NOVEMBER 6, 2003

1. CALL TO ORDER AND ROLL CALL: Mayor Beckstead called the meeting to order at 7:00 p.m. Mayor Beckstead and Councilors Abbott, Woodruff, Peterson, Welch, Eder and Church answered the roll. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: Concerns were expressed about the recent left-turn prohibition on Mill Street at the intersection of Highway 34, Crestline Drive, and Mill Street. This affected people heading east who could no longer legally turn onto Mill Street from Highway 34. The following persons addressed the Council: Sondra Frasure, who also provided a petition signed by 81 affected customers, residents and business owners; Jane Clark, who noted that delivery trucks had difficulty negotiating the additional turns and also indicated the sign was very small and hard to see; Novia Sharkey, who works with the School District and who suggested that one method of addressing the problem might be to limit left turns to certain times of the day to accommodate busses.; and Joe Richter, a resident of the area who also noted that there were ongoing problems with negotiating the area down by the Port Docks. City Administrator Leonard pointed out that ODOT had given the City given three options at the time the Transportation Plan was adopted: move the pump station on the corner of Crestline and Highway 34, acquire additional property on the corner of Mill Street and Highway 34, or put in the left turn prohibition. Mr. McClintock added that the original proposal had also included the installation of a concrete median. Following a lengthy discussion, consensus of the Council was to have Ms. Leonard set up a meeting with the Chair of the Traffic and Public Safety Committee, the Mayor, a representative from the Sheriff’s office, a representative from ODOT, and two or three representatives from the business community. The Mayor thanked the members of the audience for their comments, and asked the citizens to contact Ms. Leonard and work to set up this meeting with ODOT, then show up ready to present their case and come up with as many options as they can.
3. COUNCIL COMMENTS AND CONCERNS: Mayor Beckstead noted that there had been a very successful field trip of the water and wastewater treatment plant facilities, if the reports of the teacher. He had taken a recent walking tour of the Skatepark area with Eugene Cvar and Judy Vagenas, and noted that most of the debris was small but there were some "pockets" of significant debris and items such as beer bottles. The idea that they had come up with to address the situation was to announce at the schools and community-wide that there will be a once-a-month park cleanup. The first one will be held on Saturday, November 22, 2003 at 10:00 a.m., and the Mayor invited all interested citizens to participate.
   The Mayor suggested moving up Agenda Item 11A and presented a certificate of appreciation and merit to Diane Strom, nominated for the Mayor's award on physical fitness for people who go out of their way to promote physical fitness in the community. Ms. Strom thanked the Mayor and Council, and complimented the City on the efforts it has made in that regard as well, such as park benches and green spaces, and the recent completion of the skatepark.
4. CONSIDERATION OF MINUTES: The Council considered the minutes from the October 2, 2003 meeting. Councilor Welch moved to approve the minutes as presented, Councilor Eder seconded, and the motion carried unanimously on a voice vote.
5. PUBLIC HEARING: None.
6. STAFF REPORTS:
A. Sheriff: Lt. Ed Stallard addressed the Council and reviewed a recent incident involving the capture of a fugitive and an injury to Officer Endicott. He noted that Officer Endicott has been released from the hospital but was still on administrative leave pending release by his doctor. Lt. Stallard noted that there were also two other officers currently off on administrative leave, so they were filling in by scheduling overtime, paid by the Sheriff’s office. He praised the efforts of the Citizen’s Patrol, who were being extra vigilant and active in light of the manpower shortage, and who also were very helpful in the previously described incident with the fugitive. Councilor Welch noted the concerns about the Highway 34/Mill Street intersection, and suggested that a Sheriff’s Office representative take a look at the situation and be ready to give an opinion when the meeting is set up. Lt. Stallard responded affirmatively.
B. City Administrator: Ms. Leonard reported that she will be working with the School District as part of the Ford Family Foundation Grant, in a program involving Lint Slough. The school district has purchased 9 kayaks and will be teaching students how to use them, as well as setting up a water monitoring program and nature studies. In regard to the TE Grant, there was no current activity, though the intergovernmental agreement was being finalized by the State for Council approval and the engineering will take place in 2004 with the improvements scheduled for 2005. Ms. Leonard noted that the audit was finally completed, and the copies had been received and distributed to the Council. She suggested that any questions be forwarded to her.
C. Public Works Director: Mr. McClintock noted that they did have a great deal of fun on the recent field trip, and indicated that he would like to see more of these types of activities. The crew is doing maintenance work, especially on the impoundments, and Mr. McClintock reported that the City was still pumping out of Eckman for the most part, due to the lack of rain. However, there was no danger of a water shortage. The last utility billing had included an announcement of the annual flushing of the water system, scheduled to begin the following week. He noted they may be doing the main portions of town at night to minimize disruptions. Road & Driveway was currently in Yachats, and the City of Waldport’s Crestline project was next on the list. In regard to the sidewalk on Highway 34, being done through the ODOT Bicycle and Pedestrian grant, the City had submitted the permit and application and had been approved, but the people that control the money weren’t pleased with the proposed width. They wanted it to be 6' wide, with a hand rail on the ditch side. Mr. McClintock noted that this was not a problem, and hopefully the permits would be finalized some time in the next week.
7. COMMITTEE REPORTS:
A. Finance and Administration: The minutes were in the packet, and Councilor Woodruff noted that the forwarded items were on the agenda.
B. Infrastructure Planning: Councilor Welch noted that the minutes had been separately distributed to the Council.
C. Parks and Recreation: Councilor Woodruff noted that there had not been a meeting in October, as COG was not quite ready. The next meeting was scheduled for November 18 at 6:00. Councilor Church asked about the status of the gazebo, and Councilor Woodruff responded that Debbie Phillips has still not been able to get hold of the individual in Eugene that could supposedly help in reducing the costs. She suggested that the Council may want to consider having local people bid the project to get an idea of costs. A brief discussion ensued regarding ways to reduce the costs and the fact that the work will probably not be done until next year.
D. Traffic and Public Safety: Councilor Welch noted the minutes had been separately distributed. The issue had been raised about adequate police coverage due to the personnel shortage in the Sheriff’s Department, but it was felt that the City was still in reasonably good condition. The other issue discussed was a concern about no parking within 20 feet of an intersection. Mr. McClintock will look into the issue and make sure that the curbs are properly painted.
E. Economic Development Committee: No meeting.
F. South County Livability Issues Group: Councilor Abbott noted that the highlight of the last month’s meeting had been a review of the tsunami inundation zone maps, which showed that all of the emergency services would be under water if a tsunami did strike. The next meeting will not be until January.
G. Community Youth Report: There was no representative present. Mayor Beckstead noted that they were very involved in the Ford Family Foundation grant programs.
8. CONSENT CALENDAR: The Council considered the City Engineer bill for September, 2003. Councilor Welch moved to approve the Consent Calendar. Councilor Eder seconded, and the motion carried unanimously on a voice vote.
9. CORRESPONDENCE: None.
10. INFORMATIONAL ITEMS: The Council considered the following items: the Library Board minutes, circulation report, and yearly statistical report; the draft Planning Commission minutes from October 28; and the minutes of the Council/County Commission joint meeting of October 15, 2003. Councilor Church noted the resignation of Ray Woodruff from the Library Board, and staff noted that there was a vacancy on the Planning Commission as well, due to Commissioner Hauser’s resignation. The vacancies will be advertised. Councilor Woodruff noted that Chuck Voss had been working on the Senior Board and moved to officially place him on that board. Councilor Welch seconded, and the motion carried unanimously on a voice vote.
11. DISCUSSION/ACTION ITEMS:
A. Presentation of Certificate of Appreciation and Merit to Diane Strom: Previously addressed.
B. Revision to Financial Policy: The Council considered the proposal to go to a direct billing method for public works services. Ms. Leonard explained this will happen next year but will be factored into the budget process this year to replace the current Internal Cost Recovery process. She indicated that this would be more business-like and less cumbersome, but will result in some fluctuations in fund balances, since the fund that has the activity will be paying the actual costs in the current year rather than being spread out in 1/12 increments in the next year. Councilor Abbott moved to change the policy to reflect the direct billing. Councilor Woodruff seconded. Councilor Welch asked for further clarification, wanting to ensure that what the City does is easily recognizable in the financial statements and it will be clearly evident to see how much is paid for services in each month. Ms. Leonard assured him that this will happen. Following a brief discussion, the motion carried unanimously on a voice vote.
C. Other Issues: None.
12. EXECUTIVE SESSION: At 8:10 p.m., the Council recessed into Executive Session, pursuant to ORS 192.660(1)(i): To review and evaluate, pursuant to standards, criteria and policy directives adopted by the governing body, the employment-related performance of the chief executive officer of any public body, a public officer, employee or staff member unless the person whose performance is being reviewed and evaluated requests an open hearing. The Council reserved the right to return to open session.
13. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: The Council reconvened in open session at 8:20 p.m. Councilor Church moved to approve the amendment to the City Administrator’s contract, with the amendment to make the maximum COLA the same as is allowed by the Union Contract. Councilor Peterson seconded and the motion carried unanimously on a voice vote.
14. GOOD OF THE ORDER: Nothing further.
15. ADJOURNMENT: At 8:22 p.m., there being no further business to come before the Council, Councilor Peterson moved to adjourn. The motion was seconded, and carried unanimously on a voice vote.