Unofficial Minutes of the Council Meeting
PRESENT: Mayor Bob Jepsen; Council Members Tom Wolff, Kari Keown, Skip Matthews, City Manager Jerry Breazeale; Public Works Director Craig Canham; City Attorney Bill Kuhn; Officer Mike Sweek
ABSENT: Kay Robinson, Rita Hedman, Tim Van Cleave; Chief of Police Merle Cowett.
VISITORS: Chris Rayburn, Kendra Rayburn, Vicki Rayburn, Marjorie Spangler, Sherrill Spangler, Terry J. Lupinacci, Steve Rollis, Kenneth A.
1. GENERAL BUSINESS
A) Call to Order. Mayor Jepsen called the meeting to order at 7:00PM
B) Pledge of Allegiance. Mayor Jepsen led the Pledge of Allegiance to the Flag.
C) Announcements: Mayor Jepsen presented an invitation from the City of Ione to attend the dedication of their new water system at 10AM on April 20. City Manager Breazeale presented an addition to the Council packet of item 7D and announced that HDC will meet April 9 at 7:30 AM
D) Approval of Minutes of March 11, 2002, Council Meeting
Tom Wolff noted that the closing notation of “meeting adjourned for executive session” is not appropriate. It should read “meeting adjourned into executive session at…” the appropriate time should be noted, then it should be recorded that the Council “returned from executive session at 9:58 PM. In addition action was taken at that time: it was voted by the Council that the City Manager and the City Attorney were to meet with Officer Sweek according to discussions in the executive session. The Council meeting was then adjourned at 10:04PM.” Kari Keown noted that on page 6 the reference to the Condon Hotel should read “Hotel Condon.” Motion to approve minutes as amended by Tom Wolff, second by Kari Keown. MOTION CARRIED.
E) Report from the Planning Commission: Deborah Kendrick reported that discussions at the last Planning Commission had included downtown parking requirements.
F) Correspondence: City Manager Breazeale presented the following correspondence:
Correspondence from Attorney General Ashcroft regarding stages of alert for terrorist activity.
2. COMMUNICATIONS FROM THE
PUBLIC
A) Oral communications from the public not on the agenda: none
B) Requests for animal permit renewal. Skip Matthews moved to approve the renewal of animal permits for Russ Morgan and Dana Reid (2 llamas), Gary Wight (2 llamas), second by Kari Keown. MOTION CARRIED.
3. PUBLIC HEARING opened:
A) Nuisance Abatement at 180 N. Chase Street, Map No. 2S 26 35BB, Tax Lot #2600.
City Manager Breazeale presented the video provided by Police Chief Cowett on the Chase Street property
and the Spangler’s property on Shobe Street. Mrs. Spangler noted that the complaint about his property had concerned the 1929 Chevy on the property. She further noted that cleanup had begun on the property. Mr. Spangler stated that the fence is under construction. Chief Cowett’s comments on the video indicated that the vehicles were parked neatly, licensed and drivable. Regarding the Bowling Alley on N. Chase Street, Manager Breazeale reported that he had inspected the property and the material had been more neatly stacked. Chief Cowett’s comments on the video indicated the owner’s concern that the material was mostly left over from the previous owner. Terry Lupinacci, owner of the Bowling Alley, stated that the equipment stacked outside had been onsite for 4-10 years or longer. His intent is to build a storage shed to house and work on the equipment. Interior remodeling is in progress and the resulting materials are being removed as possible. He stated that most of the old material which had caused the initial concern about the property has been removed. The remaining equipment and furniture outside provide parts which are accessed on a daily basis. The tall grass and weeds complained about have been trimmed exposing the dirt. Manager Breazeale reiterated his observation that the area has been significantly improved. Kari Keown asked if the material around the propane tank had been moved. Mr. Lupinacci stated that there is still equipment in the area, but that the propane provider and his insurance agent had expressed no problem with the area around the tank. Kari Keown verified with Mr. Lupinacci that the equipment stored outside is usable material.
Public Hearing Closed.
There was consensus of the Council that no further action was necessary regarding the bowling alley property at 180 N. Chase Street
Regarding the Spangler property on Shobe Street, Mrs. Spangler read a statement recounting their conflict with the complainant. City Attorney Kuhn advised the Spanglers to initiate friendly overtures toward the complainant. Mrs. Spangler said they had attempted this in the past to no avail. The consensus of the Council was that no further action is necessary on the Spangler’s property.
4. COMMUNICATIONS FROM THE CHIEF OF POLICE:
A) Officer Mike Sweek approached the Mayor, presented a paper and stated that he rejected the offer. Further discussion was tabled.
B) Activity Report: In response to a question from Tom Wolff, Manager Breazeale was unable to clarify the acronym “SS.”
C) The next meeting of the Police Commission will be April 25, 2002.
5. COMMUNICATIONS FROM THE PUBLIC WORKS DIRECTOR:
A) Public Works Director Craig Canham presented his Activity Report, noting that the Main Street bridge is essentially completed, lacking only some cleanup. A backlog of service requests has been cleared. He noted that in March 35% of the Public Works time was put in on streets, 30% on sewer, 2% on office, 2% on parks, 9% on meetings and training, 12 % on water, 4% on the shop (working on equipment, etc.), 4% on building maintenance (primarily Senior Center), 2% on garbage disposal.
B) Director Canham reported that the March 21 Utilities Commissions was very productive. The next meeting will be April 18.
C) Director Canham reported that Main Street water is on for all the planters. Parks will be mowed on a weekly basis. In further regard to Parks and Land, Director Canham reported that he has been having discussions with young people in the community about using the west end of Hager Park for a BMX track. He invited some of the interested students to attend the City Council meeting and discuss their interest in developing such a track. Chris Rayburn spoke on behalf of the idea. Mr. Rayburn reported that the BMX riders range in age from 8 to 15 and there are individuals in their 20s who still participate in BMX activities. Director Canham read some of the rules he has found in place at other BMX tracks and Mr. Rayburn agreed that they sounded like usual track rules to him. Tom Wolff asked about motorcycle use of the area and Director Canham said that it would be strictly a BMX pedal facility. Director Canham noted that he has spoken to young people in this community who have raced on BMX tracks in the region and he asked the Council for a consensus to allow him to do some planning and rounding up support. In response to a question from Tom Wolff as to his opinion, City Attorney Kuhn said he was O.K. with whatever the City’s insurance would cover and assured the Council that the insurance company would provide some direction. City Manager Breazeale reported that he had checked on the insurance and was told that as long as the track was built to industry standards, the premium increase would be minimal. Skip Matthews reported that he had plans and specs from the Newberg track which he would pass on to Director Canham.
Skip Matthews moved that the south end of Hager Park be set aside for development of a BMX track, second by Kari Keown. MOTION CARRIED.
Director Canham noted that Green Feed has agreed to supply the six hanging baskets planned for Main Street at $60 each. He will be contacting downtown merchants immediately to see if any more wish to be involved.
D) Additional Discussion: Director Canham reported that pavers were in town and thirteen different locations were repaired and improved. The scrap metal drive has been a huge success and will be continuing. Public Works and the Fire Department will perform a Main Street flush on Monday, April 9, at midnight.
6. COMMUNICATIONS FROM THE FIRE CHIEF: None
7. COMMUNICATIONS FROM THE CITY MANAGER:
A) Motion to approve Resolution No. 488-2002; A Resolution Approving Accounts Payable for Payment by Tom Wolff, second by Skip Matthews. MOTION CARRIED.
C) Housing rehabilitation project: Manager Breazeale reported that another round of Community Development Block Grants (for housing rehabilitation) is coming up. The City cannot apply on its own, but can co-op with two other entities. The City has approached the City of Pendleton and Morrow County to partner on the application and the City can donate part of the loan portfolio which the City maintains into the housing fund and become the third partner. Manager Breazeale stated his belief that it is an excellent program and that the City should partner with Pendleton and Morrow County so that all the parties can have access to the program. Kari Keown verified that the applying for the grant had already been authorized by the Council. Manager Breazeale stated that the City would have no work involved in the grant application process other than to transfer the loan portfolios. Manager Breazeale proposes donating $100,000 to the housing fund and maintaining $150,000.
Motion by Tom Wolff to approve converting $100,000 of the City of Heppner loan portfolio to trust for the N.E. Oregon Regional Housing Fund, subject to approval of a Community Development Block Grant to the City of Pendleton and Morrow County and formation of the East Oregon Regional Housing Fund, second by Kari Keown. MOTION CARRIED.
D) Motion to approve Resolution No. 489-2002, A Resolution Establishing Pay Ranges and Policy of Employee Compensation for Fiscal Year 2002-2003 by Skip Matthews, second by Kari Keown. MOTION CARRIED
E) Water System Master Plan adoption: Manager Breazeale recapped the development of the Water System Master Plan. The Plan includes a new reservoir on Cross Hill east of the City which has been agreed to by the property owner. A new well would be in place where the Fair Grounds well is now which will feed the reservoir. This reservoir (one million gallons) would be capable of supplying the entire town. Existing inadequate water lines will be replaced. The latest iteration of the Master Plan incorporates all the changes recommended by the Oregon Department of Economic Community Development, the Health Division and the Water Resource Department. Approvals of the Master Plan have been received from those entities and upon adoption of the Plan, work can begin on the system.
Motion by Tom Wolff to adopt the Water System Master Plan, second by Skip Matthews. In response to a question from Kari Keown, Manager Breazeale estimated grant money expected to cover about 25% of the project. MOTION CARRIED.
F) Court & May Street Project: Manager Breazeale reported that invitations to bid have been published and engineering specifications are expected momentarily. Kari Keown suggested that more information on the project might need to be desseminated, particularly to the neighbors of the project. Tom Wolff expressed his concern that the May and Court intersection disruption may coincide with the work on Stansbury by the school.
G) Planning Grant through the Quick Response Program of D.L.C.D. progress report: According to the report presented by Manager Breazeale, the consultant felt that a public/private partnership is critical for the project and that the economics are marginal without such a partnership. Community support and local leadership are also required. Manager Breazeale said that discussion with the Chamber of Commerce and the Willow Creek Valley Economic Development Group did not indicated support for public involvement in the process. The consultant said that he was going to recommend to D.L.C.D. that, if there was not going to be public support, D.L.C.D. should pull its support. Tom Wolff indicated that the Willow Creek Valley Economic Development Group was opposed to any kind of public/private partnership and is exploring private alternatives (i.e. the development of currently unused downtown spaces for temporary housing). WCVEDG feels it is virtually impossible to fund a new housing project with appropriate staff and management. WCVEDG feels it is more feasible to develop 5-10 rooms by private citizens and lease those to the current motel operation. Manager Breazeale clarified that “public/private partnership” means incentives, i.e., that the City might put up the land with a deferred payback. In response to a question from Tom Wolff, Manager Breazeale stated that the suggestion in the report of a combined city hall/library/housing facility came from the consultant and was not suggested by the City.
H) TGM (Transportation Growth Management) Grant opportunity: City Manager Breazeale gave a report on the progress of the grant application for a downtown development plan and for implementing the City’s Transportation System Plan. He reported that the draft document has been completed. The project has been submitted for review by the State and is awaiting approval. As soon as review and revisions are completed, the project will be released for advertisement to the consultants.
I) Surplus property bids, error and correction: According to a report furnished by Manager Breazeale, the bid submitted by Kevin Chick for the surplus fencing was for 1600 feet of fence as advertised by the City. When he picked up the fence it turned out to be 380 feet. He was requesting an adjustment. The price the Chicks bid on the fence worked out to $0.28 per ft. if there would have been 1600 feet. The actual footage supplied at $0.28 per foot would work out to $106.40. Manager Breazeale recommended that the Chicks be refunded $343.60 which would be the difference between the fence supplied and the fence advertised at a cost of $0.28 per foot. Motion by Tom Wolff, seconded by Kari Keown, to issue a refund of $343.60 for the fence not supplied. MOTION CARRIED.
J) City Manager Breazeale presented the Financial Report for March 2002.
8. COMMUNICATIONS FROM THE CITY ATTORNEY:
A) Vacation
of right of way for Morrow County School District:
9. COMMUNICATIONS FROM THE
MAYOR/CITY COUNCILORS
A) The Beautification Commission meeting will be April 11.
B)Mayor Jepsen reported that the Heppner Housing Authority will meet April 29.
C) Willow Creek Valley Economic Development Group.
D) Council and Mayor seats up for election.
E) Additional Discussion:
Mentioning the Planning Commission’s concern that the City Council had minutes from the Planning Commission’s last meeting before those minutes had been adopted, Manager Breazeale asked the Council for a consensus about publication of meeting minutes before adoption. The Council’s consensus was they were comfortable with not receiving the Planning Commission’s minutes as long as there was a Planning Commission member present to represent the Commission at Council meetings.
Mayor Jepsen reported that he had asked for help spraying weeds from the County and had been informed that there was no intergovernmental agreement to that effect.
Mayor Jepsen announced that the City is getting a 31 foot bridge from the Army Corps of Engineers and it will be delivered this week.
Mayor Jepsen reported that the City is waiting to hear if the National Guard is going to come in to work on the Heritage Plaza property.
Meeting adjourned into executive session at 9:30 PM . The Council returned from executive session discussion of the possible contract with the Morrow County Sheriff’s Department for policing services and its effect on City police personnel at 10:01 PM. No action was taken.
Meeting adjourned at 10:01