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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, APRIL 20, 2006
CITY HALL COUNCIL CHAMBERS
CITY OF COLUMBIA CITY, COLUMBIA COUNTY, OREGON
AGENDA ITEM 1 CALL TO ORDER/ROLL CALL:
CONVENED:
Mayor Young called the regular meeting to order at 7:32 p.m. Mayor Young delivered the invocation and led the flag salute.
COUNCIL MEMBERS PRESENT:
Mayor Cheryl A. Young
Councilor Bill Guy
Councilor Gary Hudson
Councilor Bob Schmor
Councilor Tyra Schroeder
COUNCIL MEMBERS ABSENT:
None
ALSO PRESENT:
Michael Reedy, Chief of Police
Micah Olson, Public Works Superintendent
Leahnette Rivers, City Administrator/Recorder
ATTORNEY PRESENT:
None
A quorum was present and due notice had been published.
AGENDA ITEM 2 PUBLIC HEARINGS:
2.1 Public Hearing: To gather public testimony relating to proposed changes to the commercial and industrial sewer usage fees based upon recent winter water usage history.
Public Hearing opened.
No comments were heard from the public.
Public Hearing closed.
AGENDA ITEM 3 CITIZEN INPUT:
None.
AGENDA ITEM 4 COUNCIL REPORTS:
4.1 Parks Committee: Chair Schroeder referred the Council to the Parks Committee Meeting Minutes of April 11, 2006.
4.2 Water Source and Development Committee: No report.
4.3 Streets Committee: Chair Hudson said the bridge project is progressing.
4.4 Sewer Committee: Micah Olson said the old septic tank at the corner of Sixth and "K" Street has been properly decommissioned.
4.5 Library Committee: No report.
4.6 Other reports: None.
AGENDA ITEM 5 CONSENT AGENDA:
5.1 Approval of the Financial Reports for the period ending March 31, 2006.
5.2 Written report from the Chief of Police.
5.3 Written report from the Public Works Superintendent.
5.4 Written report from the City Administrator/Recorder.
5.5 Appointment of Alexander Reed to the Columbia City Budget Committee.
MOVED (GUY), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY BY ROLL CALL VOTE TO APPROVE THE CONSENT AGENDA.
AGENDA ITEM 6 UNFINISHED BUSINESS:
6.1 Second reading of Council Bill No. 06-398; Ordinance No. 06-618-O: An Ordinance declaring the City's election to receive state revenues.
The Council completed the second reading of Council Bill No. 06-398.
MOVED (SCHMOR), SECONDED (SCHROEDER) AND CARRIED UNANIMOUSLY TO ADOPT COUNCIL BILL NO. 06-398.
AGENDA ITEM 7 NEW BUSINESS:
7.1 Loan Agreement Amendment: Amendment Number 5 to the State Drinking Water Revolving Loan Fund Financial Assistance Award Contract and Loan Agreement and Promissory Note.
Leahnette Rivers explained that this amendment extends the project completion date until April 30, 2007, and approves a budget amendment that will allow the construction of a well at the Public Works site. She asked the Council to approve the amendment subject to Harold Olsen's review and approval.
MOVED (SCHROEDER), SECONDED (SCHMOR) AND CARRIED UNANIMOUSLY TO AUTHORIZE SIGNATURE TO THE AGREEMENT PENDING HAROLD OLSEN'S REVIEW AND APPROVAL.
7.2 Bid Award: Approval of the bid from Hansen Drilling Co., and contract award for the Public Works Well Project.
The Council reviewed a letter dated April 10, 2006, from Matt Hickey of Murray, Smith and Associates, Inc., recommending the City Council approve the bid from Hansen Drilling Co., in the amount of $83,700.00 and award the contract to Hansen Drilling Co. for the Public Works Well Project.
MOVED (HUDSON), SECONDED (GUY) AND CARRIED UNANIMOUSLY TO AWARD THE CONTRACT TO HANSEN DRILLING CO. IN THE AMOUNT OF $83,700.00 FOR THE PUBLIC WORKS WELL PROJECT.
7.3 Council Bill No. 06-399; Resolution No. 06-862-R: A Resolution adopting policy goals and objectives for the City of Columbia City, Oregon, for fiscal year 2006-07.
MOVED (SCHMOR), SECONDED (SCHROEDER) AND CARRIED UNANIMOUSLY TO ADOPT COUNCIL BILL NO. 06-399.
7.4 Council Bill No. 06-400; Resolution No. 06-863-R: A Resolution adopting a Five-Year Capital Improvement Program for the 2006-07 fiscal year for the City of Columbia City, Oregon.
MOVED (GUY), SECONDED (HUDSON) AND CARRIED UNANIMOUSLY TO ADOPT COUNCIL BILL NO. 06-400.
7.5 Council Bill No. 06-401; Resolution No. 06-864-R: A Resolution adopting sewer charges and rates for the City of Columbia City in accordance with Ordinance No. 470, rescinding Resolution No. 05-838-R.
Mayor Young asked if this resolution will also correct the sewer rate for the City of St. Helens water treatment plant based upon their increased usage.
Leahnette Rivers said staff recently met with representatives from the City of St. Helens to discuss this situation. She said due to a design error, St. Helens is discharging more sewer into the permanent connection to our sewer system, and less sewer into the temporary connection to our system. She said the permanent connection rate that Columbia City established was based upon usage similar to a single family dwelling, and the actual discharge through the permanent connection is much higher than that. She said rather than change the permanent connection rate that we charge St. Helens at this time, St. Helens will make an adjustment on Columbia City's sewer bill for the additional usage so we are not paying them to treat the additional flow. Meanwhile, she said St. Helens will decide whether or not to re-route the additional discharge into the temporary connection, or seek a new sewer rate from Columbia City based upon a higher discharge rate. She said the St. Helens sewer rate was established by an agreement, and is not addressed in this resolution.
MOVED (SCHMOR), SECONDED (SCHROEDER) AND CARRIED UNANIMOUSLY TO ADOPT COUNCIL BILL NO. 06-401.
7.6 Janitorial Services: Review proposals for janitorial services for the City Hall, Police Department and Community Hall.
The Council reviewed a memo dated April 18, 2006, from Leahnette Rivers regarding proposals received for janitorial services at the City Hall (weekly), Police Department (bi-monthly) and Community Hall (bi-monthly) as follows:
Butler & Maid Services $6,900 annually
Sherwood Janitorial $4,350 annually
Jolly Janitorial $8,900 annually
The Council discussed the proposals at length with staff. Leahnette Rivers recommended we use Sherwood Janitorial Services. She said they currently provide janitorial services for most of the local banks.
MOVED (SCHMOR), SECONDED (SCHROEDER) AND CARRIED UNANIMOUSLY TO HIRE SHERWOOD JANITORIAL SERVICES PROVIDED THEY SUCCESSFULLY PASS A BACKGROUND INVESTIGATION AND HAROLD OLSEN APPROVES A PROFESSIONAL SERVICES CONTRACT.
7.7 Executive Session: The Council met in Executive Session to conduct deliberations with persons designated by the governing body to negotiate real estate transactions pursuant to ORS 192.660(2)(e); to consider records that are exempt from public inspection pursuant to ORS 192.660(2)(f); and to consult with legal council about litigation likely to be filed pursuant to ORS 192.660(2)(h).
This item was postponed until the next Council Meeting.
AGENDA ITEM 8 OTHER BUSINESS:
Police car purchase: Chief Reedy said they are currently requesting proposals for a 2007 Crown Victoria police car for this next budget year.
Police records management system: Chief Reedy said the Police Department is currently looking at different records management system software. He said they are using one of the software systems under a 90-day free demonstration.
Public Works retaining wall project: Micah Olson said they are currently trying to obtain three quotes for the geotechnical work for the project.
City/County Quarterly Meeting: Leahnette Rivers said the next City/County Quarterly Meeting will be held on Tuesday, May 2, 2006.
Volunteers needed: Leahnette Rivers said she is looking for additional volunteers to assist with the Jim Bundy Memorial Park Works Party on Saturday, April 29, 2006, the Spring Clean Up Event on Saturday, May 6, 2006, and the Riverside Clean Up Event on Saturday, May 20, 2006.
Columbia County Corrections Crew: Leahnette Rivers said the Columbia County Correction Crew recently weeded the new plantings along the bike path to the north of Pacific Street and picked up the broken branches in Jim Bundy Memorial Park in preparation of the mowing season. She said they will be assisting us during our Spring Clean Up Event, and they plan to put together our picnic tables and install park benches for us.
Mayor Young said the work crew recently assisted with an event at the Senior Center and they did a fantastic job.
Trillium: Councilor Schmor asked if the trillium were already in Jim Bundy Memorial Park, or if they had been planted recently. He said he passed by the park and was amazed by how many trillium flowers were blooming. Staff said the trillium were already growing there, and the Parks Committee has done a great job of protecting them.
Holiday banners: Mayor Young said we now have some banner brackets, so we may want to take this opportunity to select some holiday banners for the highway. She asked Council Members to take a look at the options that are available.
Evergreen trees: Councilor Guy said the City of St. Helens has donated several evergreen trees for our parks.
AGENDA ITEM 9 ADJOURNMENT:
There being no further business to come before the Council, the meeting adjourned at 8:12 p.m.