MINUTES OF THE CITY COUNCIL MEETING FOR JUNE 14, 1999

PRESENT: Mayor Jepsen; Council Members: Jerri Sly, Kay Robinson, Skip Matthews, Tim Van Cleave; Police Chief: Doug Rathbun; Fire Chief: Rusty Estes; City Attorney: Bill Kuhn; City Manager: Gerald Breazeale; Planning Commission Representative: Cyde Estes

ABSENT: Councilors Loretta Nairns, Mike McGuire; Public Works Director: Dave Winters.

VISITORS: None

 

(Unless otherwise noted, "MOTION CARRIED" indicates all in favor.)

1.GENERAL BUSINESS

A) Call to Order. Mayor Jepsen called the meeting to order at 7:01 PM.

B) Pledge of Allegiance. Mayor Jepsen led the Pledge of Allegiance to the Flag.

C) Announcements - Mayor Jepsen reported that there was a quorum present and welcomed Cyde Estes representing the Planning Commission. (The following discussion occurred after approval of the minutes but is placed here to conform to the agenda.) City Manager Breazeale asked to add an additional item to the agenda under item (J) of the Communications from the City Manager, Committee Meetings. He also reported that the Willow Creek Valley Diversification Technical Advisory Committee Meeting held a meeting today. To date the firm of Elesco has produced a number of work papers including a community analysis, an identification of potential industries, and identification of potential industrial sites. The only two sites that appear to be viable are the Kinzua property and the area at the Lexington Airport. The Lexington Airport is owned by Morrow County and may have good potential for development. They have also begun work on a marketing plan and the results of the survey that was sent out are beginning to come in. Councilor Jerri Sly asked if the City had any information on businesses that have been hurt by the mill closure. Breazeale stated that to his knowledge, there have not been significant effects at this point. Breazeale stated that it is still early since the mill closed in March and effects may take a while to show up. Mayor Jepsen stated that quite a few people are still working at the mill either to help remove items that have been sold at auction or as care takers. Affects of the closure may not be fully felt for a couple more months, stated Jepsen. Breazeale also reported that the Strategic Plan Working Group will meet Wednesday the 16th and hold a public meeting on the final draft. If there are no comments received at that meeting, it may be possible to complete the plan at that meeting. The meeting will be held at the Forest Service Office at 7:00 PM.

  1. Approval of the Minutes of May 10, 1999. Motion by Skip Matthews, to approve the minutes of the May 10, 1999 City Council Meeting and the minutes of the May 25, 1999 Special City Council Meeting, Second was made by Jerri Sly. MOTION CARRIED
  2. Approval of the Minutes from the May 25, 1999 Special Council Meeting. This item was addressed previously but is left here to conform to the published agenda.
  3. Report from Planning Commission Cyde Estes stated that she was not at the last Planning Commission Meeting. Mayor Jepsen asked Commissioner Estes to relate to the Council the work that she had done working Saturdays on making corrections to the Transportation System Plan. Mayor Jepsen stated that the TAC (Technical Advisory Committee) met from 6:00 AM to 9:00 AM on two Saturdays. Commissioner Estes reported that the TAC met on Saturdays to meet the time line established by the consultants for receiving final comments. Cyde explained that the TAC would have liked to have more time since the consultants would not be able to provide feedback before the public meeting. Mayor Jepsen reported that nearly all the comments made by the TAC would be incorporated into the final document. Cyde reported that the consultants from Kittelsons stated that they had never had so many comments from a TAC and appreciated the involvement of the committee. Mayor Jepsen commended the work that Cyde did after the committee met typing and organizing the comments for submission to the consultants.

Correspondence Mayor Jepsen stated that there was considerable correspondence in the packet and asked City Manager Breazeale to review applicable correspondence. Breazeale stated that the Hayden Family Dentistry had responded to the letter sent in response to their request to purchase the City owned property on Main Street. In essence, they would like the City to set a price on the property. City Attorney Bill Kuhn stated that if the City were to sell the property, the City would have to declare the property surplus and have it appraised. The property must not be sold for less than its appraised value. Cyde Estes stated that there have not been a lot of sales of downtown commercial property which makes appraisal of the property difficult. The Assessor does have sales on record for any property sold. Mayor Jepsen suggested that the dentists be informed of the other property that is for sale on Main Street. He stated further that he was not certain that the City wanted to sell the property. Discussion ensued regarding the value of the lot and the City’s willingness to sell. Consensus was to send the dentists a letter stating that if they were to have the lot appraised, the City would be willing to give the sale further consideration. It was suggested also that they be informed of the other lot for sale.

Breazeale referred to a letter he had received from Ken McGowan, Army Corp of Engineers, by e-mail regarding the flood study. The letter was in response to a letter Breazeale sent asking about the status of the City’s request for modification of the flood hazard map. The reply from Ken McGowan indicated that he was getting ready for a conference and that he did not have time at the moment to respond formally to the request. The letter indicated that he would respond when he returned from the conference. Mayor Jepsen asked when would we do a follow up to the letter. Breazeale stated that he was pursuing parallel tracks with the Corp of Engineers and the Natural Resource Conservation Service. The NRCS has indicated that they may be able to do the work in the Fall. During the interim, Breazeale indicated that he would to a follow up with the Corp of Engineers.

Mayor Jepsen referred to the letter from the City of Athena stating that they were inviting the Council to their Caledonia Games.

Breazeale stated that the information in the packet from the Umatillia Watershed Council was included since they had addressed their correspondence to the Councilors. The Umatilla Watershed Council, according to Breazeale has accomplished a great deal and is setting the standard for watershed councils.

  1. COMMUNICATIONS FROM THE PUBLIC
    1. Oral communications not on the agenda. None Received
    2. Request for Animal Permit - Jacque Hedman, 440 S. Main. Request to keep 2 Llamas. Motion by Councilor Kay Robinson to grant the permit for two Llamas with a second by Councilor Tim Van Cleave. MOTION CARRIED.
  2. PUBLIC HEARINGS
    1. State Revenue Sharing. No one was present to testify.
    2. 1999-2000 Budget. No one was present to testify regarding the budget.
    3. Sewer Rate Adjustment. No one was present to give testimony regarding the proposed rate adjustment.
    4. Second Supplemental Budget for Reserve Fund/Acct. 04 Water Reserve. No person was present to give testimony on the Second Supplemental Budget.
  3. COMMUNICATIONS FROM THE CHIEF OF POLICE
    1. Code Enforcement Police Chief Doug Rathbun informed Council that he had issued a citation to Mr. Drake for the lack of progress on cleaning up the property. He then presented a video of property belonging to Mr. Mathews at 220 W. Willow St. The City had received a complaint regarding tall weeds and debris which prompted the video. Motion by Councilor Matthews, seconded by Councilor Robinson, to proceed with enforcement action. MOTION CARRIED.
    2. Activity Report. Councilor Robinson inquired into the status of cars parked on the street with expired plates. Chief Rathbun stated that he would be monitoring the vehicles. He also explained that a corrections work crew had come out and cleaned up the old dump property where the police have their firing range. The crew did an excellent job and Chief Rathbun had sent a letter commending them on their work. Rathbun then informed the Council of a recent incident where an individual from Hermiston had stolen a vehicle in Lexington, drove to Heppner and prowled through seven vehicles. He has been charged with seven counts of entering a vehicle and two counts of theft. Ron Anthony observed the suspect prowling a vehicle, and confronted him. The suspect tried to escape and Mr. Anthony tackled him and restrained him until the police arrived.

 

  1. COMMUNICATIONS FROM THE PUBLIC WORKS DIRECTOR.
    1. Activity Report Public Works Director Dave Winters was not present. City Manager Breazeale reported that Dave was not present due to a failure of Well # 3. He was working on restoring the well to service at this time. In addition to the well failure, there were holes in the pipe from the pump. As a consequence, the pipeline is being replaced at the same time as the pump. The department has been working on water line repairs and installations. Breazeale stated that Jay Brown is off on sick leave due to an on the job injury. Existing personnel are having to do his work along with other department activities.
  2. COMMUNICATIONS FROM THE FIRE CHIEF
  3. Junior Fire Fighter Program. Chief Estes reported that he would like to have the Council approve the Jr. Fire Fighter Program. Councilor Robinson stated that it was a good program and would like to see it reinstated. Chief Estes informed the Council that he had an individual ready to participate as soon as the Council approves the program. The training for the Jr. Fire Fighter is the same as for all the volunteers, but their activity is restricted. Councilor Sly asked how many people they have to use the program. Estes replied that he only had room for three. Applicants are chosen the same way that any volunteer would be. MOTION by Councilor Kay Robinson to approve the Jr. Fire Fighter Program. Second by Jerri Sly. MOTION CARRIED.
  4. Activity Report. Chief Estes reported that the City had received the new CSEP truck and all the radios have been installed on it. He is working with ODOT for a storage facility for the truck. The department has received five new handheld radios and a new base station, all through CSEP. Mayor Jepsen inquired into the status of the new pickup truck that has been ordered. Chief Estes stated that the truck should be in shortly. The truck will be painted red.
  5. COMMUNICATIONS FROM THE CITY MANAGER
  6. Resolution No. 367-99 A Resolution Adopting the City of Heppner Second Supplemental Budget for Fiscal Year 1998-99 and Making Appropriations. City Manager Jerry Breazeale stated that the need for the second supplemental budget was the result of the grant received from Regional Strategies for water system valves, and from unanticipated revenue from water sales. In order to have spending authority to for this money, the supplemental budget is necessary. MOTION by Councilor Tim Van Cleave to approve the supplemental budget, seconded by Councilor Skip Matthews. MOTION CARRIED.
  7. Resolution No. 368-99 A Resolution Declaring the City’s Election to Receive State Revenues During Fiscal Year 1999-2000. Breazeale explained that this resolution is required prior to receiving State Revenue Sharing. No testimony was received from the public in relation to the use of state revenue. MOTION by Kay Robinson to approve Resolution No. 368-99. Councilor Sly provided the second. MOTION CARRIED.
  8. Resolution No. 369-99 A Resolution Adopting the City of Heppner Budget for the Fiscal Year Commencing July 1, 1999, Making Appropriations, and Imposing and Categorizing Taxes. City Manager Breazeale explained that the Budget Committee had approved the budget as submitted to Council. There has been no testimony from the public indicating a need or desire to modify the budget. MOTION by Councilor Skip Matthews to adopt Resolution No. 369-99. Seconded by Councilor Kay Robinson. MOTION CARRIED.
  9. Resolution No. 370-99 A Resolution Authorizing the Treasurer of Morrow County to Invest the Funds of the City of Heppner Pursuant to ORS 294.125 and Other General Authorizations. City Manager Breazeale explained that this was a standard operating procedure with the City of Heppner. By having Morrow County invest City funds it saves the City the cost of operating an investment pool while maximizing returns on public funds. MOTION by Councilor Skip Matthews, seconded by Tim Van Cleave, to approve Resolution No. 370-99. MOTION CARRIED.
  10. Resolution No 371-99 A Resolution Adopting Sewer Usage Charges. Mayor Jepsen introduced the resolution that would increase sewer user fees from $14 per month to $18 per month. He explained that the yearly increase per R factor would be $48. City Manager Breazeale informed the Council that the budget approved by the Budget Committee, and adopted by City Council contained the revenue increase. This increase is needed to balance the budget and provide for adequate maintenance, repair and improvements to the sewer system. Breazeale explained that the system is aging and that there have been several pump failures at the treatment plant. The sewer mains also are in need of rehabilitation. Most of the available funds this year have been used for sewer cleaning and for video taping of some problem mains. This operation revealed a large rock blocking the South Main sewer line and a root problem on Morgan Street. More of this type of operation needs to be conducted to ensure that the system continues to operate properly. MOTION by Councilor Jerri Sly to approve Resolution No. 371-99. Second by Councilor Kay Robinson. MOTION CARRIED.
  11. Approve Payment for Willow Creek Valley Survey. City Manager Breazeale explained that he was requesting approval for the payment of a portion of the costs for having a survey done on the demographics of the Willow Creek Valley. The cost is being shared by the City of Ione, the Port of Morrow, Morrow County, and OEDD. The City of Heppner’s share is $500. Breazeale also requested authorization for payment for the costs of the printing, folding and postage involved in mailing the surveys. The information will be useful in attracting industries and businesses to the Willow Creek Valley. Mayor Jepsen stated that he was aware of this survey and supported the endeavor. Motion by Councilor Tim Van Cleave, seconded by Skip Matthews to pay all City expense associated with the survey. MOTION CARRIED.
  12. Resolution No. 372-99 A Resolution Approving Accounts Payable for Payment. MOTION by Councilor Kay Robinson, seconded by Councilor Tim Van Cleave to approve Resolution No. 372-99. MOTION CARRIED.
  13. City Web Page & Internet Activity. City Manager Breazeale explained that the information included in the packets on the Heppner Gazette Times web site contained statistics on the City of Heppner pages. According to the material submitted the City of Heppner page was the most accessed page on the site. Breazeale explained the counts for the other pages on the Heppner/City site. The Strategic Plan had 123 times it was accessed during the month of May. Breazeale mentioned that that was something that would not be accessed by accident and that people were using the site to get information about the city. The minutes are being accessed also but to a lesser extent.
  14. Contract for Audit with Barnett & Morrow, P.C. Breazeale explained that the City has used this firm for the last five years and has been very satisfied with their work. The current contract is expiring and a new contract needs to be obtained. The contract as proposed would remain at the same costs and terms except for an inflation factor determined by the Consumer Price Index. MOTION by Councilor Jerri Sly to approve the contract for audit with Barnett & Morrow, seconded by Councilor Skip Matthews. MOTION CARRIED.
  15. Committee Meetings. City Manager Breazeale stated that the City has a number of committees that have not been active. Councilor Sly had stated during earlier discussion that she thought the committees should be more involved. Breazeale relayed that there is so much activity going on with policy questions to be addressed along with operational concerns that he felt that the committees should hold regular meetings. Breazeale reviewed the list of committees and the Council discussed the frequency of meetings. Councilors were polled regarding the frequency of meetings and the preferred days to meet. Consensus was that the Fire Commission would meet once per quarter on a Monday, Parks and Lands would meet once per quarter on a Monday, Utilities Commission would meet once per month, Streets and Bridges would meet quarterly, Police Commission will meet monthly. All meetings will be held during normal working hours.
  16. COMMUNICATIONS FROM CITY ATTORNEY

A) City Attorney Bill Kuhn announced that the Rita Heath property would be offered for sale on August 3rd. Some people have inquired about the property. Anyone who purchases the property will have the responsibility to clean up the property. The potential to have news coverage of the sale, and the consequences of not responding to compliance notices were discussed. Attorney Kuhn reviewed the process of foreclosure and sale of the property. The City does not actually own the property at any point unless the bids are not high enough to pay the city’s lien. The hierarchy of the sale is to pay all outstanding debt on the property. The County would be paid before the City. If the property were not to sell, the property would then be owned by the City.

  1. COMMUNICATIONS FROM MAYOR/CITY COUNCIL MEMBERS

Councilor Jerri Sly asked if there had been any response to the ad for a council member. Mayor Jepsen responded that there had been one application submitted at this point.

ADJOURNMENT.

The meeting was adjourned at 9:25 PM.