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CITY COUNCIL MEETING MINUTES

FEBRUARY 6, 2003


1. CALL TO ORDER AND ROLL CALL: Mayor Beckstead called the meeting to order at 7:00 p.m. Mayor Beckstead and Councilors Abbott, Woodruff, Peterson, Welch, Eder and Church answered the roll. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: The Council acknowledged receipt of a letter from E. Papas and two letters from Bruce Thompson. The Papas letter regarding water and sewer rates was referred to City staff to respond. The issue of RV parking restrictions on Highway 101 was referred to the Traffic Safety Committee. Regarding the waste disposal station, it was noted that it had been closed because of a lack of revenue, design issues which caused I & I problems, and the fact that it was difficult to keep the area clean. Mr. Thompson has offered to take over maintaining the dump station for 25% of the proceeds. Following a brief discussion, Councilor Church moved to allow Mr. Thompson to take charge of the dump station for 25% of the proceeds. Councilor Welch seconded. Councilor Abbott moved to amend the motion to allow for a review in three months. Councilor Woodruff seconded. The amendment carried unanimously on a voice vote. Mr. McClintock indicated he would get together with Mr. Thompson to look at some design modifications. Ms. Leonard will write a letter to Mr. Thompson, outlining the understanding of the City. The original motion then carried unanimously on a voice vote.
3. COUNCIL COMMENTS AND CONCERNS: Councilor Welch noted that some people were present for the budget committee interviews and asked if that item could be moved up on the agenda. Consensus of the Council was favorable.
 Alan Canfield, Leigh Hamilton and Dave Gordon addressed the Council, expressing their interest in serving on the Budget Committee. It was noted that Ms. Rivers was not present, but had submitted a letter of interest and had previously served on the Committee. Councilor Welch moved to appoint all four persons to the Budget Committee. Councilor Peterson seconded, and the motion carried unanimously on a voice vote. Staff indicated that the other letter of interest in the packet, from Bert Soderlund, had been withdrawn at Mr. Soderlund’s request, as he had something come up which prevented him from serving at this time.
 Noting the presence of the representatives from the Solid Waste District, consensus of the Council was to move this item up on the agenda as well. Aaron Cubic addressed the Council, reviewing the success and history of the forest enforcement program. He then introduced Sheriff Bergman, who was responsible for the program. Sheriff Bergman reviewed his activities throughout the county, noting that his presence was also helpful as he covered the area in the "off" hours. Mayor Beckstead asked what percentage of time he spent in the South County area, and Sheriff Bergman estimated it to be about 10-15%. The Council thanked both Mr. Cubic and Sheriff Bergman for their presentation.
 Councilor Eder asked about a leak on Willow Street and 101. Mr. McClintock responded that it was an old inline valve that was leaking, it was scheduled for replacement this summer.
 Councilor Church indicated he had attended the most recent Citizen’s Patrol meeting, and was impressed with their dedication and willingness to undergo training. He noted that he had also become involved with the Youth Center, and would like Council approval to be the liaison from the Council to the Youth Center Board. Mayor Beckstead moved to appoint Councilor Church as liaison. Councilor Peterson seconded, and the motion carried unanimously on a voice vote.
 Mayor Beckstead reviewed the meeting with the School Board the previous week, regarding budget cuts and the potential closing of the high school or middle school. He noted that he would be making this issue a top priority and would continue to meet with school leaders, administrators, teachers, students and community leaders. to avoid this happening. He urged anyone interested to attend the next meeting on February 17. Mayor Beckstead indicated he was also concerned with economic development, both short-and long-range planning. He was meeting with representatives from the Chamber of Commerce, the City of Yachats, the Port of Alsea and Lincoln County Economic Development Alliance to look at putting together promotional materials to encourage growth. He felt that the Industrial Park was critical to the City’s future, and suggested that the Council view improvements such as sewer and access from Highway 101 as a priority.
 Councilor Peterson noted a recent article in the News Times regarding cost overruns for the Lincoln City skatepark, and cautioned the Council to pay attention and not make the same mistakes. Councilor Church asked about the progress with Airspeed and Mayor Beckstead responded that they were currently attempting to secure accommodations for themselves and the crew, and were experiencing delays in their current project in Mexico. They understood that the first priority was to evaluate the site, and then site preparation can take place. Councilor Welch confirmed that the $15,000 from the Skatepark Committee has been deposited with the City. Councilor Church asked if this was all that was collected and Mayor Beckstead responded that there are still collection sites around the City and further fundraising efforts will be planned as the weather improves.
4. MINUTES: The Council considered the minutes from the January 7 and January 22, 2003 meetings. Councilor Welch moved to approve the minutes as presented. Councilor Peterson seconded, and the motion carried unanimously on a voice vote.
5. STAFF REPORTS:
 A. Sheriff: Sergeant Dave Carey addressed the Council and introduced Gary Davey as the new night shift contract deputy. Councilor Welch asked that the Sheriff’s department look at speeding as an issue in the City, as it was a major concern of the Traffic Safety Committee. Sergeant Carey confirmed that the deputies carry two citation books, one for inside the City and one for County citations. Deputy Davey noted that he has been working on speeding issues, but there haven’t been many violations recently. Councilor Welch expressed hope that the Sheriff’s Department could coordinate with Public Works in the placement of the surplus vehicle and maybe develop a strategy for exchanging with an active patrol car occasionally. Councilor Abbott asked about the report that Lieutenant Stallard had provided in the past, and Sergeant Carey distributed a copy to the Council. Councilor Woodruff asked about the meeting with Sheriff O’Brien and Ms. Leonard indicated that it was scheduled for the following day. Sergeant Carey stated that the Citizen’s Patrol was a welcome presence.
 B. City Administrator: Ms. Leonard noted that the Traffic Enhancement Grant paperwork had been submitted on time, and hoped that it would be successful. This would provide for improvements to the Highway 101 area of town and would include such things as underground utilities and traffic calming devices. She reported that ODOT was continuing to work on the issue of the retaining wall at the Interpretive Center, they were in the process of getting approval from Fish & Wildlife and other affected agencies.
 C. City Attorney: Mr. Hammersley noted that the City was now the owner of the property on which the raw water intake was located. The easement on the Correia property has been prepared but was not yet signed. The EPA audit will be favorable regarding the City’s compliance, and it was noted that Councilor Eder needed to review and sign the compliance agreement and certification. Mr. Hammersley stated that there was currently no outstanding litigation against the City.
 D. Public Works: Mr. McClintock reported that there had been a substantial leak in the 10" main which serves the Crestline area. It had taken a couple days to track the leak down, and he thanked Mr. Ted Stephens for providing access across his land and Southwest Lincoln Water District for providing over 6000 gallons to the Crestline area. He indicated that there would be an advertisement in the paper and on the radio in the next week or so, regarding the annual flushing of the water system. Mr. McClintock noted that discussion regarding the water rights on Southworth Creek had taken place at the last Infrastructure Committee meeting. The City would need to make a decision by the end of April to set out a plan for eventual development of this water right. Councilor Welch expressed concern that the City actively pursue this issue, as this would be a critical resource in the future. He asked that Mr. McClintock look at potential land acquisition in the area of the point of diversion, and report back to the next Infrastructure Committee meeting. Mr. McClintock reported that the UV system at the Wastewater Plant was now functioning properly. The emergency electrical hookup for City Hall had been completed the previous week, and would be inspected and tested the following week. He noted the change order for the water project would be delivered soon. Mr. McClintock noted that the cooperative agreement with Yachats appeared to be working well, and he anticipated using the City’s personnel and equipment there much more this upcoming summer season. He also noted it was good to have backup in water and wastewater for the two entities. Councilor Welch asked that Mr. McClintock look at the possibility of extending the shoulder on Crestline Drive to be used for bicyclists and pedestrians. Though it would not be as optimal as a sidewalk, it may prove to be less expensive and would still provide some safety for the users. Mr. McClintock agreed to look into the issue.
6. COMMITTEE REPORTS:
 A. Finance and Administration: Councilor Woodruff noted the minutes were in the packet materials.
 B. Infrastructure Planning: Councilor Welch noted the minutes were in the packet materials.
 C. Parks and Recreation: Councilor Woodruff reported that Oregon Coast Greenhouses will supply annual color if the City will purchase permanent plantings as well. The owners' wife is attending a Master Gardeners class and may be willing to make Meridian Park her project. It was noted that one of the vacancies on the Committee was for a youth representative, and the Council asked that this be announced to the high school seniors or juniors to see if anyone is interested.
 D. Traffic Safety: Councilor Welch noted that Councilor Peterson’s letter of concern regarding traffic disobeying the one-way designation on the west side of Willow Street was looked at by the Committee. Mr. McClintock was looking at ways to address the situation. Councilor Peterson noted he had some ideas on how to solve the problem, and asked to meet with Mr. McClintock to further discuss them. Councilor Welch indicated that the minutes from the meeting had been separately distributed. One of the issues the Committee had looked at was a suggestion by Ms. Hansen to install a stop sign at the intersection of Ball Boulevard and Crestline Drive. As this part of Crestline is the City’s responsibility, they will discuss the issue with the Sheriff’s department to get further input. The Committee felt the idea was worth consideration.
 E. Economic Development Committee: Councilor Woodruff noted that there had been no meeting the previous month. The minutes from their December meeting were in the packet materials.
 F. Youth: The Youth Representative noted that the Key Club was working on fundraising and was very passionate about the possibility of the school closures. They were willing to participate in any kind of organized activity as long as they were notified in advance. Lynn Chamberlain, Key Club advisor for Waldport had been recently honored by the Kiwanis.
 Mayor Beckstead noted he had met with Fred Springsteen, president of the Lincoln County YMCA. They had expressed interest in maintaining or leasing a pool if the City would build such a facility. They would also be interested in putting in an office and promoting programs in South County. Mayor Beckstead indicated that building a pool would be a major project, but he wanted to make the Council aware of the offer.
7. CONSENT CALENDAR: The Council considered the City Engineer bill, which was the only item on the Consent Calendar. Councilor Church moved to approve payment of the bill. Councilor Peterson seconded, and the motion carried unanimously on a voice vote.
8. CORRESPONDENCE: The Council acknowledged receipt of the letter from DEQ regarding the annual Inflow and Infiltration report. No action was required.
9. INFORMATIONAL ITEMS: The Council considered the following items: Library Minutes and Circulation Report; Grant Status Report; and Senior Board Minutes from January 27. No action was required.
10. PUBLIC HEARING: None.
11. NEW BUSINESS:
 A. Consideration of Letters of Interest for Budget Committee: Previously addressed.
 B. Lincoln County Solid Waste District Forest Enforcement Program Presentation: Previously addressed.
 C. Engineering contract: Ms. Leonard noted that a replacement page had been distributed to replace the page in the packet materials. She indicated that the Council needed to authorize signing of the contract in order to allow the engineers to proceed. There were still some negotiations in regard to the resident review which may further decrease the estimated costs, but the contract was within the estimation for the project. Attorney Hammersley stated that he has reviewed the contract twice, and it had also been reviewed by the funding agency. Councilor Church moved to authorize signing the contract. Councilor Welch seconded, and the motion carried unanimously on a voice vote.
 D. Regional Financial Advisors: Ms. Leonard explained that when a project such as the South Sewer project was undertaken, the funding agencies will pay upon completion of the project. Therefore, interim financing is necessary and must be secured. The City’s bond counsel worked in conjunction with Regional Financial Advisors, who will secure the funding for the project, probably through a lending agency rather than by selling bonds. Ms. Leonard confirmed that the City has worked with them in the past, and the monies for payment of the contract have been budgeted. Councilor Welch moved to approve the contract, in an amount not to exceed $9000. Councilor Church seconded, and the motion carried unanimously on a voice vote.
 E. Consideration of Resolution Authorizing Reclaimed Water Force Main Improvements: Ms. Leonard noted that the grant will cover all but about $36,000 of the project. This resolution was the first step in establishing the Local Improvement District for the remaining amount. Even though there was only one participant in the LID, the process for public hearing and allowance for remonstrance remains the same. Councilor Church moved to approve Resolution 1027. Councilor Welch seconded, and the motion carried unanimously on a voice vote.
 F. Review of Draft Board, Committee and Commission Memberships List: The Economic Development Committee vacancy is for a Chamber representative, and will be advertised. Councilor Woodruff indicated that Ms. Vreeland and Mr. Walton will continue on the Senior Board, and staff will check to see if there are still two vacancies on that board. If so, the vacancies will be advertised. Discussion ensued regarding the vacancies on the Parks and Recreation Committee. Councilor Woodruff moved to change the requirements to three citizen-at-large positions plus a youth representative. Councilor Peterson seconded. The motion carried unanimously on a voice vote. Staff will notify those people whose terms are currently up to ascertain if they wished to continue. Councilor Welch moved to approve continuations for any positions if the incumbent wished to serve. Councilor Peterson seconded, and the motion carried unanimously on a voice vote. Discussion ensued regarding a Chamber liaison. Mayor Beckstead noted that he knew when meetings were and could probably arrange his schedule to attend. Councilor Woodruff moved to appoint Mayor Beckstead as the Chamber liaison. Councilor Church seconded, and the motion carried unanimously on a voice vote.
 G. CAO Job Description Discussion: Ms. Leonard noted the memo she had provided in the packet materials in response to the request from the Finance and Administration Committee. A lengthy discussion ensued. Councilor Abbott moved to send the job description to a subcommittee for clarification. Councilor Welch seconded. It was determined that the subcommittee would be comprised of Mayor Beckstead and Councilors Woodruff and Eder. The final draft of the job description will be brought to the next regular Council meeting for approval. The motion then carried, with Mayor Beckstead and Councilors Abbott, Woodruff, Eder, Welch and Church voting "Aye", Councilor Peterson voting "Nay".
 H. Park Maintenance Proposal: Mr. McClintock noted that the only bid in the packet was from K & D Enterprises. Councilor Peterson moved to accept the proposal. The motion died for lack of a second. Consensus of the Council was to refer the proposal to the Parks and Recreation Committee for review. Councilor Woodruff suggested the Council consider making a motion to enter into the agreement if the Parks Committee approved, rather than having to bring it back to another Council meeting. Councilor Welch moved to enter into the agreement upon the review and approval of the Parks Committee, in an amount not to exceed $1,152. Councilor Woodruff seconded, and the motion carried unanimously on a voice vote.
 I. Consideration of Letter Supporting South County Livability Issues Group Proposal for Forest Service Property: Councilor Abbott noted this letter needed to be sent individually to all the legislators. He explained that this was in support of an effort to acquire the Forest Service property and refurbish it for the use of the Fire District, the medical clinic and the community college. Following a brief discussion, consensus of the Council was to sign the letter of support.
12. OLD BUSINESS: None.
13. ADJOURN TO EXECUTIVE SESSION: At 9:37 p.m. the Council recessed into Executive Session, pursuant to ORS 192.660(1)(e), to conduct deliberations with persons designated by the governing body to negotiate real property transactions. The Council reserved the right to return to open session.
14. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: None.
15. ADJOURNMENT: At 9:55 p.m., there being no further business to come before the Council, the meeting was adjourned.

Respectfully submitted,
Reda A. Quinlan
City Clerk

APPROVED by the Waldport City Council this 6th day of March, 2003.
SIGNED by the Mayor this 6th day of March, 2003.

Scott Beckstead, Mayor