---
date: "2017-08-09"
title: "Council Meeting Minutes 2017-08-09"
source: "2017-08-09-minutes-council-monthly.pdf"
---

 City of Prairie City

                   Carole Garrison, Councilor
                   Georgia Patterson, Councilor
                   Les Church, Councilor
                   Frank Primozic, Councilor

1.                   CITY COUNCIL MEETING
2.                            August 9, 2017, 6:00pm
3.
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5. Attended:   Jim Hamsher, Mayor
6.
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8.
9.
10.                   Joe Phippen, Councilor
11.                   Bobbie Brown, City Clerk
12.                   Taci Philbrook, City Recorder
13.                   Chris Camarena, Public Works Director
14.                   Carlos Bortell, resident
15.                   Dan Becker, resident
16.                   Jannet Hoeffner, resident
17.                   Frances Preston, resident
18.
19.
20. The Mayor opened the regular meeting at 6:00pm. Roll Call was taken. All
21. councilors present.
22.
23. The minutes of the July 12th Public Hearing were considered.  MSP:  To
24. approve the minutes as is. Councilor Garrison/ Councilor Primozic.  All
25. members voted in favor.
26.
27. The minutes of the July 12th Regular Meeting were considered.  MSP:  To
28. approve the minutes with corrections. Councilor Garrison/ Councilor Miller.
29.All members voted in favor.
30.
31.The minutes of the July 19th Special Meeting were considered.  MSP:  To
32. approve the minutes with corrections. Councilor Garrison/ Councilor
33. Patterson. All members voted in favor.
34.
35. The Mayor introduced Jannet Hoeffner who is representing the Prairie Pint. They
36. would like to set up a beer garden during the eclipse weekend. Jannet proceeded
37. to describe the set up of the temporary beer garden. There will be fencing and
38. tables. Security, observation, and compliance will be handled by the Prairie Pint.
39.

40. The council discussed the letter from the El Cocinero requesting the council deny
41. her application as it will be in direct competition with his business. They
42. furthered that discussion saying we already have two full service bars, beer and
43. wine at the hotel, and one liquor store.
44.
45.The councilors then discussed regulations for a C-1 zone, and how the parking
46. may affect El Cocinero. Jannet told the councilors the Prairie Pint would allow
47. people to take El Cocinero food to their beer garden, and they are willing to put
48. his menu on their tables for people to see. The City Recorder explained El
49. Cocinero was offering a buffet style that weekend. Jannet is willing to put his

coupon

50. on her table.
51.
52. Frances Preston was recognized by the mayor. She stated that as a citizen she is
53. pro their application as long as it stayed a controlled environment, she thinks it
54. will entertain the younger visitors.
55.
56. Mayor Hamsher asked the Chief of Police if he had any issues with the request.
57. Chief Gray had no concerns. The mayor stated he feels this could dissipate the
58. crowd some.
59.
60. Councilor Garrison spoke her concerns about it being a C-1 zone which
61. does not permit liquor sales, and it may require a conditional use permit.
62. The council reviewed the zoning map.
63.
64.Mayor Hamsher asked for a motion. MSP: to waive the conditional use permit
65. and allow the Prairie Pint set up a temporary beer garden. Mayor Hamsher,
66. Councilor Patterson, Councilor Phippen, Councilor Primozic, Councilor
67. Church, Councilor Miller-Yes, Councilor Garrison-Nay.
68.
69. The council reviewed the application for the Travelin' Pour, a temporary beer
70. garden to be set up at Front and Center Salon. The council discussed their
71. concerns about it being in a residential area, and the chances of it serving minors.
72. It was decided if they granted one request they should grant the second request.
73. MSP: to approve the Travelin' Pour's application. Mayor Hamsher,
74. Councilor Patterson, Councilor Phippen, Councilor Primozic, Councilor
75. Church, Councilor Miller-Yes, Councilor Garrison-Nay.
76.
77.  A request was presented to the council from Russ Denton to allow him to set
78.up a newspaper stand on city property for visitors during the eclipse weekend. The
79. newspaper stand will hold articles Mr. Denton has had published in the Blue
80. Mountain Eagle, a pamphlet, and a print out concerning a new political party he

81. is advocating for. The City Recorder produced for the council copies of a couple
82. his articles. After a brief discussion it was decided the council should keep the
83.separation of church and state. It will not be permitted on city property.
84.MSP: to deny Russ Dentons request. Councilor Church / Councilor Primozic.
85. All in favor.
86.
87. The mayor recognized City Clerk, Bobbie Brown. Bobbie presented the Voigt's
88. request for a lot line adjustment for the property identified as 13-33-02BB Tax
89. Lot 100, so the current fence line will be the lot boundary. The strip of land in
90. question will be deeded to the northern property owner, Ricco Ranch partnership.
91. After confirming with the City Clerk that all steps had been covered, Councilor
92. Church made the motion to approve. MSP: to approve the Voigt's request for
93. the lot line adjustment. Councilor Church / Councilor Garrison. All in favor.
94.
95. Museum: see attached. Along with his report, Bob submitted an estimate for the
96. preservation plan from Steve Trout of Boise. Bob will be getting in touch with
97. Restore Oregon regarding seed money for the preservation plan. He spoke of
98. some of the events scheduled for the eclipse weekend. Included was the mayors
99. historical tour, gold panning, and photo ops with the 4th of July float.
100.
101.Public Safety: Chief Richard Gray reported he is working hard to obtain enough
102.staff to cover the eclipse crowd. He reported the National Guard has
103.offered to assist. Chief Gray will have a command post set up in Prairie
104. City. He is scheduling twelve hour shifts, and is notifying the council they
105.will be working overtime for the event. Councilor Church offered up his
106. property for accommodations should law enforcement need it. Chief Gray
107. reported they will stay at the school if need be.
108.
109.Councilor Phippen asked the City Recorder how many porta-potties
110.reserved. Taci reported there have been thirty (30) reserved for this event.
111.
112.Chief Marvin Rynearson gave his Fire Department report. He began by
113.expressing his hopes for “no activity” during eclipse weekend. With the
114.expected numbers, the routes of travel may be hampered, or hindered a little
115.bit. The letter the chief drafted, and sent to our rural residents, has been
116.used by the state as a model template for rural districts within the state of
117.Oregon. He upgraded the generator on “5612” with rural funds that had
118.been appropriated for equipment upgrades. He now has the old 4000 watt
119.Briggs and Stratton generator for sale. Councilor Church asked how much
120.Marvin would want for it and is he taking offers? As long as he sells it for
121.less than $500 he does not need to “put it out there”. Marvin went on to explain
122.the new generator is quieter and it is load sensing, so it only runs as fast as

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it needs to.

Chief Rynearson also reported he has picked up some foam Class A nozzles
for the end of garden hoses. Once you insert the foam stick it can make 100
gal. of water turn into 300 gal. of water. They can be used on the end of
garden hoses for mop up, or in areas they cannot get an apparatus into. He
bought two at $100 each. The foam sticks come in 4 in., 6 in., and 12 in.
If you do not use the whole stick you can put it in a bag and reuse it at a
later date. The chief may see if residents want to purchase any at app. $170
for the nozzle and sticks. The larger stick can turn 1000 gal. of water into
7000 gal. Councilor Patterson asked if it needs a back flow device. Marvin
explained a check valve would work just as good. He plans on using them
on the apparatus, not a city resource. It is like soap and 100%
environmentally safe.  The mayor suggested after the eclipse perhaps the
chief could give a demonstration to the council.

Chief Rynearson reported he has ordered protective gear for guys whose
gear did not fit them well.

Chief Rynearson has asked his volunteers to be available for the eclipse.
He spoke of his concerns regarding slower travel time, and how it may be
difficult to get to Indian and Pine Creek. He has spoken to ODF, who is
bringing in extra aircraft during the event. If ODF is available they will be
willing to assist should a fire happen.

 Public Works: Public Works Director, Chris Camarena reported they had
to repair two more leaks on the highway. He then reported the sewer project
will be ready to go out to bid after the eclipse, or the first part of September.
He is ready to do the on-site stuff like tours. Councilor Church asked if we
need to put it out for bid sooner. No one saw any need to put it out sooner.

After he asked for the results of an employee's test, it was explained to
Councilor Phippen that they can not discuss testing results in an open
session. They can only discuss it in an executive session.

Mayor Hamsher asked Chris what level the water is at? Chris reported we
are just under twenty-two feet today. Chris went on to express to the council
how important it is for the residents to stop using outside water. We were
climbing up two feet a day, but the residents keep using too much water.
They put in the last new meter today. Well #2 is at half the production of its
gpm. Well #3 is producing 80 gpm which is double from last
year. He contributes that success to dropping the pump down 200 ft. last

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year. When the electrical/wind storm occurred we dropped down to 4 feet,
the reservoir was almost up to twenty-four (24) feet, but once residents got
 word that the level was coming back up; everyone started irrigating again
which resulted in the dropping level. Chris explained that twenty (20) feet
is his shut off for fire. He says every bit we put in, is getting used up. As a
last resort we could have the City of John Day bring in 3500 gal. loads of
water, but he feels it would get used up faster than he can put it in with a
two hour turn around time. He has a pump set up in case he has to pull it
 out of the mill pump from the river. He would pump it out of the river as
 raw water then dump it into the treatment plant.

Chris reported they had two bad hits on the samples. They were hits for
styrene and gasolene. The samples are over their limit, so it was not
listed as a violation, nor is it hazardous to the public. We do not have to
notify the public, but we do have to go to quarterly samples until our water
issues get cleared up. He still thinks the problem is from pieces of electrical
tape, or plastic gloves, used during the pump test. They had to re-sample,
and the second sample came back with less.

During his Well report Chris reported Kevin Moles was up at the water
reservoir all night long. Chris see's Kevin as a good resource as he sits on
the ground water board, and has lots of contacts. Chris thinks it would be
cost effective to go with Kevin when we put our bids out for engineering of
 the new well.
Kevin knows where we need to drill this well in town. Kevin is suggesting
we drill in the valley not up on the hills. Chris says the Cojen Well is an
artesian well, and pumps 500 gpm. He thinks we should consider acquiring
it. The Cojen Well is not sealed correctly, but we could fix that. It would not
take much to pipe that into our system. There is already access. We would
have to put a small building around it, and a small chlorination system in.
Chris is not sure how deep the well is, and it's not municipality ready.

Mayor Hamsher reported he will be speaking to Water Resources about that
well. He also reported he met with Scott Fairley about a loan
program for infrastructure. Scott will be looking into different funding
avenues where the city may be able to refinance the well loan, and maybe
get some grant monies. Mayor Hamsher is hoping to find resources that will
allow us to fix the problem, keep the payment the same, and not have to
raise the water rates. Mayor Hamsher hopes to have an answer back from
Water Resource and Scott Fairley by the next meeting. Councilor Garrison
suggested we consider drilling in our own industrial compound. Councilor
Patterson spoke of how easy it would be to do that. We would bring a 12

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inch line in, and hook it into our system.

Mayor Hamsher briefed the council on when the geologist came in here
years ago. The geologist mapped out where he thought there was large
amounts of water. Although the city drilled a couple of those; they were
not successful. They did find some large producing wells at Frayman.

Chris explained to the council the sign project taken on by Wanda Winegar
and Boyd Britton. He has not been supplied any pictures of the new design,
but he reported the description they gave him, as a wrought iron sign with
metal poles. The council was directed to the picture in their packets.
Chris gave them the dimensions of the depth that was acceptable. Chris
suggested some nice rock work at the bottom of the post to decorate it.
The signs would be erected on each end of town. They will get together
with ODOT and figure out the permits and fees we would pay. The signs
allow for smaller signs to be hung from them announcing the American
Legion, the church groups and activity signs. The city employees will
install the signs in concrete when they are done. Chris reported to the
council they had been asked to present the design of the sign to the council
before erecting it. Taci was asked to get a picture of their design, and
 present it to the council at their next meeting.

Chris suggested we declare a state of emergency for the water situation so
we may qualify for some type of funding. The mayor suggested we
declare one in the case we need to, and can't get a hold of the council. That
way we would have it on record, and we could implement it if something
happens. Councilor Garrison suggested we always declare a local state of
emergency in this severe water restriction. Mayor Hamsher asked for a
motion to declare a state of emergency. MSP: to declare a local
state of emergency on the water system for the water. Councilor
Garrison / Councilor Miller. All in favor. The mayor explained this will
be enacted if we do fall into a state of emergency, that way he can just go
ahead and do it.

The City Recorder verified with Chris there are 3 ¾ pallets of water at the
shop. He penciled out if we sell half of it for $2 a bottle, and it would
add up to about $4000 to recoup the cost. He will help get it up to the
Information center. This topic was neither voted on, or approved.

Payables: MSP: to ratify payment of the bills. Councilor Patterson /
Councilor Church. All in favor.

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Ordinances: The mayor introduced Ordinance 2017-01, as a vacation of a
portion of a certain street. He reminded the council it was the one for
Bernards; that portion of South McHaley between the Thirteen Street and
Fourteen Street including lots 2500 and 2600 in the SW ¼ of the NW ¼ of
Section 11,Township 13S, Range 33E, WM in Grant County, Oregon.
MSP: To adopt Ordinance 2017-01, an Ordinance vacating a portion of
a certain street.  Councilor Church / Councilor Miller. All in favor.

Other business:
The City Recorder explained to the council the “sign committee” is asking
us to pay 1/3rd of the cost. The council had a brief discussion and all
concurred they would like to see designs for the sign before they agree to it.

Taci also asked the council to review the exit letter from Oster.
She explained usually it is in a different format, but as the audit was
completed early this year, since Lyn was retiring, this is all she had to offer
at this time.

Mayor Hamsher next introduced the Intergovernmental Agreement with
John Day. Mayor Hamsher suggested the item be tabled until the next
meeting so as to have a longer time to review it. The City Recorder
explained the time constraints, and asked for a workshop where John Day
City Manager can attend. Mayor Hamsher agreed to setting up a workshop.
Mayor Hamsher said he wouldn't entertain the matter until more
information was available, and the draft was finalized.

Mayor Hamsher proceeded to give an update on the 9-1-1- situation. With
the amount of money they received it should be enough to cover
expense of the 9-1-1 service for two years. Part of the agreement to
 receive money from the state is that the county put out a local option for
taxes for the 9-1-1 system. It will be on the November ballot. He is
encouraging the council, and residents, to contact their elected
representatives to apply pressure to get the 9-1-1 tax raised on their phones.
Mayor Hamsher would like a letter drawn up, and signed by the council
supporting the bill. He asked for a motion to have a letter drafted on behalf
of the council to mail out to the local representatives requesting they move
for legislature in that area. MSP: to have a letter drafted on behalf of the
council to mail out to the local representatives.
Councilor Church / Councilor Primozic. All in favor.

Resident Frances Preston asked if the citizens would be asked to pay

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money (for the internet), and at what point the council will involve the
citizens. Mayor Hamsher explained they did not have the agreement long
enough to answer the question. When “they” get that information they will
make it open to the public, and at that time would open it up for public
comment. Taci was recognized and explained Nick went to the state
 Broadband Advisory Committee, who supported him at the
state level. He acquired 1.8 million dollars. She explained we may end up
going through the USDA for a broadband loan, or perhaps a revenue bond
can be issued. If you want it to your house you will have to pay for it on
that end of the specter. The project is broken up per capita which means
12% for Prairie City, either profit or debt. At this point no, but when
you want it at your house you will have to pay for it.

The mayor asked Taci for an eclipse update. She reported we have two
roll outs coming from Clark's. The recycle center will be open to alleviate
the amount of trash. There will be music and dancing offered at the Sr.
Center and El Cocinero. The shuttle stops have been confirmed, and the
signs have been created. Grumpy's billed us for the signs, but came in and
took it off my desk due to the extra advertising from a call made to city hall
where Taci mentioned his business. Ken from Grumpy's has been
interviewed by NPR and CBS news. Chris Camarena mentioned he will
bring up the dump truck if the roll offs get too full.

Chris mentioned someone who dumps at the lagoon also dumped some
garbage, and we cannot take that kind of material. It could be a finable
offense if the state were to do their inspection . He will be getting
a hold of who did it and put them on notice.

Mayor Hamsher asked for a date to schedule the workshop. The council
decided to do the broadband IGA, and the water ordinance workshop all in
one night, but did not set a date.

Frances Preston asked if the water ordinance workshop will be open to the
public. Mayor Hamsher assured her it was open to the public, and would be
posted.

At 7:41pm, Chris Camarena asked for an Executive Session pursuant to
ORS 192.660 (2A)(3). He handed the City Recorder the request. The
audience was asked to leave the council chambers (except the news media,
 which there was none).

 The council reconvened at 8pm. MSP: to approve $72,000 this year and

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pick up his comp. Next year, it will go to $75,000 with the agreement
that he will stay with the city five (5) years without taking any other
offers from any other cities. At the five years the council will get back
to him, and re-discuss his salary. He will still get his COLA and any
other raises the employees might get. Councilor Patterson / Councilor
Garrison. All in favor.
Councilor Church asked when will this start? He was told immediately.
Chris asked for some time to discuss it with his wife, and agreed to have an
answer to the mayor by tomorrow.

Mayor Hamsher introduced a letter from one of the residents voicing their
frustrations with the water situation. He recognized the hardships the office
staff has had to deal with regarding the shortage of water. Councilor
Patterson read the letter to the council. The council discussed how there is
no money to fix the problems, and how raising the rates by .25 cents left the
residents irate. Before the letter was submitted to the city Mayor Hamsher
went to this specific resident; and explained how this shortage really
happened, as did Councilor Garrison. The council discussed ticketing
residents who are using outside water. They decided it was best to just keep
talking to the residents, and let them know what happened. Councilor
Garrison suggested a narrative for the newspaper telling the people who are
using the water how badly they are hurting their neighbors. There was some
discussion amongst the councilors about how residents are abusing the
request to not water their yards. The post office will allow the city to post
notices on their front doors, so  people may see the city is still restricting
outside use of water.

The Mayor adjourned at 8:25 pm.

 Submitted by:

  ________________________________
  Taci Philbrook, City Recorder
                                                         Approved by the City Council this_____
                                                         day of ______________, 2017 and
                                                               signed by the Mayor:

                                                        _________________________________
                                                        Jim Hamsher, Mayor