--- date: "2011-03-09" title: "Council Meeting Minutes 2011-03-09" source: "2011-03-09-minutes-council-monthly.pdf" --- City of Prairie City CITY COUNCIL MEETING March 9, 2011 Attended: Alvan Cooley, Mayor Roger McKinley, Councilor Carole Garrison, Councilor Les Church, Councilor Tim Coe, Councilor Gary Waterhouse, Councilor Georgia Patterson, Public Works Mike Simpson Gary Knight Frank Primozic Donita Adams Sandy Murray Janine Goodwin Pam Woodworth Cheryl Hoefler, BME Deann Negus Eddy Negus Brad Baird, Anderson Perry & Associates Mayor Cooley called the meeting to order at 6:00 p.m. The Pledge of Allegiance was recited and roll call taken, all members being present. Mayor Cooley reminded the audience that in order to keep the meeting moving along, they would have 3 to 5 minutes to speak on issues, but if anyone starts to repeat themselves they will be cut off. He reminded both the audience and the Council that anyone wishing to speak needs to be recognized first. It was noted that Dennis Lynch was not in attendance to present his ideas on expanding and improving the basketball court in the City Park. It was noted that $10,000 had been budgeted in this fiscal year for minor improvements. Since Lynch’s proposed project would raise the estimated cost by approximately another $10,000, the Mayor suggested that it be addressed during the budget process. It was noted that Lynch’s proposal would expand the court to accommodate other sports such as badminton and pickleball as well as full court basketball. The City Recorder said that as the Budget Officer she needed to know if the Council wants her to include the project in the proposed budget for the next fiscal year. Carole Garrison stated that the Council should welcome the volunteer efforts of citizens who want to help with projects. Discussion followed regarding the proposed surfacing for the court. MSP: To include improvements to the basketball court in the proposed 2011-12 budget, Carole Garrison/Tim Coe. Church, Waterhouse, Garrison, Coe, McKinley and Cooley voted in favor, none opposed. March 9, 2011 The minutes of the February 9 meeting were considered. MSP: To approve the minutes as written, Tim/Gary Waterhouse. An audible vote was taken, all members voting in favor, none opposed. It was noted that the agenda had the incorrect date of February 23 minutes. Sandy Murray was recognized and addressed the Council regarding the status of building a stage with electricity in the City Park. Noting that it had also been included in the current budget, she asked if it would be included in the upcoming one. Ed and Deann Negus were recognized and expressed concern about the size and placement of the structure if it was going to be across the street from his house. Murray said that so far there is no definitive plan of where it would go and would be dependent on the placement and size of the basketball court and new trees. Councilman Church said the structure would not be that big, just enough to accommodate a small band, with a top and sides for protection against the weather. It was suggested that it could be located adjacent to the playground. The Mayor asked how often it would get used stating that the 2 gazebos are never used. Janine Goodwin was recognized and stated that she personally uses the gazebos as a singer and violinist and stressed the need for cover to protect musical instruments. It was also noted that the gazebos are too small for a lot of uses such as accommodating a band. Murray addressed the question of how much the stage would be used and said it’s difficult to project, but like the new play structure, you won’t know until it’s there. The Mayor suggested tabling the idea and having a workshop to discuss it. It was suggested that a questionnaire be mailed out with the newsletter asking for community input. Negus added that he has no problem with the events that would be made possible (such as music), just that he doesn’t want to have to look at it (the stage.) Planning: It was noted that the land exchange issue with Coombs/Nance had in fact taken place in 1983. A copy of the recorded deed to Coombs had been located indicating that the City had followed through with the exchange, but apparently at the County or State level the transaction had never been recognized. It was noted that the access agreements need to be completed before the lease with AT&T can be fully addressed. Public Safety: no report Abatement: The Council reviewed the comments from the City Attorney on the final draft of the Nuisance Ordinance and Application. It was suggested that he be contacted for suggested wording on Section 8.05.100 regarding fines. Carole Garrison said she wanted to revisit the application form. Mayor Cooley said they would table the issue and address it at another time. Landfill: Written report received. Public Works: Brad Baird of Anderson Perry and Associates was recognized and addressed the Council regarding the well drilling project. He recapped the project so far and provided a memo from October 25, 2010 that contained information on the description, budget, scheduling and public contracting requirements of the work. He also gave the Council a page listing 5 things that need to be done at this point, including the process involved, the estimated schedule and who is responsible for oversight of each task. He outlined the process for advertising for bids and stated that since the well drilling portion is under $100,000 the City can get quotes. He suggested advertising per the requirements but also mailing directly to the drillers and provided the City with a list of well drilling companies. As far as the piping portion, he suggested that possibly the City crew could perform the work in order to keep costs down. There was discussion of the schedule and Baird said that if the City were to approve moving ahead with the advertising, they could consider and award March 9, 2011 at the April 13 Council meeting. After award, the contractor will have 75 days to complete the well drilling and Baird estimated that the project could be complete by the end of June. There were questions regarding whether or not Davis Bacon wages would be required and Baird thought that perhaps the well driller may have to comply. Baird said he would look into it. In summation, he said the contract and advertising agreement are all that needs to be signed in order for the City to begin. MSP: To proceed with the well drilling project, Gary Waterhouse/Carole Garrison. Church, Waterhouse, Garrison, Coe and Cooley voted in favor. Roger McKinley opposed. Baird also distributed a Site Map and Anticipated Well Construction drawing to each Council member and explained the need for a seal. He said the well permit amendment needs to be sent in and apologized that it had not been done before. The City was provided with the documents and instructed that the Land Use Application Form needs to be signed by the County Planner. The check for fees was provided. The Mayor signed the Permit Amendment and the Recorder said she could take the document to the County the following day to get the Planner’s signature. In other Public Works business, the reservoir painting project was addressed. Baird asked if the City wants to consider painting the entire tank instead of just the top. He said the bid can be written both ways and the City can decide later. Public Works Director Patterson said she thought the sides look OK but said the decision is up to the Council. It was noted that it has been over 23 years since it has been painted, and possibly the paint on it is from when it was installed 30 years ago. It was generally agreed that both options should be considered. Baird stressed that the correct paint be specified and used in the project and provided a list of paint contractors with experience in painting reservoir tanks. It was noted that the Council had already approved going ahead with the project but just needs to indicate when they want it advertised and done. Patterson suggested the work be done in July. Bids will be considered in June. Accounts Payable: MSP: To pay the accounts payable, Roger McKinley/Tim Coe. An audible vote was taken, all members voted in favor, none opposed. Ordinances/Resolutions: The Council considered Resolution 2011-2 Accepting and Appropriating Unexpected Funds. MSP: To approve and adopt Resolution 2011-2, Carole Garrison/Tim Coe. Church, Waterhouse, Garrison, Coe, McKinley and Cooley voted in favor, none opposed. Other Business: The Amendment to extend the SDWRLF contract was considered. MSP: To approve the amendment for signature, Carole Garrison/Tim Coe. Church, Waterhouse, Garrison, Coe, McKinley and Cooley voted in favor, none opposed. Mayor Cooley said the Council needed to vote for the appointment of a Council member and noted that two applications had been received. He asked the Council to use the ballots provided that had each Council member’s name on them. Roger McKinley said no, he wanted a vote that did not include or identify the voter’s name. It was then suggested they remove their names if they wanted to. After marking their choices, the Council handed in the ballots to the Mayor who asked the City Recorder to witness the result. The outcome of the vote was 2 votes for Frank Primozic, 4 votes for neither candidate, and 0 votes for Pam Woodworth. The Mayor announced that neither candidate was chosen. March 9, 2011 The Council was then asked to vote for appointments to the Budget Committee. The applications of Joy Waterhouse and Donita Adams were considered. MSP: To appoint Waterhouse and Adams to the Budget Committee, Roger McKinley/Les Church. Church, Waterhouse, Garrison, Coe, McKinley and Cooley all voted in favor, none opposed. 7:10 p.m. It was moved and seconded to adjourn, all members voted in favor. Submitted by; ___________________________________ Diane Clingman, City Recorder Approved by the City Council this ____ day of ___________________, 2011 and signed by the Mayor. _______________________________ Alvan F. Cooley, Mayor March 9, 2011