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CITY COUNCIL MEETING MINUTES

APRIL 2, 2015 (Workshop)


1. CALL TO ORDER AND ROLL CALL: Mayor Woodruff called the workshop meeting to order at 1:00 p.m. Mayor Woodruff and Councilors O'Brien, Christenson and Cutter answered the roll. Councilors Gates, Holland and Campbell were absent. A quorum was present.
2. REVIEW OF CITY OF WALDPORT 2015 GOALS: The Council reviewed the draft goal document provided by City Manager Kemp, based on the results of the February 12 goalsetting workshop. Discussion ensued regarding prioritization of projects, funding, partnerships, additional resources required, and estimated timelines for completion.
3. ADJOURNMENT: At 3:00 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 9th day of April, 2015.
SIGNED by the Mayor this 9th day of April, 2015.
Susan Woodruff, Mayor


APRIL 9, 2015


1. CALL TO ORDER AND ROLL CALL: Mayor Woodruff called the meeting to order at 2:00 p.m. Mayor Woodruff and Councilors O'Brien, Gates, Christenson, Campbell and Holland answered the roll. Councilor Cutter was excused. A quorum was present.
2. MINUTES: The Council considered the minutes from the March 12 regular meeting and the April 2 workshop. Councilor Gates moved to approve the minutes as presented. Councilor Christenson seconded, and the motion carried unanimously on a voice vote.
3. PUBLIC COMMENTS/PRESENTATIONS: John Maré addressed the Council on behalf of the Waldport Walkers and the Waldport Trails Committee, noting that a video crew from Travel Oregon had accompanied the Walkers on their Thursday walk on the Woodland Trail. Mayor Woodruff explained that Travel Oregon had sponsored the Rural Tourism Studio which produced the trails map as well as several other projects.
 Sheriff Dotson addressed the Council regarding the activities in the Sheriff's Department. He encouraged the Councilors to tour the jail or to do a ride-along with one of the deputies. Councilor Holland wondered if new reports for the numbers and types of calls were available yet, Sheriff Dotson responded that the current records management system was not being supported and reports are not possible at present, but new software is currently being developed. In the meantime, he referred interested individuals to the Oregon Criminal Justice Commission for general statistics on crime.
4. PUBLIC HEARING - Proposed Amendments to Waldport Municipal Code Chapter 16.76 "Signs": Mayor Woodruff opened the public hearing. City Planner Larry Lewis gave a review of the activities of the Planning Commission in bringing the document to the Council for approval. He noted that the intent of the Commission was to make changes that will benefit the business community with regard to attracting customers, and to enhance the appearance of commercial areas. The document before the Council for approval reflected changes that had been suggested by the Commission and by property owners and business owners that had attended the Commission's meetings. Mr. Lewis noted one clarification to Section 16.76.040 (2)(a)(4) "Roof Signs", adding the words "up to" before "the peak of the roof". Bo Smith addressed the Council, noting a difficulty in finding information about the proposed changes to the code on the City's website. There were no additional public comments. Mayor Woodruff closed the public hearing.
5. DISCUSSION/ACTION ITEMS:
 A. Consideration of Ordinance Revising Title 16 of the Waldport Municipal Code by Amending Chapter 16.76 "Signs": Councilor Gates moved to consider adoption of the proposed ordinance with the minor change as outlined by the City Planner. Councilor Campbell seconded, and the motion carried unanimously. Hearing no objections, Mayor Woodruff read Ordinance No. 756 by title only for the first and second readings. Councilor Holland moved for the adoption of Ordinance No. 756. Councilor Campbell seconded, and the motion carried unanimously.
 B. Consideration of Ordinance Amending Waldport Municipal Code by adding Chapter 12.32 "Special Events": City Manager Kemp noted the addition of language to the implementing ordinance to include a waiver of fees for the first year. Hearing no objections, Mayor Woodruff read Ordinance No. 757 by title only for the first and second readings. Councilor Gates moved for the adoption of Ordinance No. 757. Councilor Campbell seconded, and the motion carried unanimously.
 C. Consideration of Resolution to Apply for Oregon Parks & Recreation Grant for Development of a Park, Recreation and Trails Master Plan: City Planner Lewis explained that the City was applying for funding from the Oregon Parks & Recreation Department (ORPD), and one of their requirements was that the City adopt a resolution to demonstrate the support for the project obligation of matching funds. He noted that the Master Plan is estimated to cost $30,000, and the required city match would be 20% or $6000, which is anticipated to be in-kind services provided by City staff. Councilor Campbell moved to approve Resolution 1195. Councilor Holland seconded, and the motion carried unanimously on a voice vote.
 D. Urban Renewal: An Overview (PowerPoint): The Council watched the PowerPoint presentation on urban renewal.
6. COUNCIL COMMENTS AND CONCERNS: A brief discussion took place regarding the status of the Mercantile Building. City Manager Kemp noted that the Code Compliance Officer is apprising the owner of the need to clean up the property. Mayor Woodruff gave a brief update on the upcoming hospital bond measure which will be on the May ballot. Councilor Campbell noted an upcoming fireworks fundraiser on April 30th, to be held at the Greenside Steakhouse.
7. REPORTS: The written reports from the Public Works Director, City Librarian, City Planner and Code Compliance Officer were included in the packet materials. City Manager Kemp reminded the Council that June 17 was the date of the joint meeting with the County Commissioners, and suggested the Council consider topics for that meeting. The budget document for FY 2015/16 has been distributed and the Budget Committee meeting will be held on April 28 at 1:30 p.m. He gave a brief report on road mirror research and the need for additional options, an update on the progress at the Open Space, broached the idea of participating in the Resource Assistance for Rural Environments (RARE) program through the University of Oregon, and the possibility of including the City's Industrial are in an application for a county-wide Regionally Significant Industrial Area, which may provide favorable consideration from the state in grant or loan funding applications.
8. 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 14th day of May, 2015.
SIGNED by the Mayor this 14th day of May, 2015.
Susan Woodruff, Mayor


APRIL 28, 2015 (Budget Committee)


1. CALL TO ORDER AND ROLL CALL: Mayor Woodruff called the meeting to order at 1:30 p.m. Mayor Woodruff and Councilors Holland, Campbell, Cutter, Gates and O'Brien, and Laypersons Perkins, Welch and Canfield answered the roll. Councilor Christenson and Laypersons O'Neil and Watson were absent. A quorum was present.
2. SELECTION OF BUDGET COMMITTEE CHAIR: Mr. Holland nominated Mr. Campbell. Mr. Cutter seconded the nomination. There were no other nominations. Mr. Campbell was declared Chair on a unanimous voice vote.
3. PUBLIC HEARINGS:
 A. State Revenue Sharing: Mr. Campbell opened the public hearing on State Revenue Sharing. City Manager Kemp explained revenue sharing is calculated by the State and in order to participate in the program, the Budget Committee has to hold a public hearing on the possible uses of the monies, which would be included in the General Fund. Mr. Cutter wondered if marijuana taxes would be part of this in the future, and Ms. Gates responded that her understanding was that the City portion of revenues from sales will be based on the number of retailers and growers within the City limits. If a city has a moratorium, they will not be eligible to receive those funds. Mr. Welch asked if the City incurred any potential liability or obligation by accepting the funds from State Revenue Sharing, and Mr. Kemp indicated that he did not believe there was, as long as the funds are properly accounted for. There was no comment from the public. Mr. Campbell closed the public hearing and opened the Budget meeting for deliberations. Mr. Holland moved to recommend acceptance of the State Revenue Sharing. Mr. Welch seconded, and the motion carried unanimously on a voice vote.
 B. City of Waldport Budget for Fiscal Year 2015-2016: Mr. Campbell opened the public hearing on the City of Waldport budget. Maxine Centalia and Diana Purdy addressed the Council regarding the request for participation in the "no spray" project. They noted that the County was willing to donate $7000 toward the project, which would be administered by Community Services Consortium (CSC). However, the allocation was contingent on the cities of Waldport, Newport and Yachats each voting to donate $1000 to the program. Ms. Purdy explained that currently there is a small group of people who volunteer to remove weeds by hand along a 25-mile stretch of Highway 101, but they can only use hand tools. CSC has the liability insurance to allow the use of power tools, and the program will give at-risk young adults an opportunity for work experience as well. The Council thanked them for their presentation.
 The Committee reviewed the Capital Improvement Plan. Mr. Kemp mentioned that a packet of information on goalsetting was distributed, in order to provide background on some of the goals which were included in the proposed budget. Mr. Canfield confirmed that the Lint Slough waterline was completed. Public Works Director Andry noted that the McKinney Slough waterline included in the 2016/2017 list is a new project.
 Mr. Welch asked about the amount in the "Reserved & Unappropriated" line under the Summary of Resources and Requirements. Mr. Kemp directed the Committee to the chart on page 16, which showed the cash flow, noting that this allows for cash flow for the first months of the fiscal year, until tax monies start coming in. A brief discussion ensued regarding property taxes and depreciation costs. It was noted that the City had made a decision to underfund the sewer depreciation costs in order to decrease the financial impact on its customers, as Urban Renewal funds can be used as a resource for plant upgrades.
 Discussion ensued regarding personnel costs. Mr. Kemp explained the need for an additional half-time position in the office, in order to continue to provide customer service while allowing senior staff to work on other projects. Discussion then ensued regarding benefits, the number of positions and their funding sources.
 The Committee reviewed the General Fund. Discussion revolved around departmental costs such as the copier lease, law enforcement costs, and disaster-preparedness supplies. Mr. Kemp explained that the City had applied for the annual grant from Lincoln County and the proceeds this year will be used for the purchase of two large tents and additional food supplies. Mayor Woodruff noted the reduction in the Sheriff's contract, due to cost savings related to a new healthcare plan, and suggested the City might also explore options for insurance benefits.
 At 3:20 p.m. the meeting was recessed for a short break. When it resumed at 3:30, it was noted for the record that Mr. Perkins had to leave due to a prior commitment.
 Under the Community Fund, discussion took place regarding the formula for Library funding, the $2500 contribution from the Izaak Walton League for parks, and rental increases for the Community Center. Noting that the Committee wished to take action regarding the Economic Development fund, Chair Campbell closed the public hearing and opened the meeting to deliberations.
4. DISCUSSION/ACTION ON BUDGET: Discussion ensued regarding the Economic Development Fund. Mr. Canfield indicated that the Citizen's Patrol appreciated the allocation from last year's budget, but didn't feel it was necessary to do it again this year. Consensus was to put the $500 back into the contingency. Mr. Kemp gave a review of the RARE program from the information in the meeting packet, and discussion ensued. Mr. Kemp noted that the Port had submitted the RARE preapplication, and would be applying for $4400 in economic development grant monies from the County. This could be identified in Contributions to be put toward the $22,000 cost for the RARE student. Consensus of the Committee was to allocate $1000 toward the "no spray" program. Mr. Cutter proposed allocating $200 to "Website & Social Media". Mr. Campbell proposed removing the $1500 allocation to Beachcombers and putting it back into Contingency, as no request had been forthcoming. It was also proposed to reduce the $3500 "Event Participation" line item by $1000 and putting that back into Contingency. As no request had been received from the college, it was proposed to reduce the OCCC Entrepreneurship line to 0 and put those monies back into Contingency. Mr. Cutter proposed to increase the allocation for Meals on Wheels to $1000. Following these proposals, the calculated amount in Contingency was $21,700. Mr. Cutter moved to accept these changes and create a line item for the RARE student for $22,000 and a line item for the "no spray" for $1000. Ms. Gates seconded, and the motion carried unanimously. Following these changes the balance in Contingency was $4,100.
 At 4:45 p.m., Mr. Holland cited a prior engagement and had to leave. At 5:03 p.m., the Budget Committee meeting was recessed for the Road District #3 and Urban Renewal budget meetings. At 5:50 p.m., the Budget Committee meeting was resumed.
 Discussion ensued regarding the Public Works Fund, Street Fund, Water Fund and Sewer Fund. Mr. Cutter ascertained that the Water Fund could absorb the costs of the proposed tie-in for the Skyline/Chad waterline, which had originally been proposed to come from Urban Renewal #2. He then moved to reduce the Water Capital Reserve by $10,000 and add the waterline tie-in as a line item in Water Reserves Capital Outlay for $10,000. Councilor Welch seconded, and the motion carried unanimously. Mr. Welch asked about the annual 3% increases in the water and sewer funds and was assured that they were still viable and necessary, providing the City with the means to maintain and improve the systems without drastic increases in the cost of service. Mr. Cutter suggested that staff explore the options of e-billing, which would provide convenience for customers and a potential reduction in postage costs.
 With no further changes to be made to the Budget document, Mr. Cutter moved to accept the proposed budget as amended, recommend its adoption to the Waldport City Council, and to approve taxes for the 2015/2016 fiscal year at the rate of $2.3328 per $1000 of assessed value for operating purposes and in the amount of $86,053 for general obligation bond principal and interest. Councilor Gates seconded, and the motion carried unanimously.
5. ADJOURNMENT: At 6:03 p.m., there being no further business to come before the Budget Committee, the meeting was adjourned.
Respectfully submitted,
Reda Q. Eckerman, City Recorder
APPROVED by the Waldport City Council this 14th day of May, 2015.
SIGNED by the Mayor this 14th day of May, 2015.
Susan Woodruff, Mayor