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CITY COUNCIL MEETING MINUTES

FEBRUARY 7, 2002


1. ROLL CALL: Mayor Moore called the meeting to order at 7:00 p.m. Mayor Moore and Councilors Peterson, Abbott, Woodruff, Welch and Church answered the roll. A quorum was present.
2. CITIZEN'S COMMENTS AND CONCERNS: None.
3. COUNCIL COMMENTS AND CONCERNS: Councilor Welch noted an email sent to the Council which he had forwarded on to the Chamber of Commerce.
4. MINUTES: The Council considered the minutes from the January 17 and January 31, 2002 meetings. Councilor Church moved to approve the minutes as presented, Councilor Abbott seconded and the motion carried unanimously on a voice vote.
5. STAFF REPORTS:
 A. Sheriff's Report: Lt. Stallard was present to address the Council. He distributed a year-end statistical report to the Council, and reviewed it. Councilor Church asked if he could break down the ratios between cities to see how Waldport "stacked up" against the other communities. Lt. Stallard indicated he could do so. Councilor Welch asked about which calls came through 911 and which were reported through other means. He also wondered of the 370 citations how many were for more than one infraction at a time. A brief discussion ensued. Lt. Stallard noted Councilor Welch had inquired about a surplus car for the City, Sheriff O'Brien has made a request to the board, and has recommended approval for the City to obtain one. Councilor Church asked about the reserve program and how it worked. Lt. Stallard responded that they currently had 7 reserve officers. They are strictly to back up regular officers, do not take out cars by themselves, and are supervised by another officer. Lt. Stallard noted that they would not use them for extra patrols at this time, although they may change the parameters of the program if it expands. Councilor Church wondered if they could be used for "foot patrol" type duties, Lt. Stallard indicated that he would speak with the Sheriff in that regard. Councilor Woodruff asked about the cost, Lt. Stallard responded that they were volunteers.
 B. City Administrator: Ms. Leonard gave an update on the Keady Wayside panel, noting that the frame needs to be finished and then it can be installed. In regards to the union contract coming up for renewal, she asked for permission to meet informally with the shop steward, indicating that she may be able to bring the contract to the March meeting for approval. Consensus of the Council was favorable. Ms. Leonard noted that she and Ms. Lawson have been working on the budget, making some visual changes to make it easier to read, and changing it so that it won't reflect the potential grant revenues. Grants applied for will not be shown as budget revenue, but the City will have supplemental budget hearings during the year if proceeds are obtained. Also, a grants status page will be included in the monthly financial report. Consensus of the Council was favorable to that process. Councilor Woodruff inquired if it would be useful for direction from the Council to direct the CAO to direct department heads to bring in a budget which is based on some figure such as a 3% increase in revenues offset by 3% increase in expenses. Leonard responded that overall, it appeared that the requests were falling within a reasonable framework already. Ms. Leonard gave a brief update on the South Sewer Project, noting that last week's meeting with Mr. Peck had originally shown that the City wasn't eligible for any grant, due to the sewer rates being lower than similar systems throughout the state. However, he was not using the most current rates. When recalculated, the City was still slightly below the required rate, but the package was refigured, and we are eligible for a $450,000 grant and a loan of $1.259M. The issue now was how to proceed. Ms. Leonard noted that a consultant from Ocean Hills had contacted her and she was meeting with him on Wednesday to talk about some of the issues. Ms. Leonard suggested maybe putting together an informational package for the large developers and possibly setting up a meeting regarding the low interest loans available. Councilor Peterson asked if this opportunity would be extended to other areas of the City that also do not have sewer. Discussion ensued. No further action was taken.
 C. City Attorney: Mr. Hammersley noted the only pending item of litigation, Sagaitis, had filed for another extension, and he had no idea when the opening brief would now be due. The Tsunami siren easement was recorded on January 7, and he had obtained a copy of the easement. The original was still being scanned into a digital database, and the County was about a month behind in returning original documents. He informed the Council there were no items for executive session.
 D. Public Works Director: Mr. McClintock noted recent vandalism at the Wastewater Treatment Plant, outside the fenced area. Someone had taken a vehicle and torn up the lawn and other plantings. The Sheriff's department had been notified. Mr. McClintock noted that the contract with Isaak Walton League for the gate was originally just an extension of the gate at the Treatment Plant, but they had moved it to an area between the shop and the plant to limit future access to the area. He gave a brief update on the continuing I & I work, noting that they had located several more substantial leaks, including one at the Forest Service. Mr. McClintock also noted that this month, the Yachats plant operators had visited the City's facilities, and the cross-training program was proceeding. Public Works had repainted the intersection on Range Drive and put more visible markers on signs. There were still a lot of people running the sign and the Sheriff's department will continue to monitor the situation. Public Works has installed the gate on the golf course for access to the pump station. Mr. McClintock noted that he had received a call from Mr. Buisman regarding the Crestline/Range Drive stop signs. Mr. Buisman stated that, unless accident statistics prove otherwise, the City will not see a stop sign up there. Mr. McClintock suggested that the Council apply pressure on the County Commissioners if they want it to happen. The Library restroom and plumbing was completed, and Public Works will put in a new subfloor. Dyer was laying out the survey for the water projects. They were currently trying to pin down the exact location for the pump station, so that the City Attorney can draw up the paperwork. Mr. McClintock noted that the property owner favored a sale of the property over an easement. Councilor Welch asked if the WWTP was still within reasonable limits, Mr. McClintock responded that there had been no major episodes, even with the amounts of rain.
 E. City Planner: The Council noted the report in the packet materials.
7. COMMITTEE REPORTS:
 A. Councilor Woodruff noted a couple of recommendations from the Finance and Administration Committee meeting. The first was in regards to the City's alarm permit process. Councilor Woodruff moved to do away with the City's alarm permit process and allow the Sheriff's department to replace it with their process. Councilor Peterson seconded, and the motion carried unanimously on a voice vote. In regards to the auditor's recommendation for review of the bank statements, Councilor Woodruff moved to have Ms. Leonard perform that monthly review. Councilor Church seconded, and the motion carried unanimously on a voice vote. Councilor Abbott noted the recommendation regarding the server software update, which would cost approximately $800. Additionally, there were was a request to improve the remote access to the system, which would cost about $300. Acting Mayor Moore indicated that there was $1500 in the General Fund for the Council Chambers, and suggested the Council consider transferring that allocation into the computer fund. Councilor Abbott moved to transfer the funds. Councilor Welch seconded. The motion carried, with Acting Mayor Moore and Councilors Abbott, Woodruff, Church and Welch voting "Aye", Councilor Peterson voting "Nay". In regards to the GVR request for refund of interest on an overpayment, Councilor Woodruff moved to approve the request, Councilor Abbott seconded. The motion carried unanimously on a voice vote.
 B. Infrastructure Planning: Acting Mayor Moore noted that the ODOT grant for Spring Street has been obtained. Public Works has requested additional electronic meters through the United Pipe Supply offer, where if the City buys 500 meters they will provide us with $13,000 worth of hardware and software. The proposal to do half this fiscal year, and United Pipe will carry the balance at 0% interest to be paid next fiscal year. Staff had confirmed that the money was available to do this project. Councilor Church moved to approve the proposal. Councilor Welch seconded, and the motion carried unanimously.
 C. Parks and Recreation: Nothing to report.
 D. Traffic Safety: Councilor Welch noted that he will take the Crestline/Range Drive stop sign issue to the County Commissioners. Acting Mayor Moore suggested asking Sheriff O'Brien for a letter of support as well.
7. CONSENT CALENDAR: The Council considered the following items: City Engineer bill; City Attorney bill; Tsunami siren invoices; and a liquor license application from the Landing at Alsea Bay. Councilor Welch moved to approve the Consent Calendar. Councilor Woodruff seconded, and the motion carried unanimously on a voice vote.
8. CORRESPONDENCE: Acting Mayor Moore noted that there was a request from the Juvenile Department for the City's portion of the block grant which comes from the State for assistance in juvenile issues. In the past, the City has sent a letter to Salem to authorize use of the monies by the Sheriff's department. Acting Mayor Moore asked the Council to consider approval to authorize the same for this year. He then moved to have staff write the letter. Councilor Welch seconded, and the motion carried unanimously on a voice vote.
9. INFORMATIONAL ITEMS: The Council considered the following items: Waldport Library Board minutes and monthly circulation report; and draft Planning Commission minutes from January 22, 2002. Councilor Woodruff noted a motion from Commissioner Milligan, recommending a hearing on the business at 425 Cedar St. City Attorney Hammersley indicated that if the Council wanted a hearing, the business owner and adjacent property owners should be notified and a notice published in the newspaper. It was asked that the issue be placed on the next agenda if the business has not closed by then.
10. PUBLIC HEARING: None.
11. NEW BUSINESS:
 A. Letter of Interest from Chantall Van Wey re Senior Center Board Vacancy: Councilor Woodruff moved to appoint Ms. Van Wey, Councilor Abbott seconded, and the motion carried unanimously on a voice vote.
 B. Meter Reading - Wand System & Software Offer: Previously discussed.
 C. ODFW Land Use Permit for Lint Slough Trail: Ms. Leonard noted a memo of approval from City Attorney Hammersley as to form, and reported that this was needed for the grant application. There was a slight change in language between the copy in the packet materials and the final document, but nothing substantive. Councilor Welch moved to approve the land use permit. Councilor Abbott seconded. Mr. McClintock indicated that the work would probably begin the middle of June. The motion carried unanimously on a voice vote.
 D. Discussion re Planning Services: The Council noted receipt of a memo from Mr. Thompson, indicating that he was planning to retire on June 1st or July 1st, from both Waldport and Yachats. Consensus of the Council was to use June 1st as the ending date. Acting Mayor Moore noted that the Council should act quickly to ensure that there would be some overlap in the services, and suggested that the Council consider either a personal services contract with the planner from Depoe Bay, or going out for an RFP. Consensus of the Council was to give the issue to Finance and Administration for discussion at their February 12 meeting.
 E. Consideration of Resolution 997 - Amending Budget for FY 2001-2002: Acting Mayor Moore moved to approve Resolution 997, Councilor Welch seconded. The motion carried unanimously on a voice vote.
 Councilor Welch noted an additional item under "New Business", regarding the recommendation at the last Economic Development Committee meeting to start the grant process for downtown improvements. Councilor Welch moved to appoint Ms. Leonard to pursue the grants, Councilor Woodruff seconded. Councilor Church clarified that it had been a unanimous consensus of the Committee to recommend Ms. Leonard's appointment. The motion then carried unanimously on a voice vote.
12. OLD BUSINESS:
 A. Board Vacancies: Staff noted that there were still two vacancies on the Senior Center Board. Mr. Bregenzer has consented to serve on the Budget Committee again this year, which leaves two vacancies to be filled there as well. Councilor Woodruff indicated she would contact the senior groups to see if anyone else was interested in serving on the Senior Center Board.
 B. RIB grants: Ms. Leonard noted the deadline of February 13th, and indicated that the Starr Street sidewalks and Lint Slough waterline requests will be completed by that date. She stated that the code enforcement officer suggestion was presenting some difficulties in drafting the request. The issue just did not fit with the parameters of the RIB program. Following a brief discussion, consensus of the Council was to pursue the sidewalk and waterline grant requests, and look at other options for code enforcement.
 Councilor Church asked about a Municipal court report. Acting Mayor Moore also suggested that Ms. Leonard meet with Ms. Williams to ascertain if there are any concerns regarding the Municipal Court operations. Staff will look at coming up with a Court report.
13. EXECUTIVE SESSION(S): Not needed.
14. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: None.
15. ADJOURNMENT: At 8:25 p.m., there being no further business to come before the Council, Councilor Welch moved to adjourn. Councilor Abbott seconded, and the motion carried unanimously on a voice vote.

Respectfully submitted,
Reda A. Quinlan
City Clerk

APPROVED by the Waldport City Council this 7th day of March, 2002.
SIGNED by the Mayor this 8th day of March, 2002.

Gene Moore, Acting Mayor