--- date: "2007-06-13" title: "Council Meeting Minutes 2007-06-13" source: "2007-06-13-minutes-council-monthly.pdf" --- CITY COUNCIL MEETING June 27, 2007 Attended: Stan Horrell, Mayor Frank Primozic, Councilor Tom McAuslan, Councilor Bill Harrington, Councilor Pam Woodworth, Councilor Roger McKinley, Councilor Jim Wood, Police Department Bob Titus, Public Works Lyn McDonald Matt Fine Sandy Murray Melanie DeJong Mona Lindsey Jack Kight Linda Harrington Nick Banta Gary ? Tyler ? Mayor Horrell called the meeting to order at 6:30 p.m. Roll call was called, Don Strong, being absent. The pledge of allegiance was recited. The minutes of the June 13 were considered. MSP: It was moved and seconded to approve the minutes as written. Citing a full agenda, the Mayor asked everyone to keep comments brief and to the point. The Council recognized Jack Kight of the Grant County Kruzers Car Club. He asked the Council to consider allowing the club to use the City Park for the annual car show being held August 4. He also asked permission to use the west portion of the Texaco lot and to have the streets closed on either side of the park during the event. MSP: To allow use of the park and Texaco lot, and to have the streets closed during the event, Frank Primozic/Pam Woodworth. The Council recognized Sandy Murray. She gave them a brief update on the play structure upgrade project and said she would like to apply for a grant to replace the slide. As far as what material to use on the ground, she said that shavings that won’t give slivers is the first choice. Murray also addressed the Council regarding the maintenance of the planters along Front Street and asked if the City would consider helping out financially. She explained that the planters are maintained by volunteers and that periodically plants and bark dust need to be replaced. There Minutes February 14, 2007 was discussion of who actually owns them, when there were put in, if the volunteers have contacted the nurseries for donations, whether or not there was money available, what types of plants might be needed, whether or not the City’s bark dust could be used, how much money might be needed, and if they had talked to the community association. It was noted that the City had budgeted $1,200 for Community Enhancement but had not spend any of it. There was more discussion of bark dust. MSP: If the City’s bark dust will work, allow it to be used. If not, they may purchase up to $50 of bark dust, Bill Harrington/Frank Primozic. Mrs. Murray then addressed the Council regarding the establishment of an annual Prairie City event. She explained that the downtown merchants and other citizens are proposing a “Huckleberry Festival” to be held in conjunction with the annual car show in August. She asked if the City would consider sanctioning the event and went on to explain the various types of things that would be going on, i.e., an art show, archery shoot, trap shoot. She said a number of people are very interested in participating. There was discussion of what would be involved in sanctioning such an event and whether the City would actually be putting it on or the merchants. She explained that the merchants do not have a formal organization, but do meet from time to time to plan other events such as Christmas on the Prairie and Get Out of Hibernation. Mayor Horrell said he could see the Council forming a committee to put it on but that they would be supportive. Bill Harrington suggested she go to the community association with the idea. Murray said she would check with other Cities to see what they do and would discuss forming a committee with the merchants. Planning: no report 7:00 p.m. Public Safety: Matt Fine addressed the Council and asked the Council if they had any questions regarding the evaluation he had given them to review. There was discussion of the importance of having solid policies and procedures in place and Fine suggested the City consult their insurance company for a model. He stated that the evidence procedures have not been addressed in a very long time, and without a chief to oversee things it can be a real problem if not handled properly. He noted that with only one officer the administrative duties cannot be addressed, and also said that traffic enforcement is down because criminal investigations are up. He said the City has a worker bee but not an administrator. He also addressed the issue of the raise in the amount of calls and said it is indicative of many small eastern Oregon towns. He stressed the need for the Council to look at the City’s policy regarding overtime and comp time and to evaluate the liability that is being incurred. He was asked for an idea of how much it would cost to hire a chief of police with all of the qualifications he had listed. He estimated, based on figures from Hines, OR that it could be anywhere from $3,500 to $4,200 per month. It was noted that it will take quite a bit of time to get the policies and procedures in place, sound and legal. There was a question of how much coverage the City actually needs, but he said there is no magic formula. He said it needs to be based on the amount of activity and that citizens will let them know if they are happy or not. He said he would be willing to answer future questions if needed. Mayor Horrell recognized Melanie DeJong who was not on the agenda. DeJong addressed the Council regarding the 4th of July Parade and said she was trying to figure out how to get it Minutes February 14, 2007 covered for liability insurance. She said the community association has a group of volunteers that keep the 4th alive, but she feels it is a City event. She said she would like to know what kind of ownership the City wants to take and noted they (the City) had taken on the fireworks. The Recorder noted that the City’s insurance does not cover the fireworks and that it is provided by the company they order the fireworks from. DeJong stated that the community association does not have event insurance because they just put together the information and have the flyers printed. It was noted that the issue of insurance had come up this year because ODOT had asked for proof of insurance with the application for a parade permit. The Recorder said that in checking with the City’s insurance carrier, she was advised that it could not be covered because the City did not have control of the event, i.e., was not organizing it, accounting for the funds, or otherwise putting it on. DeJong said she would like to see how to make it a City sponsored event and that the community association does not have to “own it.” There was more discussion of event insurance and it was also stated that because the community association is a 501C3 organization they do not have to provide insurance. They would still be liable however, if they were an accident. DeJong was asked if the group had asked for any quotes, but she said they had not done it yet. It was noted that the event was only a few days away. Public Works: Well Drilling: Accounts Payable: Resolutions/Ordinances: Committee Reports 9:20 p.m. It was moved and seconded to adjourn the meeting. Respectfully submitted: ___________________________ Diane Clingman, City Recorder Approved this Date: ________________ _________________________________ Stan Horrell, Mayor Minutes February 14, 2007