MINUTES OF THE CITY OF HEPPNER CITY COUNCIL MEETING

HEPPNER CITY HALL, 111 N. MAIN STREET, HEPPNER, OREGON

7:00 PM, October 13, 2008

NOTE: Where stated “Motion Carried” is considered unanimous, unless otherwise stated.

ATTENDEES:

Mayor, Les Paustian

Cindi Doherty

Judy Buschke

Keith Lewis

John Bowles

JoAnn Burleson

Steve Bogart, City Manager

Brian Harmon, Public Works Director

Rusty Estes, Fire Chief

Sgt Randy Rayburn, Morrow County Sheriff’s Department

Ann Spicer, City Attorney

Judy Eckman, City Treasurer

ABSENT: Kay Robinson

Members of the Public in Attendance

Samantha Van Doorn

Jack Lytton

Susan Lytton

David Sykes, Heppner Gazette

1. GENERAL BUSINES.

A. Call to Order. The October 13, 2008 meeting of the City Of Heppner City Council was called to order by Mayor Paustian at 7:00 PM.

B. Pledge of Allegiance. Mayor Paustian led the Council members and attendees in the Pledge of Allegiance to the Flag.

C. Announcements – Agenda additions and deletions.

1. Mr. Bogart identified one addition to the agenda—On Call Time for Public Works Employees.

D. Correspondence.

1. Letter, Oregon Government Ethics Commission.

2. Letter, September 24, 2008, Chuck White. Mr. Bogart stated that he has visited with Mr. White over the last 6-8 months. The Council has not discussed this issue. The details will be discussed later in the meeting.

3. Mr. Bogart informed the Council that he had received an E-Mail last week from the manager for the CRS stating that City has not filed appropriate paperwork for flood and fire insurance issues and that the City’s ratings will be changed. This is due in two weeks. Mr. Bogart was not aware of this and will research further.

E. Public Comment. None.

2. COMMUNICATIONS FROM THE PUBLIC.

A. Mrs. Lytton stated that she and her husband do the janitorial work for the Senior Center. There is a request to have more work done, i.e., waxing and stripping the floors. This work cannot be done in one day and the Lyttons would like an increase in their fee to cover this work. According to Mrs. Buschke, the Lyttons need to meet with the Senior Center Board which will meet at 12:30 PM on Wednesday. Mrs. Buschke will ensure that the Lyttons are included in the Agenda.

3. CONSENT AGENDA.

A. Minutes of City Council Meeting, September 8, 2008.

B. Resolution No. 723-08, A Resolution Approving Accounts Payable for Payment.

C. Monthly Financial Statement.

D. Contract for City Manager.

E. Amendment Number 3, Safe Drinking Water Revolving Loan Fund Agreement, Oregon Economic and Community Development Department, Project Number S03008. (Re-Amortization of Loan).

ACTION:

Motion by Mrs. Burleson to approve the Consent Agenda. Seconded by Mrs. Buschke. Motion Carried.

4. REPORTS.

A. Fire Chief.

Chief Estes reported the following actions.

2 Large Wildland Fires

6 Agricultural Burns

2 Unattended Outdoor Fires at night

21 Chief Calls

B. Morrow County Sheriff’s Department

Sgt Rayburn reported the following:

There are 372.5 hours for the month. Sgt Rayburn furnished a new format for the monthly reporting which outlines calls for the month. There have been several juvenile issues recently, although this has subsided somewhat. In answer to Mrs. Burleson’s inquiry as to what is causing the juvenile problem, Sgt Rayburn is not sure. However, the deputies have been monitoring this. Curfew times for Heppner were discussed.

Sgt Rayburn reported that there have been some complaints about speeding on Water Street. The deputies have been watching this and no speeding has been detected.

Mr. Paustian asked if the deputies have been visiting with the juveniles and Sgt Rayburn stated that they have, although the juveniles do not like this. Mrs. Van Doorn pointed out an incident that she had observed in front of Murray’s. According to Sgt Rayburn, this was noted and taken care of. Mr. Bowles stated that he periodically visits with juveniles on a routine basis. He feels that having two deputies on duty instead of the three in the past has caused an increase in problems.

Sgt Rayburn stated that the City curfew is between 9:00 PM and 6:00 AM for minors under the age of 14. The curfew for those minors 14-18 is between 11:00 PM and 6:00 AM. On weekends the curfew is 12:00 Midnight until 6:00 AM. This was set by ordinances which would have to be changed by the Council, according to Mrs. Spicer.

Mrs. Burleson stated that she has noticed several incidents in her neighborhood and has been calling the Sheriff’s Department. She feels citizens should be aware of what is happening in the community and made aware that they should report incidents to the Sheriff’s Department. Mr. Paustian remarked that some of the problems begin at home. The Neighborhood Watch Program was discussed. According to Mr. Bowles, the program has been discussed in the past but was hard to enforce. Mr. Bowles stated that he would be willing to help institute this program if it is an option.

Sgt Rayburn stated that citizens should report problems to the Sheriff’s Department since they cannot take care of them if they are not aware of them.

Council members suggested an article in the newspaper encouraging citizens to report suspicious activities to the Sheriff’s Department.

C. Heppner Housing Authority.

Mrs. Buschke reported the following:

Work will start on the apartments next week. The schedule has been revised for tenant moving. According to Mr. Harmon, the grout on the second story roof has not been done properly. The workers have not been cleaning up properly and the workers have been sweeping the debris into the drain. Mrs. Buschke is meeting with the construction superintendent tomorrow morning and will discuss this.

Mr. Bogart reported that the funds are in the process of being released. Two drawdown have been released. One is to pay off $2,750 of the $4,200 in payments that the City has been making and will go away with the refinance. The other drawdown is for the bills to date and totals about 30% of the HOME grant. At the end of the project, the Housing Authority will have to borrow money again. It has been pre-approved. There are low income tax credits that buy the interest rate down significantly. The payments will be less and paid by the Housing Authority and not processed through the City’s books.

D. Public Works Report.

Mr. Harmon reported the following:

One piece of equipment is being added to the surplus list—this is a 1989 Ford/Asher boom truck which is no longer used. The boom is inoperable. The cost to repair the boom would be around $1,500. The truck is operable.

The crosswalk at the elementary school cost approximately $1200 to re-do. According to Mr. Paustian, the installation of the crosswalk has solved a big problem.

Mr. Bowles asked about the no-parking paint on the curbs, in particular on Court Street by the Court House. According to Mr. Harmon, this area used to be a road going up the hill which was blocked off some time ago. Mr. Bowles stated that he has had some complaints from residents in the area that parking causes the street to be too narrow. According to Mr. Bogart, he does not think there is an inexpensive way to get rid of the yellow paint.

With regard to the drainage problem at Mr. White’s building on Main Street, Mr. Harmon has discussed this with an engineer. The engineer suggested a modification that could be done to prevent drainage into the building. Funding is an issue. The least expensive way is to obtain an easement from the property owners to move the storm water. Mr. Bogart detailed the plans. A basin will be installed and there should not be more problems. A pump will be installed if necessary. Mr. Bogart stated that this has been an ongoing problem, possible from a spring located under the building. The cost to the City will be $2,000 +/-. Funds will come from building maintenance.

Mr. Harmon reported that Public Works is starting to replace the striping on Main Street as budget allows. According to Mr. Bogart, this is the first year that funds have been available for street maintenance.

E. City Manager’s Report.

Mr. Bogart reported the following.

1) A Part-time clerk/Utility billing upgrade. Hiring a part time clerk is necessary for the transition for the utility billing system. Rosemary Burns has been hired to work part time on learning the system. This will be for approximately two months. Ms. Devin will also assist with this training. Funds have been budgeted for this effort.

2) Planning Commission Appointments. Mr. Bogart reported that a joint meeting with the County Planning Commission is scheduled for October 28, 2008. Since all but one member of the City Planning Commission resigned last spring, a new commission needs to be appointed.

3) Community prioritization meeting (Needs & Issues/Tippage Fees). Mr. Bogart reported that applications are due on October 24 for this year. In addition to the City applications, several community organizations are now making application for funds, to include the Garden Club, Rural Fire Department, and Little League. Mr. Bogart furnished copies of the list that was compiled by the City. Mrs. Burleson inquired as to whether Ione and Lexington have submitted any requests. According to Mr. Bogart, the cutoff for this is October 24; however he is not aware of any applications. Mrs. Burleson also wondered if the individual groups such as the fire department, Garden Club, and Little League should submit their applications to Mr. Bogart. According to Mr. Bogart, he would like the Council’s opinion on this and make a decision if everyone should meet to prioritize some of the items, or at least become familiar with the application, or should each group submit their application and trust the selection committee to make a decision.

Mr. Paustian stated that it is recommended that anyone who submits an application should have a representative to submit their application verbally. The meeting will be held the first part of November, date and location tbd. The final decision will be made by the County Court.

4) City Addressing. Mr. Bogart reported that Eric Patton, MCSD, was scheduled to make a presentation on this. This will be re-scheduled for the December Council meeting. GEOSOLV has stated that some of the issues are not significant. Mr. Paustian stated that the City’s street naming is not consistent with those provided by GEOSOLV. The City is responsible for naming streets. According to Sgt Rayburn, the Sheriff’s Department hopes to be able to change their system. According to Mr. Bogart, there are interesting address on some City streets, i.e., Linden Way. Mr. Harmon stated that he has concerns on Gilmore Street.

5) Public Official Reports. Mr. Bogart reminded Council members that the third Quarter Government Ethics Reports are due on October 15.

6) Contact forms are being processed for the Wastewater System Plan. The State Economic Development Department who offers the grant is beginning their advertising process.

7) Court Street Project. Mr. Bogart announced that the Court Street project has been discussed with ODOT during meetings. It appears that the draft agreement will be modified to incorporate the sewer main project at their expense as part of the project. The City offered to either contribute additional funds or pipe and the cost will be recognized in the needs and issues. This would be using pipe on hand.

8) Mr. Bogart announced that he will be out of town from October 15 until October 22.

5. PUBLIC HEARINGS. None.

6. COUNCIL ACTION.

A. OLD BUSINESS.

1) Needs and Issues Inventory, Program and Application Guidelines. Mr. Paustian announced that Council members were furnished a list of the City’s proposed projects and these have been rated. Mrs. Doherty asked if WCVED has submitted an application. According to Mr. Bogart, it is his understanding that there is at least one application from WCVED. The Chamber of Commerce has also submitted applications for partial funding for the boxing ring and one for hand-out material for Morrow County. The Garden Club has two possible applications. The Little League and Day Care Center may also be making applications.

The Little League is making application for Hager Park. Mr. Paustian feels this decision should be left up to the selection committee.

Mr. Sykes stated that WCVED represents Heppner, Lexington, and Ione.

The decision-making process was discussed. Mr. Bogart stated that the Sperry Street Bridge Match (Item 8) is a three-year multi-year process. He recommends not submitting an application at this time and wait until next year.

Mr. Harmon stated that TV’ing the sewer lines (Item 2) has letters of commitment from Pilot Rock, and verbal endorsements from Fossil, and Boardman. Nothing has been heard from Condon. The equipment will be owned by the City of Heppner.

Fire Department Turnouts (Item 10). Mr. Bogart reported that it is his understanding that the Rural Fire Board will be making application for $20,000. Because of this, Council members would like to ask for $10,000, instead of $30,000, since the Rural Fire Board is asking for $20,000, and move the priority up to Item 4.

This change would move the Hager Park picnic shelter/restrooms up to Item 8.

Mr. Bogart discussed the Willow Street foot bridge. Mr. Bogart and Mr. Harmon have inspected the bridge. The bridge is structurally sound, but needs some repairs. Mr. Bogart would like Council members to inspect the bridge and provide their opinion on the safety. Mr. Paustian recommended having David Allstott who owns property near the bridge provide an estimate for repairs. Mr. Harmon stated that there are other repairs necessary, i.e., concrete. Mr. Bowles expressed concerns about the safety of people traveling the area in their motorized wheel chairs, both on the bridge and sidewalk. Mr. Harmon stated that when the Court Street project starts, there will be additional traffic on the bridge.

Further Discussion: Mrs. Doherty would like to ask for $10,000 for the Fire Department turnouts. This would be assuming that the Rural Fire Board would get the $20,000. Mr. Paustian asked if this was critical for this year. According to Mr. Estes it is critical for next year; however, it takes time for ordering. Mr. Bowles would like to move this item up to Number 4 right below the Water Master meter @ Reservoir 1. Mr. Estes will clarify the Rural Board’s request with Mr. Wolff. Mrs. Burleson suggested asking for $15,000. Mr. Harmon commented that the top 4-5 items on the list are important to him; however as a fire fighter, the turnouts are very important. Mrs. Doherty wants to ensure that the fire department is able to make the total purchase. Mr. Paustian recommends leaving this at $30,000 and ask the Rural Board not to apply. Mr. Bogart asked to recommend that the City Council endorses their application. Mrs. Buschke questioned why both entities should apply for this; Mr. Paustian recommends one application. Mr. Estes stated that the turnouts are for the City of Heppner. Mr. Paustian recommends letting this stand; make one application for the City and Rural Fire Board, and move the priority up to number 4. Mrs. Burleson asked about the Hager Park Picnic Shelter/Restrooms. Is the Little League making the application? According to Mr. Bogart, the City is endorsing the Little League’s application.

Action: Motion by Mrs. Doherty to accept the list as amended. Seconded by Mrs. Burleson.

Changes as follows: Number 8 will not have an application, Number 9 will become Number 8 and Number 10 will become 4 and the other numbers adjusted.

Vote: Motion Carried unanimously.

B. NEW BUSINESS.

1) Resolution No. 724-08, A Resolution Extending City of Heppner’s Workers’ Compensation Coverage to Volunteers of City of Heppner, Policy Year 2008-2009.

Discussion: Mr. Bogart explained that this will cover the workers’ compensation from the City. This also covers the Fire Department and Volunteers for the City. This recognizes the work and establishes coverage.

Action: Motion by Mrs. Burleson to accept Resolution No. 724-08, A Resolution Extending City of Heppner’s Workers’ Compensation Coverage to Volunteers of City of Heppner, Policy Year 2008-2009. Seconded by Mrs. Doherty. Motion Carried.

2) Request from Morrow County Museum for donation of the roll top desk used by the police department for display in the museum.

Discussion: Mr. Cowett had requested that the City donate the desk to the museum for display. If the desk is not used for display, it would be returned to the City.

Action: Motion by Mrs. Doherty to donate the roll top desk to the museum with the stipulation that if the desk is not used it will be returned to the City. Seconded by Mr. Bowles. Motion Carried.

3) Surplus Equipment from Public Works.

Mr. Harmon identified the following items of Public Works/City equipment that have been identified as surplus property:

8 8” MJ Valves - These are old valves and seals are gone (there could be more later)

1 200 gallon water tank

1 ABS sewer pump 810 GPM 13HP 230/460 volts (inoperable)

1 Old Roller (needs repairs)

1 Double axle trailer 20 ft.

1 2004 Chevrolet Impala, 109216 miles

1 1 ½ trash pump (inoperable)

1 1989 Ford Boom Truck (boom is inoperable)

These items will be disposed of by silent auction with bids submitted. Mr. Harmon will also contact the County for information on their periodic auctions as an option.

Action: Motion by Mrs. Buschke to declare the items as surplus. Seconded by Mrs. Burleson. Motion Carried.

Mr. Bogart commented that the equipment will be advertised.

4) Appointment of Planning Commission members.

Discussion: Mr. Paustian stated that this is an urgent requirement since a joint meeting with the County Planning Commission is scheduled for October 28, to discuss a major partition of a property.

Several members of the commission resigned last spring in protest of Oregon Governmental Ethics Commission requirements. A total of six positions are vacant. The positions have been advertised for applications. Mr. Bogart commented that members could resign before April 15 if the ethics requirements are a problem. Several previous members have agreed to serve, as well as three additional applicants. Mr. Paustian suggested changing the number of members on the commission; however, Mrs. Spicer stated that this would have to be changed through the ordinance process. The current Chairman, Jeff Bailey is still active. The following individuals have expressed and interest in serving:

Dave Fowler

JoyceKay Hollomon

Larry Mills

Kandy Boyd

John Edmundson

Nancy Gochnauer

George Koffler

Mrs. Spicer recommends filling all six vacant positions.

Action: Motion by Mrs. Buschke to appoint the following: Dave Fowler, through 21-31-10, Position No. 1, JoyceKay Hollomon, through 12-31-10, Position No. 2, Larry Mills, through 12-31-08, Position No. 5, Kandy Boyd, Position No. 6, through 12-31-08, Nancy Gochnauer, Position No. 3, through 12-31-11, and George Koffler, Position No. 7, through 12-31-08 to the Planning Commission. Seconded by Keith Lewis. Motion Carried.

Mr. Bogart commented that there are terms for the positions. Three positions expire in 2008, two positions expire in 2010, and two positions expire in 2011.

Mr. Bogart explained that the action to be discussed at the joint meeting on October 28, will be to act on a proposed division of property. According to Mrs. Spicer, the City will need to investigate utility services.

Mr. Sykes stated that he is the Vice-Chairman of the County Planning Commission. The meeting on October 28 has nothing to do with usage of the property. The only issue to be discussed will be the application to divide an existing parcel into three tax lots.

The City Planning Commission will make a recommendation to the City Council Mrs. Spicer recommended that the Council members not be in attendance at the Joint Planning Commission in their official capacity as Council Members.

8. REPORT FROM THE CITY ATTORNEY. None.

9. REPORT FROM MAYOR/CITY COUNCILORS.

A. A recognition ceremony for Mrs. Robinson for her years of service on the City Council was discussed. Mrs. Robinson’s term will end on December 31, 2008.

10. ADJOURNMENT. By unanimous consent, the meeting was adjourned at 8:50 PM.