---
date: "2025-12-10"
title: "Council Meeting Minutes 2025-12-10"
source: "2025-12-10-minutes-council-monthly.pdf"
---

City of Prairie City
Council Meeting
December 10, 2025

Attendance:
Mayor Pro Tempore, Chase McClung
Councilor Coburn
Councilor Bradford
Councilor Davis
Councilor Bernard
Shonalie Oakes, City Recorder
Mike Patterson, Public Works
Brian Hueckman, Public Works
Ben Richardson, Museum
Marvin Rynearson, Fire Chief
Visitors:
Ed Clark
Ember Conner
Fran Bunch
Steve Patterson
Wanda Patterson
David Kebler
Cheryl Hoefler
Mary Brown
Loreli Clapp
Sue Malaney
David Seacord
Dennis Lynch
Paul Petroski
Colin Kolb

The meeting was called to order at 6:02 PM. The role was called and
attendance was taken, and the pledge of allegiance done. Councilor Clark was
not present with an excused absence.
Agenda:
Amendments were made to the agenda as follows:



Add approval of November 21, 2025, Special Council Meeting and Workshop
Minutes
Technology Update/Action Plan


Minutes:
November 12, 2025, Meeting Minutes: The meeting minutes of November 12, 2025,
were considered. MSP: To approve the minutes of November 12, 2025, Councilor
Coburn/Bradford, all present voted yes.
November 21, 2025, Workshop/Special Meeting: Council considered the minutes.
MSP: To approve the minutes of November 21, 2025, Councilor Davis/Coburn, all
present were in favor.
Technology Action Plan:

— Secure prairiecity.gov domain (federal .gov process; requires login.gov





and signed authorization letter)
Build a new city website with public access to agendas, minutes, and
documents
Migrate city email to prairiecity.gov; transition away from
ortelco.net; set forwards during transition

Additional Notes: Previously prairiecity.com was controlled by Community
Association; intent to secure access and redirect .com to .gov when ready
Email reliability concerns with current provider; plan to run own mail server
with .gov domain

— Consolidate internet to one primary connection at City Hall; create

citywide wireless backhaul via city-owned hill site

— Implement city-managed VoIP PBX to eliminate per-number charges;

potential to reduce monthly telecom costs to under $200 (requires
further analysis)

Motions Passed Approving the Technology Action Plan:
MSP: Authorize obtaining prairiecity.gov domain
Designate lead counselor to sign required authorization: Councilor Bradford
Approve volunteer technologist, David Kebler, to proceed with:
Obtaining .gov domain
Building a new website
Beginning email migration planning, Councilor Coburn/Bernard
City Manager Discussion:
Documents:
Returned draft resolution and organizational chart from attorney; mayor title
not added alongside council as previously discussed
Decisions:
Council to review resolution, organizational chart, and related materials at
home and bring edits next meeting
No vote on adopting city manager position at this meeting
Public Comments & Council Responses:
Why a city manager? Council cited:
Project management, grants, and oversight to prevent items falling through
the cracks
Separation of policy (council/mayor) vs. administration (manager)
Legal, HR, and communication efficiencies; avoidance of serial meetings by
elected officials
Cost/Overtime:
Target budget discussed: approximately $15–20k/year
Preference for salaried structure to avoid overtime; volunteer time cannot be
required
Hiring vs. Appointment:
Council has authority to appoint; intent stated to use open application and
interview committee with scoring, recommendation to council for appointment
Historical note raised by public: 2013 public rejection of city manager (for
awareness)
Public engagement:
Discussion acknowledged; council expressed willingness to continue public
discussion during regular meetings.
Council Calendar (2026)
Discussion:
Create and publish an annual calendar for transparency
Preference to omit December regular meeting due to holidays;
emergency/special meetings can be added as needed
Maintain current days/times for regular meetings; July date may be adjusted
as needed
Action:
Motion to approve January–November 2026 meetings on current schedule and
exclude December; passed (consensus to finalize calendar format next meeting)
MSP: To remove December’s council meetings from the yearly calendar Councilor
Bernard/Coburn, all present in favor.
Spending Caps/Purchase Approvals
Discussion:

Consider defining department-level purchase approval thresholds to improve
communication and control
Ensure flexibility for urgent operational needs (e.g., public works emergency
repairs)
Further input needed from departments to propose practical thresholds
Next Steps:
Staff to confer with departments and return with recommendations
Review alignment with policy/handbook
Timekeeping System
Discussion:
Explore implementation of a time clock system (paper punch or digital/mobile
with GPS)
Address on-call exceptions and documentation for Public Works
Benefits: accountability, accurate approvals, audit trail
Consideration for staff comfort/technology access; physical punch clock
option for Public Works
Next Steps:
Review employee handbook and ORS compliance; draft policy if needed
Research options (including school’s system experience) and costs;
technologist to advise on solutions
Public Works Report
Shop Door: Replacement cost approx. $3,900; awaiting signed check to order
(motorized door)
Chlorine Supply: Move to tank-based supply at approx. $850 per tank + ~$88
shipping per tank. Initial order: ~10 tanks (~$9.5–10k) Savings: eliminate
~$150/month current Napa costs
Water Meters: Quotes in progress; example received: 450 meters ≈ $166,000
(standard meters only) Vendors: Neptune, Kamstrup, Mueller (via Consolidated,
Core & Main, Ferguson) Budget available: ~$600–650k; room for parts and
installation materials
Next Step: obtain full quotes (including 1" and 2" meters and accessories)
and recommend vendor
Small City Allotment (Sidewalk/Curb/Gutter):
Project includes curb/gutter at park, sidewalk to 6th, ADA ramps at community
center
Follow-up: contact ODOT/contractor (Joe) on bid status
Fire Department Report
Incident: One dryer fire; no structure damage; occupant self-extinguished
before arrival
Equipment:
City Operations and Parks
Parks Master Plan:
Town hall held; public input cards distributed; ongoing collection and
submission to engineer
Staffing: Request for consensus to post city clerk position vacancy
Hiring process: standard panel (one city employee, one community member, one
council member); extended posting due to holidays
Street Lighting:
Ongoing outages (approx. 17+ currently)
Fire Dept has been reporting outages periodically; council appreciates
assistance
Need consistent process to report pole numbers to utility
Accounts Payable:
The council reviewed the financial overview, appropriations review, budget to
actuals, and the check detail.
The council reviewed the check detail.

MSP: To pay the City’s bills. Councilor Bernard/Davis. All present voted yes.
Adjourn: MSP: To adjourn the meeting at 7:52pm. Councilor Bernard/Clark. All
in favor.

Approved by the City Council on this 14th day of January 2026 and signed by
the Mayor.

Chase McClung, Mayor Pro Tempore

Attested

Shonalie Oakes, City Recorder