City Council

City Council Meeting Minutes ___________________________________________________________________________________________ THURSDAY, JUNE 5, 2014 CITY HALL COUNCIL CHAMBERS CITY OF COLUMBIA CITY, COLUMBIA COUNTY, OREGON AGENDA ITEM 1 CALL TO ORDER/ROLL CALL: CONVENED: Mayor Cheryl A. Young called the meeting to order at 6:00 p.m. Harold Olsen delivered the invocation and Mayor Young led the flag salute. COUNCIL MEMBERS PRESENT: Mayor Cheryl A. Young Councilor Nell Harrison Councilor Sally Ann Marson Councilor Larry Preston COUNCIL MEMBERS ABSENT: Councilor Josh Fromm ALSO PRESENT: Micah Rogers, Public Works Superintendent Leahnette Rivers, City Administrator/Recorder ATTORNEY PRESENT: Harold Olsen, City Attorney A quorum was present and due notice had been published. AGENDA ITEM 2 PUBLIC HEARINGS: 2.1 Public Hearing: To discuss the budget for the fiscal year beginning July 1, 2014 as approved by the Columbia City Budget Committee. Public Hearing opened. Leahnette Rivers recommended the Council make the following modifications when adopting the budget: Street Fund, Revenues: Increase Beginning Fund Balance by $30,000.00 Street Fund, Materials and Services: Increase Street Surface Preservation/Resurfacing by $30,000.00 She said we were planning to spend $30,000.00 on crack seal work on the City streets th st prior to June 30 , but we won’t be getting to it until after July 1 , which resulted in the need for these changes to the budget prior to adoption. No objections were heard from the Council. No input was heard from the public. 2 - Regular City Council Meeting June 5, 2014 Public Hearing closed. AGENDA ITEM 3 CITIZEN INPUT: Hudson Garbage Service: The Council reviewed a letter dated May 29, 2014, from Ernie Martin of Hudson Garbage Service, requesting the City’s approval of a pass-through increase resulting from a 2.8% disposal rate increase at the Columbia County Transfer Station, effective July 1, 2014. MOVED (MARSON), SECONDED (PRESTON) AND CARRIED UNANIMOUSLY TO INSTRUCT STAFF TO PREPARE A RESOLUTION FOR FORMAL APPROVAL OF THE PASS-THROUGH INCREASE REQUEST DURING THE NEXT COUNCIL MEETING. AGENDA ITEM 4 COUNCIL REPORTS: 4.1 Parks Committee: Chair Marson said the prep work for the pathways in the Veterans Park is progressing. Micah said they are tentatively planning to pave the pathways next week. 4.2 Water and Sewer Committee: Micah said the water project is beginning to wrap up. Micah said after repairing the recent break in the 10” line at the north end of Sixth Street, the amount of water pumped during the month of May dropped by about 1.1 million gallons from the amount pumped during April. 4.3 Street Committee: Chair Preston asked if the crack seal work is planned for this summer season. Leahnette said we hope to complete it this season. 4.4 Audit Committee: No report. 4.5 Hazard Mitigation Planning Group: No report. 4.6 Other Reports: Leahnette said the Basketball Study Group has included a recommendation to the Council for the establishment of rules associated with the placement of basketball hoops within the City right-of-ways, as outlined in their meeting notes for the May 19, 2014. Mayor Young said their recommendations appear to provide a very nice compromise. Councilor Marson said the members put a lot of thought into this, and even though they represented different sides of the issue, they all came to this agreement in the end. Councilor Preston expressed concerns about the requirement to remove the hoops from the street at dusk. He said they are so difficult to move that many of the hoops simply won’t get used any more. He said some garage doors have windows that prevent the placement of hoops above the garage door. After a lengthy discussion, it was the consensus of the Council that the July newsletter contain an article about the proposed rules, and a public hearing be held on July 17 to accept comments. Council Members discussed options for providing additional opportunities for public court use, such as partnering with Pacific Athletic Club to permit public access to their outdoor courts and opening the Community Hall for periodic “community nights.” AGENDA ITEM 5 CONSENT AGENDA: 5.1 Minutes of the Regular City Council Meeting of April 17, 2014. 5.2 Minutes of the Regular City Council Meeting of May 1, 2014. 5.3 Bills paid with check numbers 18007 through 18064 during the month of May 2014. 5.4 Investment and Cash Balance Summary for the quarter ending March 31, 2014. 5.5 Financial Report for the month ending March 31, 2014. 5.6 Financial Report for the month ending April 30, 2014. 5.7 Activities report from the City Administrator/Recorder. 3 - Regular City Council Meeting June 5, 2014 5.8 Appointment of Michael Moss to the Columbia City Planning Commission. MOVED (MARSON) AND SECONDED (HARRISON) TO APPROVE THE CONSENT. Councilor Preston questioned the appointment process for the Planning Commission. He said he does not know Mr. Moss, but his application indicates he is not a registered voter and he has no planning experience listed. Members noted that the meeting last night in the Community Hall brought to light the importance of Planning Commission decisions, and suggested, at a minimum, that the Mayor interview applicants in a fashion similar to the manner in which she interviewed Councilor Preston prior to his appointment to the Council. Mayor Young said she used to interview all of the applicants, and she probably should never have stopped. She agreed that it would be a good idea to continue doing interviews again. MOVED (MARSON) AND SECONDED (HARRISON) TO AMEND THE MOTION TO STRIKE ITEM. 5.8 FROM THE CONSENT AGENDA UNTIL THE MAYOR HAS AN OPPORTUNITY TO INTERVIEW MR. MOSS. AGENDA ITEM 6 UNFINISHED BUISNESS: None. AGENDA ITEM 7 NEW BUSINESS: 7.1 NW Kodiak Change Order No. 3: NW Kodiak Change Order No. 3 for the installation of 2” waterline and services along “A” Street west of Sixth Street in the amount of $11,239.45. MOVED (MARSON), SECONDED (PRESTON) AND CARRIED UNANIMOUSLY TO APPROVE NW KODIAK CHANGE ORDER NO. 3 IN THE AMOUNT OF $11,239.45. 7.2 NW Kodiak Change Order No. 4: NW Kodiak Change Order No. 4 for the time and materials associated with work completed April 1, 16 and 30 and May 12 and 13 in the amount of $9,274.01. Councilor Preston questioned the correct amount of Change Order No. 4, noting that the cover page shows the amount of $10,330.58, while the backup materials show a total of $9,274.01. After a brief discussion, the consensus was to move forward with approving the lower amount, and Leahnette will bring this back to Council again if a correction is needed. MOVED (PRESTON), SECONDED (MARSON) AND CARRIED UNANIMOUSLY TO APPROVE NW KODIAK CHANGE ORDER NO. 4 IN THE AMOUNT OF $9,274.01. 7.3 Lawn Tractor: Request to purchase diesel lawn tractor. Council reviewed the quote from Sunset Equipment for a Kubota tractor model GR2120-54 diesel 4x4 with a 3 bag grass catcher in the amount of $9,775.00. Leahnette said she checked with three other vendors that handle state price agreements, and the price from Sunset Equipment is lower than the prices they offered because we would need to pay a $500 membership fee in order to qualify for the state pricing. MOVED (MARSON), SECONDED (HARRISON) AND CARRIED UNANIMOUSLY TO AUTHORIZE THE PURCHASE OF THE LAWN TRACTOR FROM SUNSET EQUIPMENT IN THE AMONT OF $9,775.00. 7.4 Council Bill No. 14-723; Resolution No. 14-1119-R: A Resolution authorizing a transfer of appropriations within the General Fund during the fiscal year beginning July 1, 2013. 4 - Regular City Council Meeting June 5, 2014 MOVED (PRESTON), SECONDED (MARSON) AND CARRIED UNANIMOUSLY TO APPROVE COUNCIL BILL NO. 14-1119-R. 7.5 Council Bill No. 14-724; Resolution No. 14-1120-R: A Resolution adopting the budget, making appropriations, imposing taxes, and categorizing taxes for the 2014-15 fiscal year. Leahnette said the Resolution contains the changes to the budget that she previously outlined during the public hearing. MOVED (PRESTON), SECONDED (MARSON) AND CARRIED UNANIMOUSLY TO APPROVE COUNCIL BILL NO. 14-1120-R. AGENDA ITEM 8 OTHER BUSINESS: Blackberries: Councilor Preston said there are blackberries coming through the City’s black chain link fence and onto the sidewalk on Fifth Street at “A” Street. Leahnette said she will ask the work crew to cut them back. July 3, 2014 Council Meeting: Leahnette recommended the Council cancel the meeting due to the holiday. MOVED (MARSON), SECONDED (PRESTON) AND CARRIED UNANIMOUSLY TO CANCEL THE JULY 3, 2014 COUNCIL MEETING. Community Hall Committee: Leahnette suggested a couple of Council Members serve on a Community Hall Committee to assist with design ideas and decisions associated with the proposed restroom and kitchen improvements to the Community Hall. Councilors Marson and Harrison volunteered to serve. AGENDA ITEM 9 ADJOURNMENT: There being no further business to come before the Council, the meeting adjourned at 6:46 PM. APPROVED: _______________________________________ Cheryl A. Young Mayor ATTEST: ___________________________________ Leahnette Rivers City Administrator/Recorder