MINUTES OF THE
ATTENDEES:
Mayor Tim Van Cleave
City Manager, Jerry
Breazeale
Council Members:
Judy Buschke
Kay Robinson
Ann Spicer, City
Attorney
Bruce Nelson, Public
Works Director
Heppner Gazette
Times, David Sykes
Absent:
Members of the
Public:
David Green, Heppner
Garbage Service
Alita Nelson
Kirsten Harrison
Joyce Shepherd
1. GENERAL BUSINESS
A)
Call to Order. The
B) Pledge of Allegiance: Mayor Van Cleave led attendees in the Pledge of Allegiance.
C) Announcements.
1) Mayor Van Cleave announced that
2) Mayor Van Cleave announced that Mr. Estes will give his presentation early in the meeting under Communications From the Public.
3)
Mayor Van Cleave announced that Sheriff Matlack will arrive at
4) Mr. Breazeale announced that a memorandum
from City Attorney Kuhn concerning the Intergovernmental Agreement with the
Sheriff’s Department, along with a paper by
5) A bill from Bailey Heavy Equipment is submitted for discussion/approval, under accounts payable.
6) Mayor Van Cleave has a sample resolution on Cities of Character that he will discuss under Item 10.
D) Approval of the minutes from the
Subject minutes were reviewed by members present with several corrections:
1) Page 4, 1st sentence, should read: “. . . . . . . are in agreement with Federal requirements.”
Motion
by Mrs. Buschke to approve the
E) Report from Planning Commission. No report, April meeting was cancelled.
F) Correspondence. None.
7. COMMUNICATIONS FROM THE
Mr. Estes provided a new map, since
with the passage of Senate Bill 360, as of the end of next year, there will be
no more “no man’s land” in the State of
2.
COMMUNICATIONS FROM THE PUBLIC
A) Oral communications from the public not on the agenda.
1) Alita Nelson, representing Heppner Little
League. Mrs. Nelson is discussing the
water provided by the
Motion by Mrs. Doherty to waive the water charge for this month for the Little League fields. Seconded by Mrs. Robinson. Motion Carried.
3. PUBLIC HEARINGS
A)
Ordinance No. ____, An Ordinance Vacating Approximately150 Feet of the
Unnamed Alley Running North from Church Street to Willow Creek from the South
Boundary of Lot 3 of Johnson Addition, Map No. 2S 26 26CC, Tax Lot 7101, North
to Willow Creek, in Johnson Addition to the
Discussion: According to Mr. Baker, there was only one property owner that had concerns regarding this, and this has been worked out.
B) Ordinance No. _____, An Ordinance Amending
Discussion: Mr. Koffler stated that the Council had discussed not accepting deposits from credit-worthy new water users. He is in favor of the ordinance, but is also in favor of not charging deposits for new hookups if the customer has good credit. Mr. Baker wondered if we would charge a fee for credit reports. According to Mr. Breazeale, credit letters from other utilities could be an option. Passing this ordinance would allow the City to begin refunding deposits. We may be able to handle the deposit requirement issue by resolution. Mrs. Spicer will check on this.
PUBLIC
HEARINGS CLOSED AT
4. COUNCIL ACTION
A)
Ordinance No. ____, An Ordinance Vacating Approximately150 Feet of the
Unnamed Alley Running North from Church Street to Willow Creek from the South
Boundary of Lot 3 of Johnson Addition, Map No. 2S 26 26CC, Tax Lot 7101, North
to Willow Creek, in Johnson Addition to the
Discussion: Title of Ordinance read to the Council by Mayor Van Cleave.
Motion by Mrs. Robinson to adopt Ordinance 553-05 as stated. Seconded by Mrs. Buschke.
Roll Call Vote:
Mrs. Buschke – in favor
Mr. Baker – in favor
Mr. Van Cleave – in favor
Mrs. Robinson – in favor
Mrs. Doherty – in favor
Mr. Koffler – in favor
Motion Carried.
B) B)
Ordinance No. _____, An Ordinance Amending
Discussion: Title of Ordinance read to the Council by Mayor Van Cleave.
Motion by Mrs. Doherty to adopt Ordinance 554-05 as stated. Seconded by Mr. Baker.
Roll Call Vote:
Mrs. Buschke – in favor
Mr. Baker – in favor
Mr. Van Cleave – in favor
Mrs. Robinson – in favor
Mrs. Doherty – in favor
Mr. Koffler – in favor
Motion Carried.
5. COMMUNICATIONS FROM THE COUNTY SHERIFF
REPRESENTATIVE
A) Activity Report. Council members reviewed the activity report included in the packet. Mr. Baker stated that the report is a good format.
B) Police Commission. Minutes of the March 31 meeting are included in the packet. Next meeting will be on April 28.
C) Code Enforcements. Deputy Rayburn inquired about the status of the Breeding property. Mrs. Spicer stated that she will check on the progress.
D) Additional Discussion: The Intergovernmental Agreement will be discussed upon arrival of the Morrow County Sheriff.
6. COMMUNICATIONS FROM THE PUBLIC WORKS
DEPARTMENT.
A)
Activity Report. Public Works
Director Nelson reviewed the Activity Report included in the packet. He stated that there have been some problems
on
Mr. Koffler asked how the water project is proceeding and Mr. Nelson reported that work is continuing. Moore Excavation will start on Shobe and Union Streets on April 12. Mr. Koffler asked whether a schedule is available, and Mr. Breazeale stated that there is a schedule and he will furnish a copy to Council members. The work is on or ahead of schedule.
Mr. Nelson stated that he has all the information (VIN No’s, etc.) to surplus vehicles and equipment as follows:
1997
Ford Crown
3-Phase pump motor – GE 40 HP
Smith Corporation 25 HP 3-phase motor
1993 Jeep Cherokee
1991 Bobcat
Washer
and Dryer – Whirlpool coin-operated from
Mr. Breazeale stated that the paperwork on these items will be furnished for later discussion.
Motion by Mr. Koffler to declare the items surplus. Seconded by Mrs. Robinson. Motion Carried.
Mr. Baker inquired whether surplusing of the items was leading to replacement. Mr. Nelson stated that most of the items are surplus and the vehicles are getting high mileage. According to Mr. Breazeale there is a line item in the budget for vehicle replacement, which will have to go in next year’s budget.
8. COMMUNICATIONS FROM THE
A)
Flood Study – Status report. Mr.
Breazeale reported that a final copy of the hydrology has been received. This is available for review. The amounts in the draft have not been
changed in the final copy. Nothing has
been received on the topographic development.
There were problems with the drainage on
B) UGB Adjustment Project – Status report.
Mr.
Breazeale reported that at the last Council Meeting, the Intergovernmental
Agreement authorizing the City to share the cost of the consultant to do the
staff reports needed to adjust the UGB was approved. It is Mr. Breazeale’s understanding that the
C) Resolution No._____, A Resolution Approving Accounts Payable for Payment. Mr. Koffler inquired how the St. Patrick’s Day celebration expenses work. According to Mr. Breazeale, this is a City budget item. The City does all the bookkeeping for this. All event funds go through the St. Patrick’s fund. Mr. Baker asked if there is an annual audit. Mr. Breazeale replied that a private CPA does the annual audit which is required by the State.
Mr. Koffler asked about the bill from Bailey Equipment, and when does it become necessary for the city to hire an outside contractor. Mr. Breazeale explained that normally, this type of repair is done by the City crew, but due to the absence of Public Works employees and the fact that some of the work was on the owner’s property, Mr. Breazeale had asked for an estimate from Bailey’s which was not provided. The asphalt in the soft spots in the road which was run over by the County settled and broke the clay pipe; the main was also broken. Bailey did the repair since no one on staff was available at the time. This has since been discussed with the County. This bill will put a big dent in the sewer reserve account.
Motion by Mr. Koffler to authorize Resolution No. 599-05, approving accounts payable. Seconded by Mrs. Doherty. Motion Carried.
5. D) Intergovernmental Agreement for Sheriff’s Services. Mr. Van Cleave stated that the Agreement distributed by Mr. Breazeale is the latest version of the contract. Mr. Breazeale stated that the only change between the contract in the packet and the contract that was distributed was the statement on the sick leave, training, vacation, etc. If an officer became ill, etc. during a Heppner assignment, this would be on Heppner time. Budget figures are based on two deputies, and 80 hours of coverage. Mr. Baker stated that he sat through all the meetings and his recommendation is that this is not an easy mission and scheduling can be complicated. His personal feeling is that 80 hours is not enough and he would prefer 120 hours. Mrs. Robinson stated that she has had complaints from citizens about the 80 hours, but were agreeable to 100 hours of coverage.
Mr. Baker feels police and law enforcement is the most important function for a city, along with fire protection. Mr. Koffler stated that his understanding is that the two options to be discussed tonight were to either accept the Sheriff’s agreement for 80 hours of coverage, or form the City’s own police force. Mr. Baker feels that having our own law enforcement would not be a cost saving. He feels it would be a better idea to have our own police department. Mr. Van Cleave stated that the Police Commission did not make a recommendation to the Council since there are a lot of unknown factors. Mr. Van Cleave’s inclination is to try the Sheriff’s plan for a year.
On the cost comparison sheet furnished by Mr. Breazeale, Heppner is about average. Sheriff Matlack stated that the contract would be binding and there would be at least 80 hours of coverage. However, with coverage for special events, there would be extra coverage over and above the 80 hours. Special cases in the city would require more personnel. Sheriff Matlack stated there would be substantially more than 80 hours required for major cases. These hours are not charged to the contract; however, these are unknowns.
Sheriff Matlack stated that the contract has gone from the original $157,000 to $192,000 for this contract. Another issue in Heppner is boredom of the officers. The purpose of the contract is to try to satisfy Heppner and also deal with morale. He felt that with the hour stipulations he could retain his staff. He feels the contract should be given a year to see if the contract would be satisfactory. The contract is about mission and keeping employees in the County.
Mr. Sykes asked if the crime statistics have been looked at since Heppner dropped their police force several years ago. Mr. Baker stated that with our own police force, we would have to go to the Sheriff’s office for a detective.
Mr. Van Cleave asked Sheriff Matlack if he felt 80 hours would provide enough coverage. According to Sheriff Matlack, 80 hours would provide adequate coverage. More than half of his officers live in Heppner and these officers would be on call if needed. The negative side of this would be if there was such a thing as barking dogs early in the morning hours and in these cases, there would not be coverage. This is Sheriff Matlack’s best case effort for the contract.
Mrs. Buschke stated that she has a hard time with cutting the service. Sheriff Matlack stated that the system in small rural areas is different than in large cities. Mr. Van Cleave asked about rotating shifts. Mrs. Doherty stated that there could not be 24 x 7 coverage. According to Mr. Baker, we can’t know at what point 80 hours would not work. Mrs. Doherty feels that citizens would need to be responsible also. Sheriff Matlack stated that he felt it was important to bring this issue to a decision since he has two vacant positions in the Sheriff’s department and he would like to avoid hiring two officers and then lay off personnel later. Mr. Koffler stated that he appreciates the job the Council has done by meeting with the Sheriff and feels we should give the contract a chance.
Motion by Mr. Koffler to approve the Intergovernmental Agreement with the Morrow County Sheriff’s Department as submitted. Seconded by Mrs. Doherty.
Mrs. Buschke – opposed
Mr. Baker – opposed.
Mrs. Doherty – in favor
Mr. Van Cleave – in favor
Mrs. Robinson – in favor
Mr. Koffler – in favor
Motion Carried.
HEPPNER
GARBAGE SERVICE.
A) Mr. Van Cleave stated that since Mr. Green is in attendance at tonight’s meeting, he would like to discuss Heppner Garbage Service franchise under the portion of the meeting allocated to Utilities Commission. Mr. Green stated that he is attending the meeting to answer any questions the Council may have for him.
According to Mr. Van Cleave, the garbage service franchise has been discussed with the Utilities Commission. Mr. Breazeale stated that he had discussed service with Mr. Green and requested that Mr. Green respond to phone calls from customers. Mr. Koffler asked whether competitive bids were requested when a franchise expires. Mr. Breazeale stated that Heppner has an exclusive agreement for garbage service. Mr. Koffler asked if the service had ever gone out for bid and Mr. Breazeale stated that it has not. Mrs. Robinson stated that she would like to keep a local service. Mr. Breazeale stated that he has been working with Mr. Green to resolve issues such as the condition of the truck, and delivery service and rate schedule. Mr. Koffler asked if Mr. Green was comfortable with this and Mr. Green stated that he was. Mr. Van Cleave asked about the timely franchise payments and stated that an audit of records is required. According to him, customer service is the main concern. Mr. Green stated that he has agreed to work on this. Mr. Van Cleave stated that he was glad that Mr. Green attended the meeting, and that the franchise is going to continue. Mrs. Buschke complimented Mr. Green on his service, which in many cases is over and above that of other areas. Mr. Van Cleave thanked Mr. Green for attending the meeting.
8. COMMUNICATIONS FROM THE
D) March Financial Statement. Mr. Breazeale stated that a full financial statement available for review.
E) Resolution No. ______. A Resolution Authorizing Application for
Grant. Mr. Breazeale stated that
Motion by Mr. Koffler to approve Resolution 600-05, A Resolution Authorizing Application for Grant.
F) Letters to dog owners regarding expired licenses. Mr. Breazeale stated that letters had been sent to all dog owners with expired licenses on file, with positive responses. It has also been suggested that an article be published in the next newsletter.
9. COMMUNICATIONS FROM THE
A) Mrs. Spicer reported that the letter has gone out to CenturyTel notifying them that their franchise will expire in 180 days, and that the franchise will be rewritten to correspond with the other telecommunications franchises with the City.
B) Mrs. Spicer stated that they are investigating revising and simplifying the building process in Heppner. Mr. Breazeale stated that any development, except for single family residences and duplexes needs to go through the Planning Commission. Revisions would allow the City Manager to approve new construction if it meets the zoning requirements. This will pertain to interior remodeling. Mrs. Shepherd stated that the City needs to be more hospitable to people coming into town to open businesses. She stated that this has been a problem with the dental office. Mr. Koffler stated the current process causes a lot of bad publicity for the City. The process needs to be streamlined. According to Mrs. Spicer, this is the reason why they are working on revising the zoning ordinances. However, at this time, the City still has to work under the current ordinance. Ordinance revision is a time-consuming process. Mr. Van Cleave stated that he has talked with the contractor and he feels he can continue work on the project. Mr. Van Cleave feels that the City is taking a “bad rap” on this particular issue. Mrs. Spicer explained that the City Council cannot do anything on this because of the current ordinance. Mrs. Spicer added that this is the first time anything like this has happened.
10. COMMUNICATIONS FROM THE MAYOR/
A) Beautification Commission – Next meeting on April 14.
B) Housing Authority- Next meeting April 25.
Mr. Koffler stated that the housing
authority may reconsider the projected rent increases. He feels the people need to be aware of the
reasons for the rent increase. Mr. Van
Cleave stated that he and Mr. Breazeale had met with the residents. Someone has taken an advocacy for the residents. Mr. Van Cleave would like to meet with this
person again to discuss her concerns.
This issue has been discussed at the last Housing Authority meeting and
Mr. Breazeale discussed alternatives.
Mr. Sykes asked what expenses have gone up at the
C) Personnel Committee – City Manager Contract. Mr. Breazeale stated that this issue is normally handled in Executive Session. There are two benefits to having a City Manager Contract. The city is protected against the City Manager leaving without proper notice and also protects the City Manager by providing three month’s severance pay and recognizes the City Manager’s attendance at meetings. According to Mr. Van Cleave the Personnel Committee recommends the contract.
Motion by Mrs. Buschke to enter into the Contract for the City Manager. Seconded by Mr. Koffler. Motion Carried.
D) Safety Committee – Next meeting on May 3.
E) Mayoral Appointments – Ratify Appointment of Merle Cowett to Police Commission. Mr. Van Cleave stated that the Police Commission recommended a member at large on the Police Commission and has agreed to Mr. Cowett’s appointment.
Motion by Mrs. Robinson to ratify Mr. Cowett’s appointment to the Police Commission. Seconded by Mrs. Doherty. Motion Carried.
F) Mayor/Councilor comments.
1) Mr. Van Cleave reminded members of the first Budget Committee to be held on May 10. Council members need to be in attendance.
2) Mr. Van Cleave discussed the City of
Mr. Van Cleave agreed to explore this with other entities in the City. Mrs. Spicer asked about long term costs to the city and Mr. Van Cleave stated that the costs are minimal. Training could be costly. Mr. Koffler asked if the city staff involvement had been discussed. Mr. Breazeale stated that this has not been discussed. However, he is supporting of the concept. Mrs. Spicer suggested contacting the IACC and researching this further.
3) Mr. Koffler announced that he and Mr. Sykes, along with other people from Heppner are going on a road trip on April 12 regarding locating a new business for Heppner. Fourteen people are attending.
Meeting adjourned at