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CITY COUNCIL MEETING MINUTES

NOVEMBER 8, 2012


1. CALL TO ORDER AND ROLL CALL: Mayor Woodruff called the meeting to order at 2:00 p.m. Mayor Woodruff and Councilors Kelly, Brown, Campbell, Cutter and Holland answered the roll. Councilor Hanes was excused. A quorum was present.
2. MINUTES: The Council considered the minutes from the October 11, 2012 meeting. Councilor Cutter moved to approve the minutes as presented. Councilor Brown seconded, and the motion carried unanimously.
3. PUBLIC COMMENTS: John Maré addressed the Council, expressing his delight in the near-completion of the Woodland Trail. The county crew was hard at work finishing up, and City Manager Leonard noted that the City had just ordered 25 tons of wood chips for the project.
4. DISCUSSION/ACTION ITEMS:
 A. Planning Commission Membership: City Manager Leonard stated that the unanimous consensus of the Planning Commission was to maintain the membership at seven. She indicated that if this was the Council's desire, the two vacant positions would be advertised. Consensus of the Council was to advertise the positions.
 B. Code Requirements re Sidewalks. City Manager Leonard noted that the Code talked about homeowner responsibility to keep sidewalks safe, but did not address aesthetics. If the Council wished to, they could look at changing the language in the Code. The Public Works crew has been taking care of some of the weeds in the sidewalks, and are working on the sweeper to see if it can be adapted to assist in clearing them as well. Mayor Woodruff suggested waiting to see if the sweeper can be utilized before talking about Code changes. Ms. Leonard also indicated that although commercial properties and subdivisions may be required to install sidewalks, individual property owners are not. However, if the City Council determines that a residential block is in need of sidewalk repair or installation, it can take action to require the property owners to do so.
 C. Proposed Amendments to Resolution 928 (Personnel Policy): The Council was provided with an updated document at the meeting. Ms. Leonard explained the proposed changes, noting that she had been reviewing the policy with the City's legal counsel and the revisions were needed to bring the Personnel Policy in line with the City Charter and to reflect the fact that the City employees are currently not unionized. Councilor Cutter asked about the procedure for a grievance against the City Manager and Ms. Leonard indicated that she would check with the legal counsel regarding the steps necessary at that point, though it would probably be addressed in a different section of the policy. Councilor Kelly noted that the word "Union" also needed to be removed from the first sentence of Section 11.1 Step 1. Councilor Campbell moved to approve Resolution 1168 with the additional amendment. Councilor Cutter seconded, and the motion carried unanimously.
5. COUNCIL COMMENTS AND CONCERNS: Councilor Campbell reported on the recent Chamber luncheon, where the new forestry enforcement officer was invited to speak, and also noted that the Kayak Shack representatives had a very good experience at their conference. The Chamber, as well as the City, had contributed to the expenses for that trip. Councilor Campbell also mentioned that there would be a Fireworks Fund dinner the following Saturday, at the restaurant by the Golf Course, and extended invitations to anyone interested. Mayor Woodruff reported that she had attended a safety meeting at the Crestview School. The group toured Room 17, which is where the emergency supplies are currently located, and it was noted that about half the water barrels are currently empty. Sue Graves will try to get one of the classes involved in filling them, and it was also mentioned that when the batting cage is completed, that is where the supplies will be stored. The group is exploring the possibility of acquiring some large tents from Costco at a cost of around $220, and Mayor Woodruff wondered if the City would be interested in participating. Ms. Leonard indicated that this might be included in the emergency response grant. Mayor Woodruff also noted that the City may be included in the site possibilities for the wave energy project and asked for the Council's opinion. Councilor Cutter responded that it would be good to be included in the discussion.
6. REPORTS: The reports from the Code Compliance Officer, the City Librarian and the City Planner were included in the packet materials. City Manager Leonard indicated she had checked on the surplus tsunami sirens from Rockaway Beach, but they are of a different technology and in far worse shape than Waldport's. In regard to the Starr Street ballfields, it was determined that the Junior League is responsible for the maintenance of the fields, and they have indicated they will do additional work both inside and outside the fence line. Ms. Leonard passed around a sample of water from the wastewater treatment plant, showing the quality of the effluent produced. She informed the Council of an email from satisfied customers regarding the efficient response of the Public Works employees to a recent sewer problem which had to be taken care of over the weekend. The City is going to be installing a structure to house the Public Works emergency generators at the new school pump station on Crestline Drive. Ms. Leonard noted that the City did receive a grant from the Oregon Emergency Management Department to formulate an emergency operations plan, which will enable the City to apply for numerous grants.
7. GOOD OF THE ORDER: Councilor Holland served as an observer at the County Clerk's office during the recent election, and was impressed by the number of checks and double-checks that are done there to ensure that each vote gets counted, and counted correctly. It was also noted that when ballots are turned in without the voter's signature on the outer envelope, the Clerk's Office makes a concerted effort to obtain that signature so that the ballot will not be declared invalid.
 The Council meeting was recessed at 3:12 p.m., and resumed again at 3:30 p.m. when the members of the Yachats City Council joined the meeting.
8. JOINT MEETING WITH YACHATS CITY COUNCIL:
 Mayor Woodruff welcomed the members of the Yachats City Council. Mayor Ron Brean and Councilors Greg Scott, Burgundy Featherkile and Sandy Dunn were present. Councilor David Riesick was unable to attend.
 A. Presentation by Jenny Demaris re Storm/Tsunami-Readiness Certification: Ms. Demaris addressed the group, providing a PowerPoint presentation and distributing additional handouts regarding the process for obtaining the certification, and reviewing the necessary steps to complete the certification.
 B. Presentation by Maggie Rivers re Port of Alsea Activities: Port Manager Maggie Rivers addressed the group, providing an overview of the Port activities and the types of projects in which they are involved.
 C. Rural Tourism Studio Discussion: There were presentations from the Trails Team, We-Speak, Marketing and Branding, and Mountain Biking.
 D. Water Distribution Discussion: Mayor Brean reported on Yachats' situation with their secondary watershed being logged. They are looking to obtain water rights on the Yachats River and also exploring the idea of raw water storage. The water can then be treated in low-yield months to provide additional resources. Discussion ensued regarding the location of the three water providers (Waldport, Southwest Lincoln Water District, and Yachats) and the existing agreements to address emergency water situations.
 E. Other Issues: None.
9. ADJOURNMENT: At 5:05 p.m., there being no further business to come before the Council, the meeting was adjourned.

Respectfully submitted,
Reda Q. Eckerman, City Recorder

APPROVED by the Waldport City Council this 13th day of December, 2012.
SIGNED by the Mayor this 13th day of December, 2012.

Susan Woodruff, Mayor