MINUTES OF THE
NOTE: Where stated “Motion Carried” is considered unanimous, unless otherwise stated.
ATTENDEES:
Mayor, Les Paustian
JoAnn Burleson
Kay Robinson
Steve Bogart, City
Manager
Sgt
Ann Spicer, City
Attorney
Judy Eckman, City Treasurer
ABSENT:
Members of the Public
in Attendance
Samantha Van Doorn
Dale Holland
Tom Shear
Ed Struthers
Donald Mc Callister
1. GENERAL BUSINES.
A.
Call to Order. The
B. Pledge of Allegiance. Mayor Paustian led Council members and attendees in the Pledge of Allegiance to the Flag.
C. Announcements – Agenda additions and deletions.
D. Correspondence
1) E-Mail, T. Rynearson, ODOT, Oct 27, 008, Subject OR 20774 Court St tims final 102608.
Mr. Bogart stated that this E-mail acknowledges that ODOT has agreed to assume the responsibility for replacing sewer and water lines on the Court Street project. This is good news for the city.
2) E-Mail, D.
Mr. Bogart stated that this e-mail
advises that Mr.
3) Additional Correspondence – draft letter from Dale Bates from the Federal Communications Commission considering revising the universal service fund, which is an added tax that comes back to rural providers to help subsidize the provision of service. The are considering eliminating this which means that most rural customers will have a raise in rates. This is a sample letter. Mr. Bates is interested to see if the City is supportive of endorsing this. This will be considered at the next Council meeting.
4) Correspondence has been received that the City’s Community Rating System for flood plain management that Heppner’s rating has been approved.
5) Draft letter from the City to the auditors outlining the City’s responsibilities. This requires a Council member’s signature.
E. Public Comment. None.
2. COMMUNICATIONS FROM THE PUBLIC.
1)
Dale Holland. Mr. Holland
complimented the
Mr. Holland stated that he is representing the Golf Course board. He has noticed that there are a lot of projects that need attention. He is concerned that some of the work has not been successful, in particular the condition of the grass. He distributed photographs to illustrate some of the problems that have been noticed. Mr. Holland’s opinion is that more water is needed for irrigation. Mr. Holland would like to present a proposal to the City at the next Council meeting to determine how much water the City could provide. According to Mr. Bogart, a meeting was held last spring to discuss this. According to Mr. Harmon, they determined that there were quite a few sprinklers that were not operable, and that the golf course needs to address the sprinkler system. Mr. Holland also feels that they need more water and that the sprinklers need to be repaired.
Mr. Harmon agreed to meet with Mr. Holland and provide documentation on the water. According to Mr. Paustian, DEQ regulates the amount of water that the golf course needs. Mr. Harmon explained the procedure for determining the amount of water. The ET rate is the determining factor. Mr. Holland agreed to meet with Mr. Harmon later this week. Mr. Struthers asked if the golf course could get additional fresh water. Mr. Harmon stated that DEQ regulates the amount of fresh water allowed in addition to the effluent. Changing the sprinkler heads to allow more water distribution can be done. The typical ET rate can be determined through a formula. Mr. Paustian stated that this issue has been discussed with DEQ. He feels that maintenance is one of the key issues. Mrs. Burleson asked whether anyone checks the sprinklers during the watering at night. Mr. Holland would like to discuss this further with the golf course board. The presentation to the Council will be scheduled for the December meeting.
3. CONSENT AGENDA.
A.
Minutes of
B. Resolution No. 725-08, A Resolution Approving Accounts Payable for Payment
C. Monthly Financial Statement
Discussion: Mr. Bogart reported that out of the $262,148.35 total amount expended, the first payment on the safe drinking water loan in the amount of $118,819.19 was included along with the first payment on the sewer loan to the Bank of Eastern Oregon, $61,314.64, and the Sheriff’s department vehicle replacement in the amount of $22,007.80 was included. This accounts for the larger expenditure for this period.
ACTION: Motion by Mrs. Buschke to approve the Consent Agenda as stated. Seconded by Mrs. Burleson. Motion carried unanimously by members present.
4. REPORTS.
A. Fire Chief.
Chief Estes reported the following:
2 Wildland fires (one was assistance to ODF)
1 Motor Vehicle Accident
1 Secure landing pad
1 Mutual aid to
27 Chief calls
The tippage fee request was approved and next Monday night the Fire Department will be sizing for their new turnouts.
B.
Sgt Rayburn stated that 460.25 total hours were reported. Mr. Paustian asked about the hours reported for “all other personnel.” According to Sgt Rayburn, these hours reflect time spent by other deputies working on Heppner cases. This includes court time for Heppner cases. Mr. Lewis commented on the hours reported for all other personnel does not state the specific details for these hours. Sgt Rayburn has prepared a written report of incidents handled by Heppner deputies. Basically, the council approved the report format, but would like more details on the hours reported. Sgt Rayburn will attempt to determine a way to report these hours. According to Mr. Paustian, the Council needs to know what is going on in Heppner. Council members complimented Sgt Rayburn on his report.
C. Housing Authority.
Mrs. Buschke reported that she has been gone for a period of time. She inspected the project today. According to Mr. Paustian, there are some problems on the first set of apartments, such as the showers that were ordered do not fit in the bathrooms. Mrs. Buschke feels that the Housing Authority should not have to pay the cost of returning the showers. Mr. Bogart stated that there are some problems being noticed due to the age of the building. Most of the costs to correct these have been minimal. Mr. Bogart reported that the elevator inspection did not reveal any problems other than those recommended in the bid. Mrs. Buschke asked to have article published in the Gazette Times on the cost of the project corrected, i.e., the paper stated that the project would cost $75,000. Mr. Bogart stated that the mortgages on the building were City encumbrances. These mortgages have been satisfied and the Housing Authority will be the owner of the building and responsible for the debt at the end of the project.
D. Public Works.
Mr. Harmon reported that Public Works has spent quite a bit of time and funds on repairing Well 1. Mr. Bogart stated that these improvements have come at a cost of $20,000. This will save money in the future. The repairs will improve the operation of the wells.
Mr. Harmon reported that pending County Court approval, the City was awarded four needs and issues projects, to include the Fire Department turnouts. The City was awarded $95,000 total.
Public Works will be working on repairing pot holes. Mr. Harmon requested that citizens report any pot holes that need repairs.
Mr. Bogart stated that the City performed backflow testing. There were also private owners tested and letters have been sent to these property owners informing them that this was done. Citizens were not informed this in advance. Public Works is in the process of identifying automatic sprinkler systems in town. A staff member would need to be certified for this. Mr. Harmon will take the certification class in January. They will be better prepared in the future.
E. City Managers Report.
Mr. Bogart reported that the water project has been closed out.
An application has been prepared and sent in for a grant to update the sewer master plan. Mr. Bogart expects this to be approved. There should be $20,000 in grant funds and a $5,000 match. An updated master plan is necessary to apply for future grants.
The County and City Planning
Commissions met for a joint session on October 28 and another joint meeting
will be held on November 12. As a result
of these meetings, a recommendation to the
The St. Patrick’s Apartments renovation is progressing forward. There are proposals for additional changes.
Mr. Harmon presented the Needs and
Issues proposals to the County Court. A
list of the awards is available from Mr. Harmon. Mr. Harmon reported that Heppner received the
top four requests, the Heppner Day Care received funding, the Garden Club
received funding, the Chamber received funding, and the Little League Picnic Shelter
received $10,000. The new snack shack at
the fairgrounds received funding.
The auditor will present the audit at the December Council meeting.
ODOT has scheduled a presentation on the Court Street project. The project will be going out to bid in two weeks after the presentation.
CSEPP will be giving a presentation on at the December 8 Council meeting.
F. City Attorney’s Report.
Mrs. Spicer reported that there are two contracts included in the packet for approval. Mrs. Spicer recommends approval.
A resolution repealing Resolution 512-02. This will make the policy uniform throughout the City and clarify Public Work’s responsibilities.
5. PUBLIC HEARINGS. None.
6.
COUNCIL ACTION.
A.
OLD BUSINESS.
1) On Call pay for Public Works Employees.
Discussion: Mr. Bogart reported that the Personnel Committee has approved his recommended. Currently, the Public Works employees are assigned on-call on weekends. Employees are paid if they receive a call, but do not get compensated for remaining in town on weekends. All employees are living up to their responsibilities. The on call time should be recognized and compensated for this. Employees would be paid $15.00 per weekend when they are on duty. This equates to one weekend per month. Mr. Bogart proposed that employees be paid for their on call during the week and $15.00 per weekend for the individuals on call. This will be comp time and will be paid for out of the overtime and vacation budget lines in the budget. If an employee resigns and the vacation time line is depleted, hiring may have to be delayed.
Action: Motion by Mrs. Buschke to pay on-call for Public Works Employees as follows: $10.00 during the week and $15.00 for weekends. Seconded by Mrs. Burleson. Motion carried unanimously by members present.
B.
NEW BUSINESS.
1) Resolution No. 726-08, a Resolution Repealing Resolution No. 515-02, A Resolution Establishing Policy for Maintenance of Sewer Services Within the Limits of the City Right of Way.
Discussion: According to Mr. Harmon this has been discussed by the Utilities Commission. This resolution will revert back to the way business was handled six or even years ago. During Mr. Canham’s tenure as Public Works Director, business was handled repairing sewers in the right-of-way. In the future, this will be the owners responsibility for the work done in the right-of-way. This will eliminate the liabilities for entering n private property and will be similar to other community policies throughout the state. The policy will also save money for the City. The customer will be responsible for these repairs. Mr. Bogart stated that when he first took over the position of Interim City Manager, there were four active insurance claims from customers. The community has been responsive in following this. This resolution will clarify the policy. Mr. Paustian commented that the citizens should be made aware of this policy.
Action: Motion by Mrs. Burleson to approve Resolution No. 726-08, a Resolution Repealing Resolution No. 515-02, A Resolution Establishing Policy for Maintenance of Sewer Services Within the Limits of the City Right of Way. Seconded by Mr. Lewis. Motion Carried unanimously by members present.
2) Draft Cooperative Improvement Agreement,
Roadway and Pedestrian Improvements, Bridge Rehabilitation OR 74: Willow Creek (Courthouse) Bridge –
Discussion: Mr. Bogart stated that this is the agreement between the City and State on the Court Street Project. It states that the City will do the entire project, including the utilities, the acquisition of easements and all parts of the project. The City will continue to contribute $10,000 as promised when the project was started. The $10,000 was to move the project forward. ODOT will incorporate all of the provisions into the project. This states that the State will do the work except for $10,000 and if it meets the City’s approval, it will revert back to City streets. The State is responsibility for the entire project which will be done to City standards. Mr. Bogart recommends entering into the agreement.
Mr. Bogart, Mr. Harmon, and Mr. Paustian will meet in La Grande on November 17 to review the agreement.
Action: Motion by Mrs. Robinson to approve the
Cooperative improvement Agreement, Roadway and Pedestrian Improvements, Bridge
Rehabilitation OR 74: Willow Creek
(Courthouse) Bridge – Morrow County Fairgrounds (Heppner) and
3) Agreement with
Discussion: Mr. Bogart reported that this agreement is a
State requirement so that the engineering costs will be reimbursable. This agreement begins at the time
Action: Motion by Mrs. Buschke to approve signature
of the Agreement with Ferguson Surveying and Engineering and the
4) Snow Removal – permit requirements.
Discussion: Mr. Bogart reported that when the City repealed the ATV ordinance, snow removal by private individuals was discussed. Mrs. Spicer stated that she will research the requirements for authorizing snow removal. The issue is whether the snow removal equipment would be owned or leased by the City. The equipment would have to be owned or leased by the City. State statute requires this, according to Mrs. Spicer. Mr. Paustian asked whether some other type of equipment could be used. According to Mrs. Spicer, other types of equipment are not covered by the ordinance.
8. REPORT FROM THE CITY ATTORNEY. Covered previously.
9. REPORT FROM MAYOR/CITY COUNCILORS.
A.
Mr. Paustian stated that there may be a Special
B. Juvenile problems in town. Mr. Paustian noticed that some of these have
been addressed. He has been approached
by an individual with regard to forming a Neighborhood Watch program. Sgt Rayburn advised Mr. Paustian that
C. With regard to the Auditor’s Report, Mr. Bogart has a letter of assurance to the auditors which needs to be approved. There are 29 assurances that need to be provided to the auditors. This assures the auditors that the City has provided them the material they need and that they are accurate to the best of its ability.
Action: Motion by Mr. Lewis to approve signature of the Letter of Assurance to the auditor. Seconded by Mrs. Robinson. Motion Carried unanimously by members present.
10. ADJOURNMENT.
Meeting adjourned at