JULY 9, 2009

1. CALL TO ORDER AND ROLL CALL: Mayor Welch called the meeting to order at 2:07 p.m. Mayor Welch and Councilors Kelly, Hanes, Woodruff, Campbell and Cutter answered the roll. A quorum was present.
2. CITIZEN COMMENTS AND CONCERNS: None.
3. COUNCIL COMMENTS AND CONCERNS: Councilor Campbell reported that the Scenic Byway representative had not shown up at the last Chamber of Commerce meeting. However, a powerpoint presentation on the project is available if the Council was interested in seeing it. Councilor Woodruff noted that issues are arising between the solid waste haulers and the County’s Solid Waste Advisory Committee. There will probably be a presentation before the Council at a future date. Councilor Cutter mentioned that the trash cans on Cedar Street are migrating from the curbs to the street and causing a hazard to traffic. Mayor Welch reported that he would be attending the upcoming Oregon Mayor’s Conference in Forest Grove, and he would be speaking with ODOT officials about the removal of the Lint Slough Bridge replacement from their project list.
4. MINUTES: The Council considered the minutes from the June 11, 2009 meeting. Councilor Kelly moved to approve the minutes as presented. Councilor Cutter seconded, and the motion carried　unanimously on a voice vote.
    Noting the presence of Dylan McDowell, Mayor Welch moved Item 11 A up on the agenda. He presented Mr. McDowell with a certificate of accomplishment, and stated that the laptop computer was due to arrive shortly, and he would personally deliver it to Mr. McDowell’s home.
5. CORRESPONDENCE: None.
6. PUBLIC HEARING: Mayor Welch opened the Public Hearing on the Supplemental Budget for FY 2009/2010. There were no comments. Mayor Welch then closed the Public Hearing.
    Ms. Leonard explained that this supplemental budget was necessary to deal with the "pass-through" funds for the Lint Slough core drilling project. She has already signed a memorandum of understanding with ODFW that states if the project exceeds the projected costs, work will be stopped until more funding has been found. The City will not be paying for any portion of the project. Councilor Woodruff moved to approve Resolution No. 1139. Councilor Campbell seconded, and the motion carried unanimously on a voice vote.
7. CITY MANAGER REPORT: Ms. Leonard reminded the Council about the upcoming City centennial in 2011, and asked if anyone on the Council would be willing to be involved in a committee made up of local entities such as the Port, the Chamber, the Historical Society, etc. Mayor Welch indicated that he would be willing to be part of the committee if no one else wished to. Ms. Leonard reported to the Council that the bids for the Starr/Norwood project had been received and reviewed by the City’s Engineers. She was pleased to note that the Engineer’s estimate had been $143,000 and the three bids ranged from $113,000 to $149,000, submitted by Road & Driveway, WW Construction, and Ray Wells. The Engineer’s recommendation upon review was to award the bid to Road & Driveway. Following a brief discussion, Mayor Welch moved to accept all the bids, award the contract to Road & Driveway in the amount of $112,973.25, and authorize City Manager Leonard to sign the contract documents once the protest period was over. Councilor Cutter seconded. Mayor Welch mentioned that this issue had been discussed at his first Council meeting, 11 years ago, and he was proud to make the motion to finally get the project going. The motion then carried unanimously on a voice vote. Ms. Leonard reported that the Sheriff’s Department report had been received and was available in the Council Room for review. Under Public Works items she noted that the tree had been removed from the landslide area, and the department has now purchased its own brush mower. The streets are in the process of being striped. The LOC conference is coming up in October, and if anyone was interested in attending they should let Ms. Leonard know before July 22. The City recently purchased a new binder system so that the Council packets and other materials will be more easily readable, and Ms. Leonard stated that the binders are reusable. Councilor Cutter noted that the Planning Commission had suggested the Council look at a possible cell tower ordinance, and he also suggested asking the Planning Commission to look at standards for alternative energy sources to be included in the Development Code. Ms. Leonard will discuss both issues with the City Planner.
8. COMMITTEE REPORTS: None.
9. INFORMATIONAL ITEMS: The following items were provided in the Council packet: Library minutes and circulation report, and the Planning Commission minutes from May, 2009. No action was required.
10. CONSENT CALENDAR: The Council considered the Consent Calendar, which consisted on a proclamation for the Oregon National Guard. Councilor Cutter moved to approve the Consent Calendar, Councilor Hanes seconded, and the motion carried unanimously.
11. DISCUSSION/ACTION ITEMS:
    A. Award to Student Dylan McDowell for "If I Were Mayor" Contest: Previously addressed.
    B. Consideration of Supplemental Budget Resolution for FY 2009-2010: Previously addressed.
    C. Consideration of Telecommunications Franchise for CoastCom, Inc.: Ms. Leonard noted that she had expected the owner to be at the meeting to explain exactly what services they provide. Councilor Cutter indicated that to the best of his knowledge they provided DSL services, mostly to businesses, colleges, and larger entities. Following a brief discussion regarding the services provided and the proposed franchise rate, Councilor Campbell moved to table the issue to the next Council meeting, to allow for further information to be provided. Mayor Welch seconded the motion, which then carried unanimously.
    D. Water and Sewer Rates Examination: Ms. Leonard indicated this item was put on the agenda to ascertain if the Council wished to proceed with a review of the current utility rates and methodology. Following a brief discussion, consensus of the Council was to have staff include material in the regular Council packets for review at the next couple of meetings, rather than forming a subcommittee to take up the issue.
    E. Other Issues: Councilor Woodruff noted that 6 Kiwanians will be volunteering to help to pull weeds at Keady Wayside, and indicated that their efforts were much appreciated.
    Councilor Campbell asked if it were possible to change the format of the Council agenda to move the Discussion/Action items up, as so often it is informally done to accommodate presenters or concerned citizens. Following a brief discussion, Councilor Campbell moved to reorganize the agenda to put "Discussion/Action Items" right after "Minutes" on the agenda, and to then add "Good of the Order" for any subsequent issues which may arise during the course of the meeting. Councilor Cutter seconded, and the motion carried unanimously on a voice vote. As the agenda format is included in the Council Rules, staff will prepare a resolution to amend the rules for the next Council meeting, and the new format will be used on that agenda.
12. ADJOURNMENT: At 3:28 p.m., there being no further business to come before the Council, the meeting was adjourned.