MINUTES
OF THE CITY OF
ATTENDEES:
Mayor
City Manager, Jerry Breazeale
Council Members:
Merle Cowett
Judy Buschke
Kay Robinson
Cindy Doherty
Tom Wolff
Tim Van Cleave
City Attorney, Ann Spicer
Public Works Director, Bruce Nelson
Morrow County Sheriff’s Department,
Sergeant Phil Morris
Heppner Gazette Times, David Sykes
Jerry Gentry, Planning Commission
Members of the Public:
Keith Lewis
Sandi Patton
Mike Gorman
1. GENERAL BUSINESS
A) Call to Order. The October 11, 2004, meeting
of the Heppner City Council was called to order at 7:00 PM by
Mayor
B) Pledge of Allegiance. Mr.
C) Announcements.
1) Mayor Jepsen announced that a full Council was in attendance and welcomed guests to the meeting. He also stated that this is the first City Council meeting to be held in the new building. The Mayor also distributed photos of the new City Hall in Boardman.
2) Mr. Breazeale announced that there are several additions to the Council packet:
a) Item 8A – Letter from Mr. Smith,
b) Item 8A – E-mail from Mr. Smith,
c) Item 8F – Letter from Pam Schmidt concerning UGB Expansion.
d) Item 8H – Resolution Approving Application for Special Cities Allotment Grant.
e) Item 8J – Monthly Financial Statement.
3) Mr. Breazeale reminded Councilors that the City of
D)
Approval of minutes of the
Motion
by Mr. Wolff to approve the
E) Report from Planning Commission. Mr. Gentry reported that the minutes of the last Planning Commission meeting were included in the Council packet. He stated that the Commission had the first meeting in the new building and he appreciated the atmosphere. The following items were reported by Mr. Gentry:
1) The Commission approved a request by Windwave for a new
building to be constructed on
2) The Commission discussed the floodplain reduction. It appears that there will be some insurance savings for owners with property in the flood area. When the project is completed, there should be the possibility for more development in the community.
3) The Commission also discussed the expansion of the UGB. Mr. Breazeale pointed out that although we have a large UGB, much of the property cannot be developed. Adjusting the UGB is being considered to include properties in the golf course area. Mr. Gentry stated that the City’s intent is not to force people to include their property in the UGB, but to furnish information so that the property owners can make informed decisions. The Commission discussed methods for providing information to subject property owners. Approximately $50,000 in grant money has been spent to this point. Mr. Breazeale stated that the cost of completing this would be $850.00 from the County and $850.00 from the City. Mr. Gentry stated that they have an active Planning Commission that is working with Mr. Breazeale to make this a better place to build, live, and plan.
2. COMMUNICATIONS FROM THE PUBLIC. None.
3. PUBLIC HEARINGS. None.
4. COUNCIL
ACTION.
Resolution No. _____, A Resolution Declaring Certain Property
a Nuisance and Ordering Cleanup of Property.
Resolution No. _____, A Resolution Declaring Certain Property a
Nuisance and Ordering Cleanup of Property.
Discussion: Mayor Jepsen announced that there are two actions under this item. The hearings have already been held on these properties.
A)
B)
Motion by Mr. Wolff
to formally drop the two items under Item 4 on the agenda (535
Matlock and
5. COMMUNICATIONS
FROM THE COUNTY SHERIFF REPRESENTATIVE.
A) Activity Report. No questions from the Council on this report.
B) Police Commission. Mr. Van Cleave stated that one of the main items discussed at the last Police Commission meeting was making the police cars more identifiable as Heppner vehicles with the City logo and larger letters. At that meeting Sheriff Denton was going to consider this. Deputy Rayburn stated that Sheriff Denton agreed to allow the letters to be enlarged and moved towards the rear of the vehicles, but did not agree to adding the Heppner logo. Mr. Van Cleave commented that he had heard both pros and cons from citizens on having the vehicles easily identifiable.
According to Mr. Van Cleave, the Commission also discussed the dangerous dog situation and it appears that several of the dogs are no longer in town and the dog remaining in town has been contained as required. Mrs. Spicer stated that she had researched these dogs and they are very dangerous.
Mr. Wolff inquired about Mr. Cowett going through the evidence room at the old City Hall and the status of certain items in the evidence room that were moved to the Sheriff’s office. According to Deputy Rayburn, the only item moved to the Sheriff’s office was a firearm. The two guns left behind were turned over to the evidence technician to obtain releases. Mr. Wolff stated that he had a question from a constituent regarding a confiscated firearm, and told him to seek legal advice. According to Deputy Rayburn the three guns without paperwork were destroyed and the others were returned to the owners.
C) Additional Discussion.
1) Code Enforcements. Deputy Rayburn distributed pictures of the following properties and stated that these are all properties that will need actions taken.
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k) 494
Motion by Mr. Wolff to start procedures on the subject properties, to include sending letters to the property owners. Seconded by Mrs. Robinson. Motion Carried.
6. COMMUNICATIONS
FROM THE PUBLIC WORKS DEPARTMENT.
A) Activity Report. Mr. Nelson reported as follows:
1) The bathroom at the Public Works shop has been framed in and wired.
2) The workers did some repairs at the senior center.
3) On the first day of hunting season they performed traffic control.
4) They have metered the city park and library. They cannot locate the lines at the Corps of Engineers.
5) They had a problem up Willow Creek at the tree farm property. One of the meters was not working so they flushed the line.
6) They had a water leak on
7) They moved City Hall and Public Works.
8) The DEQ representative for this part of
E) Water for Little League Field. Mr. Breazeale stated that there is continued use which is mainly for the tree watering. The amount of the current bill is $65.97. Mr. Breazeale requested authorization to pay for this. Mrs. Robinson stated that we need to keep the trees up. Mr. Wolff asked if the drip system uses this much water and according to Mr. Breazeale it does, since the drip system for the trees downtown uses considerable water during the hot weather.
Motion by Mr. Wolff to approve payment of the water bill for the meters at the Little League fields. Seconded by Mrs. Buschke.
Discussion: Mr. Van Cleave asked if we have discussed separating the meters and Mr. Nelson stated that they are working on this. Mr. Gentry thanked the Council on behalf of the Little League for their help. This will allow more children to participate in Little League since many of them are on scholarship. According to Mr. Jepsen, since the water project has been downsized, we are able to do this.
Motion amended by Mr. Wolff to continue to pay for the Little League water. Motion carried.
G) Additional Discussion. Mrs. Doherty asked when the flower baskets downtown would be removed for the winter and Mr. Nelson stated this would happen the third week in October. Next year the planters will be lined to prevent water loss during the hot weather.
7. COMMUNICATIONS FROM THE FIRE CHIEF. None—Chief Estes is holding a fire drill at the senior center.
8. COMMUNICATIONS
FROM THE CITY MANAGER.
A) Heppner Garbage Franchise Review. Mr.
Breazeale reported that this issue came up as a result of
complaints received, in particular a formal complaint from the
·
Maintain a business phone with appropriate response to customer
complaints/inquiries. Return calls within 24 hours of call.
Inform new residents of garbage fees, terms, and dates of pickup.
·
Maintain regular pickup schedule and adhere to the days agreed to
with customers.
·
Provide backup for days that you may be sick or on vacation.
(No missed pickups or shifts in days.)
·
Provide adequate dumpsters in good condition for all accounts
that request them.
·
Maintain garbage trucks in a clean and sanitary condition.
·
Provide evidence of performance bond in the amount of $20,000.
·
Provide certificate of insurance for general liability, the
limits of which are at least $500,000 and show the
·
Bring franchise fees up to date and keep franchise fees current.
·
Provide opportunity for City to audit franchise fee collection.
Mr. Breazeale visited with Mr. Green after the Utilities Commission meeting and he was provided with the letters and list of points. Mr. Green agreed to all items listed. The 90 day period will begin as of the date of this Council meeting. According to Mr. Breazeale, if Mr. Green adheres to the requirements listed, the City could consider renewing his franchise agreement. According to Mrs. Robinson, Mr. Green needs to be aware that he is on a trial. Mr. Wolff stated that we should notify Heppner Garbage Disposal Service in writing that his franchise might not be renewed and that the automatic renewal clause will not apply. According to Mrs. Spicer, the agreement is not automatically renewed. Mr. Wolff stated that the schools are very upset with the service and he does not think the franchise should be granted for another ten year period.
Motion by Mr. Wolff that the City proceed with the 90-day performance review and the criteria listed and monitor the performance.
Discussion: Mrs. Doherty asked Mr. Nelson about his suggestion that the City take over the garbage disposal. According to Mr. Nelson, this has worked in other areas where he had been employed. Mr. Breazeale stated that this should be considered by the Utilities Commission. Mr. Nelson stated that the City would have to hire additional personnel specifically for this, and he felt the job could be performed by two people in three days each week. Mr. Nelson stated that currently there are some problems with odors from some of the dumpsters in town. Mr. Jepsen stated that after Mr. Breazeale talked to Mr. Green, the garbage at the school was picked up.
Motion repeated by Mr. Jepsen. Motion by Mr. Wolff that the City proceed with the 90-day performance review and the criteria listed and monitor the performance. Seconded by Mrs. Robinson. Motion Carried.
B) City Hall
Motion by Mr. Jepsen that we accept the bid from Dave Piper in the amount of $7,954.60. Seconded by Mrs. Buschke. Motion Carried.
C) City Hall Sign. Mr. Breazeale informed the Council that he has a number of proposed designs for the sign which are enclosed in the packet. Mr. Wolff asked if the old bank sign is going to be removed and was told that it would be. Most Council members agreed that illustration number 2 was the preferred choice. Mr. Wolff would also like the Heppner logo painted on the door.
Motion by Mr. Van Cleave that we accept design Number 2 and in addition, have the Heppner logo painted on the door. Seconded by Mr. Wolff. Motion Carried.
D) Flood Study – Map Activity Statement - Status report.
Report by Mr. Breazeale that work is continuing, even though we
do not have a signed Mapping Activity Statement. Mr.
Breazeale recommend that we allow the Mayor to sign the final
copy and send to the County Commissioners for their signature in
order to establish in the contract as to who is doing what and
what the costs are. We are the cooperating technical
partners in
Motion by Mrs. Robinson for the Mayor to sign the Mapping Activity Statement. Seconded by Mr. Van Cleave. Motion Carried.
E) Community Rating System – Flood Insurance Reduction. Mr. Breazeale reported that the Department of Land Conservation and Development has completed their visit on having the flood insurance rates reduced. This is an insurance program that the Insurance Service Office conducts based on hazards. Since we have been following all FEMA guidelines, the next step is going to the Insurance Service Office, which should reduce existing flood insurance premiums by approximately 10% for people in the flood area. Even in advance of completing the flood study, the premiums could be reduced.
F) Land Use Committee – UGB expansion project model
plan. Intergovernmental agreement. Mr. Breazeale
briefed actions to date on the expansion of the UGB proposal
When this was first proposed, letters were sent to everyone in
the area between the
The City received a letter from the Golf Course board requesting exclusion from the UGB. This moved most of the UGB expansion to the opposite side of the highway. ODFW has asked to have their property included in the UGB and also the Schmidts asked to be included. These properties are located on the west side of the highway. The proposed boundary was then re-drawn to include these properties and property across the road. Mr. Edmundson then sent a letter to the Golf Course Board that stated that he felt the Golf Course membership should be able to decide whether to be included in the UGB and requested that discussions be reopened. Correspondence to be mailed to the original property owners contacted by the city by the Schmidt family stated their position and requested that the City delay any decision until the owners could review this information.
Mr. Breazeale stated that as things stand now, the Patton property would be surrounded by UGB properties. Mrs. Patton stated that she does not see any benefit from being included in the UGB. On the map Mr. Breazeale distributed, the Patton property was not included. The problem would be if the Golf Course decided to be included. Mr. Jepsen stated that he sees a problem with the Golf Course because it is member-owned. Mr. Gorman stated that there are already other uses going in the proposed UGB area that is currently zoned exclusive farm use. He feels there are other avenues to go through for development besides UGB expansion. Mr. Breazeale stated that it is important that the City not try to “sell” the project and that it is now up to the property owners to do their own research and make informed decisions.
In answer to Mr. Van Cleave’s question, Mr. Gentry stated that the Planning Commission felt that people needed more information. He feels people should have more information before making a decision. Mrs. Patton stated that she feels they are not being given all the options for zoning. Mr. Gentry asked Mr. Breazeale about the study that started the process and the fact that we have a lot of UGB land that is not usable. Mr. Breazeale stated that the study showed that a long and short term supply of land that is needed. There is little land that can be developed today and a five year supply is required. Property owners have been asked to consider commercial, residential, and industrial uses for their properties. Some of the land is already being used for other than EFU.
Mr. Gorman stated that there are other ways to change zoning besides UGB. It is more difficult, but it can be done. He also suggested waiting until the flood study was completed. Mr. Gentry stated that by doing it this way (UGB expansion), someone else (a grant) is paying for it and there is no cost to the property owners. Mrs. Patton asked if we have another Council meeting and she also has information to send out, would we delay the decision for her. Mr. Van Cleave asked about the study decisions and Mr. Breazeale explained that the consultant’s findings were those presented to property owners.
G) Resolution No. ______, A Resolution Approving Accounts Payable for Payment.
Discussion: Mr. Wolff questioned the following: $950.00 to Heppner Hardware. Mr. Nelson stated that most of the items were for the bathroom in the Public Works building. He asked about the $919.00 to Heppner Heating and Mr. Breazeale explained that this was for the compressor for the air conditioner for the dental office. The bill from Roger’s Electric and Repair in the amount of $950.00 was for re-wiring and other electrical repairs in the new City Hall. The Wheeler’s Communication bill for $1150 was for fire department equipment, and the $1003 bill from Worthington Direct was for chairs.
Motion by Mrs. Robinson to approve Resolution 581-04 approving accounts payable for payment. Seconded by Mrs. Doherty. Motion Carried.
H) Riverside Avenue Improvements. Mr. Breazeale
stated that he had submitted an application for the Small Cities
Allotment grant from ODOT for $25,000 to be used on
Motion by Mr. Wolff to approve the Special Council Meeting minutes. Seconded by Mrs. Buschke. Motion Carried.
I)
J) September Financial Statement. Reviewed by Council. Mr. Wolff asked if the increase in the water revenues is sufficient to pay the bond debt. According to Mr. Breazeale, it is very close plus we will pick up other services as they are metered. Mr. Wolff noted that water consumption is down in the city.
Mr. Nelson stated that no one had bid on the sweeper, but had talked to Jim Nelson who wants to pay $30.00 for the old Army truck. Underneath the truck is where they have to dig up chemicals. He would like authorization to get rid of the truck so that work could proceed.
Motion by Mr. Wolff to allow Public Works to dispose of the old military water truck in a way that is most advantageous to the City. Seconded by Mr. Cowett. Motion Carried.
9. COMMUNICATIONS
FROM THE CITY ATTORNEY.
Mrs. Spicer reported that they settled the bridge issue for $14,993 which is what the engineers said the bridge was worth.
10. COMMUNICATIONS
FROM THE MAYOR/CITY COUNCILORS.
C) Mayor/Councilor comments.
1) Mrs. Buschke asked for the status of the No Parking
signs on
2) Mr. Wolff asked if Public Works had resolved the George Seiler issues with air in their water lines. According to Mr. Nelson, he and Mr. Ehrmantraut checked last week and at the time there was no problem. There are air relief valves installed and if problems occur, Public Works will assist in locating them.
3) Mayor Jepsen stated that he would like Mr. Breazeale to
check and see what it would cost the City to have something
built-in for Council Chambers, similar to that in Boardman.
Mr. Wolff does not agree with this since Boardman has more funds
than the
4) Heppner Housing Authority has vacancies.
5) Mr. Van Cleave asked if the old pool was going to be filled in and not developed as a skate park. According to Mr. Jepsen there was no interest in developing a skate park. Mr. Wolff stated that he liked the idea of filling it in and paving it for a basketball court. Mr. Van Cleave stated that there is fill dirt at the cemetery that may be available.
Meeting adjourned at
Executive Session
concluded at
Motion by Mr. Wolff to accept the City Manager’s performance evaluation in which they found a performance score of 81 which entitles the City Manager to 3% merit pay and 3 additional vacation days during the coming year. Seconded by Mrs. Buschke. Motion Carried.
Motion by Mr. Wolff for City Manager to convene the Personnel Committee for the purpose of reviewing the vacation policy in the city and making recommendations to the Council at their next meeting. Seconded by Mrs. Doherty. Motion Carried.
Meeting adjourned at