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MINUTES OF THE CITY COUNCIL MEETING FOR OCTOBER 12, 1998
A) Mayor Jepsen called the meeting to order at 6:59 PM. B) Allegiance to the flag was pledged. C) Announcements. Mayor Jepsen announced that there were three councilors absent
and named those councilors present. D) Approval of Minutes from August 6, August 31, September
1, September 3, and September 14, 1998
Motion by McGuire, seconded by Councilor Sly, to approve the
minutes of the August 6, August 31, September 1, and September
14, 1998 City Council meetings as presented. MOTION CARRIED.
Police Chief Rathbun reported to the Council that one individual
who had been causing quite a bit of trouble in town has been
sentenced to leave Heppner for two years. This was a recommendation
by Chief Rathbun and part of a plea bargain with the subject's
attorney. Chief Rathbun stated that they have reduced the incidence
of crime in the area by putting trouble makers in jail and keeping
close tabs on offenders. There was some brief discussion regarding
vandalism which has occurred lately.
Dave Winters, Public Works Director, reported on the completion
of the Riverside Avenue and Gale Street Project, as well as the
Court Street Project. The projects have had final inspections
with the engineer, City and contractor. We are still waiting
for the State to inspect the Riverside Avenue and Gale Street
intersection and to release payment. Mayor Jepsen reported that
he was pleased with the way the projects have turned out. Mr. Winters asked about the status of the power pole on Gale
Street which was close to the roadway. Ms. Devin reported that
she had been in contact with Jerry Healy, Manager of Columbia
Basin Cooperative. Ms. Devin indicated that Mr. Healy would look
into the situation and move the pole if necessary. His preferred
option would be to place reflectors on the pole to alert drivers
of the object near the roadway.
Dave reported that the sidewalks in the downtown area have
been worked on to complete the punch list to final that project.
There was a question about the crack at the entrance to the Bank
of Eastern Oregon and whether or not the repairs would be sufficient.
Mayor Jepsen reported that the crack was originally listed on
the punch list as a repair and replace, but appeared on the final
list as a repair item. An epoxy patch has been placed over the
crack and the repair looks bad. As far as the State is concerned,
the repair is adequate. The Bank is not satisfied with the repair,
nor is the City. It is unknown at this point if the contractor
will be responsible for the repair. Mayor Jepsen indicated that
in any event, the bank entrance needs to be fixed to the satisfaction
of the Bank. Mayor Jepsen further stated that the repairs near
the bridge needed to be completed before the City would be satisfied
with the project.
Public Works Director Winters reported that in 1988 Anderson
and Perry did a study of the water system. The study indicated
a number of improvements were needed and listed these by project.
Mr. Winters explained to the Council what had been done to date,
and what still needs to be done. A map was presented showing
those improvements that have been completed and those yet to
be started. Some discussion centered on the lack of adequate
pressure in a few areas of town. The areas of concern were Rock
Street, Fairview Way, and top of Baltimore. Mr. Winters explained
that the pressure on Rock Street was regulated by the need to
keep pressures in the low areas of town below 90 psi, (pounds
per square inch.). By looping pipelines, pressures can be more
stabilized. Another needed facility is a well and reservoir off
the Willow Creek aquifer which would help to protect the City
from a failure of the pipeline down the Willow Creek drainage,
which is currently the only source of supply. A failure under
the lake, would cause the City to be without water until a new
line could be routed around the reservoir. Presently, the City
operates at capacity during the summer. A failure of any well,
or the transmission facility along Willow Creek Road, would cause
serious problems for the City to continue to supply water at
the current demand. This last summer there were several times
the City had to notify large users to cease irrigating in order
to keep up with the demand. With the addition of parks and other
landscape facilities, the situation will only get worse.
A. Designate LOC voting delegates.
Motion by Mike McGuire, second by Skip Matthews to designate
City Manager, Jerry Breazeale as the voting delegate with Jeri Sly as the alternate.
MOTION CARRIED.
B. Increase workers compensation limits for police reserves.
City Manager, Breazeale explained that workers compensation
for police reserves had been proposed to be increased from $1,000 to $2,500 the same
as had been increased for volunteer fire men. Treasurer, Rene'
Devin, informed Council that increasing the limits to $2,500
for each of the three reservists would increase the premium $666
per year. The increase in this year's fiscal budget would be
$488. She went on to explain that the money could be taken out
of Police Payroll which should have adequate funds. If the funds
in that line item weren't sufficient, there could be a transfer
from General Contingency. It was moved by Councilor Matthews and seconded by Councilor
McGuire to increase the workers compensation limits to $2,500.
MOTION CARRIED.
C. Reschedule November Council meeting.
scheduled Council meeting, it was requested that the November
meeting be moved to November 16, 1998.
THE CONSENSUS WAS TO RESCHEDULE THE CITY COUNCIL MEETING TO
NOVEMBER 16.
D. Request change in employment status of Utility Worker/Meter
Reader Randy Samples to permanent part-time and to add benefits.
City Manager Breazeale explained that Randy Samples has been
working for the past three years as a full time temporary seasonal
worker and then in the Fall his hours have been reduced to 19
per week to avoid paying benefits. Mr. Breazeale stated that
he thought it would be appropriate to increase his winter hours
to twenty per week and for the City to provide medical and dental
benefits. The approximate cost of paying benefit premiums and
for the additional hours would be $2,790. By employing Randy
for an additional hour per week, it may be possible to save on
the overtime line item. Otherwise, a transfer would have to be
made from the General Fund Contingency.
Motion by Councilor McGuire to increase Randy Samples hours
to twenty hours per week and to pay benefits effective November
1, 1998. Second by Jerri Sly. MOTION CARRIED.
E. Authorization to apply for Regional Strategies Grant(s).
City Manager Breazeale requested authorization to apply for
a Regional Strategies grant of $10,000. The grant would be to
pay for materials to install approximately eighteen valves at
six intersections. The City would have a match of $15,000 mostly
in labor and equipment, with about $5,000 needed from the Water
System Repair and Replacement line item in the Reserve Fund for
a cash match. The installation of additional valves in the water
system is one of the Council goals for 1998.
Motion by Jeri Sly, second by Skip Matthews. MOTION CARRIED.
F. Discussion of water and sewer rates.
system. The original study done for the City by Anderson and
Perry called for approximately $500,000 worth of improvements
over a twenty year period. After ten years, approximately a third
of the improvements have been completed. More needed improvements
have been identified. Most of the work done to date has been
by City Public Works crews. The improvements on Main Street were
done by the State during the downtown sidewalk construction.
If the City were to contract out the work, the cost of the improvements
would be much higher. Existing water rates are not sufficient
to allow for any significant improvements to the system. Grant
funding agencies look at the rate structures of the municipalities
they provide funds to, and will not, as a rule, provide grants
when they believe the citizens are not paying an amount they
can afford. Currently that amount is believed to be about $31
for water and $34 for sewer.
Discussion ensued regarding the need to increase rates just
to keep even without major capital improvements. Breazeale was
asked if he had a proposed amount in mind. He answered that additional
work needed to be done on the capital improvement plan to project
the costs needed to be financed by a rate increase. A computer
model will be built to analyze the water system and the proposed
improvements to ensure the best use of funds.
The sewer system, according to Breazeale, is operating at
only about fifty percent capacity. There are some needs however,
to replace some sewer mains and to add some mains in areas not
presently served. There is also the need to build a treatment
plant reserve for future expansion and replacement. Since the
City is not growing rapidly, there is time to plan and save for
future capacity. Currently the City is experiencing some problems
from receiving septage from septic tank pumpers dumping at the
plant. The material pumped from septic tanks is incompatible
with domestic wastewater. The material may also contain foreign
objects that foul treatment plant equipment. The waste from septic
pumping is anaerobic and very concentrated and makes life difficult
for the organisms that digest domestic waste. Currently the City
has been charging septic tank pumpers $2 per thousand gallons.
City Manager Breazeale suggested that at the least, the charge
for dumping at the plant should be increased to be in line with
what other plants in the area charge which is $60 per thousand.
Discussion about the advisability of receiving septage at the
plant resulted. The possibility of applying for grants and low
interest loans was also discussed. The City may be able to help
with the application process to enable our local septic tank
pumper to build a facility to process septic tank waste.
G. Change Order #1, Schedule A (Gale Street/Riverside Ave.
Intersection) to replace Change Orders # 1 and # 2.
modification to the paving to be replaced to match up the
intersection with the existing pavement. The new change order
would clean up the design of the pavement matching and make a
much more attractive and functional transition into the intersection.
There are sufficient fund available in the project to cover the
change order.
Motion by Mike McGuire, seconded by Skip Matthews, to approve
Change Order #1. MOTION CARRIED.
There was some discussion regarding the large dirt area South
of the intersection between Gale Street and the highway. Without
landscaping, the area could be a weed reservoir. Some of the
land is owned by the City, the rest is owned by UNOCAL. The City
will look into where the City ownership ends and whether or not
UNOCAL would be willing to work with the City in landscaping
the area.
H. Resolution No. 344-98. A resolution authorizing establishment
of a VISA credit card account with the Bank of Eastern Oregon.
Currently, Mr. Breazeale explained, the City has a credit
card account through Wells Fargo with a credit limit of $1,000. The card issued to the
previous manager was destroyed when he left. Breazeale is requesting
that the City open a VISA account with the Bank of Eastern Oregon
with a credit limit of $5,000.
Motion by Matthews, second by McGuire, to approve Resolution
No. 344-98 establishing a VISA account with the Bank of Eastern
Oregon. MOTION CARRIED.
I. Resolution No. 345-98, a resolution approving accounts
payable for payment.
Motion by Councilor McGuire, seconded by Councilor Sly, to
approve Resolution 345-98 approving accounts payable for payment. MOTION CARRIED.
J. Old Swimming Pool -Use of fill material.
City Manager Breazeale reviewed the proposed plans to use
the old swimming pool and building as a community center in the
future. Currently it is a liability and not very attractive.
The Public Works Department is asking for permission to place
fill material into the old pool structure and eventually cover
it with a surface for a basketball court. Discussion resulted
about securing the building while fill is placed and making sure
that the fill so placed would not settle after the surface is
placed over the fill. Concern was expressed that we make sure
that the decking is adequately supported. CONSENSUS TO ALLOW
THE USE OF FILL TO BE PLACED INTO THE OLD POOL.
K. Computer purchase.
The need for a new computer was discussed. Quotes have been
obtained from several local computer stores. Councilor McGuire
suggested that Matt Jepsen be contacted for a quote also as he
is a local supplier of computers. Motion by Councilor Sly, seconded
by Councilor McGuire to approve purchasing a computer. MOTION
CARRIED.
City Attorney, Bill Kuhn, reported on the status of the code
enforcement on the Rita Heath property. Rita Heath had called
and asked if the offer to make installment payments was still
open. Mr. Kuhn advised her that it would be acceptable. She said
that she would have the property cleaned up by Thanksgiving.
She will be advised that all the old cars need to be removed.
A resolution firming up the lien on the property will be prepared
for the next Council Meeting.
Mayor Jepsen reported that Suzanne Jepsen, Chairperson for
the Willow Creek Valley Assisted Living Corporation, requested
that the City authorize that a portion of Hager Park that is
currently not being used be included in sites listed for evaluation
by a consultant doing a feasibility study. CONSENSUS REACHED
TO ALLOW THE INCLUSION OF THE HAGER PARK SITE IN THE FEASIBILITY
STUDY FOR WILLOW CREEK VALLEY ASSISTED LIVING PROJECT.
A. Executive session to evaluate the performance of the City
Treasurer/Acting City Manager pursuant to ORS 192.660 (1) (i).
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