--- date: "2010-04-14" title: "Council Meeting Minutes 2010-04-14" source: "2010-04-14-minutes-council-monthly.pdf" --- City of Prairie City CITY COUNCIL MEETING April 14, 2010 Attended: Stan Horrell, Mayor Frank Primozic, Councilor Roger McKinley, Councilor Carole Garrison, Councilor Richard Gray, Councilor Georgia Patterson, Public Works Mayor Horrell called the meeting to order at 6:05 p.m. The roll was called, Tim Coe being absent. The pledge of allegiance was recited. The minutes of the March 10 and March 24 meetings were considered. MSP: To approve the minutes as written, Carole Garrison/Richard Gray. Horrell, McKinley, Garrison, Primozic and Gray voted in favor, none were opposed. The minutes of the March 24 Public Hearing were considered. MSP: To approve the March 24 Public Hearing minutes, Carole Garrison/Richard Gray. Horrell, McKinley, Garrison, Primozic and Gray voted in favor, none were opposed. The Council recognized Jim Hamsher who addressed them regarding his request for a social gaming license to conduct games in the back section of the Masonic building. He asked about the requirement that the house cannot receive an income from the games and he stated that he would not be running the games himself, only that he is the owner of the business. He said other people who own tables would be running the games. He was also asked if house rules would be posted and he stated they would be. He also said no one under the age of 21 would be allowed in the building while games are being played and said no alcohol would be served. He did say that he may apply for a license to serve alcohol at a later date. The games to be played would be Bingo, Black Jack and Texas Hold’em. Hamsher also said that if he can locate a pool table and video games he would have the facility open to those under 21 one night per week, probably on a Thursday. The card games will most likely be held on Saturdays. The Council cited no previous issues within the City by granting social gaming licenses. MSP: To approve Hamsher’s request for a social gaming license, Carole Garrison/Frank Primozic. Horrell, Primozic and Garrison voted in favor, Gray and McKinley opposed. April 14, 2010 Museum: Frank Primozic recapped that a policy will be implemented to ensure the employees of the museum remember to turn the thermostat down when leaving the building. He also noted that this is the 100th anniversary of the Sumpter Valley Railroad coming to Prairie City. It was suggested that the replica cattle car be th of July parade. renovated and entered in the 4 Planning: The Council was asked to consider a conditional use application submitted by Charles Wright and John Caspell to construct 22 storage units on their property located at 748 N. Johnson Avenue. As required, all property owners within feet were notified by mail and given the opportunity to comment and no objections were filed. MSP: To approve the request for a conditional use, Roger McKinley/Frank Primozic. Horrell, McKinley, Garrison, Primozic and Gray voted in favor, none were opposed. The Council addressed the conditional use permit for 4R Recycling and the violations thereof. Mr. Baron was present and said he would not be continuing the recycling operation as of May 1. He said it was not because of the conditional use requirements but a matter of economics and volume. He recommended that when the City updates its solid waste franchise they put in something that separates out the recyclable materials so someone else might be able to make it. When questioned he said he would be removing all the collected materials from the property. Richard Gray asked the Council to consider amending the Planning Document to require that any single wide trailer being brought in to designated trailer parks be no more than 10 years old. The current requirement is a “1976 or newer” and he cited that requiring newer models would be more attractive and in keeping with the City’s goals. It was generally agreed that the document should be amended and the Recorder said an amending ordinance would be drafted for presentation at a future meeting. Public Safety: The City Recorder recapped the draft agreement with the Sheriff for hours of coverage per week with up to 10 additional regular hours per month and recommended it be reviewed by legal as soon as the City appoints a City Attorney. Landfill: It was noted that the Franchise Agreement for solid waste will expire at the end of April after being extended for 1 year. There was discussion of possible extending it again. It was also noted that the City would be appointing legal counsel and that one of the first tasks would be to have the franchise reviewed. Nancy Clark of Clark’s Disposal commented that she has concern over the language pertaining to recyclable materials and had submitted a draft agreement for consideration. It was agreed that if the attorney cannot address the issue by the end of April another extension should be made. April 14, 2010 It was agreed to move the Executive Session to the end of the meeting. Accounts Payable: MSP: To pay the bills, Richard Gray/Carole Garrison. Horrell, McKinley, Garrison, Primozic and Gray voted in favor, none were opposed. Resolutions: Resolution 2010-03 adopting a supplemental budget was considered and it was noted that public notice had been given and a public hearing was held on March 4, 2010 as prescribed by budget law. MSP: To adopt Resolution 2010- Adopting a Supplemental Budget, Richard Gray/Carole Garrison. The Mayor recognized Anthony Hiatt. He addressed the Council with his concern about not being granted an interview for the Maintenance Worker position and cited his extensive experience. He said it was his understanding that the hire date was to be April 14 but had heard “some kid” was telling everyone he had already been hired for the position. Hiatt also stated that he didn’t think it was fair that a person without the qualifications should get the job and questioned that perhaps he had not been considered because of his age. Mayor Horrell said he would make some inquiries during the executive session and get back to Hiatt on the matter. Frank Primozic and Carole Garrison said they had conducted interviews with the three legal firms that had responded to the City’s RFP for legal services. It was their recommendation that the City choose Bryant, Lovlien & Jarvis of Bend. They cited the firm’s extensive experience and staff. MSP: To utilize the legal services of Bryant, Lovlien & Jarvis, Richard Gray/Roger McKinley. Horrell, McKinley, Garrison, Primozic and Gray voted in favor, none were opposed. The Council was asked to consider participating in the funding of the Grant County Economic Development Coordinator position. It was reiterated that the Council had decided not to continue funding the position because they did not feel they had been getting any benefits. The coordinator had been sent a list of areas the City could use assistance with two or three times but to no avail. MSP: To not participate in funding the County position, Richard Gray/Roger McKinley. Horrell, McKinley, Garrison, Primozic and Gray voted in favor, none were opposed. 7:05 p.m. The Mayor announced the Council would now go into Executive Session pursuant to ORS 192.660(2)(a) to consider the employment of a public officer, employee, staff member or individual agent and asked members of the public to leave. The Council members and Georgia Patterson remained. 7:37 p.m. The Council came out of Executive Session and resumed the regular meeting. The City Recorder returned to the meeting. MSP: To accept the recommendation of the hiring committee and offer the Maintenance Worker April 14, 2010 position to Ray Wenger, Frank Primozic/Roger McKinley. Horrell, McKinley, Garrison, Primozic and Gray voted in favor, none were opposed. It was agreed that the starting salary effective during the six-month probationary period be $27,000 per year and raised to $28,989 if retained after the probationary period. Frank Primozic drew attention to the mistakes that were made by the hiring committee with regard to not thoroughly following established procedures. He asked each member to read the pertinent portions of the City Charter and Personnel Policy and sign a training record to attest. The City Recorder addressed the Council and explained that she would be implementing a more formal records retention program as the state is now requiring a yearly log to document records destruction. She explained that all public records have varying retention schedules and it is an important part of her job that tends to get overlooked because of so many other duties. She said she would be sending out memos to the Council and departments outlining what type of records must be kept and how long. 7:55 p.m. It was moved and seconded to adjourn the meeting. Respectfully submitted; ___________________________________ Diane Clingman, City Recorder Approved by the City Council this ____ day of ___________________, 2010 and signed by the Mayor. _______________________________ Stan Horrell, Mayor Frank Primozic, Mayor Pro-Tem April 14, 2010