--- date: "2012-09-12" title: "Council Meeting Minutes 2012-09-12" source: "2012-09-12-minutes-council-monthly.pdf" --- City of Prairie City CITY COUNCIL MEETING September 12, 2012 Attended: Alvan Cooley, Mayor Les Church, Councilor Carole Garrison, Councilor Roger McKinley, Councilor Gary Waterhouse, Councilor Georgia Patterson Sandy Murray Chris Labhart Melanie DeJong Mayor Cooley called the meeting to order at 6:00 p.m. The Pledge of Allegiance was recited and roll call taken, Dennis Lynch being absent. The minutes of the August 8, 2012 special meeting were considered. MSP: To approve the minutes as written, Roger McKinley/Les Church. All members voted in favor. The Mayor recognized Sandy Murray who addressed the Council regarding the stewardship of the trees in the planters on Front Street. She said the committee appointed to come up with a policy had met and agreed to a very simple process. Basically it is to do what has been being done for the past 25 years because it has been working. She said that if there is a complaint about the trees, it should be reported to her and it will be addressed. She presented the Council with the policy in writing. Regarding the concerns about the low hanging branches, she said that they will prune them more aggressively. In the past when they have pruned, the branches have been high enough until they are covered with leaves and fruit which makes them hang down too far. The Mayor said to make sure they keep up with pruning back the lowest branches. Murray agreed and asked that the plan be entered into the minutes for the record. MSP: To approve the policy and enter it into the record, Carole Garrison/Les Church. All members voted in favor. Murray said she would inform all the merchants of the policy. Chris Labhart was recognized. He introduced himself and stated that he is running for the open County Commissioner seat in November. He cited his background and experience in city government; having served as mayor for the cities of John Day and Canyon City. He said he has had extensive experience working with cities and the county. He also gave information on various successes such as the industrial site in John Day. Labhart said he understands the culture of the county and if elected, would work hard to represent each city. He invited the Council to attend a candidates’ forum on October 11 being put on by the Chamber of Commerce. Museum: Museum Operations Supervisor Joy Waterhouse addressed the Council regarding a recommendation to appoint a volunteer at the museum. She stated that Richie Colbeth had been volunteering already and would be welcome addition. Carole Garrison concurred, stating that she had spoken with others that knew him as a volunteer and recommended him. She said they had not done a background check, but his references seemed adequate. Les Church said he has known September 12 Colbeth for three years and also thought he would be a trustworthy volunteer. MSP: to accept the museum volunteer application of Richie Colbeth without a background check, Les Church/Gary Waterhouse. All members voted in favor. Carole Garrison went on to say the Joy Waterhouse has been doing a good job at securing volunteers and would continue to do so throughout the winter while the museum is closed. She noted that the Council had received the resignation of the Collections Supervisor, but said they would finish up the season with volunteers rather than looking for a replacement at this time. Public Safety: Mayor Cooley addressed the Sheriff’s request for additional funds for fuel to cover the contracted deputy’s patrols. It was noted that he had written Sheriff Palmer a letter asking for specific information regarding the amount of time the deputy actually spends in Prairie City and how much time is spent elsewhere in the county on other calls. The Recorder gave the Mayor an envelope that had been left on her desk that day by the deputy that contained call logs. It was noted that the logs do not clearly reflect where the deputy actually was during each call. Carole Garrison said she would not be against paying an additional amount for fuel, but did not feel the City should have to pay for patrols outside the City. The Council agreed and said more information is needed in order to make a decision. MSP: To table the decision on additional fuel funding until more information is provided, Gary Waterhouse/Carole Garrison. All members voted in favor. Mayor Cooley said he would set up a meeting with Sheriff Palmer to talk with him about the issue. He said he plans to have another Council member present as well as the deputy. Landfill: Report received. Public Works: The Mayor said a number of applications for the limited duration position in Public Works had been received and reviewed. He appointed an interview committee of Gary Waterhouse and Les Church to assist Georgia Patterson in coming up with a recommendation for hire. It was agreed they would try to hold interviews on Friday, September 14 and that a special meeting to consider the recommendation would be held on Wednesday, September 19. Georgia Patterson said the Council needed to reconsider the revised bid for the reservoir painting project. The test had shown there is lead in the paint, however, it has been determined that the contractor with the low bid can address the issue by pressure washing and sealing the surface instead of the more costly technique of sandblasting. The result is that the cost went from $49K to $44K. MSP: To approve the preparation and painting bid of $44K, Carole Garrison/Gary Waterhouse. Waterhouse, Garrison and Cooley voted in favor, Church and McKinley opposed. Les Church commented that he thought it was a shame that local contractors couldn’t bid on the project because he said he could have done it for half the cost. It was noted that local contractors were not prohibited from bidding; just that there were specific qualifications required in order to be considered. Church agreed, stating that the qualification were too stringent. Patterson said John Stearns of OTEC had contacted her regarding a power line above a residence that needs to be moved and that it would free up a street light that they would move free of charge. She recommended the light be moved to North Washington, but that Stearns would need a letter from the City authorizing it. Roger McKinley asked if the homeowners had been approached as to whether or not they wanted the light. Safety was cited as a concern and that it isn’t common practice to ask residents if they want a light or not. Patterson said she would make some inquiries September 12 anyway. MSP: To approve relocating the light contingent on the approval of the residents in the area. Gary Waterhouse/Les Church. All members voted in favor. In other business, Patterson said she had met with Boyd Britton about fabricating garbage can holders and picnic table frames for the parks. She said the estimates will be comparable with catalog prices, but there will be a considerable amount of savings by not having to pay shipping costs due to the weight of the items. She said she would have the estimates to present at the next City Council meeting. Accounts Payable: MSP: To approve the payables, Carole Garrison/Les Church. All members voted in favor. Resolutions/Ordinances: The Mayor asked the Council to consider the approval of Resolution 2012-12 adopting Council meeting procedural rules and City Council policies of conduct and communication. Roger McKinley asked why rules had to be adopted and it was noted that the City Charter has always required that rules be adopted, just that it had never been done. He wanted to know why they couldn’t just adopt Roberts Rules of Order. Carole Garrison reminded McKinley that he had attended and participated in the workshops where the Council discussed the topics many times and came up with drafts of the documents. She commented that the Recorder had done a good job of condensing the information into the versions being considered. MSP: To adopt Resolution 2012-12 Adopting Council Meeting Procedural Rules and City Council Policies of Conduct and Communication, Les Church/Carole Garrison. Church, Waterhouse, Garrison and Cooley voted in favor, McKinley opposed. Carole Garrison asked if the Mayor and Council members were supposed to sign the Statements of Acknowledgement (exhibit C). It was noted that yes, that is a requirement in the resolution. The Council was asked to consider approval of a liquor license application for the Mountain View Mini Mart as submitted by the new owner, Sam McDaniel. MSP: To approve the application, Roger McKinley/Les Church. All members voted in favor. The Mayor noted that two applications had been received for the vacant council position, but recommended that they have a full Council before making a decision. Carole Garrison said she had attended the County Court meeting that morning regarding the allocation of federal timber receipts. She said the court had not made a formal decision to share the monies, but were discussing options such as holding on to the federal allocation as principle and working off the interest instead of distributing portions of it to the schools and cities. Another suggestion they discussed was having cities apply to the county road department for assistance with street projects or funding when needed. Garrison said the meeting was very informative. 7:15 pm It was moved and seconded to adjourn, all members voted in favor. ___________________________________ Diane Clingman, City Recorder Approved by the City Council this ____ day of ___________________, 2012 and September 12 signed by the Mayor. _______________________________ Alvan F. Cooley, Mayor September 12