Treasurer Rene’ Devin stated that Rod Wilson had stopped by City Hall and was under the impression that he would appear at the meeting in reference to his animal permit to have horses within the City limits. The 60 day permit granted in September has expired. Mr. Wilson entered the meeting at this point. Mayor Jepsen reviewed the terms of the permit, which were for Mr. Wilson to contact each of his neighbors to see if they had any objections to having horses on the property. Mr. Wilson informed the council that he had contacted all of his neighbors except for Mr. Carlson, who had not been at home at the time he tried to contact him. None of the neighbors expressed opposition to having horses on the property. One neighbor had some concerns regarding flies and odors which had been experienced in the past when horses were kept on the property. Mr. Wilson stated that he could work with the neighbors to alleviate concerns of flies and odors by keeping the area clean. Motion by Councilor McGuire, Seconded by Councilor Robinson to grant a permit for one full year from November 16, 1998. MOTION CARRIED.

Police Chief Rathbun showed a video taken at the Rick Drake residence at 560 S. Main. The City had received complaints from the neighbors relating to the storage of materials on the City streets, and on his property. The storage of materials and old vehicles on the street concerns neighbors since it is unsightly and obstructs the passage of vehicles. A letter will be sent to Mr. Drake informing him of the complaints and advising him to clean up the City right of way and his property.

The Mayor then questioned Chief Rathbun about the return to town of a person who had been ordered to stay out of Heppner. The Chief confirmed that the individual had returned to town and has since been jailed. This individual will be serving 134 days in jail.

Chief Rathbun explained the departments need for an additional vehicle due to the need to transport prisoners and to avoid the public knowing where the police officers are at any one time. The Chief then explained that there was money available for this purpose through the Police and Fire Capital Reserve Fund. He further explained that he had been working with the City Manager to utilize the State vehicle leasing program. Through this program the City can pay a monthly fee and mileage which will cover the cost of all vehicle maintenance including gasoline and oil. The City can return the vehicle anytime it desires without penalty. There remains the question whether the vehicle can have the City Logo placed on the side or whether the vehicle could be painted. Discussion regarding the maintenance ensued as a result of the City Attorney’s review of the agreement with the State. It was explained that the State would pay for the maintenance costs and the City would pay a mileage fee. The refusal of the County Sheriff to transport prisoners results in the police vehicle being out of town for an extended period of time. Kay Robinson questioned the provision of the replacement of the vehicle if it were totaled. Mike McGuire stated that if the replacement cost of the vehicle were $20,000 and the vehicle were worth $15,000, the City would be paying for an additional $5,000 more than the vehicle was worth. Breazeale said that he would clarify this provision before entering into the agreement with the State.

A) Resolution No. 346-98, A Resolution Canvassing the Results of the November 3, 1998 General Election for the Mayoral and City Council Positions and Declaring the Results. Motion by Councilor Robinson, Second by Councilor McGuire to adopt Resolution 346-98. MOTION CARRIED.

B) Resolution No. 347-98, A Resolution Assessing the Costs Against Property Located at 280 East Hill Street and Directing the Assessments be Entered as a Lien on the City Lien Docket Pursuant to Ordinance No. 474. Party has paid $100.00 to date. City Attorney William Kuhn expressed need to pass this resolution in case she fails to make future payments. Motion by Councilor Mike McGuire, Second by Loretta Nairns to approve Resolution 347-98. MOTION CARRIED.

C) Resolution No. 348-98, A Resolution approving accounts payable for payment. Motion by Loretta Nairns, Second by Kay Robinson to adopt Resolution 348.98. MOTION CARRIED.

D) Intergovernmental/Interagency agreement for the Cooperative Provision and Use of Vehicle Fleet and Motor Pool Services. City Manager Breazeale discussed interest in entering into agreement to allow leasing of a vehicle, however this is an option that could be exercised if needed. The concern regarding the cost of having to replace vehicles versus entering into a lease program was also expressed. Motion that will allow City to enter into said agreement by Mike McGuire, Second by Kay Robinson. MOTION CARRIED.

E) Policy for Subordination of City Rehabilitation Loans. City Manager Breazeale explained the details of the policy. It was also shown that passing this policy would in the future require an administrative action rather than reconvene the committee. Motion to adopt Subordination Policy was entered by Tim VanCleave, Second by Jerri Sly. MOTION CARRIED.

F) City of Heppner Employee Incentive Program. As explained by City Manager Jerry Breazeale, this incentive program will allow employees to obtain additional training and certification. Included in this incentive program is a list of certificates that if obtained by the employees, they would be entitled to an additional $25.00 per month on top of their regular salary. If the employees renew their certificates than they will continue to receive the $25.00 per month, but if they do not renew then they will not be eligible. It is unknown how many employees would be certified in any one year. City Manager Breazeale made the recommendation that if this program were to be adopted, that it should begin July 1, 1999. The question was brought up as to whether department heads should be eligible for this program. The issue as to the cost involved with this type of program was also addressed. It was decided that this issue will be addressed again in the December’s meeting .

G) Declaration of Surplus Property. A list of surplus items was presented to the Council with additions submitted at the meeting. The Auction has been planned and advertised for Friday, November 20, 1998 at 8:00 A.M. It was mentioned that the wood that has been removed from the old swimming pool has no value due to rot and it was the consensus that Roger Ehrmantrant could take what he wanted from the demolition. Council was in agreement to sell all other listed items at the Auction.

H) Establishment of Page on Internet. City Manager Breazeale requested to the Council that a page on the Internet be purchased. This page would be purchased through The Gazette Times at a cost of $95.00 per year. The contents of this page would include a photo of Heppner, a listing of the Mayor and other Council members and other pertinent information. City Manager Breazeale explained that this option is a good way to reach the public and Mayor Jepson also agreed. No motion needed. Decision can be made at an Administrative level.

I) Review of Annual Audit. It was shown that there appeared to be no problems in the report. City Manager Jerry Breazeale expressed how pleased he was with the report and the job that City Treasurer Rene’ Devin was doing. City Treasurer Devin explained that the whole process went very well.

The issue of internal control was brought up, however, and their recommendation was the hiring of an additional employee. That way the person that does the billing would not also be accepting money. City Treasurer Devin explained that this would not be a full time position and that the City already has a part time employee who does do most of the water and sewer billing when she is there.

J) Charges for Septic Dumping. City Manager Breazeale discussed how at this time the City was only receiving $2.00/1000 gallons of Septic Materials. He met with Roger Britt and he was in agreement to raise the price to $60.00/1000 gallons. Mr Britt also agreed that he would work with the City to help either build a facility that would handle the material or to treat it before it came into our facility. City Manager Breazeale suggested that the City take that additional money and set it aside to help in developing a plan and also to help finance a new facility.

K) Set Goal Setting Session for 1999. City Manager Breazeale suggested scheduling a date for a special Council Work Session. This would include taking a different approach and have Council input for a vision for the City’s future. A date was scheduled for December 17th at 7:00 P.M.

(A) Code enforcement at 280 East Hill Street. This item was covered under item 7 (B).