--- date: "2003-02-12" title: "Council Meeting Minutes 2003-02-12" source: "2003-02-12-minutes-council-monthly.pdf" --- CITY COUNCIL MEETING February 12, 2003 Attended: Lance Delgado, Mayor Karen Jacobs, Councilor Marvin Casebeer, Councilor Anna Bass, Councilor Jim Hamsher, Councilor Diane Clingman, City Recorder Bob Titus, Public Works Dave Welch, Chief of Police Steve Close Melanie DeJong Jim Carpenter Derral Dew Joe Hitz Bill Harrington Ron Kell Mike Sheets Butch Goslin Mayor Delgado called the meeting to order at 6:00 p.m. The roll was called, Roger McKinley being absent. The pledge of allegiance was recited. The minutes of the January 22 regular meeting and the February 5 special meeting were considered for approval. One correction was noted on the January 22 minutes. Motion to adjourn was corrected from Roger McKinley/Anna Bass to Roger McKinley/Jim Hamsher. MSP: To approve the minutes of the January 22 meeting as corrected and the February 5 minutes as written, Marvin Casebeer/Anna Bass. Mayor Delgado recognized Jim Carpenter, Mike Sheets and Butch Goslin who were in attendance regarding assignment of the (solid waste) franchise. It was noted that Goslin had not yet accepted the franchise, therefore it could not be assigned. Sheets was reminded of the criteria he would need to present to the council for their consideration in making the assignment decision. Carpenter asked if Sheets could have temporary approval to operate prior to assignment or should Butch continue to run it? It was the council’s understanding that Butch is still the operator and owner, however they recognized the prospective buyer (Sheets) would be helping him operate the business over the next few weeks. It was agreed that the Council would consider assignment of the franchise at the next regular council meeting and that Sheets would present the required information. Action List:  Written Landfill Report form 1/22/03 - Done  Fixed Assets Policy – Have draft ready by March 12 meeting  Letters to landowners – Done, Lance noted that he or a council member should provide a schedule of when they would be available to meet. Minutes February 12, 2003  Sewer Rate Analysis – Budget for engineer analysis 03-04  Abatement – Lance asked for a volunteer from the Council and hoped to have one from the GPCCA. Jim Hamsher volunteered to be on the committee.  Meet with Jim Neal – Done, recommendation is to perform testing in April.  Review Sewer Tapes – Bob said it’s going to happen. Planning: Derral Dew presented annexation information to the council and explained that in order to meet the March 31 deadline, certain steps need to be taken. (Documentation must be submitted to the State by March 31 in order to take effect July 1) He asked for authorization for the planning commission to spend approximately $1,200 to have a legal description prepared and advertised. It was noted that the revenue effect of annexation would be approximately $300 shifted from the water/sewer funds to the general fund. Dew also said a public hearing would have to be held with a tentative date for the hearing was set for March 12, 2003. The question of placement of fire hydrants was brought up. Mayor Delgado said he would do some checking on the requirements. There was other discussion of the cost of installing hydrants and providing the appropriate size water line. Discussion also followed regarding who would pay for the costs involved in the annexation process. It was noted that the City had not budgeted for annexation in this year but could budget to receive the reimbursement in the next year. Landowners Steve Close and Bill Harrington said they understood the landowners would be responsible for the costs. Jim Hamsher said the fair way to distribute the charges would be to distribute the costs according to the percentage of land owned by each person. It was agreed that the commission should go ahead with the process as needed and that the landowners would be charged after all the costs were determined. MSP: To authorize the Planning Commission to expend funds to cover the cost of preparing a legal description for annexation and advertisement of the public hearing, Lance Delgado/Jim Hamsher. Close and Harrington both expressed that they do not want streetlights and sidewalks. MSP: To set the public hearing date to consider annexation for March 12, 2003, Jim Hamsher/Anna Bass. It was noted that between March 12 and 31 an ordinance must be written and passed if annexation is approved. Public Safety: No Report Landfill Inspection Report: It was noted that Bob turned in a written report. Landfill Operation: Mayor Delgado said no equipment had been located to facilitate operation of the landfill during the interim period between contracts so he made the decision to see if Goslin would be willing to haul the solid waste to the transfer station in John Day or agree to continue operation at his current rate of $40.50 per ton. He said Goslin opted to continue to operate but stressed that the City must come up with a solution. It was noted that at the last meeting the City voted to re-advertise the operations contract, however it still leaves the problem of an operator not being able to obtain insurance. Mayor Delgado said the City still has the option of operating the landfill itself and saving some money. It was noted that a public works reserve fund was established Minutes February 12, 2003 for the purchase of equipment and that the road fund could contribute as well if the type of equipment purchased could be used for streets. He said the down side of the City taking over operation would be one less job in the community, but the up side would be that the City would save a significant amount of money. The savings could potentially result in the reduction of the tipping fee and then possibly a reduction in garbage rates. It was noted that Bob Titus is a MOLO certified operator. Discussion followed regarding the investment in equipment, how long the landfill will remain open, the potential savings and costs, how much the general fund has to subsidize the landfill fund and how many hours operation would require. It was noted that the general fund subsidizes the landfill fund because the tipping fee does not take into account all the costs including labor put in by City employees. Bob Titus said it would only take about 5 hours a week and would not be a problem for him. Hamsher disagreed with taking a job out of the public sector and Mayor Delgado asked if he thought the citizens would be willing to subsidize the work. Hamsher said maybe a rate increase should be considered. Anna Bass said she would like to see some cost comparisons. There was discussion of acquiring equipment and potential costs. Bob said he had located a used D5 (or 6) Cat for around $38,000. Discussion went back to the expired contract, advertisement for bids, and the agreement with Goslin to operate in the interim. It was suggested that the new contract be amended to include an extension clause similar to the one in the solid waste franchise. A time line was established for amending, advertising and awarding the contract: Approve amended contract 2/26/03, advertise for bids 2/19/03 – 3/5/03, award contract 3/12/03. Public Works: Bob Titus said he had received a proposal (from the company that services the new generators) to perform maintenance that he said he cannot do. He said the cost per machine is $652 for a total check over. Marvin Casebeer said he would like to review the paperwork. In other business, Bob said the City should consider putting a new roof on the Hospice building. He was instructed to get some estimates for the upcoming budget. There was mention of cracking on Fourth Street and that it is on the list to be repaired. Office: No Report Accounts Payable: The Recorder said the City Attorney had advised that garnishment would be one way to secure payment of legal fees owed to the City by Butch Goslin. She noted that with the expiration of the operations contract and sale of his business it might be certain means of recovering the costs and that since this would (normally) have been the last check to him she wanted the City to know it had the option. Hamsher opposed garnishment and discussion followed regarding other possible means. Mayor Delgado said he would meet with Goslin to discuss the situation and suggested holding the payment until then. MSP: To pay the February bills as presented, withholding Goslin’s check until the Mayor works something out, Anna Bass/Marvin Casebeer. Jim Hamsher opposed. Mayor Delgado said the GPCCA (Greater Prairie City Community Association) is applying for 501(c)3 status and has asked for the City’s support. They explained that their current status does not allow them to apply for certain grants without going through Minutes February 12, 2003 other organizations. A letter of support from the City was presented. MSP: To authorize the Mayor to sign the letter of support, Marvin Casebeer/Anna Bass. Marvin Casebeer said he’d like to see the Loading Zone sign across from the Nursing Home removed. It was noted that the open council position should be advertised. 7:55 p.m. MSP: To adjourn the meeting, Marvin Casebeer/Anna Bass. Respectfully submitted: ___________________________ Diane Clingman, City Recorder Approved this Date: ________________ _________________________________ Lance M. Delgado, Mayor Minutes February 12, 2003