--- date: "2010-05-12" title: "Council Meeting Minutes 2010-05-12" source: "2010-05-12-minutes-council-monthly.pdf" --- City of Prairie City CITY COUNCIL MEETING May 12, 2010 Attended: Stan Horrell, Mayor Frank Primozic, Councilor Roger McKinley, Councilor Carole Garrison, Councilor Richard Gray, Councilor Georgia Patterson, Public Works Lyn McDonald, Planning Nancy Moffit Farrell Clark Jason Snyder Butch Goslin Les Church Sharon Wood James Keeton Brad Baird, Anderson Perry Steve Patterson Mayor Horrell 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 April 14 meeting were considered. MSP: To approve the minutes as written, Carole Garrison/Tim Coe. Horrell, McKinley, Garrison, Primozic, Coe and Gray voted in favor, none were opposed. The Council recognized Les Church who addressed them regarding his request to have the City consider piping the water in his irrigation ditch. Church cited his belief that piping the approximately 1 ½ miles would save thousands of gallons of water from being lost. He estimated the cost to be $45,000 to $50,000. The Council did not feel it would directly or certainly benefit the City to do so. Roger McKinley noted that it was past the City’s point of diversion and that the lost water does make its way back to the creek. Carole Garrison suggested Church contact Public Works and arrange to tour the City’s water delivery system. Church agreed and thanked the Council for their time. May 12, 2010 The Council then considered Mr. Church’s application to fill a vacancy on the City Council. Church expressed his interest and said he has the time to devote to the office. MSP: To appoint Les Church to the City Council, Frank Primozic/Tim Coe. Horrell, McKinley, Garrison, Primozic, Coe and Gray voted in favor, none were opposed. Planning: Lyn McDonald addressed the Council regarding a request by James Keeton for a setback variance for a building. She explained the setback requirement in an R1 zone is 10 feet and that the original application from his contractor had requested a zero setback from the property line. The City’s zoning document allows for a 25% variance which would allow a setback of 7.5 feet. In a letter from Mr. Keeton however, he indicated he was seeking a 2’-3” setback. The letter also referred to a different size building. Noting the discrepancies and the need for public notice in order to proceed McDonald said she would need some clarification on the actual measurements. If no objections are received she said the Council could make a decision without holding a public hearing. Mr. Keeton addressed the Council at that point. He expressed his frustration with the City’s policy and said he would just scrub the whole project and take it to John Day. He then left the meeting. A request for a conditional use by Dean Hicks was considered. His request was to operate an archery shop out of his residence at 1014 S. Bridge Street. There was some question as to whether or not there would be target shooting. It was suggested that he be sure and follow the City ordinances. MSP: To approve the Dean Hicks conditional use request, Roger McKinley/Tim Coe. Horrell, McKinley, Garrison, Primozic, Coe and Gray voted in favor, none were opposed. Public Safety: The Council was asked to consider authorizing compensation of up to 30 hours per week for a Sheriff’s Reserve Deputy to work in Prairie City until a Law Enforcement contract is in place. MSP: To authorize compensation up to 30 hours per week, Roger McKinley/Richard Gray. Horrell, McKinley, Garrison, Primozic, Coe and Gray voted in favor, none were opposed. Landfill: A written report was received. It was noted that methane monitoring is scheduled for the following week. Public Works: Georgia Patterson reported that ODOT would be chip sealing Front Street August 10 & 11th and no parking would be allowed during that time. The state will take care of the signage and notifications. ODOT has also offered to give the City a price on chip sealing Main Street. In other business she reported that a 200 foot well had been drilled at Depot Park resulting in an artesian well. County court would be developing the well and the only request is to have the City put up a small building to house the pump. The May 12, 2010 water can only be used on the 15 RV spaces in order to stay under the ½ acre rule. She also said Mr. Pickle is diverting a portion of Strawberry Creek which will cut down the amount of water available to the City. The City has 169 gpm until June 1 and 88 gpm after that date. Accounts Payable: MSP: To pay the bills, Richard Gray/Carole Garrison. Horrell, McKinley, Garrison, Primozic, Coe and Gray voted in favor, none were opposed. The City Recorder referred to the minutes of the last meeting and pointed out that she had underlined portions where people had agreed to address an issue. On that note she said that upon looking into the request to limit the age of trailers being brought into the City to no more than ten years old was not possible due to how the law is written. Mayor Horrell said he had looked at the 2020 railcar replica and thought that it would take 3 sheets of plywood and 4 pieces of 1x4 to fix it. MSP: To fix up the cattle car for the July 4 parade, Frank Primozic/Roger McKinley. Horrell, McKinley, Garrison, Primozic, Coe and Gray voted in favor, none were opposed. The City Recorder said she and the Mayor had met with the new City Attorney(s), Bob Lovlien and Jeremy Green. She said they were already working on some of the City’s issues and that the meeting went very well. Mayor Horrell noted that a courtesy notice had been sent to a citizen after a complaint was received and that the party had come into the office quite upset. After he and the City Recorder talked with them the issues were resolved. Nancy Clark of Clark’s Disposal was recognized. She presented the Council with a proposal for providing recycling services within the solid waste agreement with the City. She also included a cost analysis to demonstrate the expense involved and noted that she basically loses money on the recycling. It was agreed that curbside recycling is not viable in small communities. The Mayor noted that the City has space available where the old recycle building is located and perhaps some improvements could be made to allow for additional recycling opportunities. It was agreed that the City needs to move forward in acquiring a large drop box if possible and a couple of the smaller bins for plastic and tin. MSP: To submit the proposal for recycling to the city attorney for incorporation into the franchise agreement, Richard Gray/Carole Garrison. Horrell, McKinley, Garrison, Primozic, Coe and Gray voted in favor, none were opposed. Brad Baird of Anderson Perry and Associates addressed the Council regarding the Well #3 Project and referred to the earlier approval to begin well design based on May 12, 2010 locating the well on City owned property at the galleries. He provided a bidder’s packet and contract documents for the Council’s review and approval. He referred to the site map and noted the positioning of the well allows for well-head protection. He also provided a well construction drawing showing the anticipated specification as well as an outline of items that need to be done to get started right away. The estimated cost of $293,500 will require the use of the balance of available loan funds, City funds and possibly additional loan funds which will require amending the loan agreement with OECDD. It was noted that the City does not want to borrow additional funds if it will result in a rate increase, but depleting all cash reserves in the Water Fund is also not advisable. Baird hoped that the bids will come in lower than the estimates. It was suggested that perhaps a test hole be drilled first. Baird agreed that a test hole is a good idea but noted that it will result in additional costs. MSP: To seek approval from OWRD & OECDD to go out for bids on Well #3, Richard Gray/Frank Primozic. Horrell, McKinley, Garrison, Primozic, Coe and Gray voted in favor, none were opposed. It was agreed that the City should seek approval from OECDD as soon as possible regarding the use of the remaining loan funds and the possibility of obtaining additional funds for the project. An amendment to the existing well permit is required along with a fee of $1,200 payable to Oregon Water Resources in order to proceed with Well #3. Baird said Anderson Perry could send the payment and the City could reimburse them. The permit would also add the Well #2 proposed change from 89 gpm to 200 gpm. MSP: To authorize the Mayor to sign the permit amendment, Frank Primozic/Carole Garrison. Horrell, McKinley, Garrison, Primozic, Coe and Gray voted in favor, none were opposed. Baird said that if a signature is required from the County he would take care of it. 8:05 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. May 12, 2010 _______________________________ Stan Horrell, Mayor Frank Primozic, Mayor Pro-Tem May 12, 2010