April 24 (Road District #3 Budget Committee)
APRIL 12, 2007
1. CALL TO ORDER AND ROLL CALL: Mayor Welch called the
meeting to order at 2:00 p.m. Mayor Welch and Councilors Kelly, Hanes, Woodruff,
Campbell and Cutter answered the roll. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: Genie Papas addressed the
Council regarding a wet area on Range Drive, wondering if there was a waterline
break. Ms. Leonard explained that there had been a saw cut there when the South
Sewer project was done, and ground water was following the pipe underneath and
seeping up through the cut. This would be taken care of when Range Drive is
repaved.
3. COUNCIL COMMENTS AND CONCERNS: Councilor Hanes inquired
about the Jersey barriers for Norwood Heights Drive, and Ms. Leonard responded
that there had been a couple delays but that they should be delivered on Monday
the 16th. Councilor Cutter noted one topic for the next
Transportation meeting will be the request of the contractor to pull out of the
Highway 20 project.
4. MINUTES: The Council considered the minutes from the March
8, 2007 meeting. Councilor Woodruff moved to approve the minutes as
presented. Councilor Cutter seconded, and the motion carried
unanimously on a voice vote.
Mayor Welch moved the Sheriff's report up on the agenda to accommodate Officer Bruster. Officer Bruster
distributed some reports to the Council regarding speeding and case reports. He
talked about the speed monitors, and the program that the high school students
were doing, addressing speeding in Waldport. A brief discussion regarding
speeding ensued.
Mayor Welch then invited District Attorney Bernice Barnett to
give her report regarding the activities in the DA's office in the past year. She distributed copies of her report and then gave a
review of the material.
5. CORRESPONDENCE: None.
6. PUBLIC HEARING: None.
7. STAFF REPORTS:
A. Sheriff: Previously addressed.
B. City Manager: Ms. Leonard reported that ODOT is intending
to work on the Alsea Bay Bridge next year, planning to repairing the underside
of the floor beams (this will be work under the bridge, but will reduce the
number of lanes on the bridge). In regard to other ODOT information, Ms. Leonard
noted that they had only received one bid for the Downtown Revitalization
project, which came in far over budget. They're anticipating rejecting the bid, though they haven't actually done so yet. The project will go out to bid again at the end of June.
ODOT felt it wasn't that the
contractors didn't want to come to
Waldport but the fact that they had 13 other bids at the same time, and putting
together bid packages is a time-consuming process. Ms. Leonard stated that
construction would probably begin this fall, and the project would be completed
in the spring. Councilor Woodruff wondered if monies had been forwarded to ODOT,
and Ms. Leonard explained that the City had to show the money was available so a
separate account was created in the LGIP that ODOT has the power of attorney to
access once the project is started.
C. Public Works: Ms. Leonard reported that the crew was busy
with many projects. Generators were being installed at two pump stations, and
there would be enough money left over from the lagoon project to purchase a
third. The bids for the core drilling of the waterline under Lint Slough have
gone out, with the bid opening scheduled for May 3. There is a company that does
slip lining and grouting that will begin working on the sewer lines in Old Town,
it was anticipated that this will decrease the amount of inflow and infiltration
by 40% or more. The funding for this project was included in the new budget, and
Ms. Leonard explained that Urban Renewal monies would be used to fund the
project, anticipated to cost $170,000 or so. In regard to the lagoon project,
the City was still awaiting the "go-ahead" from DEQ in order to
complete the land application of the biosolids, but the rest of the work has
been completed.
8. COMMITTEE REPORTS - CIF: Mayor Welch reported that Michael
Schumann was the speaker at the last meeting. Mr. Schumann was a small business
advocate, and the presentation was in regard to how cities can encourage small
business. Mayor Welch suggested that the City work with the Chamber of Commerce
to explore ways of promoting shopping locally.
9. INFORMATIONAL ITEMS: The Council considered the Library
Board minutes and monthly circulation report. No action was required.
10. DISCUSSION/ACTION ITEMS:
A. Review of Activity of DA Department: Previously addressed.
B. ODOT Roadside Vegetation Management: Mayor Welch noted
that this issue involved areas that were mostly outside of the City. Discussion
ensued. Councilor Woodruff suggested changing the language to encourage the
minimal use of herbicides, rather than curtailing. Councilors Kelly and Cutter
noted they did not have enough data or knowledge to make an informed decision.
Councilor Kelly moved to reject the request to have Mayor Welch sign the
consensus statement. Councilor Cutter seconded, noting that if certain
members of the Council wished to sign independently, it would not be
inappropriate. Mayor Welch indicated that he did not want to sign on behalf of
the Council if they were not in support. The motion to reject the request
carried, with Mayor Welch and Councilors Kelly, Hanes, Campbell and Cutter
voting "Aye", Councilor Woodruff voting "Nay"
.
C. Award of Bid to Paint Water Reservoir: Ms. Leonard
reviewed the memo in the packet materials. She noted that the inside of the tank
does not need any work at this time, though it may in 10 years or so. The
present task was to remove the exterior paint, repair the thinned areas of the
walls, and repaint. Councilor Woodruff moved to award the contract to
Hancock Sandblast & Paint, in the amount of $89,637. Councilor Kelly seconded,
and the motion carried unanimously on a voice vote.
D. Disaster Emergency Supplies: Mayor Welch noted this agenda
item was included at his request. He had gathered information and created a
"model"
to include in the packet materials, showing a basic food and water survival
plan. He was hoping the Council might consider allocating some monies in the
upcoming budget to fund at least a portion of the supplies. A lengthy discussion
ensued. Councilor Cutter moved to recommend to the Budget Committee that
a line item for Disaster Supplies be included in the next budget, with a dollar
amount to be determined, and a committee created by the Council to study the
issue further. Councilor Hanes seconded. Further discussion ensued. The
motion carried unanimously on a voice vote. Mayor Welch suggested that
the Traffic and Public Safety Committee might take up the issue rather than
creating another committee. Their next meeting would be April 26, 2007.
E. Other Issues: None.
12. EXECUTIVE SESSION: At 4:31, the Council recessed into
Executive Session, pursuant to ORS 192.660(2)(e): To conduct deliberations with
persons designated by the governing body to negotiate real property
transactions.
13. ACTIONS, IF ANY, FROM EXECUTIVE SESSION: The Council
reconvened into Open Session at 4:40 p.m. Councilor Campbell moved to
authorize the City Manager to proceed, based on her best judgment. Mayor Welch
seconded, and the motion carried unanimously on a voice vote.
14. ADJOURNMENT: At 4:42 p.m., there being no further
business to come before the Council, the meeting was adjourned.
Respectfully submitted,
Reda A. Quinlan, City Clerk
Herman Welch, Mayor
APRIL 24, 2007 (Budget Committee)
1. CALL TO ORDER AND ROLL CALL: The meeting was called to
order at 1:30 p.m. Mayor Herman Welch, City Council members Dann Cutter, Susan
Woodruff, Peter Kelly, and Shirley Hanes answered the roll. Councilor Campbell
was excused. Laypersons Alan Canfield, Scott Beckstead, Maggie Rivers, Gregg
Watson, Scott Perkins, Patricia Tryon and Pat O'Neil answered the roll. A quorum was present. Also present were City Manager
Nancy Leonard, City Accountant Dona Lawson, Librarian Jill Tierce, and Genie
Papas.
2. SELECTION OF BUDGET COMMITTEE CHAIR: Mr. Kelly moved
to nominate Mr. Welch as the Budget Chair. Mr. Cutter seconded. There
were no other nominations, and the motion carried unanimously on a voice
vote.
3. DISCUSSION/ACTION ITEMS:
A. City of Waldport Budget for Fiscal Year 2007/2008: Mr.
Welch invited public comments on the budget. Genie Papas distributed a list of
questions that she had submitted in regard to the budget document. Consensus
of the Committee was to have Ms. Leonard respond in writing to the concerns.
Ms. Leonard reviewed the Budget Message. She explained that
the main theme of the budget was growth. The paragraph in regard to the Downtown
Revitalization project was somewhat outdated, as the sole bid for the project
had come in 46% higher than the Engineer's estimate, so a rebidding process will need to take place. The date for the new
bid opening would be June 28. If good bids are received, the project will be
slated to start in the fall, and finish next spring. Also, due to delays in the
process, additional monies will be required from Urban Renewal to cover
inflationary increases.
The Committee then reviewed the budget document, fund by
fund. The change in Miscellaneous Revenue line item reflected an increase in the
previous year due to a large donation to the Library from the Friends of the
Library. It was noted that Interest Earnings were dramatically improved.
In review of the Capital Improvement Plan, Mr. Beckstead
asked if the grant and matching funds would finish the park. Ms. Leonard
responded that this was just for specific items, such as the playground, walking
path, and other amenities. Discussion ensued regarding the trash and graffiti
present at the skatepark. Mr. Kelly suggested putting a fence around the park to
help curb such activities. Ms. Leonard noted that grant funds and SDCs were for
capital improvements, not maintenance. However, the Park Committee's hope is that additional improvements and higher use will actually improve the
situation, and once restrooms are completed, the City could hire someone to
clean the restrooms and generally keep the area clean.
At 2:06 p.m., the Budget Committee recessed in order to take
up the Urban Renewal Budget and the Road District #3 Budget. At 2:38 p.m., the
Budget Committee reconvened to further consider the City of Waldport Budget.
Mr. Kelly suggested that the Committee consider reducing the
contingency to provide for the purchase of additional speed monitors. Ms.
Leonard responded that she had discussed this with Mr. McClung and, due to
several factors, they would not be in favor of this at the present time. The
City currently has two monitors, and data from 2600 cars had shown the average
speed in the City was 24 MPH. The cost of time spent in putting out the monitors
and the decoy car was approximately $11,000, which had to be paid out of the
General Fund as this was not a function covered by the water, sewer or street
funds. The City didn't buy the second
monitor until last fall, so only half the cost cited covered placing two
monitors as opposed to one. Mr. Kelly suggested the Citizen's Patrol might be able to assist in placing the monitors. A brief discussion
ensued regarding insurance issues, etc. Ms. Woodruff noted that the City crew
could continue putting up poles to mount the portable monitor, so that more
areas of the City could be checked with the existing equipment.
Discussion ensued regarding postage costs in the General
Fund. Ms. Woodruff noted the allocation was the same as the previous year, and
suggested that it be increased due to the upcoming postage rate change. Mr.
Canfield moved to increase Postage by $500, with the monies coming from
Contingency. Ms. Tryon seconded, and the motion carried
unanimously on a voice vote.
Discussion ensued regarding Community Contributions. Mr.
Kelly noted again for the record that he felt it was not appropriate for the
City to make donations of tax monies to charitable organizations. Ms. Woodruff
agreed. Ms. Leonard noted the first item of business was to clarify that the
previous year's Budget Committee
decision of 4.5% of Contingency was still appropriate. Ms. Hanes indicated that
it was her understanding this was the upper limit, not that it was necessary to
allocate the full amount. Ms. Leonard stated that the minutes from that meeting
were somewhat unclear on that. Mr. Cutter suggested that this issue be addressed
after the remainder of the budget was discussed, as there may be further
reductions to Contingency. Mr. Beckstead stated that he felt it was important to
show that the City supported these programs, and moved to allocate $500
to each request. Ms. Tryon seconded. Discussion ensued. Ms. Tryon noted
that a negative vote meant that the issue could be revisited. The motion
failed, with Mr. Canfield, Mr. Welch, Mr. Beckstead and Ms. Rivers voting
, Mr. Cutter, Ms. Hanes, Mr. Kelly, Mr. O'Neil, Mr. Perkins, Ms. Tryon, Mr. Watson and Ms. Woodruff voting
"Nay".
Ms. Leonard explained that the Sheriff's contract allocation of $272,308 included a video camera and computer. These
items would be installed in the vehicle which is assigned to the City as part of
the contract. If the City did not have the contract with the Sheriff's department, they would have to eliminate two positions and the car, so though
the City didn't own the vehicle, it
certainly derived the benefit from it. Ms. Hanes asked if monies from the sale
of City property could be put toward that and Ms. Leonard responded
affirmatively.
In considering the Library Fund, Mr. Cutter asked about the
postage amount. Ms. Tierce responded that she was comfortable with the cited
figure.
Discussion ensued regarding addition of another position in
Public Works. Ms. Leonard explained that adding the position will also help free
up time for the monitoring of new development and enforcing the City's standards and requirements for new construction.
Discussion ensued regarding the installation of sidewalks on
Crestline Drive. It was determined that the information regarding actual costs
could be brought to the Council at a later date, and the Council could then
adjust the budget if necessary.
Mr. Kelly proposed an incremental rate increase in the water
and sewer fees every year to compensate for increased costs. Ms. Leonard noted
that the decision would ultimately lie with the City Council, but that the
Budget Committee could certainly make the suggestion. Mr. Cutter asked what
percentage would be used, and Ms. Leonard responded that the CCI might be
appropriate, as it was intended to cover inflationary costs.
It was noted that the Engineering Report under the Capital
Facilities Reserve was to begin addressing Phase 2 of the South Sewer Project.
Ms. Rivers left the meeting at 5:00, as she had another
meeting to attend. The Committee returned to the discussion on Community
Contributions. Mr. Perkins moved to contribute $2000 to the Yachats
Clinic. The motion was seconded by Mr. Beckstead. The motion failed,
with Members Welch, Beckstead, Watson and Perkins voting
"Aye", Members Canfield, Cutter, Hanes, Kelly, O'Neil, Tryon, and Woodruff voting "Nay". Mr. Beckstead then moved to contribute $1000, Mr. Watson seconded.
The motion carried, with Members Welch, Canfield, Beckstead, Watson,
Tryon and Perkins voting "Aye", Members Kelly, Hanes, Woodruff, Cutter voting
"Nay", and Mr. O'Neil absent from the
table. Mr. Beckstead moved to allocate $1000 to Senior Meals. Mr. Welch
seconded, and the motion carried, Members Welch, Canfield,
Beckstead, O'Neil, Watson, Tryon and
Perkins voting "Aye", Members Kelly, Hanes, Woodruff, Cutter voting
"Nay". Mr. Watson moved to contribute $1000 to My Sister's Place. Mr. Beckstead seconded, and the motion carried, with
Members Welch, Canfield, Beckstead, O'Neil, Watson, Tryon and Perkins voting "Aye", Members Kelly, Hanes, Woodruff,
Cutter voting "Nay". Mr. Canfield moved to contribute $500 to the Ken Truman Recovery
Center, Mr. Watson seconded, and the motion carried, with Members
Welch, Canfield, Beckstead, O'Neil,
Watson, Tryon and Perkins voting "Aye", Members Kelly, Hanes, Woodruff, Cutter voting
"Nay". Mr. Perkins moved to contribute $500 to the Oregon Coast Community
College Microenterprise Program. Mr. Beckstead seconded, and the motion
carried, with Members Welch, Canfield, Beckstead, O'Neil, Watson, Tryon, Cutter and Perkins voting
"Aye", Members Kelly, Hanes, and Woodruff voting "Nay". Mr. Beckstead moved to
contribute $500 to the Retired and Senior Volunteer Program. The motion
failed, with Members Welch, Beckstead, Watson and Perkins voting
"Aye", Members Kelly, Hanes, Woodruff, Canfield, Cutter, O'Neil and Tryon voting "Nay". Mr. Perkins moved to donate $200. Mr. Beckstead seconded, and
the motion carried, with Members Welch, Canfield, Beckstead, O'Neil, Watson, Tryon and Perkins voting "Aye", Members Kelly, Hanes, Woodruff,
Cutter voting "Nay".
Mr. Cutter moved to add a line item for emergency
disaster supplies, with an amount to be recommended by the Public Safety
Committee and approved by the City Council. Mr. Welch seconded, and the
motion carried unanimously on a voice vote.
B. Public Hearing for Revenue Sharing: At 5:30 p.m., Chair
Welch opened the public hearing on State Revenue Sharing. There were no
comments. Chair Welch then closed the public hearing.
Mr. Cutter moved to accept the proposed budget as
amended and recommend its adoption to the Waldport City Council. Mr. Watson
seconded, and the motion carried unanimously on a voice vote. Mr.
Cutter moved that the City of Waldport Budget Committee approve taxes for
the 2007/2008 fiscal year at the rate of $2.3328 per $1000 of assessed value for
operating purposes, and in the amount of $112,217 for the payment of bond
principal and interest. Mr. Watson seconded, and the motion carried
unanimously on a voice vote. Mr. Cutter moved to approve the State
Revenue Sharing and recommend its adoption to the City Council. Mr. Watson
seconded, and the motion carried unanimously on a voice vote.
4. ADJOURNMENT: At 5:35 p.m., there being no further business
to come before the Committee, the meeting was adjourned.
Respectfully submitted,
Reda A. Quinlan, City Clerk
APPROVED by the Waldport City Council this 14th day of June, 2007.
SIGNED by the Mayor this 14th day of June, 2007.
Herman Welch, Mayor
WALDPORT ROAD DISTRICT #3 (April 24 Budget Committee)
1. CALL TO ORDER AND ROLL CALL: Chair Welch called the
meeting to order at 2:31 p.m. Chair Welch and Board Members Cutter, Hanes, Kelly
and Woodruff answered the roll. Member Campbell was absent. Laypersons
Beckstead, Canfield, O’Neil, Perkins, Rivers, Tryon and
Watson answered the roll. A quorum was present.
2. SELECTION OF BUDGET COMMITTEE CHAIR: Consensus of the Committee was to
have Mr. Welch chair the meeting.
3. DISCUSSION OF WALDPORT ROAD DISTRICT #3 BUDGET FOR FY 2007/2008: Ms. Leonard
explained that the revenues are received by the Road District, and then
transferred to the Street Fund to be used for projects. A brief discussion
ensued, no changes were proposed to the budget.
Mr. Cutter moved to accept the proposed budget and
recommend its adoption to the Waldport Road District #3 Board. Ms. Woodruff
seconded, and the motion carried unanimously on a voice vote. Mr.
Cutter moved that the Road District #3 Budget Committee approve taxes for
the 2007/2008 fiscal year at the rate of $0.6960 per $1000 of assessed value for
operating purposes. Ms. Woodruff seconded, and the motion carried
unanimously on a voice vote.
4. ADJOURNMENT: At 2:34 p.m., there being no further business to come before the
Committee, the meeting was adjourned.
Respectfully submitted,
Reda A. Quinlan, City Clerk
APPROVED by the Waldport Road District #3 Board this 14th day
of June, 2007.
SIGNED by the Chair this 14th day of June, 2007.
Herman Welch, Chair