JANUARY, 2003 COUNCIL MINUTES

January 7, 2003

January 22, 2003

January 28, 2003  Road District #3

JANUARY 7, 2003

1. SWEARING-IN OF COUNCIL MEMBERS: City Attorney Hammersley administered the oath of office to Mayor Beckstead and Councilors Eder, Church and Welch. They then took their seats at the Council table.
2. CALL TO ORDER AND ROLL CALL: Mayor Beckstead called the Council meeting to order at 7:01 p.m. Mayor Beckstead and Councilors Abbott, Woodruff, Peterson, Welch, Eder and Church answered the roll. A quorum was present.
3. CITIZEN COMMENTS AND CONCERNS:
   A. Citizen's Patrol: Bert Soderlund addressed the Council and introduced Alan Canfield, who was the coordinator of the patrol. He gave a brief review of the process to-date, indicating that they had held several meetings with the assistance of the Sheriff's Department. There were currently 19 members, and he reported that background checks on all had been completed by the Sheriff Department. They were receiving training from the Sheriff Department, who had also supplied them with magnetic signs, six vests, two flashlights and two 35 mm cameras. Ray's Food Place is providing the group with storage space for their equipment. There is a minimum of two people on each "team", and Mr. Soderlund explained that their role was solely as "eyes and ears" for the Sheriff's Department. Mr. Canfield reviewed the activities of the patrol to-date, and explained that they had found out as long as they were volunteers, the individual's homeowners and auto insurance coverage was all that was needed. Councilor Abbott asked that the group provide a summary of their activities on a monthly basis, as the City was interested in public safety issues. They agreed that they could do so.
   Councilor Peterson moved to approve the efforts of the Citizen's Patrol, under the supervision of the Sheriff's office. It was explained that a proclamation had been drafted in this regard. Councilor Peterson withdrew his motion. Councilor Welch asked the City Attorney if there was any liability associated with the proclamation, and Mr. Hammersley responded that clearly the City was not sponsoring, or supervising the patrol, and there would be no worker's comp, liability or personal injury associated with the proclamation. Mayor Beckstead stated that it was important that the City recognize their efforts, and read the proclamation.
   Mayor Beckstead indicated he had been asked by outgoing Chamber President Annie Watson to read a letter to the City Council. In it she expressed her appreciation for the efforts of the Council, and suggested that the Council consider updating the "holiday decor", as the Christmas ornaments were getting old and falling apart. She also noted a Youth Center meeting on the 14th, and issued an invitation to the Council members to the Chamber's annual awards dinner on the 18th at the Adobe.
   Sharyn Robinson addressed the Council regarding the committee to reorganize the Waldport Youth Center. She indicated they needed as much input as possible and were looking at setting goals, electing a board and rounding up volunteers to supervise activities. They were also looking at forming a coalition with the Yachats youth group.
4. COUNCIL COMMENTS AND CONCERNS: Councilor Abbott moved to nominate Herman Welch as Council President. Mayor Beckstead seconded. There were no other nominations. The motion then carried unanimously on a voice vote.
   Councilor Church noted that there were two abandoned cars on John Street, and wondered if the Sheriff could take action on them. Mayor Beckstead suggested that the City consider a contract with haulers. Discussion ensued. Councilor Peterson noted that this should not be a planning issue, and encouraged citizens to take responsibility for calling in the reports themselves. Councilor Welch added that this was a fairly simple process, as he had done it before.
5. MINUTES: The Council considered the minutes from the December 5 and December 11, 2002 Council meetings. Councilor Woodruff moved to approve the minutes as presented, Councilor Church seconded, and the motion carried unanimously on a voice vote.
6. STAFF REPORTS:
A. Sheriff: Ms. Leonard noted that Sheriff O'Brien had notified her that he was unable to attend the meeting. Councilor Welch stated that he had again reviewed the report and it seemed there should be more than two speeding tickets in one month. He felt that traffic enforcement seemed to be minimal at best, and suggested Ms. Leonard put the issue on her agenda to speak with Sheriff O'Brien. She indicated that she had already planned on addressing that issue at their next regular meeting, which was scheduled for the first Friday of each month. Councilor Woodruff suggested that Public Works might try to make it seem as if the surplus patrol car ready to take off, rather than simply parking the car. Ms. Leonard indicated she would speak to Mr. McClintock in that regard. Councilor Abbott noted that he would like to have the expanded report from the Sheriff's office if no one was going to be present for the meeting.
B. City Administrator: Ms. Leonard indicated she had nothing specific to report. Mayor Beckstead gave a brief review of his meeting with Representative Terry Thompson, and noted that he would be providing Mr. Thompson with a copy of the City's Needs and Issues Inventory. Ms. Leonard stated that the Lint Slough Waterline made the #2 priority project at the County level and would have a good chance of funding this next year. Mayor Beckstead suggested that the Council consider being more involved with the RIB Board, and Councilor Woodruff asked him to let her know when the next meeting will be. Councilor Church asked about the donated funds for the skatepark, and Ms. Leonard responded that the funds will be turned over as soon as Airspeed gets here and there are more specifics available on the site and the plans. Mayor Beckstead stated that Mr. Dahl was standing by, waiting for Airspeed to come and identify the trees for removal. He had also met with Jon Niles, who is a forester and logger who has volunteered to remove some of the trees which are dead and dying. Mayor Beckstead noted that he would probably be the initial contact for Airspeed, but Ms. Leonard would be the main contact once they get here.
C. City Attorney: Mr. Hammersley announced that the City is not currently involved in any litigation. He was spending time on the raw water easements, EPA compliance and other issues.
D. Public Works: Mr. McClintock was not present. Ms. Leonard indicated that the only item she could think of was the additional item on the term loan, which would be coming up under "New Business".
E. City Planner: No report.
7. COMMITTEE REPORTS:
A. Finance and Administration: Councilor Peterson noted that there had been no meeting the previous month.
B. Infrastructure Planning: Councilor Welch stated that there had been no meeting the previous month.
C. Parks and Recreation: Councilor Woodruff indicated that a quorum had not been available for the December Parks and Recreation meeting.
D. Traffic Safety: Councilor Welch reported that although there had been no official meeting, he and Mr. McClintock had met with Commissioner Lindley and representatives from ODOT and the Forest Service regarding alternative routes for potential closure due to a slide on Highway 101. He noted that they had received positive assurance from Doris Tai of the Forest Service that they are working with ODOT on a plan. He and Mr. McClintock had travelled Forest Service road #55 and found it was a paved road to a connecting Forest Service road to get to Florence. There were three other routes which were not as well maintained, but could be used. He felt the key was continued pressure on the Forest Service and ODOT. The other issue Councilor Welch raised was the fact that the Traffic Safety Committee was limited to traffic issues, and suggested that the Council consider renaming the Committee "Traffic and Public Safety". This way the Committee could also take in law enforcement and safety issues such as the tsunami warning system and evacuation plans, as well as traffic. Following a brief discussion, Councilor Welch moved to change the committee to "Traffic and Public Safety Committee". Councilor Abbott seconded. The motion carried unanimously on a voice vote.
E. Economic Development: It was noted that there had been no meeting the previous month.
F. Youth Report: The youth representatives reported that they were working with Ms. Robinson to get the Youth Center up and going, and had recently had a dance which raised around $300. They were working on a grant through the Ford Foundation to get funding for projects in the Waldport area, and were trying to get students involved in things around the community. A survey had been completed at the school about things the students liked to do, activities they wanted to participate in, and suggestions for the future. Mayor Beckstead noted in speaking with youth at the school, there is a lot of interest in what is going on in government. The students have strong views and opinions, and he's tried to encourage them to get involved and take a more active role in what goes on in the community. Discussion ensued. Councilor Church asked for a copy of the summary of the survey, and the representatives indicated that they would provide one.
8. CONSENT CALENDAR: The Council considered the following items: City Attorney bill, City Engineer bill, and City of Waldport Proposed Budget Schedule for 2003/2004. Councilor Church moved to approve the Consent Calendar. Councilor Peterson seconded and the motion carried unanimously on a voice vote.
9. CORRESPONDENCE: The Council noted the letter from the City of Waldport to Dahls regarding the South Sewer improvements. No action was needed.
10. INFORMATIONAL ITEMS: The Council considered the following items: Library minutes, circulation report and progress report; Grant status report; draft Planning Commission minutes from December 11; Senior Advisory Board minutes from December 16; and South Waldport sewer improvements working project schedule. No action was needed.
11. PUBLIC HEARING: At 8:10 p.m., Mayor Beckstead opened the Public Hearing on the Supplemental Budget. There were no comments. Ms. Leonard explained that the budget is a working document, and changes needed to be made throughout the year. Councilor Welch asked about the debt service for the LID, and Ms. Leonard confirmed that the City would have the funds to cover the debt service. In response to a question from Councilor Woodruff, Ms. Leonard explained that the City would be issuing combined bonds, so the income from the LID and from the increase in rates would pay them. Mayor Beckstead then closed the public hearing.
12. NEW BUSINESS:
A. Consideration of Supplemental Budget Resolution: Councilor Welch moved to approve Resolution No. 1023, Councilor Church seconded. The motion carried unanimously on a voice vote.
B. Consideration of Surplus Property Resolution: Councilor Welch moved to approve Resolution 1024. Councilor Peterson seconded, and the motion carried unanimously on a voice vote.
C. Consideration of Signatory Resolution: Ms. Leonard explained that this needed to be done each time the Council changed, and indicated that a section had been added regarding requiring two signatures for expenditures over $5000. Discussion ensued. Councilor Woodruff suggested that the issue go to Finance and Administration for review, and Councilor Church suggested that they also consider the topic of a credit card for emergencies as well. Councilor Abbott moved to approve Resolution No. 1025 with the deletion of the section regarding two signatures on all checks over $5000. Councilor Church seconded, and the motion carried unanimously on a voice vote.
D. Committee Assignments: Councilor Peterson requested that he be assigned to the Infrastructure Planning Committee and the Traffic and Public Safety Committee, with the consent of the current members. Councilors Welch and Church had no objections. Noting that the Charter gives the Mayor the authority to appoint members to the committees established by the Council, Mayor Beckstead moved to appoint Councilors Eder, Woodruff and Abbot to the Finance and Administration Committee, and Councilors Peterson, Church and Welch to the Infrastructure Planning Committee. Councilor Welch seconded, and the motion carried unanimously on a voice vote.
   It was noted that the Library Board was in need of enough members for a quorum, and Councilor Church volunteered to serve. Mayor Beckstead moved to appoint Councilor Church, Councilor Welch seconded, and the motion carried unanimously on a voice vote.
   Staff will also provide a list of the boards and memberships for the next Council meeting.
E. Other Issues: Ms. Leonard noted distribution of a memo regarding a line of credit for interim financing. She stated that the Raw Water project has some additional unanticipated costs, and the Umpqua Bank could provide a term loan for up to $100,000 at a fixed rate of around 3.6% for 10 years. Ms. Leonard explained that the revolving line of credit is to help pay interim costs which would be paid back by loan/grant monies at the end of the project. However, if costs of the project exceed the funding, then the City can use this loan to cover the additional costs. Mayor Beckstead asked about the $100,000 figure and Ms. Leonard responded that this was an estimate based on the additional costs of moving the sedimentation basin, the new reservoir and engineering. However, those costs were still being negotiated. Following a brief discussion, Councilor Church moved to proceed with the initiation of a low-interest term loan of $100,000 through Umpqua Bank for financing any additional costs of the Raw Water Project. Councilor Abbott seconded, and the motion carried unanimously on a voice vote.
13. OLD BUSINESS: None.
14. EXECUTIVE SESSION: At 8:43 p.m. the Council adjourned to Executive Session, pursuant to ORS 192.660(1)(i). The topic of discussion was the contracts for the City Administrator and the Public Works Director. The Council reserved the right to return to Open Session.
15. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: None.
16. ADJOURNMENT: At 9:10 p.m., there being no further business to come before the Council, the meeting was adjourned.

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JANUARY 22, 2003

1. CALL TO ORDER AND ROLL CALL: Mayor Beckstead called the meeting to order at 9:30 a.m. Mayor Beckstead and Councilors Abbott, Woodruff, Welch and Eder answered the roll. Councilors Church and Peterson were absent. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: None.
3. COUNCIL COMMENTS AND CONCERNS: None.
4. DISCUSSION/ACTION ITEMS:
A. Consideration of Resolution Regarding Transportation Enhancement Funding: Ms. Leonard explained the need for the resolution and the fact that a special meeting had needed to be called because of the timeline for submission. The 10.27% in matching monies could come from Urban Renewal, as there was already money set aside for downtown sidewalk improvements. Following a brief discussion, Councilor Welch moved to approve Resolution No. 1026. Councilor Abbott seconded, and the motion carried unanimously on a voice vote.
   Councilor Welch noted that following the last Council of Governments Transportation meeting, there was now a proposal for traffic signals on Highways 101 and 34, and he was hopeful that this could be used as part of the TGM program. The Highway 34 improvements will be happening in the fall, and there was another project in the works which may improve Highway 34 for a distance of 5 to 15 miles or so. Councilor Woodruff asked about the likelihood of receiving the Transportation Enhancement funding. Ms. Leonard responded that there was about 7.5M available and because the City currently has the TGM process underway, the chances were fairly good.
B. Other items: None.
5. EXECUTIVE SESSION: Not needed.
6. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: None.
7. ADJOURNMENT: At 9:38 a.m., there being no further business to come before the Council, Councilor Welch moved to adjourn. Councilor Woodruff seconded, and the motion carried unanimously on a voice vote.