MINUTES OF THE CITY COUNCIL MEETING FOR SEPTEMBER 13, 1999

PRESENT: Mayor Bob Jepsen; Council Members: Skip Matthews; Tim Van Cleave; Mike McGuire; Kay Robinson; Jerri Sly; City Attorney Bill Kuhn; Police Chief Doug Rathbun; City Manager Jerry Breazeale

ABSENT: Rita Hedman; David Winters

VISITORS: John Flaherty; Terry Hendricks; Chris Bowman; Codi Rosecrans; Darrin Ployhar; Charles McConnell; Linda A. Shaw; Kelly Merrill; Craig Scott; Michael McCabe; Paula Spicerkuhn; San Juanita Elquezabal; Greg Sweek, Morrow County Assessor

(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 welcomed everyone and made a comment on all of the students at the meeting. Mayor Jepsen also asked Council member Jerri Sly to explain about the students being present. Councilor Sly explained about shadow counciling. It=s where young people come from the schools and take a role of the mayor and the city council people, and will follow this through the year. She introduced their teacher: Mr. John Flaherty and had the students introduce themselves. Mayor Jepsen explained how the council works and that all meetings are taped. Mayor Jepsen explained that the council members are all elected for a four year term and that the mayor office is a two year term.

City Manager Jerry Breazeale had other announcements. We have elected official training, to be put on in the area, so far scheduled on Monday, October 18th, 1999. Time and place will be announced later. Cost for this is $60.00 per person. City Manager asked that the city pay the tuition for all of the council members who want to attend. Also City Manager Jerry Breazeale has the forms to sign up for the neighborhood Enhancement Team and that everybody is invited to sign up. They have about seven people so far. Breazeale also stated that he wants to get a picture of the council and if the students don't mind, one of them also.

D) Approve the Minutes from the August 09, 1999 Council Meeting. Motion by Councilor Mike McGuire and Second by Kay Robinson to approve the minutes as submitted. MOTION CARRIED.

E) Report From Planning Commission: Mayor Jepsen reported that Suzanne Jepsen was not present, due to the fact that the planning commission did not meet.

F) Correspondence:

a)City Manager Jerry Breazeale referred to correspondence in regards to the parking over at the elementary school. The concern is with student safety and conflicts with parents dropping their children off where the buses unload. Kelly Merrill from the Heppner/Lexington Advisory committee and Linda Shaw are asking for cooperation in keeping Heppner Elementary School a safe place by changing the six parking spaces on Stansburry Street from parallel parking spaces to bus loading zones and stating no parking from 7:00 AM to 4:00 PM. There was an attached map to the correspondent letter. Linda Shaw stated that this is a very positive step to keep that area open at all times and felt that there is no question that this will increase safety in the area. During the school advisory meeting it was discussed that by removing these six parking spaces, parents would be upset at having no where to park. The teachers have been asked to park over by the gym and other areas, to open up more spaces in front of the school. They are also asking that maybe the Police Dept. help out there to slow down the traffic. Mayor Jepsen asked Police Chief Doug Rathbun if he has anything to ask. Police Chief asked about opening the six spots down by the new offices. Linda Shaw stated that more than six spaces have opened up. Council Member Mike McGuire asked if they are talking about eliminating the parking spots all of the time? Linda Shaw answered back with just 7:00AM-4:00PM. Mayor Jepsen asked if the parents would be allowed to stop and let their child off there if there is no buses. Council member Mike McGuire asked Police Chief Doug Rathbun, How do you enforce those? Police Chief answered that he could give them a parking ticket. Kelly Merrill understands that this will be an adjustment for the parents. Council Member Tim Van Cleave asked where would the parents drop off the children if they couldn't drop them off at those six spots. Kelly Merrill answered that they would pull in, drop off the kids and then back out of the diagonal parking. The other problem is that the parents cause a back up by dropping off the kids at the stop sign. They want the parents to pull in and drop off the children and then back out. Council Member Mike McGuire asked if the city will buy the signs. According to Breazeale, if this is approved the city will buy the 4 signs needed at around $400.00. The school could buy the signs to help off set the costs. If they want to change the parking there it will take council resolution and that once the resolution passed, they would be able to put the signs up. The soonest they could have the signs, would be October. Mayor Jepsen asks for all in favor. It was consensus to have City Manager Breazeale to write up a draft resolution for the next meeting. Also in the mean time, Kelly Merrill and Linda Shaw will check with Mrs. Danielson about paying for the signs and the city putting them in.

b) The next correspondence was from Morrow County in regards to the County approved of $7,000.00 for the water system master plan update.

c) Main Street, A handbook for Oregon Communities. City Manager Breazeale explained there was a workshop to develop guidelines for cities that have a main street on a state highway, and how best to handle that situation. There are two sections featuring the downtown of Heppner. The handbook was passed around. Mayor Jepsen remarked at how good the downtown looks now. Council member Kay Robinson remarked that even though there was disagreement at times everything came out. The handbook will be useful of telling of all of the problems and how they were handled. Council member Kay Robinson stated that everything worked out very successfully and it showed that you can work together, and make it successful.

 

2) COMMUNICATIONS FROM THE PUBLIC:

A) Oral communications from the public, not on the agenda. City Manager Jerry Breazeale advertised this meeting as a public meeting on the Enterprise Zone application. The application has to be in by October and they were hoping to get the resolution passed to support the application. It is required on this round that the special districts be notified and have a chance to comment, so we can't pass the resolution until all of this has been done. There is a public hearing that will be held on Sept. 22nd, 1999 at 11 AM at the Court House. They are hoping to have joint City council and County Court meeting at the time. Greg Sweek stated that the special districts have to have 21 days notice before they pass a resolution, and those notices went out the first of September. As soon as the joint hearing is held then the County and the City can pass their resolution. Council member Mike McGuire asked is they can be passed on Sept. 22, 1999. Greg answered the application doesn't have to be in until the 29th of October. Then there is 30 days after that if they have any questions. There was a map present for anyone wanting to see the what the zone type. Its required to give notification to special districts to let them know what is happening. It also allows them to comment. The 3 year exemption is automatic for industry locating in the zone. For a 5 year option, then there are conditions you can put on for those additional 2 years. If it had an impact on the Fire Department for example, you might require some money from that company, to give them the addition 2 years of exemption. One of the other things that have been talked about is the school bond issue. We have one hovering in the background right now. That if the school bond would pass, the company that is in that zone, should come up with the money, their share of what the school bond issue would be. So far there has not been any company that has gone for the 5 year zone. Last time the people were here, we talked about forming an Enterprise Zone that included all the City of Heppner and the airport in Lexington. After talking with the council and with the County Board of Commissioners, the Commissioners wanted some addition ground up Hinton Creek that belongs to Robinsons.

3) PUBLIC HEARINGS:

A) Abatement of nuisance at 377 South Chase Street, Map 2S 26 35BC, Tax Lot 8000. Police Chief Doug Rathbun presented a video on the subject property. No one was present to testify regarding the proposed resolution.

B) The resolution on the other property at 220 NW Willow Street. Chief Rathbun reported that he has been working with the property owners and they have been conducting cleanup activities. He recommended that no action be taken at this time.

C) Ordinance NO: 527-99, an Ordinance Authorizing the Impoundment of Motor Vehicles for Insurance, Licensing, and Registration Requirements or for Commission of Specified Offenses, Repealing Ordinance No. 515-96, and Declaring an Emergency .

No discussion on this subject.

D) Enterprise Zone for Morrow County and the City of Heppner.

Discussed under Communications from the public.

4) COMMUNICATIONS FROM THE CHIEF OF POLICE:

A) Code Enforcement Police Chief Rathbun explained that he has been responding to complaints regarding code violations.

B) Activity Report. Chief Rathbun had included a copy of the activity report in with the Council packetts.

5) COMMUNICATIONS FROM THE PUBLIC WORKS DIRECTOR:

A) Activity Report

B) Utilities Commission Meeting

Dave Winters was absent. A written report was submitted for Council review.

6) COMMUNICATIONS FROM THE FIRE CHIEF:

Rusty Estes was absent

7) COMMUNICATIONS FROM THE CITY MANAGER:

A) Lease of new telephone equipment. City Manager Breazeale presented a proposal for obtaining a new phone system from Century Tel. The proposal contained a quote for a voice mail component as well as new phones for City Hall and the Police Department. Public Works would also get wiring for a phone so that they could make and receive calls from the office. Presently all calls from Public Works need to be made from cell phones. Included in the proposal was a municipal lease agreement which would allow the City to finance the phone system. The cost for the system including voice mail would be $5,658.80. Motion by Mayor Bob Jepsen to proceed with the purchase of the new telephone system using municipal lease financing. Seconded by Councilor Skip Matthews. MOTION CARRIED.

B) Resolution No. 382-99. A Resolution Declaring Certain Property a Nuisance and Ordering Cleanup of Property, 377 South Chase Street, Map 2S 26 35BC, Tax Lot 8000. Motion made by Council member Mike McGuire, to approve Resolution No: 382-99 regarding abatement of nuisance and ordering cleanup of property belonging to Chuck Matteson, 377 South Chase Street. Second made by Council member Tim Van Cleave. MOTION CARRIED.

Discussed in PUBLIC HEARINGS.

C) Resolution No.______, A Resolution Declaring Certain Property a Nuisance and Ordering Cleanup of Property, 220 NW Willow Street, Map 2S 26 35BC, Tax Lot 6900

TABLED AT THIS TIME.

D) City of Heppner Ordinance No 527-99, An Ordinance Authorizing the Impoundment of Motor Vehicles for Insurance, Licensing, and Registration.

No discussion on this item. Motion by Tim Van Cleave, seconded by Skip Matthews to adopt Ordinance No 527-99. MOTION CARRIED.

E) Rita Heath property status report. City Manager Breazeale informed the council the Rita Heath property has been taken over and she has made contact with our attorney. She has until Sept. 28th, 1999, to have everything removed. Mayor Jepsen asked about the people who were interested in the property. City Manager Breazeale stated that they want to purchase it for less than what the city needs for it.

F) Over 65, low income water and sewer rates: Mayor Jepsen asked City Manager Breazeale to explain this resolution. He said that it allows people that are over the age of 65 and under a certain income to qualify for a greatly reduced water and sewer rate. What we are going to discuss is about changing some of those parameters that people are allowed to take advantage of the extremely low water and sewer. It has been brought to the attention of the City of some abuse. What is meant by abuse is that they use an extreme amount of water. Maybe it would be a good idea to set an amount of water for example: say the use of 5000 gallons would be at a low rate, and then beyond that usage they would pay a higher rate. Council member Tim Van Cleave asked if this is something that they have to apply for. City Manager said yes they do. Council member Mike McGuire asked if that once on the program, do they have to continue proof of income, or once your on it, your on it. City Manager Breazeale stated that once on it they have not gone back. Council member Kay Robinson asked about maybe lowering the increase that we gave people. Mayor Jepsen asked City Manager Breazeale if we have anyone on this program. They reply was yes that there is about 3 people. There are some getting ready to apply. Council member Tim Van Cleave states that with only three on this program and there being abuse, that a pretty high percent. Council member Mike McGuire asked if they want to leave it up to the City Manger to structure it, and then present it to the council after that. City Manager Breazeale replied, yes as long as that it is the direction the council requests then he will come back with recommendation and resolution. Mayor Jepsen made a suggestion that maybe to stick with a small amount of all the gallons used.

G) Resolution No. 383-99, A Resolution Approving Accounts Payable for Payment. Motion moved by Mike McGuire and Second by Skip Matthews to approve the resolution.. MOTION CARRIED.

H) Ratify Contract with ACE Consultants for Water System Master Plan.

Mayor Jepsen asked if they were the only ones who applied, or did we approve them? City Manager Breazeale replied that they went through the request for proposal process and took the proposal from the most qualified applicant. Attorney Bill Kuhn has recommended that the final contract be signed and send it on to ACE Consultants for their signature. Council member Mike McGuire asked if this was already paid for through the grant money. Answer yes. Motion to ratify the contract with ACE Consultants by Jerri Sly and Second by Kay Robinson. MOTION CARRIED.

I) Enterprise Zone Joint City/County Public Hearing, Sept. 22, 11:00AM.

Discussed under COMMUNICATIONS FROM THE PUBLIC.

J) Countrywide Fire District Proposal:

Countywide Fire District proposal: City Manager Breazeale stated that there was a meeting with fire department officials from Ione, Boardman, Heppner, Lexington. Discussed was forming a countywide fire district that would take care of those properties that are not now in the fire district. They are finding that people who are outside the fire district are not getting the fire insurance. This is where there would be an over lay of the cities. What we would gain from this ia a paid Fire Chief in the area, with the same equipment that they have now, but we would have actually less money out of our budget. Fire Chief Rusty is very much in favor of this. On Sept. 30th, 1999 at 7 PM another meeting will be held in Lexington at the Grange Hall, and it is encouraged that the council members be there.

K) Part time clerk/receptionist interviews:

Part time clerk/receptionist interviews: City Manager Breazeale explained that they had put in the budget for help at City Hall. They had only a few interested in that. Also HEDC needs staffing. Also the Chamber has needs in their office for someone to respond to the phones. They are going to look for someone who can work for all three organizations. They are looking for that person to work around 45 hours per month. They have received 3 applications with resumes. Breazeale asked for the personnel committee to do the interviewing of the applicants. It was agreed to the personnel/committee to meet Thursday Sept. 16th, 1999. Times set were discussed after the meeting.

L) League of Oregon Cities Annual Conference:

City Manager Breazeale is asking of who would like to go? Its in Eugene on Nov. 12-14, 1999. The details will be taken care of later.

N) City Manager Annual Evaluation: Sept 28th, 1999 will be a year for City Manager Breazeale. It is time for an annual evaluation. It has been decided to add an executive session set for a meeting in October.

8) COMMUNICATIONS FROM THE CITY ATTORNEY: Attorney Bill Kuhn spoke of formats for local improvement district ordinance. They received two, one form Pendleton and one from Lake Oswego. They sent them down to a Portland consultant and sent it back. City Manager Breazeale liked the Lake Oswego ordinance. They are going to use the Lake Oswego format. On the impound and towing contract: City Attorney Kuhn promised to have the contracts ready with Bart's Salvage for the ordnance. They need to go over the format to finish it up. Also one last thing to be taken care of is the vacation of Morgan Street for the Farm Museum.

9) COMMUNICATIONS FROM MAYOR/COUNCIL MEMBERS: Council member Mike McGuire had a question about the lights at the tennis courts. Are they the Cities or the Grade School. According to Police Chief Rathbun and Mayor Jepsen, it has never been the responsibility of the City.

MEETING WAS ADJOURNED AT 9:19 PM