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CITY COUNCIL MEETING MINUTES

APRIL 7, 2005


1. CALL TO ORDER AND ROLL CALL: Mayor Beckstead called the meeting to order at 7:00 p.m. Mayor Beckstead and Councilors Kelly, Hanes, Woodruff, Campbell and Welch answered the roll. Councilor Church was excused. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: David Bridson addressed the Council regarding a potentially hazardous situation at the intersection of Edgecliff Drive and Crestline Drive, where exiting from Edgecliff is hazardous due to lack of visibility, heavy pedestrian use, and excessive speed. Following a brief discussion, it was determined that Councilor Welch and Mr. McClintock will meet to review the situation.
3. COUNCIL COMMENTS AND CONCERNS: Mayor Beckstead informed the Council that Deputy Dorsey was patrolling Crestline during the morning rush hour, and noted that he will be working with her on code enforcement issues. He publicly thanked the deputies for all of their hard work in responding to the community’s concerns. Mayor Beckstead also reported on a recent meeting with Representative Alan Brown regarding the bill that would designate certain state highways as freight routes, and noted that the mayors from Yachats and Depoe Bay had also added their voice to the concern. It appears that amendments to the bill may designate the area from Florence north as exempt from the classification.
4. MINUTES: The Council considered the minutes from the March 3 and March 14 meetings. Councilor Welch moved to approve the minutes as presented. Councilor Woodruff seconded, and the motion carried unanimously on a voice vote.
 Noting the presence of Chris Chandler DiTorrice, Mayor Beckstead moved Discussion Item 11 A up on the agenda. Ms. DiTorrice addressed the Council, noting that in the three years that the Enterprise Zone has been in effect, only Rogue Ales and Quality Woodworking have taken advantage of the opportunity. As of January, four more companies have applied, including Orange-Mate and Applied Coatings, which were both in Waldport. Though she was not positive that all three companies would meet the proposed wage parameters for the additional two-year extension, they would all qualify for the initial three years. Ms. DiTorrice explained that Quality Woodworking had a five-year exemption for the original building, this application was only for the new building. Following a brief discussion, Councilor Welch moved to approve Resolutions 1067, 1068 and 1069, approving an extended property tax abatement agreement for Applied Coatings, Orange-Mate, and Quality Woodworking. Councilor Campbell seconded, and the motion carried unanimously on a voice vote.
5. PUBLIC HEARING(S): None.
6. STAFF REPORTS:
 A. City Administrator: Ms. Leonard noted that the motel property has been sold and the check received. She reported that the City was notified that the Federal Highways will not be reviewing the City’s Scenic Byways Grant application until the fall, and suggested that the Council might want to keep that in mind while wearing their Urban Renewal “hats” and consider keeping the property sale proceeds to put toward the realignment project. Ms. Leonard indicated that the City had received the final logo from the graphics designer. Councilor Hanes moved to accept the final design. Councilor Kelly seconded and the motion carried unanimously on a voice vote. Ms. Leonard noted that the work had been donated by Fishfeet On The Rim. Consensus of the Council was that Ms. Leonard write a letter of appreciation to them on behalf of the Council. In other news, Ms. Leonard noted that Oregon Coast Community College has asked that the City be a passthrough for a grant of $2500 for Youth Entrepreneurship, and reported that she has been actively working with the League of Oregon Cities, Water Resources, and state representatives on the upcoming house bill on water rights (HB 3038). Ms. Leonard indicated she had contacted the writer of a recent article in the Oregonian to correct the misperception that Waldport was one of the coastal cities facing future water shortages, and he wished to have her extend his apologies to the Council for the error. Ms. Leonard ended her report by thanking Councilor Woodruff for her many hours of work in beautification around town, and particularly for the landscaping she has done at City Hall.
 B. Public Works Director: Mr. McClintock thanked Ms. Leonard and the public works staff for covering his absence while undergoing surgery. He indicated that Governor Kulongoski is stressing the use of reclaimed water, which may help push the golf course project forward. There had been a great response to the South Sewer project pre-bid conference, and he anticipated competitive bids would be received by the April 14 deadline. In regard to the water treatment facility, Mr. McClintock noted that the City had to use up its stores of gas chlorine before the new system can be put on-line, which will probably happen by the end of the month. The bid opening for the facultative sludge lagoon project will be somewhere around the middle of May, with the work to commence in late summer/early fall. The drainage issues that ODOT wanted addressed are being taken care of and the bulbout project will be back on track shortly. In response to a concern from Councilor Welch, Mr. McClintock noted that monies are being set aside in the sewer collection budget to address ongoing I & I rehabilitation. The water tank will be sandblasted and painted as time permits, the interior of the tank was done last year. In regard to the speed signs near the corner of Crestline and Cedar, Mr. McClintock will look at moving the signs further south so that drivers can see them more clearly.
7. COMMITTEE REPORTS:
 A. CIF: No report.
 B. Infrastructure: Councilor Welch noted that the minutes from the last meeting were contained in the Council packet materials.
 C. Parks: Councilor Woodruff noted that the Committee had met in a planning session the previous week, and had talked about an irrigation system for Meridian Park and the playground at Crestline Park.
8. CONSENT CALENDAR: There were no items.
9. CORRESPONDENCE: None.
10. INFORMATIONAL ITEMS: The Council considered the following items: Municipal Court report, Planning Commission minutes from February, Library Board minutes and circulation report, Senior Advisory Board minutes, and the Planner’s report. No action was needed.
11. DISCUSSION/ACTION ITEMS:
 A. Consideration of Enterprise Zone Applications: Previously addressed.
 B. Tsunami Preparedness Discussion: Mayor Beckstead noted that the minutes from the last Public Safety Committee meeting were in the packet materials, and turned the discussion over to Councilor Welch as Chair of the Public Safety Committee. Councilor Welch gave an overview of the meeting and noted that there was full participation by all the attendees. There seemed to be a consensus from the committee that education and individual preparedness were key issues. Discussion ensued regarding a proposed drill by the school on May 18, and the upcoming tsunami evacuation drill being sponsored by the Yachats Fire Department. Ray Woodruff, COCFRD Board Chair, addressed the Council and explained that more emphasis needed to be placed on what happens in the aftermath of a tsunami event. Further discussion ensued. Consensus of the Council was that four annual drills are already scheduled for the school so an additional drill was not needed, that the Public Safety Committee should continue working with Fire District personnel in regard to preparedness issues, that the idea of monthly tsunami tests be pursued, and that staff should look into ways of distributing the tsunami brochures to all downtown City residents.
 C. Other issues: Mayor Beckstead noted that there would be a meeting on Monday 11th at 7:00 p.m at the elementary school to discuss the potential closure of the middle school. He was also currently discussing the issue of animal control with Yachats’ Mayor Smith, looking at possibly sharing a part-time person to do animal control for both cities.
12. EXECUTIVE SESSION: Not needed.
13. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: None.
14. GOOD OF THE ORDER: Councilor Hanes noted that there had been discussion regarding setting off the tsunami sirens on a monthly basis, and wondered if that was going to be pursued. Councilor Welch confirmed that this will be discussed in the Public Safety Committee meeting. He clarified that the City could encourage the testing but Emergency Services was responsible for actually sounding the sirens.
15. ADJOURNMENT: At 8:55 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 5th day of May, 2005.
SIGNED by the Mayor this 5th day of May, 2005.
Scott Beckstead, Mayor



APRIL 19, 2005 BUDGET COMMITTEE (CITY OF WALDPORT)

1. CALL TO ORDER AND ROLL CALL: The meeting was called to order at 1:32 p.m. Mayor Beckstead and Councilors Kelly, Hanes, Woodruff, Welch and Church answered the roll. Councilor Campbell was excused. Laypersons Tryon, O’Neil, Gordon, Canfield, and Hamilton answered the roll. Laypersons Perkins and Rivers were absent. A quorum was present.
2. SELECTION OF BUDGET CHAIR: Mr. Welch moved to appoint Mr. Beckstead. Ms. Hanes seconded and the motion carried unanimously.
3. PUBLIC HEARING(s):
 A. City of Waldport Budget for Fiscal Year 2005/2006: Chair Beckstead opened the Public Hearing at 1:35 p.m.
Ms. Leonard reviewed the budget message. She mentioned an update to the budget message regarding the Scenic Byways Grant information, which would not be available until later in the year. Mr. Canfield asked about the funding for the pump stations as noted on page 4, and Ms. Leonard responded that the monies are in the budget. She finished the budget message by thanking staff for their efforts in producing the budget document.
 The Committee then took up review of the budget. Mr. Beckstead noted the positive changes in the beginning balances as shown on Page 5. Ms. Leonard responded that this was due in part to the sale of the motel property and the accumulation of sewer fund reserves. Additionally, the Council had made a decision in the previous year to invest a portion of the City’s monies in a CD which was paying 3% for 36 months, as opposed to the LGIP which was currently only paying 2.5%. Mr. Gordon asked about the funds in the CD, and staff assured him that the funds were liquid, with no penalty for early withdrawal. Mr. Church asked about the decrease in public works service charges, and staff explained that this reflected the elimination of the internal cost recovery payments to the general fund. Ms. Hanes noted that the property tax revenue did not realize any loss for the potential new urban renewal district and Ms. Leonard responded that the district, if formed, would not show until 2007 and then it would not be a loss, there would just not be a gain in property tax revenues from the improvements in the renewal area.
 Under General Fund, Non-Departmental, Ms. Leonard noted that the Contingency was 11%, which was a “comfortable” percentage.
 Discussion ensued in regard to General Fund, Administration. Mr. Beckstead and Mr. Gordon agreed that the estimated amount allocated for the City Attorney’s training and travel ($1000) might need evaluation, though it would be subject to contract language. Ms. Leonard indicated she would double-check the contract and suggested that meanwhile the Committee could change the amount to $500 if they felt it to be more reasonable. Following discussion, Ms. Tryon moved to reduce the allocation for Training & Travel by $500. Mr. Gordon seconded, and the motion carried unanimously. Ms. Woodruff noted that the Solid Waste Consortium membership fee was no longer required to be paid by the City, and moved to reduce the expenditure in Memberships to $3,800 and return the $3,800 earmarked for the Solid Waste Consortium membership fee to the General Fund. Ms. Tryon seconded, and the motion carried unanimously on a voice vote. Discussion ensued regarding the Community Contributions. It was clarified that the City had increased the Transient Room Tax from 6% to 7%, with the revenue from that increase dedicated to the Chamber of Commerce. This meant that the Chamber was receiving one-seventh of the total revenue from room tax. Ms. Tryon clarified that the monies were being used for replacement of the Christmas decorations.
 At 2:14 p.m. Chair Beckstead recessed the City of Waldport Budget Committee meeting. At 2:22 p.m. Chair Beckstead reconvened the City of Waldport Budget Committee meeting and resumed the public hearing.
 The Committee again took up the issue of Community Contributions. Staff explained that last year the Committee had decided to give $500 to each of the four entities applying, and then the Council had later authorized an additional contribution to Senior Meals upon their request. Following discussion, Mr. Welch moved to allocate $1000 to Senior Meals and $500 each to Lincoln County Council on Alcohol & Drug Abuse, RSVP, and the Olalla Center for Children & Families. Mr. O’Neil seconded, and the motion carried, with Ms. Woodruff dissenting.
 Under Land Use Planning, Ms. Leonard was asked whether anything needed to be budgeted for potential Measure 37 claims. She responded that this could be covered by Contingency, but it didn’t appear to be a City issue. Mr. Gordon confirmed, noting that to his knowledge there had only been 2 city claims statewide, and the remainder to-date were county claims. Ms. Leonard went on to explain the Internal Cost Recovery for the Planner’s work on public works and urban renewal projects, and also explained that the planning services in general had been expanded by an additional 6 hours per week, as previously authorized by the City Council.
 Regarding the Public Safety Fund, Mr. Welch asked if additional monies should be included under Tsunami R & M to provide for education and preparedness. Following discussion, Ms. Woodruff moved to add $1000 to the line, increasing the amount to $2600, with the additional monies to be used for tsunami maps, posters, advertising, etc. Mr. Welch seconded, and the motion carried unanimously on a voice vote. Mr. McClintock explained the condition of the current speed monitor and the benefits of the new ones proposed in the budget. Ms. Leonard noted the sheriff’s contract amount had been increased as a result of union contract negotiations.
 It was noted that Municipal Court receipts have exceeded expectations in the current fiscal year, due to increased enforcement.
 The Committee reviewed the Library Fund. Ms. Tierce explained that costs for doubling the space and commensurate maintenance were included in the projected expenses. Staff will review what is included in the projected cleaning costs included in Facility R & M.
Debt Service Fund: Mr. Welch clarified that the Golf Course would be paying the LID for the reclaimed water project. Mr. Canfield asked if the new pump station at Ocean Hills will be secure from vandalism, and Ms. Woodruff wondered if it was out of the tsunami inundation zone. Mr. McClintock responded that he did not anticipate any problems with vandalism, and if a tsunami event occurred, there would be far more serious problems to deal with than the pump station. It was asked if sidewalks along Crestline could be installed in conjunction with the anticipated road work that would need to be done as a result of the South Sewer Project, and Mr. McClintock indicated he would be meeting with the contractor and the County and could possibly get that resolved as one of the issues.
 Under the Public Works Fund, Ms. Leonard clarified that the bonus paid to Mr. McClintock by Yachats was entirely appropriate, and his time was being delegated according to the contract terms. A question was asked regarding increased fuel costs, and staff indicated that adjustments could be made as needed. Ms. Woodruff expressed concern regarding the adequacy of the Public Work’s Equipment Reserve. It was suggested an inflationary factor be considered for future additions to the reserve. Ms. Hanes suggested looking into a flex program for benefits, and Ms. Leonard noted that this could certainly be brought up during the next union negotiations. Staff clarified that the allocated monies for the seasonal employees anticipated paying minimum wage and the hours would probably be slightly less than 10 full weeks.
 Regarding the Street Fund, Mr. McClintock indicated that some paving costs may go up due to increased gas prices, but there was also a decrease in the number of proposed improvements, as a lot of the necessary work has been performed the previous couple of years.
In response to a query from the Committee, Mr. McClintock noted that the sandblasting of the exterior of the water tank would probably not need to be done until next year, and was not included in the proposed budget. Staff noted that overall water consumption has shown a decrease, one factor may be water conservation.
 In regard to the sewer fund, Ms. Woodruff suggested the proposed pump station rehabilitation utilize sewer equipment reserve funds. The Public Works Director suggested the reserve funds be maintained for future facility improvements.
 At 4:23 p.m., Chair Beckstead closed the Public Hearing on the City of Waldport Budget for Fiscal Year 2005/2006. He then recessed the Budget Committee meeting.
 B. State Revenue Sharing: At 4:29 p.m., Chair Beckstead reconvened the City of Waldport Budget Committee meeting and opened the Public Hearing on State Revenue Sharing. There were no comments, and Chair Beckstead closed the public hearing.
 Ms. Woodruff moved to accept the proposed City of Waldport Budget for Fiscal Year 2005/2006 as amended, and recommend its adoption to the Waldport City Council. Mr. Church seconded, and the motion carried unanimously on a voice vote.
 Ms. Woodruff moved that the City of Waldport Budget Committee approve taxes for the 2005/2006 fiscal year at the rate of $2.3328 per $1000 of assessed value for operating purposes, and in the amount of $140,529 for the payment of bond principal and interest. Mr. Church seconded, and the motion carried unanimously on a voice vote.
 Ms. Woodruff moved to approve the State Revenue Sharing and recommend its adoption to the City Council. Mr. Welch seconded, and the motion carried unanimously on a voice vote.
4. ADJOURNMENT: At 4:31 p.m., there being no further business to come before the Budget Committee, the meeting was adjourned.

Respectfully submitted,
Reda A. Quinlan
City Clerk

APPROVED by the Waldport City Council this 2nd day of June, 2005.
SIGNED by the Mayor this 2nd day of June, 2005.

Scott Beckstead, Mayor



APRIL 28, 2005

CALL TO ORDER AND ROLL CALL: Mayor Beckstead called the meeting to order at 2:00 p.m. Mayor Beckstead and Councilors Kelly, Hanes, Woodruff and Welch answered the roll. Councilors Campbell and Church were absent. A quorum was present.
2. DISCUSSION/ACTION ITEMS:
 A. Acceptance of Bids for South Sewer Project: Ms. Leonard explained that two bids were submitted. Mocon Corporation bid $1,320,408.50, and Mountain States Construction bid $1,674,881.95. The City’s engineers reviewed the bids and based upon their prequalification statement, felt that Mocon Corporation had sufficient experience and qualification to satisfactorily construct the sewer improvements. In response to Council query, Ms. Leonard indicated that both bidders appeared to have satisfactory backgrounds and reputation. Councilor Kelly asked how potential cost overruns were addressed, and Ms. Leonard responded that there is a change-order process, which has to be approved by the City and the City Engineer. She noted that the fact that the bid came in under estimate provided a cushion to help cover any unanticipated costs. The contractor has nine months to complete the project, and there is a mechanism for penalties if they exceed that time. Ms. Leonard also confirmed that the contractor was held to state wage requirements. She explained the role of the City Engineers in overseeing the project and protecting the City by ensuring that the contract is completed legally. Councilor Welch moved to accept all bids. Councilor Hanes seconded, and the motion carried unanimously. Councilor Welch moved to approve sending the Notice of Intent to Award to Mocon Corporation in the amount of $1,320,408.50, contingent upon the approval of Rural Development and legal counsel. Councilor Hanes seconded and the motion carried unanimously. Councilor Welch moved to authorize sending the Notice of Award after the 7 day protest period expires, as long as no protests are received. Councilor Hanes seconded. The motion carried unanimously on a voice vote.
 B. Adoption of Resolution Awarding Bid for South Sewer Project: Ms. Leonard explained that it had been determined that a resolution was not necessary, as the Notice of Intent to Award and Notice of Award would suffice.
 C. Other Issues: Councilor Welch reviewed his meeting with Fire District Board Chair Woodruff and Fire Chief Stafford. He indicated that he has a meeting scheduled with Jim Hawley from Emergency Services and Lynn Iverson from LinComm in regard to sounding the tsunami sirens, and asked the Council’s opinion on how often the drill should take place. The Council pondered the options, ranging from daily to yearly. Following discussion, consensus of the Council was to sound the sirens weekly, on Monday at noon, and the drills should start the first week of June. Councilor Welch noted that he will ask that they consider a short alarm, maybe around 30 seconds or so. He also suggested that this be coordinated with the mailing of the tsunami brochure to the residents in the low-lying areas of Waldport.
3. ADJOURNMENT: At 2:32 pm., 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 5th day of May, 2005.
SIGNED by the Mayor this 5th day of May, 2005.
Scott Beckstead, Mayor