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CITY COUNCIL MEETING MINUTES

JANUARY 11, 2007


1. CALL TO ORDER: The meeting was called to order at 2:00 p.m.
 A. Swear In New Council Members: City Manager Nancy Leonard administered the oath of office to Mayor-Elect Herman Welch and Councilors-Elect Susan Woodruff and Dann Cutter. They then took their seat at the Council table.
 B. Roll Call: Mayor Welch and Councilors Kelly, Hanes, Woodruff, Campbell and Cutter answered the roll. A quorum was present.
 C. Elect Council President: Mayor Welch nominated Councilor Woodruff. Councilor Kelly seconded. Councilor Campbell moved to close the nominations, Councilor Kelly seconded, and the motion carried unanimously on a voice vote. The vote to select Councilor Woodruff as Council President then passed unanimously.
2. CITIZEN COMMENTS AND CONCERNS: None.
3. COUNCIL COMMENTS AND CONCERNS: Mayor Welch welcomed Mr. Cutter to the Council, noting that his service was appreciated. He noted that he felt confident that the City Council and staff would continue to work effectively as a group. Mayor Welch asked the Council to review the Council Rules, especially in regard to recognition and comments. Councilor Woodruff noted a correction to a recent news article, clarifying that the City was removing solids from the lagoon, not the slough as had been stated in the article.
4. MINUTES: Councilor Kelly moved to approve the minutes as presented. Councilor Woodruff seconded, noting that the City was only going to be planting two cypresses at Keady Wayside Park, due to the expense of the trees. The motion to approve the minutes carried unanimously on a voice vote.
5. CORRESPONDENCE: None.
6. PUBLIC HEARING: None.
7. STAFF REPORTS:
 A. Sheriff: There was no one present to give the report.
 B. City Manager: Ms. Leonard noted there is a handbook for City Councilors in the small Council room which could be checked out and returned. She reminded the Council of the upcoming special meeting for the Urban Growth Boundary adjustment, which will be held on Thursday, January 25, 2007 at 2:00 p.m. Ms. Leonard reported that the employer portion of PERS for the next year has been reduced from 10% to 6%, and clarified that this does not reduce the contribution to the individual accounts. Councilor Kelly noted that was indicative of good management of PERS money in investments and holdings. Ms. Leonard indicated that she was negotiating with the City Planner to be here two full days a week, with the possibility of more hours in the future. Councilor Cutter asked if any of the additional time would be devoted to enforcement, and Ms. Leonard confirmed, noting that was one reason for the additional time. She added that Public Works is also looking at enforcement efforts as subdivisions are being put in. In regard to the land donation, Ms. Leonard reported that the lot book report had been completed, and she had physically reviewed the property. It had an assessorís value of around $49,000, with a possible ocean view. The only issue was that there did not appear to be an actual easement to access the property, but she has written a letter to the owner of the private drive area to see if it would be possible to obtain such an easement. Mayor Welch asked for an update on the Norwood Drive situation, and Ms. Leonard indicated that she had met with Mr. Stokes from ODOT, who said they would send a geologist to examine the site. She has not yet heard back regarding the result of that survey. In regard to the Mercantile building, Ms. Leonard indicated that the City Attorney had written a letter to inform the owner about what can happen in light of the recent code changes that have been implemented by the City. He did want the Council to realize, however, that the request to scrape and paint the building could not reasonably be accomplished during the winter months, so the City may have to wait until Spring before the cleanup is completed. Discussion ensued regarding other safety issues with the building, and Ms. Leonard indicated she could speak with the Fire Marshal to see if anything can be done in that regard. Mayor Welch noted the comment in the Library board minutes regarding the commitment of Urban Renewal monies to the Library remodel, and Ms. Leonard stated that she had assured the director that the allocation of funds would take place as planned.
 C. Public Works Director: Mr. McClung reported that 100% of the biosolids have now been removed from the sludge lagoon. The rock has been laid, and the liner will be installed in the next week or so. Councilor Kelly asked about the plastic bags of biosolids, and Mr. McClung responded that those will be land-applied in the spring. The entire project should be complete in the next couple of months. Cleanup from the recent storm events have been keeping the crew busy, and Mr. McClung noted that the City may be able to proceed with some pothole repairs and the Range Drive walkway if the weather holds. Mayor Welch asked about the wall of the lagoon, wondering if the projectís cost estimate was still in line. Mr. McClung responded affirmatively, noting that the walls are graded, and the manhole drain on the north wall has been installed, as well as the under drains. The liner will go up over the walls and be anchored to the ground to have a leak-proof system. Councilor Cutter asked about the Range Drive walkway and Mr. McClung explained that several months ago it had been brought to the attention of the City that pedestrians were desirous of a safe walkway along the road.
8. COMMITTEE REPORTS: Mayor Welch and Councilor Woodruff attended the last CIF meeting, which focused on sustainability. Councilor Woodruff gave a brief report. Ms. Leonard will check out costs and a possible location for glass recycling in the downtown area. She may have the information in time for the next meeting.
 Councilor Woodruff noted displeasure with the handling of a recent rate reduction by Peak Internet services, and wondered if there was a correlation with the Pioneer Telephone franchise. Ms. Leonard will research the issue, but didnít think that the two were related.
9. INFORMATIONAL ITEMS: The Council noted receipt of the Library Board Minutes. No action was necessary.
10. CONSENT CALENDAR: The Council considered the Consent Calendar, which contained a Signatory Resolution, a Resolution amending the Personnel Policy, and the FY 2006-2007 Budget Calendar. Councilor Cutter asked about the Personnel Policy amendment. He then moved to approve the Consent Calendar with the other two items. Councilor Kelly seconded and the motion carried unanimously. In regard to the drug policy, Ms. Leonard explained the Council had previously approved the policy and it was in the packet to make it an exhibit to the Personnel Policy. Councilor Cutter expressed concern about the fact that the State of Oregon now considered pseudoephedrine a controlled substance. Ms. Leonard noted that legal advice would be sought if necessary when making a determination, but that the policy was in place to protect both the employee and the City. A brief discussion ensued, following which Councilor Hanes moved to approve the resolution. Councilor Cutter seconded, and the motion carried unanimously on a voice vote.
11. DISCUSSION/ACTION ITEMS:
 A. Amendment of Financial Policy: Ms. Leonard explained that the proposed amendment had been mentioned in conjunction with the audit report, as the auditors asked that the City comply with the new GASB requirements. This policy is a direct result of that request. Following a brief discussion, Councilor Kelly moved to approve the amendment. Councilor Campbell seconded, and the motion carried unanimously on a voice vote.
 B. Process for Filling Council Vacancy: Ms. Leonard explained that there is a current vacancy, and it is up to the Council to appoint someone to that vacancy. She noted that there is no set time frame for appointment, but if and when someone is appointed, they would serve until the next practicable election, which will be in November. An advertisement for letters of interest will be published.
 C. Appointments to Budget Committee & Planning Commission: Ms. Leonard noted that there were currently two vacancies on the Budget Committee. Mr. Beckstead has already agreed to serve, and Gregg Watson sent a letter of interest. Councilor Woodruff moved to nominate Mr. Beckstead and Mr. Watson to fill the vacancies. Councilor Hanes seconded. The motion carried unanimously. No interested applicants have yet been found for the Planning Commission, so advertisement of the vacancy may be an option.
 D. Council Committees & Board Memberships: Ms. Leonard reviewed the current vacancies. After discussion, Councilor Woodruff nominated Councilor Hanes for the vacancy on the Library Board. Mayor Welch seconded and the motion carried unanimously. Councilor Cutter volunteered to sit on the CWACT (Cascades West Area Commission on Transportation) committee. Mayor Welch nominated Councilor Cutter, Councilor Woodruff seconded, and the motion carried unanimously on a voice vote. It was determined that Councilors could forward their preferences for committee membership to the City Manager and she can provide a summary for consideration. Councilor Woodruff questioned if it were still necessary to maintain the standing committees (Finance & Infrastructure) or if issues could be resolved on an ongoing basis by creating a committee when necessary. Further discussion will take place at the February meeting.
 E. Other Issues: Councilor Kelly noted that the Council had previously decided to revisit the issue of meeting scheduling after a six-month trial period. It was decided to put the issue on the February agenda for discussion.
12. EXECUTIVE SESSION: At 3:30 p.m. the Council recessed into Executive Session, pursuant to ORS 192.660(2)(d) "To conduct deliberations with persons designated by the governing body to carry on labor negotiations." The Council reconvened into Open Session at 3:33 p.m.
13. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: None.
14. ADJOURNMENT: At 3:34 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 15th day of February, 2007,
SIGNED by the Mayor this 15th day of February, 2007.

Herman Welch, Mayor



JANUARY 25, 2007

1. CALL TO ORDER AND ROLL CALL: Mayor Welch called the meeting to order at 2:03 p.m. Mayor Welch and Councilors Kelly , Woodruff, Campbell and Cutter answered the roll. Councilor Hanes was excused. A quorum was present.
2. PUBLIC HEARING: Mayor Welch invited any comments regarding conflicts or potential conflicts. Councilor Campbell stated he wished to remove himself from the discussion and vote because of a vested interest in the overall project. He was excused, and stepped down from the Council table. There were no other declarations of bias, conflicts of interest or ex parte contact, and no objections were raised regarding any one of the remaining Council members hearing or making a decision on the issue before them.
 Mayor Welch opened the public hearing. City Planner Lewis reviewed the staff report. He explained the update, distributed at the meeting, noting that one of the four conditions in the original report had been eliminated. That condition had to do with ODOT and DLCD signing off on the boundary adjustment before it could take place, since both entities preferred to have the ability to appeal the decision of the Council if necessary. Mr. Lewis noted that the proposed zoning for the excluded property would be PF (Public Facilities) as per DLCDís recommendation.
 Councilor Kelly asked why the City couldnít just expand the UGB boundary to include the new property. Mr. Lewis responded that the State regulations through DLCD are very particular on when a UGB can be expanded, usually only when additional lands are needed to accommodate growth over a 20 year time. It can also be done for health or safety reasons, but for the most part it is not allowed unless the City can clearly demonstrate the need for the additional land.
 Mayor Welch asked if the change had any impact on transportation. Mr. Lewis noted that the applicant had submitted materials specifically addressing the transportation rules and showing that the adjustment would not significantly alter the amount of traffic.
Applicantís presentation. Al Johnson, attorney for the project, addressed the Council, noting that Mr. Lewisí presentation and responses to questions were accurate. The Urban Growth Boundary capacity was unchanged, as the same amount of acreage would be removed and added. This is a procedure that was just recently clarified by the Land Conservation and Development Commission, and Waldport was the first to apply the rules, which were addressed in the proposed findings. As the applicant was only developing to about 60% of the potential capacity of the property, the overall impact was neutral. The recent Planning Commission decision also had a condition that at the time of approval of each phase of the development, the applicant has to provide a detailed traffic analysis. This will help to ensure that the Cityís transportation system can handle each phase as it proceeds. Derek Hoyte, President of Columbia Pacific Enterprises, addressed the Council, thanking them for taking the time to hold the special meeting. He noted one benefit of rezoning the property to PF was that the City would gain about 200 acres of property that would be open to the public, and which would contain about 10 miles of trails and other amenities that the citizens of Waldport would be free to enjoy. Councilor Kelly asked if the change would result in additional properties having access to sewer, and Ms. Leonard responded that this UGB adjustment was taken into consideration in the plan that was presented to and approved by the Planning Commission. There were no additional increases. Councilor Kelly wondered, in regard to the issue of affordable housing, if the developer had considered installing some modular housing. Mr. Hoyte responded that he was somewhat familiar with the technique, but at the time there had been no local manufacturers for the components. Mr. Hoyte pointed out that he was hoping to incorporate renewable energy in the houses, in the form of solar panels in the roofing systems. Mayor Welch asked about improvements to the Norwood/Starr St. intersection, noting that the project will more than likely result in increased traffic to the post office. Mr. Hoyte responded that they were willing to work with the City on traffic issues, though it may be questionable as to whether the project would have a detrimental impact. One idea was to possibly locate a satellite post office in the project. Mr. Hoyte pointed out that development of the project would be of benefit to the City, due to the resulting influx of urban renewal district funds. He also noted there may be room to create an additional district with the addition of the recently annexed properties to the City. Mayor Welch asked if any other property owners would be impacted by this Urban Growth Boundary amendment. Mr. Hoyte clarified that several of the properties are currently in escrow, but that those property owners were aware of the proposed amendment and did not appear to have any concerns. The adjustment would take place solely and wholly within the proposed development.
 Tonner Hayes from Seal Rock asked if this was the only opportunity to talk about the development; it was clarified that this hearing was only for the Urban Growth Boundary adjustment, and there will be additional hearings as each phase comes up for development.
 Mayor Welch closed the Public Hearing. There were no further comments from the Council with regard to the proposed Urban Growth Boundary adjustment. Consensus of the Council was to authorize Mayor Welch to sign the Findings, Conclusion and Final Order for the Urban Growth Boundary Adjustment as soon as they were completed.
3. DISCUSSION/ACTION ITEMS:
 A. Consideration of Ordinance No. 713, Adjusting the Urban Growth Boundary for the City of Waldport: Hearing no objections, Mayor Welch read Ordinance No. 713 by title only for the first and second readings. Councilor Kelly moved to approve the Ordinance as read. Councilor Cutter seconded, and the motion carried unanimously.
 B. Other Issues: None.
4. ADJOURNMENT: At 3:03 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 15th day of February, 2007.
SIGNED by the Mayor this 15th day of February, 2007.

Herman Welch, Mayor