--- date: "2002-12-11" title: "Council Meeting Minutes 2002-12-11" source: "2002-12-11-minutes-council-monthly.pdf" --- CITY COUNCIL MEETING December 11, 2002 Attended: Leonard Wolf, Mayor Karen Jacobs, Councilor Marvin Casebeer, Councilor Anna Bass, Councilor Roger McKinley, Councilor Lance Delgado, Councilor Mort Rennels, Councilor Diane Clingman, City Recorder Dave Welch, Chief of Police Bob Armstrong Dan Hobson Marge Walton Mayor Wolf called the meeting to order at 6:00 p.m. The roll was called, all members being present. The pledge of allegiance was recited. The minutes of the November 13, 2002 regular meeting were considered for approval. MSP: To approve the minutes of the November 13 meeting as written, Marvin Casebeer/Mort Rennels. The Council recognized Marge Walton of the Prairie City Rural Fire Department. She explained that the agreement between the City and the Rural has expired and presented a draft proposal including changes and updates. She asked the Council to review it and make any recommendations. It was noted that the last agreement anyone could find was dated 1982 and that it was to be renewed every 5 years. It was suggested that the agreement be reviewed annually instead. Marge said the Rural board meets the 2nd Tuesday of each month in the afternoon and invited any interested Council member to attend. She also said she would like to receive comments and changes prior to the next meeting and that she and Jim Sullens are available to answer any questions. She hoped the agreement could be approved at a January Council meeting. The Council recognized Dan Hobson of Oster Professional Group who presented the annual audit. Hobson recapped the reports accompanying the audit; the Independent Auditor’s Report, the Report on Compliance and on Internal Control Over Financial Reporting Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards, and the Report on Compliance with Requirements Applicable to Each Major Program and Internal Control Over Compliance in Accordance with OMB Circular A-133 and stated that the required information was provided and a clear opinion issued. He also noted a “Single Audit” was required and performed Minutes December 11, 2002 because the loan for the wastewater project includes over $300,000 in Federal funds and that there were no findings or questionable costs. He stated that the City has not maintained formal accounting records for property, plant and equipment and reminded the Council that GASB34 will require a fixed assets policy to be implemented. It was noted that the City is in the process of developing a program. It was noted that an inventory of water and sewer supplies was not provided to the auditors and it was stressed that one needs to be done by June 30 each year. MSP: To accept the Independent Auditors’ Report, Financial Statements and Single Audit for the Year Ended June 30, 2002, Anna Bass/Roger McKinley. Action List:  Annexation Report – Planning is working on it.  Letter of support to DEQ – Done  Abatement Plan – Partial draft begun.  Cross Connection Ordinance – Next Meeting  Meeting with Jim Neal – Not Done  Contact Flag Owners – In Progress  Well Sites – City to put together an agreement to present to land owners.  Sewer Line Tapes – Winter Project  MOLO Training for landfill operator – Not Done Planning: No Report Public Safety: Dave Welch reported the DA’s office has issued digital cameras to the Police Department which will save money on film. He reminded the Council to be sure and take extra precautions and lock their doors during the Holiday season. Landfill Inspection Report: No Report Public Works: No Report Office: The Recorder asked the Council to approve and accept and amendment to the SDWRLF Contract amending the contract completion date (for the water system improvement project) to September 30, 2004. MSP: To approve the amendment to the SDWRLF contract, Lance Delgado/Mort Rennels. Accounts Payable: MSP: To pay the December bills, Anna Bass/Marvin Casebeer. City Park Restroom: A proposal to provide a pre-constructed restroom building in the amount of $6,950.00 from Martins General Construction was considered for approval. Mayor Wolf explained the City would do the excavation, provide the foundation, wiring, plumbing and complete the finish work with bids to be taken in the Spring. MSP: To authorize the Mayor to sign the proposal, Anna Bass/Marvin Casebeer. Minutes December 11, 2002 Mayor Wolf said he had talked with the City Attorney regarding the legal fees incurred as a result of a complaint issued by Hank’s Sanitation. He recapped that the complaint was dismissed and that the City attorney filed to recover legal costs of $2,411.54. The court denied $801.54 in costs and the attorney needs to know if the Council wishes to proceed challenging the matter. Discussion followed and it was generally agreed that the City should not pursue the matter further. MSP: To not pursue the recovery of denied legal fees, Mort Rennels/Marvin Casebeer. Lance Delgado opposed. Mayor Wolf told the Council that he and Lance Delgado had attended a Mayors’ meeting earlier in the month. The main topic of discussion was the County’s recently vacated Economic Development Position and whether or not the Cities supported the continuation of the job. Discussion included questions as to the actual job description, whether or not certain duties are being duplicated by other agencies, and what sort of input the Cities should have in outlining the position. He said Tammy Bremner of Canyon City is urging the Cities to contribute their input before the next meeting. Karen Jacobs reminded the Council of the request for participation in the Festival of Trees by Carolyn Stout and asked if anything was going to be done. Discussion did not result in any volunteers mostly due to time constraints. Mort Rennels said he would like to see the Budget Committee/City create a sinking fund to provide for future expansion of the fire hall. He also said he would like to see the water and sewer rates reduced. It was noted that the rates cannot be reduced due to State and Federal funding requirements. It was agreed that since the wastewater project was completed under the $1.2 million budget, an analysis should be done to determine if the rate of $30 is still an accurate amount to cover costs or if it is too high. The City Recorder said she would contact Oregon Economic and Community Development to find out how to go about it and it was agreed the accountants would do the analysis. 7:30 p.m. MSP: To adjourn the meeting, Mort Rennels/Marvin Casebeer. Respectfully submitted: ___________________________ Diane Clingman, City Recorder Approved this Date: ________________ _________________________________ Lance M. Delgado, Mayor Minutes December 11, 2002