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City of Columbia City 1840 Second Street, PO Box 189, Columbia City, OR 97018 (503) 397-4010 |
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City Council Meeting Minutes
THURSDAY, MARCH 4, 2004
CITY HALL COUNCIL CHAMBERS
CITY OF COLUMBIA CITY, COLUMBIA COUNTY, OREGON
AGENDA ITEM 1 CALL TO ORDER/ROLL CALL:
CONVENED:
The meeting was called to order by Mayor Cheryl A. Young at 7:30 p.m. Mayor Young led the flag salute.
COUNCIL MEMBERS PRESENT:
Mayor Cheryl A. Young
Councilor Marian Calnon
Councilor Gary Hudson
Councilor Bob Schmor
COUNCIL MEMBERS ABSENT:
Councilor Bill Guy
ALSO PRESENT:
Michael Reedy, Chief of Police
Leahnette Rivers, City Administrator/Recorder
ATTORNEY PRESENT:
Harold Olsen, City Attorney
A quorum was present and due notice had been published.
AGENDA ITEM 2 PUBLIC HEARINGS: None.
AGENDA ITEM 3 CITIZEN INPUT: None.
AGENDA ITEM 4 COUNCIL REPORTS:
4.1 Parks Committee: Chair Calnon said the Parks Committee discussed all of the parks during a recent meeting. She said their discussion has been summarized in the Parks Committee Meeting Minutes. She said a work party will be held in Jim Bundy Memorial Park on March 13, and they need additional volunteers.
4.2 Water Source and Development Committee: In the absence of Chair Guy, Leahnette Rivers reported that a proposal was sent to Dyno Nobel, and they have requested a meeting with us. She said Harold is making arrangements for a meeting.
Leahnette said the water rights application is being prepared.
4.3 Streets Committee: Chair Hudson reported that the Street Committee met recently, and their discussion has been summarized in the meeting minutes.
Councilor Schmor asked whether or not we will be able to come up with the required match money for the "L" Street Bridge Project. Leahnette said we have accumulated a large portion of the matching funds already, and need another $90,000. She said she will continue to seek additional outside assistance for the remaining portion. She said if additional assistance doesn't come through, we'll use gasoline tax and SDC revenues for the remaining portion, which will further postpone our ability to complete other needed projects.
4.4 Sewer Committee: No report.
4.5 Library Report: No report.
4.6 Other Reports:
AGENDA ITEM 5 CONSENT AGENDA:
5.1 Approval of the bills paid during the month of February 2004.
5.2 Approval of the Minutes of the Regular City Council Meeting of February 5, 2004.
5.3 Approval of the financial report for the period ending January 31, 2004.
5.4 Written report from the Chief of Police.
5.5 Written report from the City Administrator/Recorder.
MOVED (SCHMOR), SECONDED (HUDSON), AND CARRIED UNANIMOUSLY BY ROLL CALL VOTE TO APPROVE THE CONSENT AGENDA.
The Council reviewed a print out from C-COM showing calls for police services for the period of January 1 through March 1, 2004, with Chief Reedy.
AGENDA ITEM 6 UNFINISHED BUSINESS:
6.1 Second reading of Council Bill No. 04-303; Ordinance No. 04-591-O: An Ordinance amending Ordinance No. 99-542-O, providing for jury trials.
MOVED (HUDSON), SECONDED (CALNON) AND CARRIED UNANIMOUSLY TO ADOPT COUNCIL BILL NO. 04-303.
6.2 Second reading of Council Bill No. 04-304; Ordinance No. 04-592-O: an Ordinance amending Ordinance No. 345, establishing park rules and regulations.
MOVED (SCHMOR), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY TO ADOPT COUNCIL BILL NO. 04-304.
AGENDA ITEM 7 NEW BUSINESS:
7.1 Council Bill No. 04-307; Resolution No. 04-801-R: A Resolution by the City Council of the City of Columbia City endorsing the Columbia 9-1-1 Communications District Proposal to renew operating funding on the May 18, 2004 Primary Election Ballot.
MOVED (HUDSON), SECONDED (SCHMOR) AND CARRIED UNANIMOUSLY TO ADOPT COUNCIL BILL NO. 04-307.
7.2 Council Bill No. 04-308; Ordinance No. 04-593-O: An Ordinance granting a non-exclusive gas utility franchise to Northwest Natural Gas Company, and fixing terms, conditions and compensation of such franchise; repealing Ordinance No. 480; declaring an emergency.
The Council completed the first reading of Council Bill No. 04-308.
Mayor Young noted that the emergency clause has been included because our franchise agreement with NW Natural expired in December 2003.
Leahnette said this agreement is very similar to the expired agreement, and the largest change is an increase in the franchise fee, which will go up to 5% under the new agreement.
MOVED (SCHMOR), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY TO DECLARE AN EMERGENCY.
The Council completed the second reading of Council Bill No. 04-308.
MOVED (SCHMOR), SECONDED (CALNON) AND CARRIED UNANIMOUSLY TO ADOPT COUNCIL BILL NO. 04-308 WITH THE EMERGENCY CLAUSE.
7.3 Agreement: Agreement for Street Lighting Efficiency Improvements between City of Columbia City and Columbia River People's Utility District.
MOVED (CALNON), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY TO AUTHORIZE SIGNATURE TO THE AGREEMENT.
7.4 Contract Modification: Contract Modification No. 6 - 1.0 MG "K" Street Reservoir.
Leahnette explained that we will invoice Qwest and the Columbia River PUD for these charges as both companies failed to locate their utilities on two separate occasions, which resulted in these additional charges.
MOVED (SCHMOR), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY TO APPROVE CONTRACT MODIFICATION NO. 6.
7.5 Contract Amendment Request: Contract Amendment Request for Expanded Engineering Efforts during Construction - 1.0 MG "K" Street Reservoir.
The Council reviewed a letter dated February 12, 2004, from Matt Hickey of Murray, Smith and Associates, Inc., requesting a contract amendment in the amount of $10,000 to cover expanded engineering efforts during the construction of the water reservoir and waterline project.
Leahnette explained that the contract for design engineering and construction for this project includes a not to exceed contract amount. She said in this case there were some unusual and unexpected costs associated with the difficulties we experienced with the contractors. She said these problems resulted in additional expense for the City, and for our engineers as well.
Harold Olsen said when you run into some extraordinary circumstances, such as we did in this case, you might not want to hold them to the contract. In this case, however, it's possible that the engineers contributed to some of the problems, and we all suffered some losses. He said you might consider meeting them halfway.
The Council discussed this matter at length.
MOVED (HUDSON), SECONDED (SCHMOR) AND CARRIED UNANIMOUSLY TO OFFER MSA $5,000, AND TO AUTHORIZE PAYMENT IF THEY AGREE TO THE OFFER.
7.6 Request for Waiver of Rental Fees: Request for waiver of Columbia City Community Hall rent for the St. Helens Girl Scout Neighborhood cookie distribution.
The Council reviewed a request from Jodie L. Gustafson to waive the Community Hall rental fee for distribution of the Girl Scout Cookies on Sunday, February 15, 2004.
MOVED (CALNON), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY TO RATIFY THE DECISION TO WAIVE THE RENTAL FEE.
7.7 Personal Services Contract for Building Official and Inspection Services: Personal Services Contract between the City of Columbia City and Brian Smith for Building Official and Inspection Services.
Leahnette explained that this contract contains revisions to cover plumbing plan check and inspection services and commercial plan check and inspection services.
MOVED (SCHMOR), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY TO AUTHORIZE SIGNATURE TO THE PERSONAL SERVICES CONTRACT FOR BUILDING OFFICIAL AND INSPECTION SERVICES.
7.8 2004 Needs and Issues Inventory: Discussion of 2004 Needs and Issues Inventory Local Priority List.
The Council reviewed a copy of the 2003 Needs and Issues Inventory Local Priority List and discussed changes, additions and deletions. The Council discussed the project at length. It was the consensus of the Council that the 2004 Needs and Issues Inventory Local Priority List be drafted as follows:
1. "L" Street Bridge Need: $90,000
2. McBride Creek Trail System Need: $361,650
3. Sixth Street Need: $777,000
4. RCE Pump Station Need: $361,650
5. Caples House Need: $65,000
7.9 2004-05 Policy Goals and Objectives: Draft 2004-05 Policy Goals and Objectives.
Leahnette asked that this item be postponed until the next Council Meeting.
7.10 Banking service options: Discussion of optional banking services and related fees.
The Council reviewed a memo dated February 26, 2004, from Leahnette Rivers regarding banking fees and services. The memo provided fee information for checking account activity and ACH services through Washington Mutual, Bank of the West, and Wells Fargo. Leahnette recommended we continue to use Washington Mutual and request the addition of ACH services for our customers to use for utility payments, and for payroll direct deposit for employees. She said she will continue to investigate merchant services (for credit and debit card transactions). She said merchant services is fairly expensive, but may be helpful for the collection of fines.
MOVED (CALNON), SECONDED (SCHMOR) AND CARRIED UNANIMOUSLY TO REMAIN WITH WASHINGTON MUTUAL AND MOVE FORWARD WITH ACH SERVICES.
7.11 Temporary Structure Application: Authorization to sign City of St. Helens Temporary Structure Application for "K" Street right-of-way.
Councilor Hudson asked that our Building Official comment on this application.
MOVED (HUDSON), SECONDED (SCHMOR) AND CARRIED UNANIMOUSLY TO AUTHORIZE SIGNATURE TO THE ST. HELENS APPLICATION FOR TEMPORARY STRUCTURE IN THE "K" STREET RIGHT-OF-WAY.
7.12 Executive Session: The Council will meet in Executive Session in accordance with ORS 192.660(1)(h) to consult with legal counsel concerning litigation and in accordance with ORS 192.660(1)(e) to conduct deliberations with persons designated by the governing body to negotiate real estate transactions.
This item was canceled.
AGENDA ITEM 8 OTHER BUSINESS:
Police Activity Information: Chief Reedy said he is gathering additional information to include in the reports to the City Council so they are better informed of the police activities.
Reservoir Acquisition: Harold Olson updated the Council on a recent meeting with members of the Probst family and their legal counsel to discuss the acquisition of the reservoir site. He said we are waiting for them to draft an agreement that will address the matters discussed.
AGENDA ITEM 9 ADJOURNMENT: There being no further business to come before the Council,
the meeting adjourned at 8:35 p.m.