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CITY COUNCIL MEETING MINUTES

APRIL 12, 2007


1. CALL TO ORDER AND ROLL CALL: Mayor Welch called the meeting to order at 2:00 p.m. Mayor Welch and Councilors Kelly, Hanes, Woodruff, Campbell and Cutter answered the roll. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: Genie Papas addressed the Council regarding a wet area on Range Drive, wondering if there was a waterline break. Ms. Leonard explained that there had been a saw cut there when the South Sewer project was done, and ground water was following the pipe underneath and seeping up through the cut. This would be taken care of when Range Drive is repaved.
3. COUNCIL COMMENTS AND CONCERNS: Councilor Hanes inquired about the Jersey barriers for Norwood Heights Drive, and Ms. Leonard responded that there had been a couple delays but that they should be delivered on Monday the 16th. Councilor Cutter noted one topic for the next Transportation meeting will be the request of the contractor to pull out of the Highway 20 project.
4. MINUTES: The Council considered the minutes from the March 8, 2007 meeting. Councilor Woodruff moved to approve the minutes as presented. Councilor Cutter seconded, and the motion carried unanimously on a voice vote.
 Mayor Welch moved the Sheriff's report up on the agenda to accommodate Officer Bruster. Officer Bruster distributed some reports to the Council regarding speeding and case reports. He talked about the speed monitors, and the program that the high school students were doing, addressing speeding in Waldport. A brief discussion regarding speeding ensued.
 Mayor Welch then invited District Attorney Bernice Barnett to give her report regarding the activities in the DA's office in the past year. She distributed copies of her report and then gave a review of the material.
5. CORRESPONDENCE: None.
6. PUBLIC HEARING: None.
7. STAFF REPORTS:
 A. Sheriff: Previously addressed.
 B. City Manager: Ms. Leonard reported that ODOT is intending to work on the Alsea Bay Bridge next year, planning to repairing the underside of the floor beams (this will be work under the bridge, but will reduce the number of lanes on the bridge). In regard to other ODOT information, Ms. Leonard noted that they had only received one bid for the Downtown Revitalization project, which came in far over budget. They're anticipating rejecting the bid, though they haven't actually done so yet. The project will go out to bid again at the end of June. ODOT felt it wasn't that the contractors didn't want to come to Waldport but the fact that they had 13 other bids at the same time, and putting together bid packages is a time-consuming process. Ms. Leonard stated that construction would probably begin this fall, and the project would be completed in the spring. Councilor Woodruff wondered if monies had been forwarded to ODOT, and Ms. Leonard explained that the City had to show the money was available so a separate account was created in the LGIP that ODOT has the power of attorney to access once the project is started.
 C. Public Works: Ms. Leonard reported that the crew was busy with many projects. Generators were being installed at two pump stations, and there would be enough money left over from the lagoon project to purchase a third. The bids for the core drilling of the waterline under Lint Slough have gone out, with the bid opening scheduled for May 3. There is a company that does slip lining and grouting that will begin working on the sewer lines in Old Town, it was anticipated that this will decrease the amount of inflow and infiltration by 40% or more. The funding for this project was included in the new budget, and Ms. Leonard explained that Urban Renewal monies would be used to fund the project, anticipated to cost $170,000 or so. In regard to the lagoon project, the City was still awaiting the "go-ahead" from DEQ in order to complete the land application of the biosolids, but the rest of the work has been completed.
8. COMMITTEE REPORTS - CIF: Mayor Welch reported that Michael Schumann was the speaker at the last meeting. Mr. Schumann was a small business advocate, and the presentation was in regard to how cities can encourage small business. Mayor Welch suggested that the City work with the Chamber of Commerce to explore ways of promoting shopping locally.
9. INFORMATIONAL ITEMS: The Council considered the Library Board minutes and monthly circulation report. No action was required.
10. DISCUSSION/ACTION ITEMS:
 A. Review of Activity of DA Department: Previously addressed.
 B. ODOT Roadside Vegetation Management: Mayor Welch noted that this issue involved areas that were mostly outside of the City. Discussion ensued. Councilor Woodruff suggested changing the language to encourage the minimal use of herbicides, rather than curtailing. Councilors Kelly and Cutter noted they did not have enough data or knowledge to make an informed decision. Councilor Kelly moved to reject the request to have Mayor Welch sign the consensus statement. Councilor Cutter seconded, noting that if certain members of the Council wished to sign independently, it would not be inappropriate. Mayor Welch indicated that he did not want to sign on behalf of the Council if they were not in support. The motion to reject the request carried, with Mayor Welch and Councilors Kelly, Hanes, Campbell and Cutter voting "Aye", Councilor Woodruff voting "Nay" .
 C. Award of Bid to Paint Water Reservoir: Ms. Leonard reviewed the memo in the packet materials. She noted that the inside of the tank does not need any work at this time, though it may in 10 years or so. The present task was to remove the exterior paint, repair the thinned areas of the walls, and repaint. Councilor Woodruff moved to award the contract to Hancock Sandblast & Paint, in the amount of $89,637. Councilor Kelly seconded, and the motion carried unanimously on a voice vote.
 D. Disaster Emergency Supplies: Mayor Welch noted this agenda item was included at his request. He had gathered information and created a "model" to include in the packet materials, showing a basic food and water survival plan. He was hoping the Council might consider allocating some monies in the upcoming budget to fund at least a portion of the supplies. A lengthy discussion ensued. Councilor Cutter moved to recommend to the Budget Committee that a line item for Disaster Supplies be included in the next budget, with a dollar amount to be determined, and a committee created by the Council to study the issue further. Councilor Hanes seconded. Further discussion ensued. The motion carried unanimously on a voice vote. Mayor Welch suggested that the Traffic and Public Safety Committee might take up the issue rather than creating another committee. Their next meeting would be April 26, 2007.
 E. Other Issues: None.
12. EXECUTIVE SESSION: At 4:31, the Council recessed into Executive Session, pursuant to ORS 192.660(2)(e): To conduct deliberations with persons designated by the governing body to negotiate real property transactions.
13. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: The Council reconvened into Open Session at 4:40 p.m. Councilor Campbell moved to authorize the City Manager to proceed, based on her best judgment. Mayor Welch seconded, and the motion carried unanimously on a voice vote.
14. ADJOURNMENT: At 4:42 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 10th day of May, 2007.
SIGNED by the Mayor this 10th day of May, 2007.

Herman Welch, Mayor



APRIL 24, 2007 (Budget Committee)

1. CALL TO ORDER AND ROLL CALL: The meeting was called to order at 1:30 p.m. Mayor Herman Welch, City Council members Dann Cutter, Susan Woodruff, Peter Kelly, and Shirley Hanes answered the roll. Councilor Campbell was excused. Laypersons Alan Canfield, Scott Beckstead, Maggie Rivers, Gregg Watson, Scott Perkins, Patricia Tryon and Pat O'Neil answered the roll. A quorum was present. Also present were City Manager Nancy Leonard, City Accountant Dona Lawson, Librarian Jill Tierce, and Genie Papas.
2. SELECTION OF BUDGET COMMITTEE CHAIR: Mr. Kelly moved to nominate Mr. Welch as the Budget Chair. Mr. Cutter seconded. There were no other nominations, and the motion carried unanimously on a voice vote.
3. DISCUSSION/ACTION ITEMS:
 A. City of Waldport Budget for Fiscal Year 2007/2008: Mr. Welch invited public comments on the budget. Genie Papas distributed a list of questions that she had submitted in regard to the budget document. Consensus of the Committee was to have Ms. Leonard respond in writing to the concerns.
 Ms. Leonard reviewed the Budget Message. She explained that the main theme of the budget was growth. The paragraph in regard to the Downtown Revitalization project was somewhat outdated, as the sole bid for the project had come in 46% higher than the Engineer's estimate, so a rebidding process will need to take place. The date for the new bid opening would be June 28. If good bids are received, the project will be slated to start in the fall, and finish next spring. Also, due to delays in the process, additional monies will be required from Urban Renewal to cover inflationary increases.
 The Committee then reviewed the budget document, fund by fund. The change in Miscellaneous Revenue line item reflected an increase in the previous year due to a large donation to the Library from the Friends of the Library. It was noted that Interest Earnings were dramatically improved.
 In review of the Capital Improvement Plan, Mr. Beckstead asked if the grant and matching funds would finish the park. Ms. Leonard responded that this was just for specific items, such as the playground, walking path, and other amenities. Discussion ensued regarding the trash and graffiti present at the skatepark. Mr. Kelly suggested putting a fence around the park to help curb such activities. Ms. Leonard noted that grant funds and SDCs were for capital improvements, not maintenance. However, the Park Committee's hope is that additional improvements and higher use will actually improve the situation, and once restrooms are completed, the City could hire someone to clean the restrooms and generally keep the area clean.
 At 2:06 p.m., the Budget Committee recessed in order to take up the Urban Renewal Budget and the Road District #3 Budget. At 2:38 p.m., the Budget Committee reconvened to further consider the City of Waldport Budget.
 Mr. Kelly suggested that the Committee consider reducing the contingency to provide for the purchase of additional speed monitors. Ms. Leonard responded that she had discussed this with Mr. McClung and, due to several factors, they would not be in favor of this at the present time. The City currently has two monitors, and data from 2600 cars had shown the average speed in the City was 24 MPH. The cost of time spent in putting out the monitors and the decoy car was approximately $11,000, which had to be paid out of the General Fund as this was not a function covered by the water, sewer or street funds. The City didn't buy the second monitor until last fall, so only half the cost cited covered placing two monitors as opposed to one. Mr. Kelly suggested the Citizen's Patrol might be able to assist in placing the monitors. A brief discussion ensued regarding insurance issues, etc. Ms. Woodruff noted that the City crew could continue putting up poles to mount the portable monitor, so that more areas of the City could be checked with the existing equipment.
 Discussion ensued regarding postage costs in the General Fund. Ms. Woodruff noted the allocation was the same as the previous year, and suggested that it be increased due to the upcoming postage rate change. Mr. Canfield moved to increase Postage by $500, with the monies coming from Contingency. Ms. Tryon seconded, and the motion carried unanimously on a voice vote.
 Discussion ensued regarding Community Contributions. Mr. Kelly noted again for the record that he felt it was not appropriate for the City to make donations of tax monies to charitable organizations. Ms. Woodruff agreed. Ms. Leonard noted the first item of business was to clarify that the previous year's Budget Committee decision of 4.5% of Contingency was still appropriate. Ms. Hanes indicated that it was her understanding this was the upper limit, not that it was necessary to allocate the full amount. Ms. Leonard stated that the minutes from that meeting were somewhat unclear on that. Mr. Cutter suggested that this issue be addressed after the remainder of the budget was discussed, as there may be further reductions to Contingency. Mr. Beckstead stated that he felt it was important to show that the City supported these programs, and moved to allocate $500 to each request. Ms. Tryon seconded. Discussion ensued. Ms. Tryon noted that a negative vote meant that the issue could be revisited. The motion failed, with Mr. Canfield, Mr. Welch, Mr. Beckstead and Ms. Rivers voting , Mr. Cutter, Ms. Hanes, Mr. Kelly, Mr. O'Neil, Mr. Perkins, Ms. Tryon, Mr. Watson and Ms. Woodruff voting "Nay".
 Ms. Leonard explained that the Sheriff's contract allocation of $272,308 included a video camera and computer. These items would be installed in the vehicle which is assigned to the City as part of the contract. If the City did not have the contract with the Sheriff's department, they would have to eliminate two positions and the car, so though the City didn't own the vehicle, it certainly derived the benefit from it. Ms. Hanes asked if monies from the sale of City property could be put toward that and Ms. Leonard responded affirmatively.
 In considering the Library Fund, Mr. Cutter asked about the postage amount. Ms. Tierce responded that she was comfortable with the cited figure.
 Discussion ensued regarding addition of another position in Public Works. Ms. Leonard explained that adding the position will also help free up time for the monitoring of new development and enforcing the City's standards and requirements for new construction.
 Discussion ensued regarding the installation of sidewalks on Crestline Drive. It was determined that the information regarding actual costs could be brought to the Council at a later date, and the Council could then adjust the budget if necessary.
 Mr. Kelly proposed an incremental rate increase in the water and sewer fees every year to compensate for increased costs. Ms. Leonard noted that the decision would ultimately lie with the City Council, but that the Budget Committee could certainly make the suggestion. Mr. Cutter asked what percentage would be used, and Ms. Leonard responded that the CCI might be appropriate, as it was intended to cover inflationary costs.
 It was noted that the Engineering Report under the Capital Facilities Reserve was to begin addressing Phase 2 of the South Sewer Project.
 Ms. Rivers left the meeting at 5:00, as she had another meeting to attend. The Committee returned to the discussion on Community Contributions. Mr. Perkins moved to contribute $2000 to the Yachats Clinic. The motion was seconded by Mr. Beckstead. The motion failed, with Members Welch, Beckstead, Watson and Perkins voting "Aye", Members Canfield, Cutter, Hanes, Kelly, O'Neil, Tryon, and Woodruff voting "Nay". Mr. Beckstead then moved to contribute $1000, Mr. Watson seconded. The motion carried, with Members Welch, Canfield, Beckstead, Watson, Tryon and Perkins voting "Aye", Members Kelly, Hanes, Woodruff, Cutter voting "Nay", and Mr. O'Neil absent from the table. Mr. Beckstead moved to allocate $1000 to Senior Meals. Mr. Welch seconded, and the motion carried, Members Welch, Canfield, Beckstead, O'Neil, Watson, Tryon and Perkins voting "Aye", Members Kelly, Hanes, Woodruff, Cutter voting "Nay". Mr. Watson moved to contribute $1000 to My Sister's Place. Mr. Beckstead seconded, and the motion carried, with Members Welch, Canfield, Beckstead, O'Neil, Watson, Tryon and Perkins voting "Aye", Members Kelly, Hanes, Woodruff, Cutter voting "Nay". Mr. Canfield moved to contribute $500 to the Ken Truman Recovery Center, Mr. Watson seconded, and the motion carried, with Members Welch, Canfield, Beckstead, O'Neil, Watson, Tryon and Perkins voting "Aye", Members Kelly, Hanes, Woodruff, Cutter voting "Nay". Mr. Perkins moved to contribute $500 to the Oregon Coast Community College Microenterprise Program. Mr. Beckstead seconded, and the motion carried, with Members Welch, Canfield, Beckstead, O'Neil, Watson, Tryon, Cutter and Perkins voting "Aye", Members Kelly, Hanes, and Woodruff voting "Nay". Mr. Beckstead moved to contribute $500 to the Retired and Senior Volunteer Program. The motion failed, with Members Welch, Beckstead, Watson and Perkins voting "Aye", Members Kelly, Hanes, Woodruff, Canfield, Cutter, O'Neil and Tryon voting "Nay". Mr. Perkins moved to donate $200. Mr. Beckstead seconded, and the motion carried, with Members Welch, Canfield, Beckstead, O'Neil, Watson, Tryon and Perkins voting "Aye", Members Kelly, Hanes, Woodruff, Cutter voting "Nay".
 Mr. Cutter moved to add a line item for emergency disaster supplies, with an amount to be recommended by the Public Safety Committee and approved by the City Council. Mr. Welch seconded, and the motion carried unanimously on a voice vote.
 B. Public Hearing for Revenue Sharing: At 5:30 p.m., Chair Welch opened the public hearing on State Revenue Sharing. There were no comments. Chair Welch then closed the public hearing.
 Mr. Cutter moved to accept the proposed budget as amended and recommend its adoption to the Waldport City Council. Mr. Watson seconded, and the motion carried unanimously on a voice vote. Mr. Cutter moved that the City of Waldport Budget Committee approve taxes for the 2007/2008 fiscal year at the rate of $2.3328 per $1000 of assessed value for operating purposes, and in the amount of $112,217 for the payment of bond principal and interest. Mr. Watson seconded, and the motion carried unanimously on a voice vote. Mr. Cutter moved to approve the State Revenue Sharing and recommend its adoption to the City Council. Mr. Watson seconded, and the motion carried unanimously on a voice vote.
4. ADJOURNMENT: At 5:35 p.m., there being no further business to come before the Committee, the meeting was adjourned.

Respectfully submitted,
Reda A. Quinlan, City Clerk

APPROVED by the Waldport City Council this 14th day of June, 2007.
SIGNED by the Mayor this 14th day of June, 2007.

Herman Welch, Mayor