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City Council Meeting Minutes
THURSDAY, APRIL 4, 2002
CITY HALL COUNCIL CHAMBERS
CITY OF COLUMBIA CITY, COLUMBIA COUNTY, OREGON
AGENDA ITEM 1 CALL TO ORDER/ROLL CALL:
CONVENED:
The regular meeting was called to order by Mayor Young at 7:30 p.m. Mayor Young delivered the invocation and led the flag salute.
COUNCIL MEMBERS PRESENT:
Mayor Cheryl A. Young
Councilor Marian Calnon
Council Bill Guy
Councilor Gary Hudson
Councilor Bob Schmor
COUNCIL MEMBERS ABSENT:
None
ALSO PRESENT:
Leahnette Rivers, City Administrator/Recorder
ATTORNEY PRESENT:
Harold Olsen, City Attorney (arrived 7:38 p.m.)
A quorum was present and due notice had been published.
AGENDA ITEM 2 PUBLIC HEARINGS:
2.1 Public Hearing: To receive public testimony relating to a proposed sewer usage rate increase.
Public Hearing opened.
Sally Ann Marson of Columbia City said the proposed increase seems reasonable and sounds like it is needed.
Public Hearing closed.
AGENDA ITEM 3 CITIZEN INPUT:
3.1 Request: Request to replace the trees in front of the Caples House Museum.
The Mayor and City Council reviewed a request to plant two trees in the right-of-way along First Street in front of the Caples House Museum, to replace two trees that used to frame the house.
Councilor Calnon recommended they select trees that do not grow taller than 25 feet.
Mayor Young suggested that an agreement should be required, similar to the agreements used when someone builds a fence in the right-of-way.
Harold Olsen said they could donate the trees to the City for planting so that the City retains ownership and control of the trees.
After a lengthy discussion, it was the consensus of the Council that the request be approved, conditional upon Councilor Calnon approving the type of trees to be planted, along with the placement of the trees.
AGENDA ITEM 4 COUNCIL REPORTS:
4.1 Parks Committee: Chair Calnon offered a copy of the proposed development plan for Jim Bundy Memorial Park for Council to review. She said several dead and dying trees were recently cut, and the Committee is looking for an organization to assist with the removal of the wood. She said they are also considering soliciting a group of volunteers to cut the wood for auctioning during the Celebration.
Sally Ann Marson recommended the Parks Committee contact Christopher Sharon of West Oregon Wood Products to see if he would be interested in assisting them with the wood.
4.2 Water Source and Development Committee: Chair Guy said the Committee will meet next Monday.
4.3 Streets Committee: Chair Hudson said the Committee met last night.
He said the Committee would like to pursue an SCA Grant for crack sealing work, and they identified projects to be included in the Five-Year Capital Improvement Plan. He said the Committee recommends the City Council move forward with updating the Transportation System Development Charges (SDCs) at this time.
MOVED (HUDSON), SECONDED (SCHMOR) AND CARRIED UNANIMOUSLY TO MOVE FORWARD WITH SOLICITING PROPOSALS TO COMPLETE AN SDC STUDY FOR STREETS.
4.4 Other reports:
AGENDA ITEM 5 CONSENT AGENDA:
5.1 Approval of Minutes of the Regular City Council Meeting of March 21, 2002.
5.2 Approval of bills paid during the month of March 2002
5.3 Written report from the Administrator/Recorder.
5.4 Resignation from Planning Commission Member, Michael J. Singh.
MOVED (GUY), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY BY ROLL CALL VOTE TO APPROVE THE CONSENT AGENDA.
Harold Olsen was excused from the remainder of the meeting.
AGENDA ITEM 6 UNFINISHED BUSINESS:
6.1 Personnel Policies and Procedures: Continued review of the draft Personnel Policies and Procedures Manual.
The Council continued their review of the draft Personnel Policies and Procedures Manual. It was the consensus of the Council that the manual be placed on the agenda for approval at the next meeting.
AGENDA ITEM 7 NEW BUSINESS:
7.2 Council Bill No. 02-246; Ordinance No. 02-577-O: An Ordinance amending Ordinance No. 470, regulating the use of public and private sewers and drains, private sewage disposal, the installation and connection of building sewers, and the discharge of waters and wastes into the public sewer system(s); and providing penalties for violations thereof in the City of Columbia City, Columbia County, Oregon; repealing Ordinance No. 522; declaring an emergency.
The City Council read Council Bill No. 02-246 twice by title.
MOVED (SCHMOR), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY TO DECLARE AN EMERGENCY CONCERNING COUNCIL BILL NO. 02-246.
MOVED (SCHMOR), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY TO ADOPT COUNCIL 02-246 WITH THE EMERGENCY CLAUSE.
7.3 Council Bill No. 02-247; Resolution No. 02-760-R: A Resolution adopting sewer charges and rates for the City of Columbia City in accordance with Ordinance No. 470; rescinding Resolution No. 01-725-R.
MOVED (GUY), SECONDED (CALNON) AND CARRIED UNANIMOUSLY TO ADOPT COUNCIL BILL NO. 02-247.
AGENDA ITEM 8 OTHER BUSINESS:
Transportation Growth Management (TGM) Grant: Leahnette Rivers explained that the City received a TGM Grant to complete the implementation of the City's Transportation System Plan (TSP). She said a few months later, the City received a DLCD Grant to complete some planning work, and the grant representatives began to talk about how the TSP implementation could be incorporated into the planning work under the DLCD Grant. She said DLCD increased the grant award to include the TSP implementation, and the TGM funds can be allocated to another agency. She asked the Council to authorize the release of the TGM Grant Funds provided that a scope of work for the TSP implementation is approved by TGM and DLCD staff.
MOVED (HUDSON), SECONDED (SCHMOR) AND CARRIED UNANIMOUSLY TO AGREE TO SEND A LETTER TO TGM RELEASING THE TGM GRANT FUNDS AFTER BOTH AGENCIES HAVE APPROVED THE SCOPE OF WORK FOR TSP IMPLEMENTATION.
Colco Public Transportation: The Council reviewed a letter dated March 19, 2002, from Merri A. Reamer, Executive Director for the Columbia County Council of Senior Citizens, Inc. In the letter, Ms. Reamer asked for funding support in the amount of $3,000 for Colco Public Transportation Services. The Council discussed the request at length. It was the consensus of the Council that the City make every effort to contribute $1,620 to Colco in the upcoming budget year.
Water Rates: The Council reviewed a memo dated April 2, 2002, from Leahnette Rivers regarding water rate projections in the upcoming budget. The Council discussed this matter at length with staff. It was the consensus of the Council that Ms. Rivers project a 25% rate increase, effective in September 2002, for budgeting purposes.
Cost of Living Adjustment (COLA) for 2002-03: The Council discussed whether or not cost of living adjustments will be provided for City employees during the upcoming budget year. The Council asked Leahnette Rivers for an update on the status of the City's ability to provide for a COLA in the proposed 2002-03 budget. Ms. Rivers explained that at this time the General Fund is the only fund in the proposed budget that does not balance. She said the Street, Water and Sewer Funds each have the funds needed for a COLA, but the General Fund does not. She noted, however, that several things could occur that may improve the financial condition of the General Fund between now and June 30th. She named a few, explaining that the roof for the Community Hall may cost less than originally projected, Qwest may decide to pay the annual franchise payment it owes to the City, and the City may issue additional building permits between now and June 30th. The Council discussed this matter at length with staff.
It was the consensus of the Council that the proposed 2002-03 budget be prepared without appropriations for a COLA, but that funds for a COLA be provided in the contingency category of each fund that has the funds available. It was the consensus of the Council that this item be revisited in June, just before the budget is adopted, to determine whether or not the funds are available to provide employees with a COLA effective July 1, 2002.
Exception to Purchasing Policy: The Council reviewed a memo dated April 2, 2002, from Leahnette Rivers regarding a request that the Council grant an exception to the Purchasing Policy. In the memo, Ms. Rivers explained that the City received a $25,000 SCA grant to overlay several street sections, and asked that the City Council approve an exception to the policy to allow the City to obtain three written quotes for the overlay work instead of going through the competitive bid process.
MOVED (HUDSON), SECONDED (GUY) AND CARRIED UNANIMOUSLY TO APPROVE AN EXCEPTION TO THE PURCHASING POLICY AS REQUESTED.
Double Tee Concerts: Leahnette Rivers explained that the City has been asked to comment about a request from Double Tee Concerts for a Temporary Permit for a series of concerts at the old Columbia County Fairgrounds property.
Members of the Council had no comments or recommendations. It was the consensus of the Council that the concerts last summer had gone smoothly.
Street Lighting Inventory: Councilor Guy asked where the Street Lighting Inventory project stands. Leahnette Rivers said she recently met with a Thad Roth of the Columbia River PUD, and they are still working on the project.
Street Light: Councilor Guy asked for the status on the street light installation at Highway 30 and Pacific Street. Leahnette Rivers said ODOT is paying for the PUD to install the light, and the work will be done very soon. She said if the price exceeds $1,500, the City will need to pay the difference.
AGENDA ITEM 7 NEW BUSINESS (continued):
7.4 Executive Session: The City Council met in Executive Session in accordance with ORS 192.660(1)(f) and ORS 192.660(1)(h) to consider records that are exempt by law from public inspection and to consult with legal counsel concerning litigation likely to be filed.
The Council recessed at 8:40 p.m.
The Council reconvened at 8:48 p.m.
The Council convened in Executive Session at 8:48 p.m.
The Council reconvened in Open Session at 9:05 p.m.
7.1 Final Order: Final Order regarding the City Council's denial of a request to vacate the alley in Block 4, Columbia City, Columbia County, Oregon.
The Council reviewed a revised version of the Final Order, containing 13 findings and listing 4 ordered items.
MOVED (HUDSON), SECONDED (SCHMOR) AND CARRIED UNANIMOUSLY TO ACCEPT THE FINDINGS.
AGENDA ITEM 9 ADJOURNMENT:
There being no further business to come before the Council, the meeting adjourned at 9:07 p.m.