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CITY COUNCIL MEETING MINUTES

JUNE 5, 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.
2. CITIZEN COMMENTS AND CONCERNS: Jerry Hughes addressed the Council regarding a concern about transient businesses operating without a business license. He suggested that enforcement of the business license ordinance might be appropriate. Councilor Woodruff noted that some of those people also appear to be camping on the property. Councilor Abbott stated that there is an ordinance on the books and the Sheriff department or City staff can enforce the ordinance. Councilor Church noted that the owner of the lot is the president of the Chamber of Commerce. Councilor Peterson indicated that if they have the permission of the property owner, he felt that should be sufficient.
 Mimi Olson, representing HeadStart, addressed the Council, noting that they are going to close Waldport HeadStart due to budget concerns. She is concerned about the impact on low-income families and wondered if anyone had ideas on how to save the program. Waldport is the smallest of all the units, which is why it has been targeted for the cut. The Council agreed to have Mayor Beckstead contact the director and see what, if anything, could be done.
3. COUNCIL COMMENTS AND CONCERNS: Councilor Peterson noted that the agenda was very full, and he would be making a motion to adjourn at 10:00 p.m. Councilor Church asked for an update on the skatepark and Mayor Beckstead responded that the "Grand Opening" was scheduled for 10:00 a.m. to 1:00 p.m. on Saturday, June 7. He was hopeful that there will be a good turnout, and invited City Councilors to join in the festivities. The parking and traffic safety issues will be addressed on an ongoing basis. Mayor Beckstead has been asked to give some comments at the high school ceremony on Saturday, and will be presenting a certificate of appreciation/acknowledgment to the four foreign exchange students. Mayor Beckstead also mentioned that Ken Fabrizi was a national merit scholar, which meant that he was in the highest 1% of the nation.
4. MINUTES: The Council considered the minutes from the March 25, 2003 Budget Committee and the May 1 and May 21, 2003 Council meetings. Councilor Peterson moved to approve the minutes as presented. Councilor Welch seconded, and the motion carried unanimously on a voice vote.
5. PUBLIC HEARINGS:
 A. City of Waldport Budget: Mayor Beckstead opened the Public Hearing on the City of Waldport Budget for Fiscal Year 2003-2004 at 7:25 p.m. No comments were received. Mayor Beckstead closed the Public Hearing.
 B. State Revenue Sharing: Mayor Beckstead opened the Public Hearing on State Revenue Sharing for Fiscal Year 2003-2004 at 7:26 p.m. No comments were received. Mayor Beckstead closed the Public Hearing.
 C. Waldport Downtown Refinement Plan: Mayor Beckstead opened the Public Hearing on the Waldport Downtown Refinement Plan at 7:27 p.m. Ms. Leonard explained that the supplemental packet distributed prior to the meeting included the Summary of Capital Improvements which was to be included in the Public Hearing. Larry Lewis addressed the Council regarding the conceptual design. He indicated that the majority of the project would be completed by the end of June, though the code text amendments would be an ongoing project. He emphasized that this was a conceptual design, and that the process will include working with any business owners to ensure that the design is of benefit to all. Bill Gilliland, owner of the Chevron Station, expressed concern regarding the potential blocking of ingress and egress from Highway 101 to his business. Oralee Watson, owner of Pacific Office Solutions, also expressed concern regarding the potential impact the improvements to the south end of town would have on her property. A lengthy discussion ensued. Mayor Beckstead closed the public hearing at 8:07 p.m., thanking the participants and urging all business owners and other interested people to continue participating in the process.
 Noting the presence of the presentors, Mayor Beckstead asked if the Council had any objections to moving the Proposed Ordinance for Uniform Rate Reporting Format and Proposed Fee Change for Dahl Disposal Franchise up on the agenda. There were no objections. Wayne Belmont and Aaron Cubic addressed the Council regarding the uniform rate reporting format. Mr. Belmont indicated that the County has already adopted an ordinance, though it may be changed when all the communities adopt theirs. Ms. Leonard informed the Council that the ordinance will be on the next Council agenda for consideration. The second component of the discussion was a proposed rate increase. Russ Dahl addressed the Council, explaining that the proposed increase would cover the funding for the Solid Waste District, which will now be spread over the customer base rather than being paid out of the City’s General Fund. There has also been an overall increase in operating costs. Mr. Belmont noted that the County has adopted the rate increase as an interim increase, to be reviewed again before July of 2004. Mr. Cubic explained the concept of linking the rates to the consumer price index. Mr. Dahl noted in response to a question from Councilor Woodruff that if overall costs are reduced, there would be a commensurate reduction in rates. Following a brief discussion, Councilor Woodruff moved to approve the resolution setting the new rates for Dahl’s Disposal. Councilor Church seconded, and the motion carried unanimously on a voice vote.
 Mayor Beckstead asked if the Council had any objections to moving up the Community Youth Report. There were none. Jerry Hughes addressed the Council, noting that grant monies have been received and, to-date, they have spent about $3000 in equipment and supplies to start a pottery class. They have also spent about $500 in lapidary supplies and he will be donating the use of his equipment to provide the participants with some training in jewelry-making. In addition, they have obtained a couple donated computers and have allocated $2000 for additional computers and peripherals.
6. STAFF REPORTS:
 A. Sheriff Report: The Council noted receipt of the written report in the packet materials.
 B. City Administrator: Ms. Leonard reported that she had contacted Pioneer Telephone about providing a 911 phone at the Skatepark. They are enthusiastic about the idea, and will provide one upon receipt of a letter of request from the City. Ms. Leonard asked the Council if they wished to consider moving the next regular Council meeting due to the 4th of July holiday. Consensus of the Council was to schedule the July meeting for July 10 rather than July 3. In regard to the dump station, Ms. Leonard indicated that an offer had come from Handy Haven, but also noted that Mr. McClintock said the Public Works department had no problem the previous year in taking care of the operation. Following a brief discussion, Councilor Welch moved to have the Public Works Department take over the handling of the dump station and manage it in an appropriate manner, effective immediately. Councilor Eder seconded, and the motion carried unanimously on a voice vote. Councilor Church asked if the City was going to be putting up signs at the skatepark and Ms. Leonard responded that a temporary sign has been made that covers the basic issues. Councilor Welch also noted that the Traffic and Public Safety Committee had suggested the Sheriff’s department give some oversight to the facility.
 C. City Attorney: Mr. Hammersley indicated that he had nothing to report, and thanked the Council for the acknowledgment of the family’s bereavement.
 D. Public Works: Mr. McClintock reported that Water Resources has received the City’s application for water extension for Southworth Creek, and he hopes to hear something in the next 60 to 90 days. He has asked the surveyor for a physical description and a map, and then he will come to the Council to talk about access and property acquisition. They are using the new sedimentation basin and it is working quite well. The NPDES permit has been received from DEQ and is now on file, with a copy at Public Works, a copy at the Wastewater Treatment Plant and the original at City Hall. Mr. McClintock indicated that, although there is no grant money available, OECDD is willing to loan the City $132,000 to do the lagoon berm project. The offer is being reviewed by the City Accountant. The bids are in on the asphalt work, and Mr. McClintock noted that they were comparable to last year and appeared to be a good deal for the City. The low bid was Road and Driveway, and they will be commencing work around the middle of July. Councilor Welch mentioned that the Sheriff’s department had previously expressed concern about the condition of Pacific View Drive. Mr. McClintock responded that the City had recently rocked and graded the street. The agreement was that the City would maintain the street to its existing standards, so Public Works does rock and grade it a couple times a year.
7. COMMITTEE REPORTS:
 A. Finance and Administration: The minutes from the May 21 meeting were in the packet materials.
 B. Infrastructure Planning: There had not been a meeting.
 C. Parks & Recreation: The minutes from the April 15, 2003 meeting were in the packet materials.
 D. Traffic & Public Safety: Councilor Welch reviewed the minutes from the May 28, 2003 meeting and noted that one unanimous suggestion from the Committee had been to proceed as soon as possible with expanding the west side shoulder of Crestline Drive from Cedar to Range Drive to provide a pedestrian walk area. Discussion ensued. Councilor Peterson agreed that the walkway needed to be widened, but reiterated his concern that the whole planning process for the skatepark had not been followed correctly. In regard to the proposed school crosswalks on Crestline Drive, Councilor Woodruff asked if there were guidelines. Mr. McClintock responded that he would need to talk to the School District and the County, and will also find out about signage requirements. He will then bring that information back to the Council. Councilor Welch noted that the Committee recommended installing stop signs on Cedar Street at the north and south intersections with Starr, and to also contact the Post Office about a one-way concept for the private parking lot. Councilor Welch moved to have the City install additional stop signs at the intersection of Starr and Cedar for both northbound and southbound traffic. Councilor Church seconded, and the motion carried unanimously on a voice vote. Councilor Peterson mentioned that two citizens had approached him about stop signs from the Post Office parking lot onto Starr Street, both for the main lot and the mailbox dropoff lane. Councilor Welch stated that traffic laws in Oregon require that drivers stop when exiting a private lot. Councilor Peterson moved to install the stop signs, Councilor Welch seconded. Mr. McClintock indicated that the right-of-way may extend far enough to make it a City decision, but he would like to contact the Post Office to talk about it. Councilor Welch offered to accompany him. Mayor Beckstead amended to motion to state that the stop signs were contingent on a positive outcome to the conversation. Councilor Welch seconded the amendment. The amendment carried unanimously on a voice vote. The main motion, as amended, then carried unanimously on a voice vote. Councilor Welch indicated the final issue discussed by the Traffic and Public Safety Committee was the intersection of Norwood and Starr Street. Their suggestion was to have Public Works look at the situation and make a recommendation. Councilor Woodruff noted that it should fit in with the long-range plans for that intersection, and Councilor Peterson mentioned that ODOT would need to be involved. Mr. McClintock added that, minimally, they would need to obtain a right-of-way permit. Councilor Welch moved to refer the issue to Public Works to study the straightening and realigning of Norwood with 101. Councilor Peterson seconded. Councilor Church clarified that this should be corrected to aligning Norwood and Starr rather than 101, and suggested involving the City Planner as well. Councilor Welch amended the motion to state Norwood and Starr, Councilor Church seconded. The amendment and the main motion, as amended, both carried unanimously on voice votes. A brief discussion ensued regarding "rumble markers" to be used as a means of alerting drivers to stop signs. Mr. McClintock indicated that he would look into this, but they were not very expensive. Councilor Peterson expressed concern that the solid yellow line painted on Crestline Drive behind the high school might not be a legal traffic device, as two lines may be needed to prevent passing. Mr. McClintock will research the requirement and look at the situation to determine if another line can be painted, though the road is very narrow at that point. City Attorney Hammersley pointed out that there had been discussion about widening Crestline Drive and a consensus of the Council appeared to have been reached on that issue. However, a motion to that effect might be in order. Councilor Welch moved to authorize Public Works to increase the width of the right (west) shoulder of Crestline Drive from Cedar Street to Range Drive, with appropriate roadwork necessary to make that improvement, and to designate it as a pedestrian area. Councilor Eder seconded. Councilor Church asked how that would impact residential parking and wondered about enforcement issues. It was suggested that "No Parking" signs be installed, similar to what the County already has in place along Crestline Drive west of Range Drive. The motion then carried unanimously on a voice vote.
 E. Economic Development Committee: The minutes from the May 13, 2003 meeting were contained in the packet materials. Councilor Woodruff noted the committee’s recommendation to Council that the proposed code revisions be sent on to the Planning Commission for further work and clarification. Mayor Beckstead also noted that, in regard to economic development issues in general, there have been two South County meetings to look at putting together an economic plan for the area. He invited anyone interested to the next meeting, to be held June 26 at 1:00 p.m. at the Yachats Commons. Councilor Woodruff moved to refer the code revisions to the Planning Commission for review. Councilor Welch seconded, and the motion carried unanimously on a voice vote. Councilor Woodruff noted that she would like to see a report or minutes from the SCLIG group in the council packet so that the Council can be aware of what is happening. The suggestion was to add this to "Committee Reports" on the agenda. Ms. Woodruff provided an overview of the conceptual gazebo plan for Keady Wayside, designed by Sam Balen. Discussion regarding potential funding ensued. Councilor Welch moved to refer the concept back to Economic Development for further study. Mayor Beckstead seconded. Following further discussion, Councilor Welch withdrew his motion. Councilor Woodruff will contact Mr. Balen to see if he can provide at least an estimate of costs, and staff will look into grant possibilities.
 Councilor Peterson noted that a meeting should be scheduled with the City of Yachats to review the joint contract for public works services. Mayor Beckstead indicated that a meeting should also be scheduled to discuss joint economic development plans as well. In regard to the joint contract, Ms. Leonard noted that Mr. Corbin is the contact person. She will inquire and get back to the Council on this issue.
 F. Community Youth Report: Previously addressed.
8. CONSENT CALENDAR: The Council considered the following items: City Engineer bill, Beachcomber Days proclamation, and a bill from Preston Gates Ellis. Councilor Woodruff moved to approve the Consent Calendar. Councilor Welch seconded and the motion carried unanimously on a voice vote.
9. CORRESPONDENCE: None.
10. INFORMATIONAL ITEMS: The Council considered the following items: Library minutes and circulation report; grant status report; two financial memos, one on Internal Cost Recovery in Public Works and the other regarding the sewer rate increase. No action was necessary.
11. DISCUSSION/ACTION ITEMS:
 A. Consideration of Interfund Loan Resolution for FY 2002-2003: Councilor Abbott moved to approve Resolution No. 1034. Councilor Welch seconded, and the motion carried unanimously on a voice vote.
 B. Consideration of Budget Transfer Resolution for FY 2002-2003: Councilor Abbott moved to approve Resolution No. 1035. Councilor Woodruff seconded, and the motion carried unanimously on a voice vote.
 C. Consideration of Resolution Dedicating Portion of Room Tax Revenues to the Chamber of Commerce: Councilor Woodruff moved to approve Resolution No. 1036. Councilor Abbott seconded, and the motion carried unanimously on a voice vote.
 D. Consideration of Resolution Setting Sewer Rates for FY 2003-2004: Ms. Leonard explained that this rate increase was the annual increase proposed by the Bartlett sewer rate study. Councilor Abbott moved to approve Resolution No. 1037. Councilor Woodruff seconded, and the motion carried, with Mayor Beckstead and Councilors Abbott, Woodruff, Eder, Welch and Church voting "Aye", Councilor Peterson voting "Nay".
 E. Consideration of Water Rate Analysis and Resolution Setting Water Rates for FY 2003-2004: Councilor Abbott moved to approve Resolution No. 1038. Councilor Welch seconded. Ms. Leonard explained that the analysis showed that the water fund is depleting at the current rates. She noted that this increase will not address future needs, but will cover the anticipated requirements for the upcoming fiscal year. Discussion ensued. Councilor Church felt that, given the current economy, this was not a good time to raise any rates and advocated looking at cost-cutting instead. Councilor Peterson concurred. Following further discussion, the motion carried on a roll call vote, with Mayor Beckstead and Councilors Abbott, Woodruff, Eder and Welch voting "Aye", Councilors Church and Peterson voting "Nay".
 F. Consideration of State Revenue Sharing Resolution for FY 2003-3004: Councilor Abbott moved to approve Resolution No. 1039, Councilor Woodruff seconded, and the motion carried unanimously on a voice vote.
 G. Consideration of Resolution Adopting Budget for FY 2003-2004: Councilor Abbott moved to approve Resolution No. 1040 with the following amendments: increase General Fund, Administration, Capital Outlay by $8,000; decrease Lint Slough Waterline Loan Proceeds and Capital Outlay by $225,700; increase Water Fund Debt Service by $600 (for a total of $36,997) and reduce contingency; and increase Water Fund User Fee revenues by $14,800 and increase contingency. Councilor Eder seconded, and the motion carried, with Mayor Beckstead and Councilors Abbott, Woodruff, Eder, Welch and Church voting "Aye", Councilor Peterson voting "Nay".
 H. Consideration of Special City Allotment Resolution for Crestline Drive Improvements: Councilor Woodruff moved to approve Resolution No. 1041, Councilor Abbott seconded, and the motion carried unanimously on a voice vote.
 I. Consideration of Adoption of Downtown Refinement Plan for Waldport’s Business Streets: Councilor Welch moved to adopt downtown refinement plan as presented with the specific exceptions relating to the Chevron entrance and egress areas, and Maple Street improvements that would specifically impact the Pacific Office Solutions building. Councilor Eder seconded. Following a brief discussion, Councilor Welch withdrew the motion. Councilor Woodruff then moved to adopt the Downtown Revitalization preliminary concept plan with the above-noted exceptions. Councilor Church seconded and the motion carried, with Mayor Beckstead and Councilors Abbott, Woodruff, Eder, Welch and Church voting "Aye", Councilor Peterson voting "Nay".
 J. Consideration of Proposed Ordinance for Uniform Rate Reporting Format and Proposed Fee Change for Dahl Disposal Franchise: Previously discussed. Staff noted that the resolution adopting the new disposal rates was Resolution No. 1042.
 K. Consideration of Contract Renewal Amendment for Engineering Services: Councilor Abbott moved to accept the proposed Engineering contract renewal from Dyer Partnership. Councilor Peterson seconded, and the motion carried unanimously on a voice vote.
 L. Consideration of Financial Policy Amendment for Fixed Assets: Councilor Woodruff moved to accept the proposed financial policy amendment as had been recommended by the Finance and Administration Committee. Councilor Abbott seconded, and the motion carried unanimously on a voice vote. In response to a question from Councilor Welch, Ms. Leonard explained that the list in the policy was a sample list to show how assets would be depreciated, not a specific list of the City’s assets.
 M. Alsea River Cable TV Franchise Renewal Process Discussion: Councilor Abbott moved to send a notification letter to Alsea Cable regarding the upcoming renewal. Councilor Welch seconded, and the motion carried unanimously on a voice vote.
 N. Consideration of Business License Ordinance Revisions: Consensus of the Council was to schedule a public hearing and possible adoption of the ordinance for the next Council meeting.
 O. Other Issues: None.
12. EXECUTIVE SESSION: Not needed.
13. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: None.
14. GOOD OF THE ORDER: Ms. Leonard noted that an offer would be presented the following day on the Rebel Road property and wondered how soon an executive session could be scheduled to address the offer. Consensus of the Council was to schedule a special meeting on Tuesday, June 10 at 9:30 a.m.
15. ADJOURNMENT: At 10:08 p.m., there being no further business to come before the Council, Councilor Peterson moved to adjourn. Councilor Church seconded, and the motion carried unanimously on a voice vote.

Respectfully submitted,
Reda A. Quinlan
City Clerk

APPROVED by the Waldport City Council this 10th day of July, 2003.
SIGNED by the Mayor this 10th day of July, 2003.

Scott Beckstead, Mayor



JUNE 10, 2003

1. ROLL CALL: Mayor Beckstead called the meeting to order at 9:35 a.m. Mayor Beckstead and Councilors Abbott, Woodruff and Church answered the roll. Councilors Peterson, Eder and Welch was absent. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: None.
3. COUNCIL COMMENTS AND CONCERNS: None.
4. EXECUTIVE SESSION: At 9:36 a.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 purpose of the Executive Session was to discuss an offer on the Rebel Road property. At 9:47 a.m. the Council reconvened into Open Session.
5. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: None.
6. OTHER ISSUES: None.
7. ADJOURNMENT: At 9:48 a.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 10th day of July, 2003.
SIGNED by the Mayor this 10th day of July, 2003.

Scott Beckstead, Mayor



JUNE 17, 2003

1. CALL TO ORDER AND ROLL CALL: Mayor Beckstead called the meeting to order at 9:00 a.m. Mayor Beckstead and Councilors Peterson, Welch and Church answered the roll. Councilor Abbott arrived at 9:12 a.m. Councilors Woodruff and Eder were absent. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: None.
3. COUNCIL COMMENTS AND CONCERNS: None.
4. EXECUTIVE SESSION: At 9:02 a.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 purpose of the Executive Session was to discuss an offer on the Rebel Road property. At 9:25 a.m. the Council reconvened into Open Session.
5. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: None.
6. OTHER ISSUES: The Council considered Resolution No. 1043, A Resolution To Amend the Budget for Fiscal Year 2003/2004 And Transfer Appropriations for the City of Waldport, Lincoln County, Oregon. Staff explained that there had been a transfer expense inadvertently omitted from the budget document, and this resolution corrected that error. Councilor Peterson moved to approve Resolution No. 1043. Councilor Abbott seconded, and the motion carried unanimously on a voice vote.
 Councilor Peterson indicated a concern regarding the size of the waterlines that will service the hydrants along Highway 101 after the proposed waterline replacement. He noted that the City needed to ensure that there was adequate water supply to those hydrants as this will impact the fire insurance ratings. The matter will be referred to Mr. McClintock for review.
7. ADJOURNMENT: At 9:27 a.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 10th day of July, 2003.
SIGNED by the Mayor this 10th day of July, 2003.

Scott Beckstead, Mayor



JUNE 25, 2003

1. ROLL CALL: Mayor Beckstead called the meeting to order at 10:30 a.m. Mayor Beckstead and Councilors Eder, Church and Welch answered the roll. Councilors Abbott, Peterson and Woodruff were absent. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: None.
3. COUNCIL COMMENTS AND CONCERNS: None.
4. DISCUSSION/ACTION ITEMS:
 A. Consideration of Resolution 1044, A Resolution Authorizing and Approving Sale of Rebel Road Property and Declaring an Emergency: Ms. Leonard explained that the closing date in the Resolution was June 30, but it has actually been extended to July 17 in order to satisfy some of the conditions. Councilor Welch moved to approve Resolution 1044. Councilor Eder seconded. The motion carried unanimously on a voice vote. Ms. Leonard noted that the owner is trying to get permission to access the property off of Waldport Heights Road. The most recent survey shows there is no other property between them and Waldport Heights Road, so they are working on the easement issue and whether they need one.
 Discussion ensued regarding the disposition of the proceeds from the sale. Ms. Leonard noted that the last formal Council decision was to place the monies in the parks fund. The issue will be placed on the next Council agenda for further discussion.
 B. Other Issues: None.
5. ADJOURNMENT: At 10:40 a.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 10th day of July, 2003.
SIGNED by the Mayor this 10th day of July, 2003.

Scott Beckstead, Mayor