--- date: "2003-12-10" title: "Council Meeting Minutes 2003-12-10" source: "2003-12-10-minutes-council-monthly.pdf" --- CITY COUNCIL MEETING December 10, 2003 Attended: Lance Delgado, Mayor Karen Jacobs, Councilor Roger McKinley, Councilor Jim Hamsher, Councilor Anna Bass, Councilor Mike Springer, Councilor Marvin Casebeer, Councilor Dave Welch, Chief of Police Chad Freeman Sarolta Sperry Bill & Linda Harrington Brooks Smith Debbie ? Mayor Delgado called the meeting to order at 6:00 p.m. The roll was called, all members being present. MSP: It was moved and seconded to approve the minutes of the November 12, 2004 meeting. Karen Jacobs asked about the insurance requirements for utilizing the inmate crew to roof the hospice building. It was noted that they are covered by their own insurance. Mayor Delgado asked Jim Hamsher to follow up with Bob Titus about utilizing the crew for the project and report their findings at the next meeting. Brooks Smith of the Prairie City Ranger District was recognized. He addressed the Council regarding the proposed move from Prairie City and said he would be putting together a small committee to analyze the options. Mark Murray and Roger McKinley were recommended as possible members. There was some discussion as to whether a member of the GPCCA could be a member. The process is scheduled to begin after the first of the year. Bruce Lumper was on the agenda but not in attendance. Mayor Delgado said the DEQ would be giving the City an award for the work done on the landfill. Economic Development Coordinator Chad Freeman was recognized and he addressed a list of questions submitted to him by the Mayor. He said he spent his first few months putting together a strategic plan to develop small businesses and expand existing ones. He said he has also helped with the John Day Industrial Park project and noted that there is a shortage of industrial land in Grant County. There was discussion of the Prairie City site and the feasibility study that has been done. It was noted that Freeman should be given a copy of the study. Discussion followed regarding what types and sizes of businesses might be Minutes December 10, 2003 attracted to the area, population growth projections, incentives, types of people moving in and out and how to attract a work force. Regarding how to plan free flow of information to the cities, Freeman said he will try to send GREAT board notes out. He also said there is still an opening on the board for Prairie City and that the person should be nominated by the Council. The board meets the 3rd Monday of each month from 6:30 to 8:00 p.m. Regarding what assistance is available, he said grant money is slim but noted the SBA and Bank of Eastern Oregon as possible contacts for businesses. He said he is not an experienced grant writer but would assist with any part of the process he can. Rick Minster of OECDD is working on an assessment strategy and Grant County may take on more. Statistical information available is on a county level. Emphasis on diversity: Focus has been on diversifying the local economy, current successes and value added projects. Freeman said he would help with any idea. Mayor Delgado asked what Prairie City could do to improve communications and Freeman said to contact him anytime. Planning: No Report Public Safety: Dave Welch reported that the department has received its block grant for overtime. He recapped a couple of new laws going into effect and said that if a city officer writes a ticket outside the incorporated city limits, the city will no longer receive the revenue. It was noted that budgetary restraints need to be considered regarding the continuance of patrolling outside the city limits if it does not bring in revenue but that flexibility should be used in an emergency situation. Mayor Delgado suggested he look into the lost revenue versus cost savings if the patrol area is changed and asked him to bring back the information for council discussion. Jim Hamsher brought up the issue of public perception of city officers patrolling outside the city limits. Abatement: It was noted that the 60-day period with the Bailey/Schatz property has not expired so there was no report. Hamsher said he thought the occupants had done some work on it. Landfill: A written report was received dated 12/5/03 and it was noted that the inmate program had been utilized to pick up papers. Public Works: No report Well Drilling: Mayor Delgado said he had talked with Jess Holt of Anderson Perry who had questioned why the well drilling was stopped so shallow. Holt had said that he expected the drilling to go at least 1,000 feet since the current well is at 700 to 800 feet. Holt also said to feel free to contact him with any questions in the future. Delgado said he had talked with Russell Ricco but was not able to get together with him. He said he hoped to get with him the following Monday to look at the well sites. Accounts Payable: Jim Hamsher said he had talked with Butch Goslin at that Goslin said he would make a payment to the City. Goslin said he could not locate the missing weight slips Minutes December 10, 2003 and agreed to pay based on an average. MSP: To pay the December bills, Marvin Casebeer/Jim Hamsher. Property Purchase: Mayor Delgado recapped that Gerstner and Church wanted the City to purchase the property and go to the County and have the taxes forgiven. He noted however, that if any part of the building is rented or leased the taxes wouldn’t be forgiven. Delgado also said he talked with Debbie Letosky about finding grant money to purchase and renovate the building. He said he told Gerstner the City would not be negotiating on the property until it is financially ready. Gerstner said Chuck Church has offered to buy him out but said the City should still contact him directly if they have an offer. Resolutions/Ordinances: None Personnel Issues: Karen Jacobs distributed summaries of the employee interviews to the Council and said she had gone ahead and done them without input from Jim Hamsher due to time constraints. Mayor Delgado reminded the Council that they were not in executive session and should not review them at this time. It was noted that the summary is basically statistical of how the questions were answered. Mayor Delgado recapped that the reasons the session is needed are due to lack of job descriptions, evaluations and basic communication with the employees and to improve job performance of the council as well as the employees. Delgado said the Council has a responsibility to determine if there are problems, and if so what are the scope and extent of those problems and if violations of the personnel policy or law exists. The rules of executive session were briefly outlined and it was noted that an employee has the right to be present if they are the subject of discussion, can request an open hearing, or choose not to be present. It was agreed that a date for a separate meeting should be set and Mayor Delgado said he would contact the employees to determine one. Karen Jacobs said there is an effort within the community brought about by Oregon Solutions to invest in rural communities. The school has used the opportunity to improve the its exterior through the Sustainable Beautification Project to work on the landscaping and paint the buildings. The issue of keeping a sustainable source of water became a concern and it was suggested that if the City does not use the well site on the south side of town (Ricco property) perhaps it could transfer the permit/rights to a site on school property. The process would have to be approved by Water Resources and an agreement made. Discussion followed regarding well drilling costs, loss of revenue and whether or not a transfer can be made. She asked the Council to keep the school in mind as a possible partner if a site cannot be secured. Mayor Delgado said it would require further investigation and said Bob Titus should look into it. Mayor Delgado said he talked with Jess Holt regarding the preliminary work done on the sand filtration and micro filter system and said that the city needs to make a decision on whether to incorporate the micro filter system. He said that during times of turbidity the city would have to rely exclusively on water from the wells or use the micro filter system. It was noted that the micro filter system requires higher maintenance certification to operate, costs more and would need to be replaced every 10 years. It was generally agreed that the slow sand filtration system should be utilized and that the days out of compliance would not be Minutes December 10, 2003 extreme. Delgado said he would contact Holt the next day and tell him to go with the slow sand filter system. 7:52 pm MSP: To adjourn, Marvin Casebeer/Roger McKinley. Respectfully submitted: ___________________________ Diane Clingman, City Recorder Approved this Date: ________________ _________________________________ Lance M. Delgado, Mayor Minutes December 10, 2003