MINUTES OF THE SPECIAL CITY COUNCIL MEETING

WORK SESSION REGARDING TIPPAGE FEE POLICY

January 3, 2008

 

 

ATTENDEES:

 

Mayor, Les Paustian

City Manager, Steve Bogart

 

Council Members:

 

Cindi Doherty

Judy Buschke

Kay Robinson

Keith Lewis

George Koffler

 

Absent:  Jo Ann Burleson

 

Members of the Public:

 

David Sykes, Heppner Gazette

 

1.  GENERAL BUSINESS

 

 

2.  DISCUSSIONS.

 

 

    Mr. Koffler stated that he does not believe the City should receive a predetermined amount, but the best and most important projects should be receiving the funds.  Regarding the Council’s veto, he is opposed to that; the cities do not like the County telling them how to spend the money and the City Council should appoint a committee and let the committee do the work.

 

    Mrs. Buschke stated that she has concerns about the Day Care and Neighborhood Centers and other entities that have been receiving funding from the county, even though some of these have been receiving funding from the County even before there were tippage fees.  The statement in the paper about the meetings and requests indicated that this would be left to the County.  She has a problem with this—if the City is going to take 75% of the funds, you can’t expect the County to continue with this funding.  She thinks everyone should be able to apply.  Mr. Paustian stated that he felt the statement in the Heppner paper was misconstrued.  The first year policy is not going to be any different than it was last year in which the cities, especially Heppner, would not have enough money to fund these.  Once the measure passes, then these items can be funded.  Leaving the policy as it is the first year is the intent.  Mrs. Buschke has issues with saying where the money should go, even the first year.  She thinks these people should be able to apply.  She is concerned that the election will not pass.

 

    Mr. Lewis commented that he feels that everyone could apply through the program if and when the funds are received.  According to Mayor, this is no different than what it was this year. The City received $20,000 +/- for the roofs which did not fund hardly anything.  Mrs. Buschke asked if the amount was 25% of whatever was applied for; was this a set amount.  Mr. Koffler stated that the most deserving projects were funded.  Last year it worked out very well; within $10,000 either way.  They funded the most important item in each community and then ranked the next important items globally.  

 

Mr. Koffler feels that five people with common sense should be appointed to the committee outlined in Paragraph 1 of the Procedures in the resolution.  Mr. Paustian feels that committee members should be individuals with no biased interest.  Mr. Koffler stated that the statement in the draft resolution should be changed to reflect this.

 

Mr. Paustian stated that the Neighborhood Center and Day Care Center are South Morrow County projects and he wants to ensure that these are funded fairly among Ione, Lexington, and Heppner if the money is received and that the projects are not going to be dropped.  Mr. Paustian stated that if the amount is 75%, and it goes away, the cities will be left to make decisions on the distribution.  

 

Mrs. Buschke stated that her concerns were that the County Judge has given the impression to the communities that the Extension Service will no longer get any funding because the funds will go into a general fund, other than for special projects.  Mr. Paustian has discussed this with the County Treasurer and there were some items listed under “other” that were not defined.

 

Mr. Koffler asked if Mr. Paustian has a feel on the amount that the City would receive.  According to Mr. Bogart, the cities would receive $48,000 equally.  The additional amount would be based on City populations.  Mr. Koffler expects the amount would be $125,000.  According to Mr. Paustian, this amount could increase over time.

 

    Procedures.  With regard to the committee, Mr. Koffler would like to ensure that people outside the City would be included in the Heppner representation, i.e., precinct residents.  He would like to see at least two individuals in this category included.  The plans should be developed prior to the voting time.  This would be for Heppner only, the other cities would develop their own plan.  Mr. Paustian stated that every town is unique as to how they are going to handle this.  Mr. Koffler also would like to eliminate the sentence stating that “appointees must be neither in a leadership position of any entity within the boundary of the City. . . .”, since most of the residents of Heppner serve in some type of capacity in various organizations.  Mr. Koffler would like the paragraph referring to membership on the committee revised to read as follows:  “A five person committee shall be appointed annually by the City Council to award the tippage fees allotted by the County Court to the City.  Three of the Committee members must live inside the City Limits and be full-time residents.  Two of the members should live outside the City limits, but within the borders of the precincts normally thought of as Heppner Community.  As a general guideline, the fees should be distributed 25% to the City proper and 75% to other entities.  Any money awarded to the City shall not be expended on normal operational costs such as repair and maintenance, fuel, etc., but may be used only on non-recurring capital projects.”

 

Mr. Koffler believes that the tippage funds should not be automatically allocated each year to entities such as the Day Care Facility and Neighborhood Center, except for special projects.  He also believes that the committee should set guidelines.

 

Mr. Koffler prefers the concept of technical assistance grants for hiring individuals for project studies, etc., but not to hire additional employees.  

 

    Mr. Paustian stated that Heppner is handicapped when applying for grants since they have no matching funds and cannot accumulate matching funds.  The County policy has been that tippage fees cannot be applied for to build up a matching fund account.  There is a likelihood of the City being able to accumulate funds to benefit the City on sidewalks, streets, water, etc.  This cannot be done at this time.

 

Paragraph 2.  The procedures for application submission, dates, times, etc., shall be established by the appointed committee.  The committee shall consult with the City Manager and Treasurer as to scheduling, conflicts, and other restraints.  

 

Paragraph 3.  Mr. Lewis feels a separate account should be created within the budget for the tippage fees, and published in the paper at least annually as to how the funds are used.  There needs to be accounting for this.

 

Ballot Title.  Mr. Bogart read the ballot title to the Council members and distributed copies to the members present.  Mr. Paustian stated that the County Commissioner’s statements regarding the issue were disappointing.  He would like to see this policy adopted for the City.  

 

    Mr. Paustian asked whether this policy should be a resolution and how binding the resolution would be.  According to Mr. Bogart, resolutions can be changed.  Mr. Koffler feels a policy should be developed and a resolution to adopt the policy be presented to the City Council.  Mrs. Buschke stated that people have questioned her as to whether the Cities could do a better job than the County on managing the funds.  

 

    Mr. Paustian stated that within the next three years, the tax increase in the County will offset the tippage fees.  

 

    Mr. Paustian outlined the previous discussions with the County Judge.  Mr. Lewis feels that a lot of people are afraid that the funds would be put into the general fund and used like it is being used now.  People need to know that this is not going into the general fund to purchase equipment, etc., for the City.  Mr. Koffler feels that the committee should be able to determine the projects, whether they are City projects, or other.  It should be stated that the City is responsible for the accounting.

 

    Mr. Bogart asked about an administrative fee for this.  Mr. Paustian wants to ensure that the City staff should be remunerated for administering the funds.  Mr. Koffler does not agree.  He feels the City should absorb the administrative costs.  Council members present agreed with Mr. Koffler.  They do not want the impression given that the City would take all the funds.

 

    Mr. Koffler suggests that Mr. Sykes provide guest editorials in the Heppner newspaper on this subject in order to educate the public.  He would like the County Judge to write a letter to the people for publication.

 

    Mrs. Doherty feels the tippage fees should be for non-recurring projects as it currently is.  Mr. Paustian feels that  Heppner’s policy should be outlined to the public prior to the election.  The election is in March 2008.

 

    Mrs. Buschke wants to make it clear that every entity is eligible to apply for funds and will be considered by the committee.  She does not want to exclude anyone.

 

    Mr. Koffler does not want the Council to micromanage the committee.  He feels length of terms should be defined.  

 

    The Council’s consensus is that a five person committee should be appointed by the Council and serve at the pleasure of the Council.  Mr. Paustian asked that it be noted that the City is administering the funds at the direction of the committee since the money has to be disbursed to the City.  Mr. Lewis recommended that the City be responsible for the accounting.

 

    A revised draft will be prepared for review and adoption at the January 14, 2008 City Council Meeting.

 

Meeting adjourned at 8:58 AM.