year $7,165 has been set aside.
B) FY 07/08 Budget Hearing. A Resolution Adopting the City of Heppner Budget for the Fiscal Year Commencing July 1, 2007, Making appropriations, and Imposing and Categorizing Taxes.
Discussion: Mr. Koffler asked if figures in the budget have changed. According to Mr. De Mayo, the total sum has changed since the actual amount to pay back the water project has been received from OECDD and this changes the total sum. Mr. De Mayo explained the cash carried forward which is the amount to carry the budget until the property tax funds are received in November. The contingency figure has been increased . Cuts include a summer hire for Public Works, City Hall roof, tree trimming in the park, and money that goes to the fire hall for the roof. The fire department is not happy with this. However, it can be put back in if Council wants it to be, but there is a risk. Mr. Koffler asked if this is a timing problem and would the funds be available after November. According to Mr. De Mayo the cash carried forward balance is fine for this year, but the cash carried forward for 2008-2009 will have to be available. The cuts are not temporary, unless there are other places to slash. Mrs. Robinson commented that the fire hall roof is in very bad condition. According to Mr. Estes, the Rural Fire Department will not match funds for building repairs, only equipment. Mr. Baker commented that the contingency should not be touched until November. Mr. De Mayo stated that he isn’t against putting the $8,000 for the fire department roof back in the budget, but there will have to be a cut somewhere else. According to Mr. Estes, the roof is very bad, and insurance will not cover roof repairs. Mr. Koffler asked what the estimate was for replacing the roof, and Chief Estes stated that it was double the amount from two years ago. The City insurance inspector is going to inspect the roof because it leaks over an electrical box and equipment, and is in very bad condition.
Mr. Koffler asked if Ms. Devin has reviewed the budget and Mr. De Mayo assured the Council that Ms. Devin had provided assistance with the budget process.
Public Hearings Closed at 8:02 PM.
9. COUNCIL ACTION.
A. FY 07/08 Budget. A Resolution Adopting the City of Heppner Budget for the Fiscal Year Commencing July 1, 2007, Making Appropriations, and Imposing and Categorizing Taxes.
Action: Motion by Mr. Koffler to approve a Resolution Adopting the City of Heppner Budget for the Fiscal Year Commencing July 1, 2007, Making Appropriations and Imposing and Categorizing Taxes. Resolution No. 0674-07. Seconded by Mrs. Burleson. Motion Carried.
B. State Revenue Sharing. A Resolution Declaring the City’s Election to Receive State Revenues During Fiscal Year 2007-2008.
Action: Motion by Mr. Koffler to approve a Resolution Declaring the City’s Election to Receive State Revenues During Fiscal Year 2007-2008. Resolution No. 0675-07. Seconded by Mrs. Buschke. Motion Carried.
C. A Resolution to Consolidate/Modify Certain Funds in the City Budget.
Discussion: According to Mr. De Mayo, this gives legal sanction to move funds from the Streets and Bridges fund into the Streets fund. This creates documentation for moving the funds. It also creates a new category in the Reserve Fund for Streets and Bridges. There is also a category for sidewalks which has not been deleted in case there is a need in the future for sidewalks.
Action: Motion by Mrs. Doherty to approve a Resolution to Consolidate/Modify Certain Funds in the City Budget. Resolution No. 0677-07. Seconded by Mr. Koffler. Motion Carried.
D. Ratify Donation of Sick Leave for Randy Sample.
Discussion: Mr. Paustian explained that the City employees have donated their sick leave to help Mr. Sample during his illness.
Action: Motion by Mrs. Doherty to Ratify Donation of Sick Leave for Randy Sample. Seconded by Mrs. Robinson. Motion Carried.
Discussion: Mr. Koffler asked if the City has a policy regarding this type of action. According to Mr. De Mayo, this issue as well as time off will be discussed by the Personnel Committee at a later date. Mr. Koffler stated that he feels a policy is needed to clarify this type of action in the future in order to protect City employees.
10. MINUTES OF COMMISSION MEETINGS. Furnished for information.
11. REPORT FROM THE PUBLIC WORKS DEPARTMENT.
A. Activity Report. Mr. Harmon asked the Council to bear with the Public Works Department on cleaning the City yard. They are working on this as time permits. They are also working on a plan to determine disposition of the property once it has been cleaned. Mr. Paustian suggested installing a sign not allowing dumping. Mr. Harmon stated that once the site is cleaned up, then they can formulate a plan. Mr. Paustian feels a sign should be put up. According to Mr. Harmon, this won’t work since people will dump their trash outside the fence.
Public Works is planning projects for the summer. A new employee has been hired, pending records checks. Mr. Paustian added that Public Works is doing a good job with what they have to work with. The drip system for the hanging baskets has not been implemented. City employees will water the baskets for the time being. The only problem Mr. Harmon sees is comp time which is building up.
B. Sewer Plant Upgrades. Mr. Harmon is researching funding for this. Things are stabilizing on watering the golf course. They have met with personnel from several agencies. More fertilizer can be applied. They are working on the watering issue. Mr. Harmon explained
the details of the water usage for the golf course to the Council. Due to changes in DEQ personnel, there has been a change in monitoring test results.
C. Mr. Harmon stated that there had been a problem at Well No. 2. The main valve developed a crack. Well No. 2 failed on Friday, June 8. Public Works is in the process of replacing the valve. Mr. De Mayo added that during the last rainfall, there was a lot of inflow into the sewer system. Mr. Harmon has pictures that he will provide to the Council at the next meeting.
D. Hager Park. The ground will have to dry out from the recent rains before continuing work on the park.
12. REPORT FROM THE CITY MANAGER.
Discussion: Mr. De Mayo stated that most of the items in his report have been covered previously.
•Mr. Koffler noted that there he is still receiving complaints about skateboarders. Merchants are concerned about what their liability is and what can be done about the problem.
•Mr. Koffler commented that he was surprised that the City had gone out for bid on the Kirk Street Bridge since he thought that the City crew was going to do the work, along with assistance from the land owner. He doesn’t feel that a contractor should be paid to do this type of work. Mr. De Mayo stated that it was his understanding that a cost figure was needed. Mr. Paustian asked how many property owners use the bridge? The consensus was that there are probably three who use it sporadically.
•Mr. Baker discussed the skateboarding issue. He stated that skateboarders were using the Bank of Eastern Oregon parking lot and the Episcopal Church sidewalks. He added that this is a growing police problem. He stated that this issue still needs to be addressed. He has had to call the Sheriff’s office late at night because of the noise. He suggested designating a specific area for this activity.
C. New Business.
(1) A Resolution Authorizing the Treasurer of Morrow County to Invest the Funds of the City of Heppner Pursuant to ORS 294.035, 294.124, and Other General Authorizations.
Action: Motion by Mr. Baker to approve Resolution No. 0676-07, A Resolution Authorizing the Treasurer of Morrow County to Invest the Funds of the City of Heppner Pursuant to ORS 294.035, 295.124, and Other General Authorizations. Seconded by Mrs. Doherty. Motion Carried.
13. REPORT FROM THE CITY ATTORNEY. None.
14. REPORT FROM MAYOR/CITY COUNCILORS.
A. Retirement functions for Ms. Devin and Mr. Ehrmantraut. According to Mr. De Mayo, there is a dinner scheduled for June 28, and a reception at City Hall on June 29.
B. Mr. Koffler announced that the Port of Morrow will hold their regular meeting in Heppner on August 8. Willow Creek Valley Economic Development Group will be in attendance to learn what the Port is planning for the County. He encouraged Council members to attend. More details will be provided later.
C. Senior Center. Mrs. Buschke stated that the senior center has received a grant from Wildhorse for 12 round tables for the dining room, a cart for moving the tables, and tablecloths. They need a place to store the old tables. The old tables are still needed periodically and the possibility of storing them in the old dental office was discussed. It was also suggested that the tables could be rented out. The decision is up to the Senior board.
D. Mr. Koffler asked about the status of the modification to the Council tables. According to Mr. De Mayo, Mr. Hager has this on his list—completion date is unknown.
E. Mr. De Mayo announced that the mayors are meeting in Heppner this month. He has also volunteered to hold the League of Oregon Cities Small Cities Meeting in Heppner for the next quarter.
F. Mr. De Mayo stated that the fire hall roof issue still needs to be discussed further. Mr. Paustian mentioned the possibility of applying for tippage fees for this.
16. ADJOURNMENT. Meeting adjourned at 8:40 PM.