---
date: "2025-08-13"
title: "Council Meeting Minutes 2025-08-13"
source: "2025-08-13-minutes-council-monthly.pdf"
---

City of Prairie City
Council Meeting
August 13, 2025

Attendance:
Mayor Clark
Councilor McClung
Councilor Bradford
Councilor Davis
Councilor Georgia Patterson
Shonalie Oakes, City Recorder
Mike Patterson, Public Works
Marvin Rynearson, Fire Chief
Rob Gaslin, CPA
Visitors:
Gary Jacobson
Colin Kolb
Wanda Winegar
Jessie Christensen, HECO Engineer
Joe, HECO Engineer
Nathan from ACS
Sue Malaney
Wanda Paterson
Steve Patterson

Mayor Clark called the meeting to order at 6:01pm, the pledge of
allegiance recited, and the roll was called. Councilor Whale-Murphy
resigned from her position as of August 1, 2025.
Agenda Adjustments
Advanced Control Systems (ACS) presentation moved to first.
HECO (park master plan) presentation to follow.
No objections to agenda change.
Minutes:
The minutes of May 28, 2025, law enforcement workshop meeting were
considered. MSP: To approve the minutes of May 28, 2025, Councilor
McClung/Bradford. All members present voted yes.
The city council meeting minutes of June 18, 2025, were considered.
MSP: To approve the minutes of June 18, 2025, Councilor
McClung/Bradford, all present voted unanimously.
Presentations:
A.) Advanced Control Systems (ACS): Carefree SCADA Proposal
Presenter: Nathan (ACS)
Key Points:
ACS supports local water/wastewater control systems; proposing
“Carefree SCADA” (Supervisory Control and Data Acquisition).
Provides real-time, detailed alarms and remote monitoring via web
browser (desktop/mobile).
Custom reporting available for additional fee (one-time, not annual).
Cloud-hosted, subscription-based system—ACS maintains
software/hardware, reducing local IT burden.

 Engineers:

System is 30–40% cheaper over 10 years compared to traditional on-
premises setups.
Monthly fee has not increased in 14 years; locked for one year.
Integration with existing (aging) PLC hardware; incremental upgrades
possible.
Local failover option available for data continuity in case of network
outages.
Proposal cost: $13,344 one-time migration, $158/month recurring
(failover adds $175/month).
Total 10-year ownership estimate: $26,060 (with both options).
Expansion/integration with well and sewer systems possible in future.
Remote access can reduce travel and service costs.
Discussion:
Comparison with current system, cost savings, and operational
benefits.
Questions on integration with well, cellular/fiber connectivity, and
data reliability.
Concerns about the lifespan of current equipment and need for future
upgrades.
No immediate action; council to revisit after further consideration
and pending other upgrades (e.g., power to well).
Action:
No vote taken. Council to revisit next month; ACS proposal price
locked for one year.
B.) HECO
Presenter: Jesse Christensen (HECO Engineers)
Key Points:
City received Oregon Parks and Recreation grant for park master
planning.
Plan will be a living document, guiding future park improvements and
grant applications.
Grants available for implementing the plan for up to $1M (typically
$750,000), 20% city match required.
Community and council input sought; public meetings planned (notice
via water bill).
Park committee met; topics include trail development, playground
upgrades, disc golf, swimming pool, ADA access, water conservation, RV
parking, and signage.
Boards/maps left for public and council markup; input encouraged.
Plan to complete by December, with additional public input meetings.
Discussion:
Trail design (width, surface, accessibility), property access, and
integration with existing/future trails.
Emphasis on having a plan to leverage future grant opportunities.
“Dark skies” lighting and other community-requested features
considered.
Action:
Ongoing planning process; no vote required at this stage.
Council Business and Action Items:
A.) Comp Time Pay Down
Discussion: Comp time payout for employees budgeted for current fiscal
year.

  Park Master Plan

Consideration of splitting payout across two tax years for employee
tax benefit.
Employees may choose payout schedule.
Action:
Motion: Pay down comp time accrued, schedule determined by employees’
preference.
Motion passed unanimously. MSP: To approve comp time pay-out for FY
2025-2026 Councilor McClung/Davis. All council members voted
unanimously.
B.) Water Meter Grant Administration
Announcement:
City awarded $650,000+ for water meter upgrades.
RFP for meter purchase to go out; Mike coordinating.
Discussion:
Recommendation to hire a professional grant administrator due to
complexity and federal funding requirements.
Two possible administrators identified (Baker, La Grande).
Grant administration cost to be paid from grant (typically ~10%
overhead).
Action:
Motion: Hire an outside entity to manage the water meter grant.
Motion passed unanimously. MSP: to approve hiring an outside entity to
manage the water meter grant, Councilor Patterson/McClung.
C.) Water Rate Resolution
Discussion:
Deferred to September meeting pending further information and
examples.
D.) Employee Certification and Hiring
Mike (Public Works):
Passed Waste Collections II certification; receives $1/hr. raise,
effective date of passing (per policy).
New Hire:
Stephen Harwood selected for public works position, starting Monday.
Starting wage set at $18/hr. (lower end of range due to lack of
experience).
Motion: Approve starting wage of $18/hr. MSP: To approve the new
hire’s starting wage at $18 per hour, Councilor Bradford/Patterson
Motion passed unanimously.
Reports:
Public Works:
Issues with park irrigation valves post-4th of July; working on
repairs.
Fire Department:
Recent incident: High-flying aircraft reported fire; actual location
was miles away.
Ongoing monitoring and response; generally “things are going pretty
good.”
City Hall/Administration:
Easement updates:
Working to finalize easements for power and water lines (pending
attorney review).
Priority to resolve longstanding unsigned easements.

Accounts Payable:
Financial Report: (Rob Gaslin, CPA)
Appropriations reviewed; July only, minimal activity except annual
$53,000 insurance payment (split between funds).
Water fund shows 77% remaining in materials/services due to insurance.
Cash balances: $1.775M, slightly declining last 4 months (due to one-
time expenses/loan payments).
Interest rates stable; no immediate changes expected.
Check detail reviewed; duplications and grant-related invoices
explained.
Council encouraged to question financials and invoices.
MSP: To pay the City’s bills except the disputed NAPA bill Councilor
McClung/Davis, all present voted unanimously.
Adjournment:
Motion to adjourn the city council meeting at 7:02pm by Councilor
Patterson; seconded by Councilor McClung, all voted unanimously.
Meeting adjourned.

Approved by the City Council on this 10th day of September 2025 and
signed by the Mayor.

Ed Clark, Mayor

Attested:

Shonalie Oakes, City Recorder