---
date: "2025-03-12"
title: "Council Meeting Minutes 2025-03-12"
source: "2025-03-12-minutes-council-monthly.pdf"
---

City of Prairie City
City Council Meeting
March 12, 2025

Attendance:
Mayor Ed Clark
Councilor Whale-Murphy
Councilor Bradford
Councilor Scott Clark
Councilor McClung
Councilor Davis
Shonalie Oakes, City Recorder
Trish Coburn, City Clerk
Chris Camarena, Public Works Director
Rob Gaslin, CPA
Marvin Rynearson, Fire Chief
Visitors:
Jerry Galland
Frances Preston
Sandy Murray
Colin Kolb
Fran Bunch
Justin, Newspaper
Rebecka Camarena
Camarena’s son? (sitting next to Rebecka)
Pam Gangler
Sue Malaney
Mary Brown
Jonathan Cannon
Jerry Galland
Jerry Franklin

Mayor Clark called the meeting to order at 6:00 pm, the pledge
of allegiance recited, and roll call taken.

Agenda Additions
Mayor Clark amended the agenda to include four additions:
1.)Leave accrual of city employees.
2.)Parks Master Plan with Catalyst as the only company providing
an estimate.
3.)Discussion on free water allotment in town.
4.)Law enforcement report.
Minutes: The minutes of February 12, 2025, meeting were
considered. MSP: To approve the City Council Meeting Minutes of
February 12, 2025, Councilor Davis/Councilor McClung. All
Council members present voted yes.

No visitors signed in for public comment.

Downtown Beautification Committee Report:
Sandy Murray provided an overview of the Prairie City
Beautification Committee’s efforts:
Over 200 volunteer hours spent on upgrading planters along Front
Street. Discussions with Julia at Better Blooms for purchasing
trees and PH testing of the soil. Working with grant writer
Sharon Fritch for funding from the Ford Family Foundation for
Downtown Beautification. Murray raised questions about the
process of removing old shrubs, dealing with stumps, and non-
working spigots. Murray asked for commitment from the City in
facilitating the work and solidifying a timeframe to ensure the
work takes place to complete the project. Camarena discussed the
use of the City’s Vac Truck for hydro irrigation for the removal
of the stumps. Camarena said that it is a process to winterize
the truck and before they use it to remove the stumps, they need
to be sure that it won’t need to be winterized again, so they
are waiting for warmer weather.
The timing for tree planting was discussed, aiming for mid-
April, Galland recommended that the work be done by Easter.
Murray would like to plant four trees in locations that do not
need stumps removed, if Public Works would get the planters
prepped, cleaned out and the soil amended. Camarena said he
would begin next week in prepping the planters and would attempt
to safely remove the stumps. Jerry Galland(landscaper and
arborist) explained professional planting methods and offered a
maintenance proposal.
Mayor Clark called on Frances Preston. Preston wanted to know
how this project could be successful without a water source.
Mayor Clark said they would have to water the trees a couple
times a week, but once the trees are established the water table
is high enough that the trees won’t need to be hand watered
anymore.
Landscape Maintenance Proposal
Galland proposed a maintenance agreement for $3,000 for the
period from April to November.
The council had a discussion on monthly billing, versus a one-
time upfront payment. Motion to approve monthly billing for
landscape maintenance services was carried. MSP: To approve the
monthly billing for landscape maintenance Councilor
Bradford/Davis
Councilors Bradford, Davis, Whale-Murphy, and Clark were all YES
VOTES: 4 Councilor McClung was a NO Vote: 1

Leave Accrual for City Employees
Mayor Clark led a discussion on managing leave accrual:

Proposal to cap leave accrual, comp time is stopped and manage
excess through payout or usage. Asked the council to suggest how
they would like the situation to be handled as all, but two
employees are well over the allotted amount.
Councilor Bradford suggested a two-year review process. Review
after the first year to evaluate if it’s being used
appropriately and at the end of the second year to pay off the
remaining balance.
Councilor McClung would like to put safeguards in place to
ensure this abuse of the leave accrual doesn’t happen in the
future and suggested that the council review this quarterly.
Mayor Clark asked the council to give him permission to consult
with the attorney to put together an agreement and a letter of
expectation to the employees. Councilor Whale-Murphy expressed
concerns about putting a timeline on the expenditure of the PTO
that there would be too many people off for the City to operate.
CPA Rob Gaslin said the number of days needing to be used are
282, if they were to use it consistently the City would have one
employee gone for the next 77% of the next year. Gaslin said the
City is obligated to pay out comp time but not vacation. The new
employee handbook would cap it at 160 hours. Mayor Clark
addressed councilor Whale-Murphy’s concern, saying it will be up
to the supervisor to manage their employees to make sure they
have the necessary coverage.
Council consensus: Cap it. Give employees a set time frame, two
calendar years, will go to use it or lose it. Quarterly review.
MSP: Approval of the attorney writing a letter of expectation to
the employees regarding their leave accrual. Councilor
Bradford/Davis. Unanimous yes votes. YES 5  NO 0
Parks & Rec Master Plan
In previous months the council was tasked with trying to find a
Planning Company to facilitate the OPRD Master Plan Grant, with
no luck. The City did receive one proposal from Catalyst for the
parks master plan. Mayor Clark said that the City legally only
has to go out for bid if a project is over $100k and the OPRD
Master Plan Grant is a project well under 50k.
Council to review the proposal and decide at next months meeting
in April.
ORDINANCE No. 2025-01: Rally Networks Franchise Agreement,
ORDINANCE NO. 2025-01 IS AN ORDINANCE GRANTING OREGON TELEPHONE
CORPORATION, AN OREGON CORPORATION D/B/A RALLY NETWORKS, THE
RIGHT AND PRIVILEGE TO PROVIDE AND OPERATE A TELECOMMUNICATIONS
AND INFORMATION SERVICES NETWORK WITHIN CITY OF PRAIRIE CITY,
AND TO PLACE, ERECT, LAY, MAINTAIN, AND OPERATE IN, UPON, OVER,
AND UNDER THE PUBLIC STREETS, ALLEYS, AVENUES, THOROUGHFARES,
HIGHWAYS, PLACES, AND GROUNDS WITHIN CITY OF PRAIRIE CITY,

POLES, WIRES, WIRE CENTERS, CABINETS, AND OTHER APPLIANCES AND
CONDUCTORS FOR A TELECOMMUNICATIONS AND INFORMATION SERVICES
NETWORK.
Jonathan from Rally Networks discussed the updated franchise
agreement. The council has agreed to review the franchise
agreement and will vote on it at the next council meeting in
April.
Water Rates and Free Water Allotment
Discussion on the water rate resolution and free water
allotment.
Mayor Clark suggested reviewing the free water allotment policy
to ensure fairness. Councilor McClung said we either need to
compensate ALL the employees for the water or do away with it,
because it’s unfair treatment. Camarena said that if the City
wants to apply for federal funds that the City cannot give away
water to anyone.
Councilor Scott Clark suggested the attorney draft a letter to
those receiving free water explaining to them why it can’t
continue. Mayor Clark also suggested the Fire Chief receive a
once-a-year stipend so they are still compensated that the City
can remain in compliance with the USDA.
Community Center receives free water based on an informal
agreement allowing the City free use of the facility and
maintaining the city’s website.
Concerns Raised: No formal agreement exists, and the center
currently does not pay for water usage.
Proposed Action: End the current verbal arrangement and consider
a formal written agreement.
Council Consensus is to close the gap and end free water.
A workshop was scheduled to work on the Water Rate Resolution.
Public Works Report:
Project Timeline for the Small City Allotment Grant: Current
projects will extend over two years, including road patching and
ADA-compliant installations. Budget Considerations: Discussed a
$250,000 budget for street projects, with additional safety and
ADA compliance needs.
Infrastructure Issues: Emphasized the need for sidewalk repairs
and safety enhancements around City Hall.
City Infrastructure and Safety Projects
Crosswalks and Safety Measures: Plans to improve crosswalks and
install ADA-compliant features.
Microplastics and Environmental Concerns: Upcoming requirements
for sampling microplastics and microfibers.
Public Works is going to training with ODOT in Heppner to learn
how to manage our Compost Facility better.

City Hall Report: Recently attended a training through CIS the
City’s insurance company.
Computer Issues were plaguing City Hall for a couple weeks
making things difficult, new tech support came and fixed it.
Law Enforcement Funding and Community Feedback. Public
Questionnaire: A survey will be going out in the mail to gather
community input on law enforcement, funding and structure.
Legislative Updates: Discussion on potential state funding to
support county law enforcement.
Billing Adjustments: Bills now routed through Portland,
requiring earlier meter reads to ensure timely delivery.
RCAC Grant: Potential $75,000 grant for master planning and city
project funding.
RCAC Study Results: Upcoming results to provide insights into
city operations and improvements.
Wildlife Ordinance and Public Concerns of Feeding Wildlife:
Ongoing issues with residents feeding wildlife; potential
ordinance under review.
City Signage and Safety Considerations
Signage Safety: Discussion on whether to repair or replace city
signage, considering safety and costs.
Fireworks Event Discussion
New Year's Eve Fireworks: Council needs to decide on continuing
the event and finding a new location.
Fire Report: Fire Chief Marvin Rynearson stated that there are
Radio Tower and Communication Issues.
Power Supply Challenges: Issues with power supply for radio
communications, exploring new solutions.
The department received a donation from OTEC, they plan to use
the money to buy wildland gear. Maintenance for flow testing.
Accounts Payable: CPA Rob Gaslin read out loud the financial
overview, walked the council through the appropriations review,
and the City Council reviewed the check detail. Gaslin reminded
the council that we need to get the budget committee organized
and start planning the budget meetings. MSP: To pay the City’s
bills Councilor Davis/Councilor McClung. All council members
present agreed.5 YES
Action Items

NO

 A workshop to discuss the water rate resolution.
 Review and decide on the parks master plan and Rally

Franchise agreement in the next meeting.

The meeting focused on resolving informal agreements, updating
public infrastructure, addressing environmental issues, and
planning for future city events and safety measures. Further
decisions are required on several action items, including

formalizing agreements and enhancing community engagement on law
enforcement funding.
Adjourn: MSP: To adjourn the March 12, 2025, Council Meeting at 7:53 pm.

Councilor McClung/Davis. 5 YES

No   All present voted unanimously.

Approved by the City Council on this 9th day of April 2025 and signed by the
Mayor.

Ed Clark, Mayor

Attested:

Shonalie Oakes, City Recorder