City Council

MADRAS MRC-CITY COUNCIL OFFICIAL MEETING MINUTES City Council Chambers, 125 SW "E" Street, Madras, OR 977 41 Tuesday, January 14, 2025 OATHS OF OFFICE I. Call Meeting to Order Mayor Lepin called the meeting to order at 5:30 pm. II. Pledge and Prayer Councilor Seibold led the Pledge of Allegiance and Councilor Soliz led the prayer. Ill. Formal Swearing In/Oath of Office for Newly Elected Officials Formal Oaths of office were administered by the City Recorder for Mayor Mike Lepin and Councilors Gabriel Soliz, Pamela Thomas, and Whitney Bell. CITY COUNCIL AGENDA I. Roll Call Council: Mayor Mike Lepin was present. Councilors Bell, Seibold, Soliz, Thomas, and Yoder were present. Staff: City Administrator Will lbershof Police Chief Tim Plummer Community Development Director Nick Snead Finance Director Kate Knop HR Director Rebecca Mock Public Works Director Jeff Hurd Public Works Manager Michele Quinn Interim City Attorney Joanna Lyons-Antley City Recorder Keli Pollock Visitors in Person: Debbie Stoelting Mike Williams Chris Thomas Jessica White Suzette Skinner Brenna Fulks, EDCO Karen McCarthy Kathy May, Food Pantry Laurie Danzuka William O'Daniel George Curtiss Cory DeJarnett Christe Abbe, Neighborlmpact Scott Cooper, Neighborlmpact Visitors on Zoom: Deanne Woodring, GPA Scott Page 1 of 11 Madras City Council Meeting Minutes January 14, 2025  II. Public Comments (please limit to 3 minutes) The Council reserves the right to limit the number of speakers pertaining to the same topic in the interest of meeting efficiency and expediency. 1. Karen McCarthy and William O'Daniel addressed the council regarding concerns about a dog breeder selling animals in downtown Madras. They highlighted issues with the individual's background and the lack of proper documentation for the animals being sold. They requested the council look into ordinances regarding the sale of live animals within city limits. Will lbershof stated he would check with business licensing and code enforcement the following day to determine the next steps. Mayor Lepin assured the speakers that the information would be forwarded to them once available. 2. Mike Williams, representing veterans' organizations, expressed concern about entities not lowering flags on Pearl Harbor Day. He requested the council's support in pushing for proper flag etiquette in the community. Mayor Lepin suggested sharing information about flag-lowering days with Keli, the City Recorder, for potential posting on Facebook. Ill. Amend or Accept Regular Agenda No amendments were made to the regular agenda. IV. City Council Consent Agenda All matters listed within the Consent Agenda have been distributed to every member of the City Council for reading and study, are considered routine, and will be enacted by one motion of the Council. If separate discussion is desired, that item may be removed from the Consent Agenda and placed on the Regular Agenda by request. There was no consent agenda for this meeting. V. Visitor Presentation(s)/Proclamations 1. Neighborlmpact Presentation by Scott Cooper, Executive Director Scott Cooper, Executive Director of Neighborlmpact, presented an overview of the organization's services and impact in the region. He highlighted: • Neighborlmpact is the largest nonprofit in Central Oregon, serving 55,000 people annually with a $55 million budget. • The organization offers various programs including a regional food bank, Head Start, homeownership center, housing stabilization, energy assistance, and community development. • In Jefferson County, Neighborlmpact provided almost 80,000 individual services last year, bringing in about $4.5 million in direct cash investment and leveraging about $2.5 million in economic activity. Cooper emphasized the organization's focus on both anti-poverty efforts and supporting the working class. He expressed willingness to partner further with the city on various initiatives. Councilor Seibold suggested setting up a meeting to explore better ways to leverage their relationship and help the community. 2. Government Portfolio Advisors - Investment Advisory Services Deanne Woodring from Government Portfolio Advisors (GPA) presented investment advisory services options for the city. Key points included: Page 2 of 11 Madras City Council Meeting Minutes January 14, 2025  • GPA manages over $25 billion in investment assets for local governments, including $9 billion in Oregon . • The presentation outlined strategies for balancing short-term and long-term investments to maximize yield over interest rate cycles . • GPA offers various services including investment policy review, cash flow forecasting , and GASB reporting assistance. Finance Director Kate Knop provided context on the city's current investment situation, noting that funds are currently held in the Local Government Investment Pool (LGIP) and First Interstate Bank. Councilor Soliz and Councilor Seibold expressed concerns about the cost-effectiveness of hiring GPA directly versus participating in the county's investment pool. They noted that the long-term return would likely be similar, but the city would incur additional fees by contracting directly with GPA. The council decided to remove agenda items related to contracting with GPA and stay with the current set-up. Motion: I make a motion to remove regular agenda items 1, 2, and 3 from our agenda. Moved : Soliz Seconde Yoder d: Ayes: Bell , Seibo ld, Soliz , Thomas , Yoder Absences None I Nays: 0 I Absent: 0 I Recused: 0 Passed: 5/0 Council took a short break at 6:25 pm. VI. Regular Agenda 4. Government Portfolio Ad'lisors City of Madras ln'lestment Policy Kate Knop, FinanGe DireGtor 2. Government Portfolio Ad'lisors ln'lestment Ad'lisory Services Contract for 2025 Will lhershof, City Administrator 3.- Government Portfolio Ad'lisors Custodial Bank Re'liew for City of Madras for 2025 Kate Knop, FinanGe DireGtor 4. Biennial Election of Council President City Recorder Pollock explained that every two years Council needs to elect a Council President who will serve in the absence of the Mayor. Council members vote via ballot, City Recorder will tally the votes and the Mayor will break any tie vote . Once the vote is verified by the Recorder and the Mayor, a motion by Council is needed . Votes were tallied as follows : • Councilor Soliz: 1 vote • Councilor Seibold : 4 votes Motion: I move to appoint Councilor Seibold as the council president for the 2-year period beginning January 2025 through December 31 , 2026. Moved : Soliz Page 3 of 11 Madras City Council Meeting Minutes January 14, 2025  Seconded Thomas Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences None I Nays: O I Absent: O I Rec used: O Passed: 5/0 5. Crack Sealer Purchase - Seal Master Director Jeff Hurd proposed investing in a more efficient crack sealer for the Public Works department, noting that the existing equipment is inadequate due to its smaller size and inability to meet current production demands. The proposed unit, identified from Seal Master, would require an immediate $20,000 deposit, with the intent to complete the full payment in July during the next fiscal budget cycle. Council raised several concerns, specifically regarding the financial and budget implications of this timing for the purchase. They debated whether this expenditure aligns with current budget constraints and if it could be transparently accounted for in the fiscal reports. After a thorough discussion, Council chose to defer the decision. They determined the need for additional financial analysis, including reviewing budget implications and possibly preparing a budget resolution. Consequently, no immediate action was taken, and the matter was postponed until the January 28th meeting. 6. Oregon Department of Energy - Solar Grant Agreement $1,000,000 Director Jeff Hurd presented the $1,000,000 grant agreement from the Oregon Department of Energy for a floating solar project at the wastewater plant. He explained that the project would eliminate the plant's electric bill, saving approximately $200,000 annually. Councilor Seibold expressed strong support for the project, highlighting the impressive cost- benefit ratio. He noted that the investment would effectively pay for itself within two and a half years due to the significant annual savings on electricity costs. He commended the public works department for their efforts, recognizing the initiative as both a financially savvy and environmentally beneficial solution. Motion: Councilor Seibold moved that the Council approve grant agreement 24-099 Community Renewable Energy Grant Program for the floating solar project in the amount of $1,000,000. Moved: Seibold Seconded Thomas Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences None I Nays: O I Absent: 0 I Rec used: 0 Passed: 5/0 7. City Control Point Network Director Jeff Hurd presented a proposal to establish a city control point network to enhance survey benchmark accuracy in Madras, addressing inconsistencies to aid development and reduce construction conflicts. The project is estimated at $30, 150, with funding suggested from contingency budgets. Councilors expressed concerns over timing and necessity, questioning the benefits of the investment amid current budget constraints. No formal action Page 4 of 11 Madras City Council Meeting Minutes January 14, 2025  was taken; the council decided to delay the proposal, requiring further financial analysis and discussion before considering it in future budget planning. 8. Local Government Authorization to Designate Funding to Service Providers - Recycling funds to MSS Public Works Manager Quinn informed the council of the new state-initiated Recycling Modernization Act and the designated funding associated with it. It was outlined that under the new program, local service providers like Madras Sanitary Service (MSS) are required to apply through their local government for such funds and the city would function as a pass- through entity. Quinn emphasized that the city's role would primarily be to facilitate the passage of these funds from the state to MSS, without incurring any direct financial cost to the city itself. Councilor Soliz proposed the idea of charging indirect costs to account for any city staff time or resources used in managing the funds and documentation process. He highlighted that while there may be minimal staff involvement at present, ensuring compensation for any future workload associated with fund management would be prudent. Councilor Seibold found this reasonable, recognizing that the city should not bear the costs of this facilitation without acknowledging the potential time and resources involved. Public Works Manager Quinn noted that the program's guidelines would need to be reviewed to ensure that including indirect costs is permissible under its terms. Despite this, Councilor Yoder expressed a preference to proceed with the program, emphasizing that the benefits of improved recycling infrastructure would outweigh any minor administrative costs the city might incur. Following a thorough discussion and consideration of potential workload and benefits, the council moved forward with the authorization for the city to act as a pass-through for the program, allowing Madras Sanitary Service to benefit from the state's allocated recycling funds. Motion: I move that Council approves the Mayor to sign the Local Government Funding Authorization form. Moved: Seibold Seconde Bell d: Ayes: Bell, Seibold, Thomas, Yoder Absences None Nays: I Absent: 0 I Rec used: 0 I Soliz Passed: 4/1 9. Donation of Public Works Equipment 1995 Chevy Flatbed Truck to Jeffco Fire John Deere Ride on Mower to Jefferson County Buildings and Grounds Jeff Hurd presented a proposal to donate a 1995 Chevy flatbed pickup to the fire department and a John Deere mower to Jefferson County Building and Grounds. During the discussion, several councilors expressed concerns about the donation, focusing on the fiscal responsibilities the council has to the taxpayers and the potential value of the equipment if sold instead. Councilor Seibold emphasized the importance of being prudent stewards of public assets and suggested that any proceeds from selling the equipment benefit the city's general fund, unless there had been a historic practice of reciprocal exchanges of assets with the benefiting departments, which was not evident in this case. Councilor Yoder echoed these sentiments, pointing out the city's ongoing need for funding, particularly for other local priorities such as police operations and addressing the issue of abandoned properties or Page 5 of 11 Madras City Council Meeting Minutes January 14, 2025  vehicles. Conversely, Councilor Soliz and some others highlighted the non-financial benefits of maintaining and enhancing collaborative relationships with local agencies like the fire department and county departments. They suggested that these strengthened partnerships could potentially yield future benefits that outweigh immediate financial gains. Motion: I move that Council approves donating the 1995 Chevy Flatbed Pickup to Jefferson County Fire District and approves donating the John Deere ride on mower to Jefferson County Buildings and Grounds Department. Moved: Soliz Seconded Thomas Ayes: Bell, Soliz, Thomas Absences None Nays: Absent: 0 Recused:O Seibold, Yoder Passed: 3/2 10. Property Acquisition from Opportunity Foundation for Olive Street Right of Way Public Works Director Jeff Hurd presented a proposal to acquire property from the Opportunity Foundation for the Olive Street improvement project. He explained that the existing right of way next to the Opportunity Foundation was only 30 feet wide and misaligned with the intersecting driveway across from Fairgrounds, necessitating the acquisition to ensure proper alignment. This project has been several years in the making, initially spurred by a development request for mini storage on Olive Street requiring adjacent right of way improvements. The land use decision accordingly stipulated a $70,000 improvement fee responsibility on the part of the developer, meant to support adjacent road improvements. He detailed that the developer's contribution, along with collected system development charges (SDCs) and a reduced contribution from the Madras Redevelopment Commission (MRC), would finance the project. Although the initial expectation was that MRC would contribute $280,000, recent funding constraints prompted a reduction to $150,000, with the remaining difference to be covered by SDCs and the Transportation Operating Fund (TOF). Altogether, these funds were designed to cover the expected cost of around $600,000, which has notably increased from the original project estimate of $400,000 due to time and cost escalation. Hurd highlighted the project's potential to improve connectivity in that area and contribute to the paving of all gravel roads within city limits, aligning with the council's infrastructure development goals. Finally, the accompanying purchase and sale agreement for acquiring the required property from the Opportunity Foundation was part of the necessary steps to commence construction, and the agreement positions the city to finalize bid contracts and move forward with the improvements once the property acquisition is secured. During the discussion, councilors expressed concerns about the increased costs from the original estimate. They emphasized the importance of moving forward with the project to avoid further cost escalations due to delays and highlighted the project's alignment with city goals to improve infrastructure. Councilors also discussed the opportunities this project provides in enhancing connectivity and paving unpaved roads, which is a priority for the city, ultimately agreeing on proceeding with the acquisition. Motion: I move that Council approve the Purchase and Sale Agreement between the City and Opportunity Foundation of Central Oregon in the amount of $19,314 and authorizes the City Administrator to sign the document. Moved: Soliz Seconded Yoder Page 6 of 11 Madras City Council Meeting Minutes January 14, 2025  Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences None I Nays: O I Absent: 0 I Rec used: 0 Passed: 5/0 11. Ordinance No. 991, An Ordinance amending the Madras Transportation System Plan to adopt the South Madras Concept Area Refinement Plan Director Nick Snead presented Ordinance No. 991, which amends the Madras Transportation System Plan to adopt the South Madras Concept Area Refinement Plan. A. Opportunity For Public To Present Questions And/Or Comments. Kathy May, Executive Director of the Madras Community Food Pantry, urged the council to approve the plan quickly to allow for the food pantry's relocation and expansion plans. B. Motion To Read Ordinance By Title Only. Motion: I move that we read Ordinance No. 991 by title only. Moved: Soliz Seconded Seibold Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences: None I Nays: O I Absent: 0 I Recused: 0 Passed: 5/0 C. City Attorney Or Their Designee Will Read Ordinance By Title Only. Interim City Attorney Antley read ordinance no. 991 by title only. D. Opportunity For Council To Present Questions And/Or Comments. There were no additional questions or comments. E. Motion To Approve And Adopt Ordinance (If Council So Chooses). Motion: I move to approve and adopt Ordinance No. 991 - An Ordinance amending the Madras Transportation System Plan to adopt the South Madras Concept Area Refinement Plan. Moved: Seibold Seconded Soliz Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences None I Nays: O I Absent: 0 I Rec used: 0 Passed: 5/0 F. City Recorder Takes A Roll Call Vote. City Recorder Pollock took a roll call vote, motion passed unanimously. 12. Resolution 01-2025 - A Resolution Prohibiting Truck Parking in the Downtown Director Jeff Hurd presented Resolution 01-2025, which initially aimed to prohibit truck parking in certain areas of downtown Madras. During discussions, several council members and staff emphasized the challenges and safety concerns associated with large vehicles, including both trucks and buses, parking in the downtown area. Council members suggested that the prohibition should be extended to the entire downtown corridor to address these issues more comprehensively. Chief Plummer contributed to the discussion by raising additional concerns about commercial buses parking along the northbound corridor. He highlighted the pedestrian traffic problems and visibility issues these buses caused when they were parked in the downtown area. He suggested that the resolution should differentiate between types and sizes of vehicles, Page 7 of 11 Madras City Council Meeting Minutes January 14, 2025  ensuring that charter buses were also included in the prohibition to alleviate the identified problems. After considering these points, the council agreed to amend the resolution. They decided to expand the prohibition to include both commercial buses and trucks, specifically identifying 4th and 5th Streets from the north Y to the south Y and their intersecting streets. This decision aimed to improve traffic safety and pedestrian visibility, as well as enhance the overall aesthetics and functionality of the downtown area. The amended resolution reflected the council's commitment to addressing public safety and quality of life issues in Madras. Motion: Councilor Soliz moved to approve Resolution 01-2025, extending it throughout the entirety of the downtown corridor prohibiting bus and truck parking on 4th and 5th Street from the north Y to the south Y. Moved: Soliz Seconded Thomas Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences None I Nays: O I Absent: 0 I Rec used: 0 Passed: 5/0 13. Resolution 02-2025 - Enterprise Zone School District Support Fee Brenna Fulks, EDCO Director of Jefferson County, explained Resolution 02-2025 regarding the Enterprise Zone School District Support Fee, a new state-imposed fee for businesses extending property tax exemptions beyond three years in Enterprise Zones or participating in long-term rural zones. This fee involves paying local school districts to offset resource impacts from tax breaks, facilitated by EDCO. Although it reduces state funding allotments proportionally, it complies with legislative requirements. During discussions, Councilor Soliz questioned the fee's flexibility and potential outcomes of rejecting it. However, no alternative emerged, affirming the resolution as a compliance measure. Motion: Councilor Seibold moved that the council adopt Resolution 02-2025 to adopt the Enterprise Zone School District Support Fee. Moved: Seibold Seconded Yoder Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences None I Nays: O I Absent: 0 I Rec used: 0 Passed: 5/0 Council paused for a short 5 minute break beginning at 7:45 pm. 14. Appointment of Truett Shilling and Heather Crow-Martinez to Homeless Advisory Committee Nicholas Snead, Community Development Director Director Nick Snead requested the appointment of Truett Shilling and Heather Crow-Martinez to the Homeless Advisory Committee as replacements for Tony Mitchell and Cindy Potter, who have retired from their positions by December 31, 2024, and January 15, respectively. Both individuals represent community partners essential to the committee's work, and their participation is necessary to continue addressing homelessness in the region. Tony Mitchell and Cindy Potter's retirements highlight the importance of maintaining strong representation from local organizations on the committee. It was noted that both the new appointees expressed a strong willingness to serve upon being approached, ensuring continued active Page 8 of 11 Madras City Council Meeting Minutes January 14, 2025  engagement on homelessness issues in the city. Motion: Councilor Soliz moved to appoint Truett Schilling and Heather Crow- Martinez to the homeless advisory committee. Moved: Soliz Seconded Thomas Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences None INays: O IAbsent: 0 I Rec used: 0 Passed: 5/0 15. Committee List Review and Approval City Recorder Pollock led a review of the city's committee appointments, organizing a comprehensive walkthrough of each committee's current membership and proposing changes for the upcoming year. The process involved reviewing individual committee compositions, addressing vacant positions, reappointing members who wished to continue serving, and incorporating new council members into various roles. Motion: Councilor Seibold moved that the city council approve the committee appointments with any changes discussed for the upcoming year as per we have all agreed to in this meeting. Moved: Seibold Seconde Bell d: Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences None I Nays: O I Absent: 0 I Rec used: 0 Passed: 5/0 16. Discuss Meeting Conflict for November 2025 City Recorder Pollock highlighted a scheduling conflict regarding the November 2025 council meeting schedule, noting that Veterans Day falls on the same date as the originally scheduled meeting and that the second meeting of the month would conflict with Thanksgiving week. This necessitated a decision from the council to select a new date for the meeting to ensure compliance with the city charter, which requires a minimum of one meeting per month. Pollock provided a calendar to aid in the selection of an alternative date. The council agreed to this adjustment, recognizing the importance of avoiding meeting disruptions and maintaining consistent governance practices a few dates were suggested, but the consensus landed on holding the meeting November 12, 2025. Motion: Councilor Soliz moved that we hold the MRC and city council meeting on November 12, 2025 in lieu of our normal meeting date. Moved: Soliz Seconded Thomas Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences: None I Nays: O I Absent: 0 I Recused: 0 Passed: 5/0 17. Capital Expenditures December 2024 Kate Knop, Finance Director for the City of Madras, presented the Capital Expenditures report through December 2024. The city budgeted $8,164,925 for capital expenditures, with Page 9 of 11 Madras City Council Meeting Minutes January 14, 2025  about 28% ($2,300,000) spent so far. This report aimed to provide the council with an overview of spending against the capital projects budget. Detailed budget allocations are in supporting documents for the council's review. A concern highlighted was the airport fund, specifically for runway electrical work. Kate assured the council that, despite unforeseen needs, the overall budget is not unfavorable in capital outlay. The report was informational, requiring no formal council action. 18. City of Madras & MRC Budget Calendar for 2025 - 2026 Kate Knop presented the proposed budget calendar for the City of Madras and MRC for 2025-2026. She highlighted key dates and noted the councilors' concern about a conflict with the April 17th meeting, which coincides with the county's budget committee hearings from April 15th to April 17th. The council requested a new date to avoid scheduling conflicts and ensure councilors' participation, and Knop indicated she would propose a new date for the meeting. She mentioned that she would bring an updated calendar and budget assumptions to the next meeting. 19. Declaration of Vacancy and Recruitment Process for City Councilor Position Mayor Lepin announced Councilor Patricia Spencer's resignation, leading to discussions on filling the vacancy. City Recorder Pollock outlined the process based on historical precedent and sought clarification on how this council would like to proceed with filling the vacancy. The council discussed the recruitment process, deciding to require a minimum of three applicants before conducting interviews. Motion: Councilor Seibold moved to declare a vacancy on the Madras City Council and authorize staff to begin the recruitment process to fill the vacant position with the term ending on December 31, 2026. Moved: Seiboid Seconded Yoder Ayes: Bell, Seibold, Soliz, Thomas, Yoder Absences None I Nays: O I Absent: 0 I Rec used: 0 Passed: 5/0 VII. Department Reports/ Committee Updates Police Department: Chief Plummer reported on ongoing efforts to address graffiti in the city and highlighted the challenges faced with managing abandoned vehicles. Finance: Director Knop reported on budget preparation activities, upcoming budget assumptions presentations, and strategic planning aligned with council goals. Community Development: Director Snead reported on the finalization process for the city's homelessness report and preparations for the planning commission hearing on flood insurance rate map amendments. Public Works: Director Hurd reported on the proposal for a significant sewer extension project enabled by a grant from DEQ and updates on public works projects like the Olive Street improvement. HR: Director Mock reported on the recruitment progress for law enforcement positions, upcoming collective bargaining agreement negotiations, and her ongoing learning about governmental budget processes. City Administrator: Administrator lbershof reported potential interest from a company looking at building data centers on city parcels, and he outlined plans for an executive session to educate the council on the collective bargaining agreement process. City Recorder: City Recorder Pollock reported on efforts to recruit for vacancies on city committees and provided updates on organizational and upcoming training logistics. Legal: City Attorney Antley stated she is taking notes, aware of concerns, and here to offer Page 10 of 11 Madras City Council Meeting Minutes January 14, 2025  solutions , when needed . Council: Councilor Bell reported being excited about new committee appointments and recent involvement in public works field trips . Councilor Seibold reported on regional housing committee efforts toward coordinating a regional housing strategy. Councilor Soliz reported concerns about local providers dropping VA insurance and proposed addressing the issue through a formal letter. Councilor Yoder reported on developments with the Airport Industrial Site Committee and highlighted deteriorating infrastructure concerns needing attention. Councilor Thomas reported interest in engaging with newly appointed committee positions and commended organized recruitment efforts. Mayor Lepin reported focusing on encouraging the development of a comprehensive emergency plan and assessed the city's role in broader disaster scenarios. VIII. Adjourn Council Meeting Meeting adjourned at 9: 15 pm. Minutes prepared by: Wil Approved by Council on : _ _\~·- ·~_ _.. _ 2:rS ___ Page 11 of 11 Madras City Council Meeting Minutes January 14 , 2025