MINUTES OF THE
NOTE: Where stated “Motion Carried” is considered unanimous, unless otherwise stated.
ATTENDEES:
Mayor, Les Paustian
Kay Robinson
JoAnn Burleson
(arrived at
Steve Bogart, City
Manager
Ann Spicer, City
Attorney
Sgt
Judy Eckman, City
Treasurer
MEMBERS OF THE PUBLIC
IN ATTENDANCE:
Larry Sample
Sharon Sample
Randy Sample
Margaret Flaherty
1. GENERAL BUSINESS
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. None.
D. Correspondence.
Mr. Bogart announced that members of
the Council have attended the League of Oregon Cities Fall Conference in the
past. Flyers have been distributed to
Council members; registration is still open and the conference is in
E. Public Comment. None.
2. COMMUNICATIONS FROM THE PUBLIC.
A.
Margaret Flaherty – Farmers Market in
Discussion: Mrs. Flaherty reported that she is interested
in the feasibility of a Farmers Market..
This would be a community function to be held in the
Mrs. Spicer stated that Mrs. Flaherty has discussed this with her. She suspects that the City liability insurance would not cover this and that the Farmer’s Market sponsors would have to cover this. If garden produce and flowers are sold, a food handlers license is not required; however, if breads, preserves, etc., are sold, a food handler’s license would be required. Mr. Paustian questioned whether out-of-town vendors would participate, and if peddler’s permits would need to be addressed for those people.
Mr. Bogart stated that in his previous experience in other areas, if this is not a City-sponsored event, no City regulations would be required. In other areas, these events are City sponsored and regulated. Mr. Bogart suggested holding such an activity every other week.
Mr. Paustian suggested that Mrs. Flaherty research this further with other cities and provide information to the Council. He would like the information provided prior to the Council meeting so that it could be included in the Council packets.
Council members approved of investigating this.
Mrs. Spicer will research the flier question.
3. CONSENT AGENDA.
A.
Minutes of
B. Resolution No. 722-08, A Resolution Approving Accounts Payable for Payment.
C. Monthly Financial Statement.
Discussion. Mr. Bogart reported that the expense to Ace
Consultants, Inc. is the final engineering bill for the water project. All of these bills are paid and the remaining
money in this fund will go towards water capital expenditures. The bill to D&L was for the fire
department and Public Works. The large
bill to Ferguson Surveying covers several project inspections: Court Street,
ACTION:
Motion by Mrs. Buschke to approve the consent agenda as presented. Seconded by Mrs. Robinson. Motion Carried.
4. REPORTS
A. Fire Chief. Chief Estes announced that August was a very busy month. He reported the following:
1 Secure Landing Zone
1 Vehicle Fire
1 Haystack Fire
1 Wildland Fire inside City Limits
1 Illegal Burn
3 Wildland Lightning Strike Fires in District
Condon asked for help-one engine sent twice
1 Ione Fire
12
Arson Fires in Ione,
42 Chief Calls
B.
Sgt Rayburn was called out. Mr. Paustian stated that the Police Commission has decided to change the report format and to include a verbal report. Deputy Bowles asked if the report provided was acceptable to the Council. Mr. Lewis stated that he would like a report of citations issued in the City since if they go to court, the City should receive part of the funds. Mr. Paustian stated that the Council needs to know what activities are going on in the City as far as burglaries, juvenile problems, vandalism, etc. He feels that a verbal report would be more informative. Mr. Bowles will discuss this with Sgt Rayburn. Additional hours in Heppner are reported. Mr. Bowles stated that it is important to know what is going on during the hours that are reported. Mr. Lewis stated that the Police Commission needs to discuss this further. There have been issues on weekends.
With regard to the recent incident at Bucknums, Deputy Bowles stated that currently there are no leads or suspects. This is under further investigation.
The vandalism at the
Deputy Bowles stated that several seat-belt citations have been issued.
Mr. Paustian stated that J-Turns are still a problem and could become a safety issue.
C. Heppner Housing Authority.
Discussion: Mr. Buschke reported that the contract has
been awarded to WC Construction in the amount of $599,998. The contract will be signed this week. The Notice to Proceed will be issued on
There are currently three vacancies. One of these units has been rented and the tenant would like to move into the apartment at the end of September. The hospitality suites will be prepared. They would like to have the people be able to do some minor cooking in the suites, such as breakfast. The tenants will be offered assistance for other meals. It is estimated that it will take two weeks per apartment for completion. The parking lot will be fenced and the contractor will rent storage for their materials.
D. Public Works.
Discussion: Mr. Harmon reported that Dan Doyle will be laid off at the end of the month. Mr. Doyle has been extremely dependable to work with and has done a very good job. Mr. Harmon hopes to re-hire Mr. Doyle next spring. Mr. Harmon expressed appreciation for Mr. Doyle’s work.
One Public Works employee has been selected by the principal of the high school to mentor a student. The student will be working three hours a day and will receive credit for his work experience. Robert Whalen will serve as the mentor.
Mr. Bogart asked about the status of the telemetry system. According to Mr. Harmon, this has been discussed. Dale Bates, CenturyTel has researched the phone lines and this has helped. This evening, there was another problem which was cleared in 15-20 minutes. Mr. Bates has been very cooperative to work with. They are still trying to track the actual problem which may be phone-related. The system was not working properly during the hot weather and the Public Works crew was able to isolate the problems and get them under control. There were no reported inconveniences to the citizens.
Council members stated that the park looks really good since the trees were trimmed/removed. The remaining stumps will probably be ground down instead of removed.
E. City Managers Report.
Mr. Bogart reported the following:
Election Ballot Filed and approved. There is one candidate for each of the five positions as outlined in the report.
St. Patrick’s Senior Apartments. Reported by Mrs. Buschke. There is a lot of paperwork that has been done. There should be a contract and Notice to Proceed this week.
Auditor’s Field Work. The auditors have completed their work. There will be some comments from the auditors on funding, i.e., short term loan on the water project. The reduction in water revenues, i.e., reduction in consumption which affects revenues. The method for receipting deposits will be commented on. The Audit Report will be provided in December.
Secure Residential Treatment Facility. They have met numerous times with a property owner (Kyle Robinson) and Lifeways to investigate land use and infrastructure issues. There are no significant issues, but Lifeways has not made a final decision on property.
Park Trees. Two bucket trucks were provided by
Bridge (
Planning Issues. Mr. Bogart stated that they have three potential applications for partitions and subdivisions. Planning Commission members may be recruited. Several formal members are willing to serve as long as they do not have to file ethics reports.
Mr. Paustian complimented Mr. Bogart for his recent work. He also thanked Mr. Harmon for the work he has done. In turn, Mr. Harmon stated that the Public Works crew has done an excellent job in accomplishing their work.
5. PUBLIC HEARINGS. Public Hearing opened at
A. Ordinance No. 565-08, An Ordinance Vacating
Ordinance No. 529-2000 That Allowed Operation of Class I and Class II ATV Upon
City Streets in the
Mr. Paustian read the ordinance which is to abolish the present ordinance.
No Comments.
Public Hearing Closed at
6. COUNCIL ACTION.
A.
OLD BUSINESS.
1. Approve Ordinance No. 565-08, An Ordinance
Vacating ordinance No. 529-2000 That Allowed Operation of Class I and Class II
ATV Upon City Streets in the
Discussion: Mrs. Spicer read the ordinance in full to the Council. Mr. Sykes inquired about snow-plowing the sidewalks and how this would be handled. According to Mrs. Spicer, the City may purchase an ATV for this purpose. Mr. Bogart inquired about a Special Use Permit for this. According to Mrs. Spicer, this can be done under the statute.
Action : Motion by Mrs. Robinson to Adopt Ordinance
No. 565-08, An Ordinance Vacating ordinance No. 529-2000 That Allowed Operation
of Class I and Class II ATV Upon City Streets in the
B.
NEW BUSINESS.
1.
Discussion: Mr. Bogart distributed a list of city of
Mr. Bogart stated that there are three items to be taken into consideration when prioritizing the projects. The first is a match requirement which makes for a stronger application, the second is the commitment for multiple years, the final item is the fact that other applicants from the area may also submit applications.. During the County budget deliberations, they were approached by the Heppner Day Care Center to continue their operations. Budget committee members had indicated to Mr. Bogart that they were looking for an area-wide consideration. Mr. Bogart stated that WCVEDG may also be making application.
Mr. Paustian stated that at the County Budget Committee meeting, the Court set aside $500,000 to be distributed in the Needs and Issues. They also formed a committee to re-write the policy as to how this is going to be distributed. They have been meeting, and the final draft has not been distributed. The final approval is the County Court.
In answer to Fire Chief Mr. Estes’
question, Mr. Bogart explained that the list can be amended. Mr. Estes stated that within two years, the
Mr. Bogart would like the Council
members to prioritize the list.
According to Mr. Harmon, the flow meter at the sewer plant is a high
priority item and is required by DEQ.
The current flow meter is faulty.
TV’ing the Sewer Lines is another item that is a priority and was
included in the
Well and reservoir fencing. Mr. Paustian stated that this is a federal mandate. Three of the wells were fenced a gate installed at one of the wells. Wells 1, 2, and 3 are now fenced. Well 4 and 5 need to be fenced. Well 1 and Well 3 and the gate at Well 2 cost $8,000.
Reservoir 1 Master Meter. This is a mandate from DHS. All the wells are metered, but they need this information for chlorine application.
Sewer Line Replacement with
Tennis Courts. Mrs. Burleson stated that they would like to replace the fence with a backboard. They would also like to purchase a ball machine. The fence on the west side does not allow for doubles matches. This needs to be moved if a team is ever planned for Heppner. Mrs. Burleson has $600 available in donations. To replace the tennis courts, it would cost $45,000 per court. She would rank this as a last priority. The school owns the tennis courts and they do not have funds available. The school did replace the nets, but they have been damaged by vandals. She would like this changed to $5,000 for a backboard.
Sidewalk match or trust. There is approximately $10,000 in fund which could be used as a match. This fund could be used as a loan fund for property owners to replace their sidewalks. They would like to reserve $10,000 per year for a period of 4 years. There is a huge need for sidewalk replacement throughout town.
Street Matching Funds for grants –
Turn-Outs. These will be needed within the next two years.
Council members prioritized their lists.
Mr. Harmon was asked whether TV’ing the sewer lines could be done cheaper if equipment was purchased. Mr. Harmon has been checking on pricing. Mr. Lewis asked if purchasing the City’s own equipment might be a better option. According to Mr. Harmon, there could be a chance where several cities could coop on the equipment. Condon, Fossil, and Heppner have shown an interest in this.
Mr. Bogart will consolidate the list
using the input from the Council. Mr.
Paustian stated that what Heppner receives will depend on what the other cities
in the County request. The list will be
dependent on items that are
Meeting
recessed at
2. Executive Session per ORS 192.660(1)(a) to
discuss employment of an individual.
Meeting
reconvened and Adjourned to Executive Session.
Executive
Session Concluded at
Action: Motion by Mrs. Robinson to award the City
Manager a new contract for the monthly amount requested: $5400 salary plus $325.00 living allowance,
for a total of $5725 per month. Effective
7. MINUTES OF COMMISSION MEETINGS. Furnished for information only.
8. REPORT FROM THE CITY ATTORNEY.
Mrs. Spicer brought up the issue of Planning Commission membership. The City is not obligated to have a Planning Commission. The Council could make these decisions; however, ordinances would have to be amended. She suggested finding a way for people to serve on a temporary basis. There is a chairman still on board. People who are in a position after April1 will not have to file ethics reports. There are 7 positions on a Planning Commission. To reduce the number of members would require an ordinance amendment of the number of members were changed. According to Mr. Paustian, the ethics requirements may be changed by the State as far as ethics report filing.
9. REPORT FROMMAYOR/CITY COUNCILORS.
Mr. Paustian stated that the next
quarterly ethics will be due in October.
Mrs. Spicer suggested that the City write a letter to the legislature
outlining their concerns. According to
Mrs. Spicer there are only 120 days to act on Planning Commission actions. The Council can fill vacancies on the
Planning Commission with no notices, etc.
Members could be appointed temporarily if necessary. This needs to be taken care of or addressed
through changing the ordinances. Mr.
Paustian will talk to
10. ADJOURNMENT.
Meeting adjourned at