MINUTES OF THE
NOTE: Where stated “Motion Carried” is considered unanimous, unless otherwise stated.
ATTENDEES:
Mayor, Les Paustian
JoAnn Burleson
Kay Robinson
John Bowles
Dave De Mayo, City
Manager
Sgt
Ann Spicer, City
Attorney
Judy Eckman, City
Treasurer
Members of the Public
in Attendance
Shawn Halsey, CSEPP
Mike Roxbury, CSEPP
Victor Vander Does
Gayle Gutierrez
Richard Stoddard,
Barnett & Moro
Tim Dickenson
Dick Sargent
Mark Kightlinger,
ODOT
Tim Rynearson, ODOT
Craig Sipp, ODOT
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.
1) No Announcements.
2) Agenda additions and deletions.
a. New Lease for Dickenson Chiropractic Office - Consent Agenda.
b. Contract – Oregon Department of Corrections – Inmate Work Crew.
c. Signature Change for Bank of
D. Correspondence.
1) Letter,
2) Letter, Oregon Economic & Community Development Department, November 18, 2008, Re: Project Closeout for Safe Drinking Water Revolving Loan Fund, Heppner Water System Rehabilitation and Improvements, #S03008. This letter informs the City that the project is complete and all terms and conditions of the contract have been met.
E. Public Comment.
1) Mr. Sargent is in attendance to discuss the
reactivation of the Neighborhood Watch program.
His church had concerns over the article in the paper recently about the
curfew. Mayor Paustian stated that
Deputy Bowles has chaired this effort in the past and would be willing to meet
to discuss details of the project. Mrs.
Burleson noted that in the past, Ray French was in charge of this in the
2) Mr. Dickenson stated that he is interested in renewing his lease for the office space on May Street.
2. COMMUNICATIONS FROM THE PUBLIC.
A. Presentation – Oregon Department of Transportation – Court Street Project.
Mr. Tim Rynearson, ODOT, introduced Craig Sipp from Hermiston who will be in charge of the project, and Mark Kightlinger, ODOT.
Mr. Rynearson announced that the
plans and specs for the project have been submitted to
Mr. Rynearson gave an overview of the project and current project. The overall intent of the project was identified in 2003 and 2004 since there were some issues with the road from the Court House to the fairgrounds. One of the primary issues is that there is a problem with the surface and it is worn out. The alignment is narrow, and the sidewalk is not complete out to the fairgrounds. There also is not an existing crosswalk to the elementary school. The curve at the elementary school will be widened and realigned. The project will begin at the court house and terminate at the fairgrounds. There will be improved sidewalk and new road surface out to the fairgrounds. The cost of the project will be $2.5-2.8 million. During the initial process, the price of paving oil and asphalt have gone up. They have investigated how to conserve costs. Concrete can be used and will be an equal or less cost. The life expectancy of concrete is 40 years. The project will be built in 2009.
Mr. Kightlinger, Lead Roadway
Designer, La
Concrete surfacing is proposed for
the road all the way to the fairgrounds.
Drainage is being redesigned.
The bridge will be resurfaced and
re-habilitated.
With regard to parking, concrete will need time to set up and cure which will take 5 days per area. The proposal is that half of the road will be paved at a time. Traffic will be single lane with flagger control.
Mr. Estes had concerns about ambulance traffic--the contractor will arrange so emergency traffic can get through. The bridge will not be closed. Mr. Bowles asked when construction will start—according to Mr. Kightlinger, all work needs to be done by the end of October 2009. The contractor will make the decision on when construction starts. There are also some water and sewer lines that will need to be replaced.
Blasting will be necessary on the
rock wall. One of the concerns is
fencing which will be replaced. There
are no sidewalks planned to the south on the east side of
Excavating material will be disposed of on Jones Hill, although the contractor may make other decisions on this. Mr. Sipp suggested discussing this further with the contractor.
Craig Sipp. Mr. Sipp stated that once the contract is
let, he will be the project manager. An
inspector will be onsite and will be working closely with City personnel. Once a contractor is on board, there will be
a number of meetings to discuss schedules, etc.
Weekly meetings with the contractor are planned. Mr. Sipp would like to be the representative
to work with City personnel. Emergency
services will be dealt with as necessary.
They will work with Mr. Harmon on the utilities. There will be some disruption of utilities
throughout the project. They will try to
keep these to a minimum. There will be
no work days on St. Patrick’s weekend and Fair and Rodeo week. Mr. Sipp’s intent is to keep the citizens
informed. Project completion date is
scheduled for
Mr. Paustian asked if the state has
signed off on the project. According to
Mr. Rynearson, it is in
B. Barnett & Moro, 2008 City Audit.
Discussion: Mr. Stoddard, Barnett and Moro reviewed highlights of the audit. Page 5 contains the independent auditor’s report. The financial statements represents what has been tested and presented fairly.
Page 8 – Cash and investments are up a round $130,000. Throughout the year the city purchased new capital assets of around $445,000 and took on new debt of $490,000 +/- and paid off existing debt of almost $270,000. Total net assets rose by approximately $70,000.
Page 43 – One of the items noted and included in the management letter, the City has a debt covenant related to its water debt that the City will charge minimum rates. This has happened. Additionally, the City will have net revenues of 110% of the debt service. The debt service each year is approximately $118-119,000. They are giving a warning to the City to monitor this to ensure that there is enough cash coming in to pay the debt.
Franchise Fees. The garbage franchisee (Heppner Garbage) has missed a couple of payments early in the year. Since then, a new garbage service has been franchised. All of the fees are in one account and they recommend an account for each payer.
Segregation of accounting duties. Records need to be separated from the cash received and recording. They are recommending checks and balances on this. Mr. De Mayo stated that he would like to discuss this and the debt covenant further with Mr. Stoddard.
C. Presentation – CSEPP, Future System Governance, Funding. Bi-County 450 MHA Communications Systems System Board.
Discussion: Mr. Mike Roxbury
Mr. Roxbury announced that he is
also fire chief of the Umatilla Fire District as well as the current chair of
the board of directors that oversees the radio system. This system is used by the Sheriff’s Office,
Fire District, and Hospital District.
This is the radio system that CSEPP built for depot emergencies. Within two years, the depot will be closed
and federal funding for the system will be gone. The question is to go back to the previous
system or keep the as it is now and pay for it ourselves. They need to figure out how to pay for the
current system. Everyone who uses the system
will have to pay a fee. Some of the
smaller communities do not have funding for the fees. It is estimated that it would cost $80,000
per year to keep the system. They proposed
a special district to operate and maintain the system which will cover all of
Morrow and
Mr. Roxbury explained the
project. They will try to get CSEPP to
do upgrades before the system goes away.
This will be a new tax. A
resolution to maintain and fund the system should be available for approval at
the next
Mr. Paustian asked about FEMA subsidizing of some of the cost. According to Mr. Roxbury, there would not FEMA assistance unless there is a major catastrophe such as Willow Creek Dam collapsing. The government would like to be divested of all the improvements that have been done. The present radio system will not be funded when the depot closes.
Mr. Shawn Halsey stated that the 2013 is the narrow banding. This will cut requirements. According to Sgt Rayburn, he does not want to see the 450 system go away. This will either have to go with the district of pay for it. The reader boards will probably not be a part of this. According to Sgt Rayburn, ODOT has been using the reader boards and may decide to use some of the signs. Mrs. Spicer asked about the time lines—according to Mr. Halsey, they should hear in January whether the legislation is approved. They look for approval in the November 2009 election. They will start to collect revenue in November 2010. The depot expects to close in Spring of 2010. There are compression issues in some of the cities. Heppner may experience some compression. They are trying to get the resolutions in as soon as possible.
3. CONSENT AGENDA
A.
Minutes of
B. Resolution No. 727-08, A Resolution Approving Accounts Payable for Payment.
C. Monthly Financial Statement.
D. Dickinson Chiropractic, new lease for property on May Street.
ACTION:
Motion by Mrs. Burleson to accept the minutes as presented and approve Resolution 727-08 and monthly financial statement. Seconded by Mrs. Buschke. Motion Carried.
Discussion: Mrs. Spicer explained the changes to Mr. Dickenson’s lease. The rent will not include property taxes. The City will pay these taxes. The issue of sub-leasing part of the office was specifically addressed. The present sublease was accepted; however, Council approval will be needed if the sublease is changed.
Action: Motion by Mrs. Buschke to approve the Dickenson lease. Seconded by Mrs. Doherty. Motion Carried.
4. REPORTS
A. Fire Chief. No report; Chief Estes was called out.
B.
C. Heppner Housing Authority. Mrs. Buschke reported that the renovation project is moving forward. The contractors are ahead of schedule. There are some extra expenses of about $30,000 due to change orders. The apartments that have been completed look very good. The contractor is now working on the 10th apartment. On of the biggest issues discussed was moving of the tenants and this is going very smoothly. There are currently 16 units occupied and 3 vacancies. These 3 units are needed for hospitality suites during the renovation. There is a waiting list for occupancy.
D. Public Works. Mr. Harmon reported that he is hoping that the tippage fees will be available by the next Council meeting. They have already tentatively scheduled some of the work. The golf course concerns have been worked through. Mr. Harmon is excited about the next irrigation system. The golf course and the City intent to come up with a successful plan. Mrs. Doherty questioned the sprinkler heads. According to Mr. Harmon, the groundskeeper needs to work on this.
Mr. Bowles asked about auctioning the surplus property. According to Mr. Harmon, this will be discussed by the Utilities Commission at their next meeting.
E. City Manager.
Mayor Paustian welcomed Mr.
5. PUBLIC HEARINGS. None.
6. COUNCIL ACTION.
A.
OLD BUSINESS.
1) Results of Tippage Fee/Needs and & Issues
Funding. Mr.
2) Snow Removal.
According to Mr. Paustian, snow removal is the property owner’s
responsibility. In the past, volunteers
have been handling this with ATVs.
However, ATVs are no longer authorized.
Until another alternative is found, the property owners will be
responsible for removing the snow. Mr.
Sykes asked about responsibility for snow removal for properties such as the
alleyway on
According to Mrs. Spicer, City-owned equipment could be used if it was available. City crews will be cleaning areas on City-owned property. They will be using show shovels. This information will be published in the Heppner Gazette.
3) Oregon Department of Corrections Agreement. The agreement states that the City will be responsible for training and special equipment. Individual contracts are drawn up for each job. The contract will be valid until 2010.
Action: Motion by Mrs. Burleson to sign the contract on behalf of the City. Seconded by Mrs. Doherty. Motion Carried.
4) Mr. Paustian announced that the City gravel yard has been cleared by DEQ.
B.
NEW BUSINESS.
1. Resolution No. 728-08, A Resolution
Canvassing the Results of the
Action: Motion by Mrs. Burleson to approve Resolution
No. 728, A Resolution Canvassing the Results of the
2. Resolution Creating a “Tippage Fee” Fund and A Supplemental Budget to Receive and Appropriate this Revenue. This will be discussed at a Special Council Meeting.
7. MINUTES OF COMMISSION MEETINGS. Furnished for information only.
8. REPORT FROM THE CITY ATTORNEY. None.
9. REPORT FROM MAYOR/CITY COUNCILORS.
A.
Mrs. Burleson reported that she has received a report on dogs on
B. The Housing Authority board has a vacancy to fill Archie Padberg’s position. Mr. Paustian has discussed this with Paul Denlinger and he is agreeable to serve.
Action: Motion by Mrs. Buschke to appoint Mr. Denlinger to the Housing Authority to fill Mr. Padberg’s position. Seconded by Mr. Lewis. Motion Carried.
C. Signature authority for Bank of Eastern
Oregon account. Mr. Paustian stated that
Mrs. Robinson’s replacement as signature authority needs to be appointed. Also, Mr. Bogart needs to be deleted from the
account and Mr.
Action: Motion by Mrs. Buschke to appoint Mrs.
Doherty to serve as signature authority on the BEO checking account to replace
Mrs. Robinson and remove Mr. Bogart and re-appoint Mr.
10. ADJOURNMENT.
Meeting adjourned at