**City of Prairie City**

**Council Meeting**

**March 11, 2026**

**Attendance:**

Mayor Bradford

Councilor Coburn

Councilor Clark

Councilor McClung

Councilor Davis

Councilor Bernard (via phone)

Shonalie Oakes, City Recorder

Mike Patterson, Public Works

Brian Heuckman, Public Works

Rob Gaslin, CPA

Benjamin Richardson, Museum

**Visitors:**

Mary Brown

Ed Clark

Frances Preston

Steve Patterson

Wanda Patterson

Larry Johnson

The meeting was called to order at 6pm, pledge recited, and roll call taken. Councilor Bernard appeared via phone.

**Minutes:** February 11, 2026, Council Meeting Minutes were considered. **MSP: To approve the minutes of February 11, 2026, Councilor Coburn/McClung, all present voted unanimously.**

**Public Comment:** None.

**Parks Master Plan and Funding Timeline**
Status:
Committee reportedly ready to present “first project idea”
Seeking to finalize plan with HECO before council presentation
Concerns:
Application deadline for funding likely in April; official deadline not posted due to staffing changes at agency
Risk that waiting until next regular meeting could be too late
Potential Action:
May require a special meeting if materials become available before next meeting
Next Step:
Proceed with agenda; revisit if Dennis Lynch ( OPRD Committee Leader) arrives.

**Fourth of July Planning (250th U.S. Anniversary)**
Context:
Early planning due to significance of 250th anniversary
Fireworks likely not feasible given fire risk and location limitations (Oxbow access, fields, seasonal timing)
Ideas Discussed:
Alternative to fireworks: drone light show (ruled out; ~ $100k)
Explore private property for fireworks: potential outreach to ranchers (e.g., Voight; neighbor’s meadow); check timing with hay/grazing
Coordinate with Forest Service for training/pumps if fire risk allows
Consider partnering with John Day for fireworks while holding parade/events locally
Car Show (antique and modern; Corvette/Porsche clubs; possible separate date if July 4 too full)
Parade enhancements: prizes, float-building incentives, business-donated gift cards
Family activities: live music, water slides (booked at 30% discount), face painting, sack races, three-legged races
Competitions/Tournaments: horseshoes, cornhole (adult and kids divisions), basketball (3-on-3/1-on-1), lawnmower drag racing (liability unknown), pedal tractor pulls, log cutting (historic precedent)
Dunk tank (with council participation suggested)
Bingo (noted as popular locally)
Marble hunt (previously well-received)
Food/Fundraisers: invite school groups (football, FFA) to host meals; coordinate via school communications
Venue expansion: consider Depot Park, school fields (football/baseball) with permissions; spread events to benefit local businesses and museum
Ask Mosier permission for the potential use of their corner lot (subject to owner permission and mowing)
Committee Formation:
Need a dedicated Fourth of July Committee to avoid overburdening staff
Volunteers mentioned: Trevor Hampshire and Ford Tanner willing
Outreach plan:
Flyers around town and at schools (announce fundraising opportunities; sign-ups)
Radio advertising on KJDY as a public notice
Coordinate with Chamber of Commerce (use membership for free event promotion)
Clarify county-wide participation welcome (not limited to Prairie City)
Council noted: If no committee forms, council will assume responsibilities
Immediate Actions/Assignments:
Water slides booked (shorter length, same height; take less park space)
Book music now; pursue grant to cover music and slides
Develop and distribute:
Flyer recruiting committee members (city- and county-wide)
School flyer for student group fundraisers
**Contact:**
Chamber (Shonalie) for advertising support
KJDY for public notice ads
School superintendent for facilities permission
Sheriff for parade road closures
Parade announcer (Logan), National Anthem singer, American Legion cannon
Considerations:
Establish a parade theme
Determine tournament fee structure and prize payouts (historically top 3; last year winner-take-all)
Space management: slides, beer garden, bands, vendors; expand footprint to Depot Park/school as needed

**Grad Night Donation**
Request: Funding support for senior Grad Night
History: Last year funded by personal donations from council members, previous years City donated $150.
Motion: City to donate $150; council/staff/public may add personal donations
**Vote: MSP: City to donate $150 Councilor Coburn/Davis. Passed unanimously; Emily abstained due to potential conflict**
Additional Donations pledged (from attendees during meeting):
Ben Richardson, Ed Clark, Brian Heckman, Mike, Mary Brown, Mayor Bradford
Delivery:
Donations to be dropped at City Hall; Emily to pick up Monday
Checks payable to: “PC Grad Night 2026” (or Prairie City School as needed)

**Depot Park Advertisement (Motorcycle Maps)**
Description: Annual ad in “Come Ride With Us” Motorcycle Maps (Depot Park and Museum)
Cost: $1,100 (increased ~ $200 from prior years)
Budget: Funds budgeted; check prepared
**Motion: Approve advertising purchase Councilor McClung
Second: Councilor Clark**
**Vote: Passed unanimously**

**Equipment Purchase Discussion (Public Works)**
Proposal: Purchase a 4WD off-road man lift (60–80 ft reach) for decorations, banners, tree lights
Used price range: $12,000–$20,000
New: > $100,000
Renting from Baker/Eastern Oregon Rentals: ~$3,000 per two-day period (delivery included); used twice annually for tree lights up/down
Rationale:
Safer and more capable than current trailer-mounted lift (steep angles over roadway swags, safety concerns)
Reduces dependency on borrowing equipment (liability if damages occur)
Multi-use potential (seasonal decorations, pole banners, other tasks)
Alternatives Considered:
Telehandler (more expensive for decent used; ~ $30k+)
Small bucket truck (cheaper, but limited lifting capability)
Storage: Outdoors with other city equipment (no covered equipment storage currently)
Budget: Capital equipment funds available (< $20k target)
**Decision:** Table to next meeting
***Public Works to review and prioritize equipment needs overall***Include whether tree lighting will continue at current height (affects need)
Explore assistance for current-year tree light removal
Note: Tree lights are high-quality, multi-colored “amusement park grade” (~$2,500–$3,000); do not leave up year-round, in time sun will damage.

**Budget Process and Calendar**

Budget Committee:
Volunteers needed: 6 (equal to council size)
Two volunteers confirmed at meeting; one returning member noted
Applications to be completed by volunteers
First Budget Committee Meeting:
Proposed Date/Time: Wednesday, April 29 at 6:00 PM (subject to adjustment based on member availability)
Gaslin to prepare draft budget for presentation and discussion
Notices:
Legal ads to run April 8 and April 15
Submit ad to paper by April 2
**Next Council Meeting (early April):**
Approve Budget Committee appointments
Subsequent Budget Meetings:
To be scheduled at first committee meeting; ensure adequate notice/publication

**Insurance Forecast (included in council books for budget information)**
Medical: Up to +7.5%
Workers’ Comp (SAIF): +5% to +20%
Council to review packet; bring questions/concerns to staff

**Public Works Report (Highlights)**
Backhoe at compost site: Radiator needs repaired; reinstallation pending
Significant time spent preparing water plant improvements grant materials
EPA Water Project (Water Meters):
In legal review; aim to go to formal bid within 1–2 weeks
Target award mid-April (approx. two-week bid period)
Plan: City staff to perform installations; consider contractor only if deadlines require
Ongoing monthly operations as listed in written report (copies available)

**Fire Department Report**
Conditions:
Early fire activity: Three grass fires already this year; fuels dry quickly during warm periods
Staffing:
New firefighter: Dustin Phipps completed Basic Firefighter Academy (fully certified)
State Actions:
Chief Rynearson appointed to Forest Land Reclassification Committee (Central Oregon Fire Protection District)
State eliminated Class 1 Fire Patrol Tax; remaining:
Level 2: $2.89/acre
Level 3: $3.19/acre (figures stated in meeting)
Process to reclassify Grant County lands begins next week; estimated 2+ years to complete
Potential impacts:
Increased taxes on grazing/foothill lands if reclassified as timberland (broad vegetation-based definition)
Possible overlay could affect Prairie City Rural Fire District finances (already constrained under Measure 5/50 caps)
City limits not directly impacted; rural areas likely affected
Timeline for any tax changes: Likely appearing on tax rolls Fall 2028 or 2029
Goal:
Develop sensible local maps/lines for timberland vs. grazing vs. non-productive lands
Engage with local stakeholders; keep community informed

**Accounts Payable and Financial Report**
Cash Balance (month end): $1.91M (prior month $1.96M), held in LGIP and checking
Water Fund:
Income up $29,000 through Feb (8 months); on pace +$44,000 YOY
Target increase range: $35,000–$50,000; tracking mid-range
Current YTD fund balance shows a $28,000 decrease (operating loss)
Interest: ~ $50,000 earned YTD in LGIP
Appropriations Review:
General Fund Personnel Services: Tight but expected to finish within budget
Water Fund Materials & Services: Over budget due to late-billed prior-year engineering costs (~$27,000 performed March last year)
Landfill: Slightly over budget ($61) due to prior-year work billed current year
Road Fund Materials & Services: Close but expected to be fine
Corrections/Next Steps:
Implemented improved billing/processing with Sisul
Plan intra-fund budget adjustments via resolutions next meeting:
Landfill: Use contingency ($10,000 available)
Water: Shift from Capital Outlay within 10% limit; no supplemental budget anticipated
Required public notice for budget adjustments will be published
Notable AP Items:
CMGEO: Advertising (clerk position; radio rates higher for non-public notices)
Ed Staub & Sons: Fuel and stove oil (includes museum/park heating where applicable)
Visa: Department cards used for software subscriptions, office supplies, parts, etc.
Per diem reimbursements for training travel (separate from Visa charges)
**Motion: To pay the bills. Councilor Clark**

**Second:** **Councilor McClung
Vote: Passed unanimously**

***Council Training Opportunity*:** LOC Spring Conference: April 23–24, Pendleton
Encouraged for council training; potential grants available (covers registration/lodging)
Early registration recommended for discounts/scholarships
*Action:* Council to inform staff by end of week if interested

**Next Steps and Action Items**

* Parks Master Plan:
  Monitor timeline with HECO; schedule special meeting if needed before application deadlines
* Fourth of July:
  Form committee via flyers, KJDY ads, Chamber promotion, school outreach
  Book music; pursue grant for music and slides
  Prepare school fundraiser flyer; contact superintendent re: facilities
  Coordinate parade logistics (roads, announcer, anthem, cannon)
* Grad Night:
  City to issue $150
  Collect individual donations at City Hall; checks to “PC Grad Night 2026”
* Depot Park Ad:
  Proceed with $1,100 Motorcycle Maps ad
* Equipment Purchase:
  Public Works to prioritize equipment needs and report next meeting
  Explore options for removing current tree lights safely this year
* Budget:
  Advertise Budget Committee on 4/8 and 4/15; submit by 4/2
  Appoint committee at next council meeting
  Hold first Budget Committee meeting on April 29 at 6:00 PM (tentative)
  Prepare resolutions for intra-fund budget adjustments (water, landfill)

**Adjournment**
**Motion to adjourn: Councilor McClung
Second: Councilor Clark
Vote: Passed unanimously**
**Adjourned**

Approved by the City Council on this 8th day of April 2026 and signed by the Mayor.

Mayor Bradford

Attested

Shonalie Oakes, City Recorder