04172025 CITY COUNCIL REGULAR MEETING

Agenda Shady Cove Regular City Council Meeting Thursday, April 17, 2025 6 PM Join Zoom Meeting https://zoom.us/j/9722923260?omn=93948141758 Meeting ID: 972 292 3260 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Announcements/Proclamations by Presiding Officer A. This meeting is being digitally recorded. B. Next City Council Meeting: May 1, 2025, at 6 PM, (Council Chambers & Zoom). C. Next Planning Commission: April 24, 2025 at 6 PM, (Council Chambers & Zoom). D. Next Recreation & Tourism Commission: May 14, 2025 at 5:00 PM (Library). E. Next Emergency Management Commission: May 5, 2025 at 6 PM (Council Chambers & Zoom). F. These meeting dates and times are subject to change. G. Anyone wishing to address the City Council concerning items of interest may do so. The person addressing the Council must complete a Public Comment Card and submit it to the City Administrator prior to the meeting. All remarks will be addressed to the whole City Council and limited to 3 minutes per person. Public Comments may also be submitted by email to the City Administrator, at mparry@shadycove.org, no later than 4:00 PM the day of the meeting. The Council reserves the right to delay any action, if required, until such time as they are fully informed on the matter. 5. Public Hearing 6. Public Comment on items on the agenda (other than public hearings) 7. Consent Agenda A. Bills Paid 3/28/2025 to 4/10/2025 for $26,655.15 8. Items removed from the consent agenda 9. Staff Reports A. Commission/Committee Reports B. City Administrator Agenda Page 1 of 2 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Planning Department at (541) 878-2225. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title II). Shady Cove City Council Meeting Thursday, April 17, 2025 Agenda Page 2 of 2 10. New Business A. KDP Advisors, Benjamin Cohn-Introduction and Discussion for FY2022-2023 and FY2023-2024 Audits. B. Direction from City Council to the Shady Cove Emergency Management Commission. C. Urban Renewal Area, Joe Slaughter-Introduction and Discussion. D. Resolution 25-6 Granting authorization to create an Urban Renewal District and Agency. E. Q3 – discussion. F. Shady Cove Municipal Water System – Discussion .  Map.  Hiland/Sunstone Water System.  SB1530 Grant. G. City Council Workshop – Shady Cove Municipal Water System. 11. Old Business A. New Shady Cove Welcome Sign – Discussion.  Sign Construction/Installation starting 5/7 finishing 5/12. 12. Written Comments on items not on the agenda 13. Council comments and Liaison report 14. Adjournment Approved Attest ______________________________ ____________________________ Mayor Ball Michele Parry, City Administrator Council Vote: Mayor Ball Councilor Nuckles Councilor Winfrey Councilor Mitchell City of Shady Cove Paid Invoice Report - Detail Report Page: 1 Payment due dates: 3/28/2025 - 4/10/2025 Apr 10, 2025 08:23AM Report Criteria: Detail report type printed Vendor Invoice Invoice Invoice Discount Check Check Check Number Name Number Description Seq Date Amount Amount Amount Number Issue Date 43 Christian, David 31425 Radio 3/9/2025-3/14/2025 1 03/14/2025 105.00 .00 105.00 51592 03/25/2025 Total 43: 105.00 .00 105.00 61 Hornecker Cowling, LLP 143872 File 32076-001 MSB 1 03/18/2025 750.00 .00 750.00 51594 03/25/2025 Total 61: 750.00 .00 750.00 88 League of Oregon Cities R25116 Councilors workshop, sprin 1 03/06/2025 25.00 .00 25.00 51598 03/25/2025 Total 88: 25.00 .00 25.00 119 Perfection Cleaning 089721 City Hall office cleaning 03/ 1 03/30/2025 500.00 .00 500.00 51613 04/09/2025 Total 119: 500.00 .00 500.00 121 Pitney Bowes Global Finan 3320332880 Contract 004135396 Send 1 02/08/2025 171.30 .00 171.30 967 04/02/2025 Total 121: 171.30 .00 171.30 135 RVCOG 25-4636 Technical Services B Bento 1 01/16/2025 113.83 .00 113.83 51599 03/25/2025 25-4636 Sr Accountant V Robinson 2 01/16/2025 1,719.60 .00 1,719.60 51599 03/25/2025 Total 135: 1,833.43 .00 1,833.43 139 Shady Cove Hardware, LL 461572,4625 Air filter, clear bulbs 2 pack 1 02/28/2025 23.16 .00 23.16 51586 03/12/2025 461572,4625 ice melt 40lb bag 2 02/28/2025 19.99 .00 19.99 51586 03/12/2025 461572,4625 landscaping pin 100 pack 3 02/28/2025 17.99 .00 17.99 51586 03/12/2025 463373,4639 space heater, shut cold znc 1 03/31/2025 125.45 .00 125.45 51616 04/09/2025 Total 139: 186.59 .00 186.59 160 Teamster Local 223 04012025 Monthly dues 1 04/01/2025 177.00 .00 177.00 51589 03/12/2025 Total 160: 177.00 .00 177.00 221 Hunter Communications 857852 phone/internet 1 03/07/2025 700.31 .00 700.31 962 03/11/2025 Total 221: 700.31 .00 700.31 257 AT&T Mobility 2872860888 Cell phones 1 03/05/2025 391.25 .00 391.25 51590 03/25/2025 Total 257: 391.25 .00 391.25 258 WECO - Carson CP-0030271 Gas/Diesel 3/2025 1 03/17/2025 98.14 .00 98.14 51600 03/25/2025 Total 258: 98.14 .00 98.14 430020 Confident Staffing, Inc. 50892 P. Lybarger, M. Smith week 1 03/09/2025 1,701.72 .00 .00 51579 Multiple 50892 P. Lybarger, M. Smith week 2 03/09/2025 1,701.72- 50904 P. Lybarger, M. Smith week 1 03/16/2025 1,598.25 .00 1,598.25 51593 03/25/2025 Total 430020: 1,598.25 .00 1,598.25 City of Shady Cove Paid Invoice Report - Detail Report Page: 2 Payment due dates: 3/28/2025 - 4/10/2025 Apr 10, 2025 08:23AM Vendor Invoice Invoice Invoice Discount Check Check Check Number Name Number Description Seq Date Amount Amount Amount Number Issue Date 430074 Isler CPA 240133 Final billing for financial sta 1 02/28/2025 8,500.00 .00 8,500.00 51595 03/25/2025 Total 430074: 8,500.00 .00 8,500.00 430130 McGregor, Richard 04092025 Refund for customer overp 1 04/09/2025 1,649.75 .00 1,649.75 51611 04/09/2025 Total 430130: 1,649.75 .00 1,649.75 430132 CSA Planning Ltd. 12673 Research and analysis, do 1 03/03/2025 1,207.50 .00 1,207.50 51580 03/12/2025 Total 430132: 1,207.50 .00 1,207.50 430135 Enrich Oregon LLC 251 water project SB1530:City 1 03/03/2025 4,582.50 .00 4,582.50 51608 04/09/2025 Total 430135: 4,582.50 .00 4,582.50 430139 Jolly Rock Inc 13395 Bobtail rent, 3/4" crushed r 1 02/24/2025 290.97 .00 290.97 51597 03/25/2025 Total 430139: 290.97 .00 290.97 430140 Jackson County Communit 5841 2/26/25 Aunt Carolines Par 1 02/26/2025 618.76 .00 618.76 51596 03/25/2025 Total 430140: 618.76 .00 618.76 430141 Prestige Excavation and U 1073 Storm ditch cleanout 3/28/2 1 04/02/2025 3,269.40 .00 3,269.40 969 04/02/2025 Total 430141: 3,269.40 .00 3,269.40 Grand Totals: 26,655.15 .00 26,655.15 Report Criteria: Detail report type printed  CITY OF SHADY COVE, OREGON RESOLUTION NO. 25-05 A RESOLUTION DECLARING THE INTENT TO INITIATE THE FORMATION OF AN URBAN RENEWAL AREA AND ESTABLISH THE SHADY COVE URBAN RENEWAL AGENCY WHEREAS, the City of Shady Cove (the “City”) recognizes the need to address blight, stimulate economic development, support infrastructure improvements, and revitalize underutilized areas within city limits; and WHEREAS, Oregon Revised Statutes (ORS) Chapter 457 authorizes municipalities to adopt urban renewal plans and create urban renewal agencies to eliminate blight and implement public improvements and redevelopment strategies; and WHEREAS, preliminary assessments and community feedback indicate the presence of conditions that meet the statutory definition of "blight" within certain areas of Shady Cove, including but not limited to inadequate infrastructure, underdeveloped commercial corridors, and deteriorating or obsolete buildings; and WHEREAS, it is in the public interest to consider the establishment of an urban renewal area and the creation of an urban renewal agency to guide long-term strategic investments, attract private sector development, and improve quality of life for residents and businesses; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF SHADY COVE, OREGON: SECTION 1. INTENT TO INITIATE URBAN RENEWAL PLANNING The City Council hereby declares its intent to initiate the process for the formation of an Urban Renewal Area within the City of Shady Cove. The City shall proceed with preparation of a feasibility study and Urban Renewal Plan, including boundary analysis, identification of existing blight conditions, and proposed projects in accordance with ORS 457.085. SECTION 2. ESTABLISHMENT OF URBAN RENEWAL AGENCY Pursuant to ORS 457.045(1), the City Council hereby establishes the Shady Cove Urban Renewal Agency, which shall be a legally separate public body corporate and politic responsible for carrying out the Urban Renewal Plan adopted by the City Council. SECTION 3. GOVERNING BODY The governing body of the Shady Cove Urban Renewal Agency shall consist of the members of the Shady Cove City Council acting in their ex officio capacity as the Board of Directors of the Agency. The Mayor shall serve as the Chairperson of the Agency. Urban Renewal Formation Resolution 25-6 City of Shady Cove pg. 1 SECTION 4. ADMINISTRATION AND IMPLEMENTATION The City Administrator or designee is authorized and directed to coordinate the development of a preliminary Urban Renewal Plan and to engage qualified consultants, legal counsel, and public stakeholders as necessary to ensure compliance with statutory requirements and public transparency. SECTION 5. EFFECTIVE DATE This resolution shall become effective immediately upon adoption by the City Council. PASSED AND ADOPTED by the City Council of Shady Cove, Oregon, this ___ day of __________, 2025. Approved Attest ______________________________ ____________________________ Mayor Ball Michele Parry, City Administrator Council Vote: Mayor Ball Councilor Nuckles Councilor Winfrey Councilor Mitchell Urban Renewal Formation Resolution 25-6 City of Shady Cove pg. 2  CITY OF SHADY COVE BALANCE SHEET MARCH 31, 2025 STREETS ASSETS 01-1000 CASH - COMBINED FUND 783,229.07 01-1110 ACCOUNTS RECEIVABLE - STREETS 21,297.05 TOTAL ASSETS 804,526.12 LIABILITIES AND EQUITY LIABILITIES 01-2000 ACCOUNTS PAYABLE - STREETS 3,367.31 01-2100 PAYROLL LIABILITIES ( 21,408.65) 01-2115 HEALTH INSURANCE 1,336.17 01-2123 PERS 91.51 01-2125 WORKERS COMP. 1,337.98 01-2126 WORKERS COMP EXPENSE PAYABLE .95 01-2145 ELDER ASSISTANCE 2,500.00 TOTAL LIABILITIES ( 12,774.73) FUND EQUITY 01-2800 UNRESERVED FUND BALANCE - 01 817,300.85 UNAPPROPRIATED FUND BALANCE: REVENUE OVER EXPENDITURES - YTD 68,510.58 BALANCE - CURRENT DATE 68,510.58 TOTAL FUND EQUITY 885,811.43 TOTAL LIABILITIES AND EQUITY 873,036.70 FOR ADMINISTRATION USE ONLY 75 % OF THE FISCAL YEAR HAS ELAPSED 04/11/2025 02:21PM PAGE: 2 City of Shady Cove Q3 Financials 1 of 8  CITY OF SHADY COVE BALANCE SHEET MARCH 31, 2025 RVSS SEWER FUND ASSETS 02-1000 CASH - COMBINED FUND 1,807,184.30 02-1105 TAX CERTIFICATIONS VIA LGIP 7,361.43 02-1110 ACCOUNTS RECEIVABLE - SEWER ( 1,524.19) 02-1115 GRANTS RECEIVABLE ( 3,578.80) TOTAL ASSETS 1,809,442.74 LIABILITIES AND EQUITY LIABILITIES 02-2000 ACCOUNTS PAYABLE - SEWER 800.00 02-2002 CITY PAYABLE TO RVSS 65,725.32 TOTAL LIABILITIES 66,525.32 FUND EQUITY 02-2800 UNRESERVED FUND BALANCE 1,742,917.42 UNAPPROPRIATED FUND BALANCE: REVENUE OVER EXPENDITURES - YTD 1,208,534.97 BALANCE - CURRENT DATE 1,208,534.97 TOTAL FUND EQUITY 2,951,452.39 TOTAL LIABILITIES AND EQUITY 3,017,977.71 FOR ADMINISTRATION USE ONLY 75 % OF THE FISCAL YEAR HAS ELAPSED 04/11/2025 02:21PM PAGE: 3 City of Shady Cove Q3 Financials 2 of 8  CITY OF SHADY COVE BALANCE SHEET MARCH 31, 2025 CAPITAL REPLACEMENT ASSETS 05-1000 CASH - COMBINED FUND 95,947.00 TOTAL ASSETS 95,947.00 LIABILITIES AND EQUITY FUND EQUITY 05-2800 UNRESERVED FUND BALANCE - 05 95,947.00 TOTAL FUND EQUITY 95,947.00 TOTAL LIABILITIES AND EQUITY 95,947.00 FOR ADMINISTRATION USE ONLY 75 % OF THE FISCAL YEAR HAS ELAPSED 04/11/2025 02:21PM PAGE: 4 City of Shady Cove Q3 Financials 3 of 8  CITY OF SHADY COVE BALANCE SHEET MARCH 31, 2025 CAPITAL PUR. RESERV. FUND ASSETS 06-1000 CASH - COMBINED FUND 150,000.00 TOTAL ASSETS 150,000.00 LIABILITIES AND EQUITY FUND EQUITY 06-2800 UNRESERVED FUND BALANCE - 06 150,000.00 TOTAL FUND EQUITY 150,000.00 TOTAL LIABILITIES AND EQUITY 150,000.00 FOR ADMINISTRATION USE ONLY 75 % OF THE FISCAL YEAR HAS ELAPSED 04/11/2025 02:21PM PAGE: 5 City of Shady Cove Q3 Financials 4 of 8  CITY OF SHADY COVE BALANCE SHEET MARCH 31, 2025 CAPITAL IMPROV. FUND ASSETS 07-1000 CASH - COMBINED FUND 72,000.00 TOTAL ASSETS 72,000.00 LIABILITIES AND EQUITY FUND EQUITY 07-2800 UNRESERVED FUND BALANCE - 07 72,000.00 TOTAL FUND EQUITY 72,000.00 TOTAL LIABILITIES AND EQUITY 72,000.00 FOR ADMINISTRATION USE ONLY 75 % OF THE FISCAL YEAR HAS ELAPSED 04/11/2025 02:21PM PAGE: 6 City of Shady Cove Q3 Financials 5 of 8  CITY OF SHADY COVE BALANCE SHEET MARCH 31, 2025 SYSTEM DEVELOPMENT CHARGES ASSETS 08-1000 CASH - COMBINED FUND 468,428.50 08-1110 SDC ACCOUNTS RECEIVABLE 39,775.59 TOTAL ASSETS 508,204.09 LIABILITIES AND EQUITY LIABILITIES 08-2000 ACCOUNTS PAYABLE - SDCS 30,000.00 TOTAL LIABILITIES 30,000.00 FUND EQUITY 08-2800 UNRESERVED FUND BALANCE - 08 ( 277,996.59) 08-2830 RESERVED FUND BALANCE - 08 756,200.68 UNAPPROPRIATED FUND BALANCE: REVENUE OVER EXPENDITURES - YTD 10,000.00 BALANCE - CURRENT DATE 10,000.00 TOTAL FUND EQUITY 488,204.09 TOTAL LIABILITIES AND EQUITY 518,204.09 FOR ADMINISTRATION USE ONLY 75 % OF THE FISCAL YEAR HAS ELAPSED 04/11/2025 02:21PM PAGE: 7 City of Shady Cove Q3 Financials 6 of 8  CITY OF SHADY COVE BALANCE SHEET MARCH 31, 2025 GENERAL FUND ASSETS 10-1000 CASH - COMBINED FUND 2,342,540.28 10-1005 CASH ON HAND - GENERAL FUND 1,080.00 10-1010 CASH - GENERAL ( 34.00) 10-1020 CASH - CHASE BANK ( 7,637.70) 10-1100 PROPERTY TAX RECEIVABLE - 10 8,900.29 10-1110 ACCOUNTS RECEIVABLE - GENERAL ( 20,401.36) 10-1111 ALLOWANCE FOR DOUBTFUL ACCTS. ( 8,749.00) 10-1115 RVSS RECEIVABLE DEBT 1,755,000.00 10-1125 PREPAID EXPENSES GENERAL FUND 758.59 TOTAL ASSETS 4,071,457.10 LIABILITIES AND EQUITY LIABILITIES 10-2000 ACCOUNTS PAYABLE - GENERAL 51,207.31 10-2011 FINES & FORFITURES 753.43 10-2100 PAYROLL LIABILITIES 64,427.68 10-2105 SOCIAL SECURITY 103,210.11 10-2106 MEDICARE 24,142.47 10-2110 FEDERAL WITHHOLDING 81,436.64 10-2112 STATE WITHHOLDING 70,884.83 10-2113 OREGON TRANSIT TAX 1,448.72 10-2115 HEALTH INSURANCE 121,321.09 10-2117 LIFE INSURANCE 293.30 10-2120 LONG TERM DISABILITY 1,358.84 10-2123 PERS 40,356.62 10-2124 UNEMPLOYMENT 22,068.07 10-2125 WORKERS COMP. 7,754.47 10-2126 WORKERS COMP EXPENSE PAYABLE 482.79 10-2130 UNION DUES 6,510.00 10-2300 DEFERRED REVENUE - 10 PROP.TAX 11,286.00 10-2500 DEFERRED REVENUE - 10 B/L 20,448.00 TOTAL LIABILITIES 629,390.37 FUND EQUITY 10-2800 UNRESERVED FUND BALANCE - 10 1,874,340.64 UNAPPROPRIATED FUND BALANCE: REVENUE OVER EXPENDITURES - YTD ( 127,837.10) BALANCE - CURRENT DATE ( 127,837.10) TOTAL FUND EQUITY 1,746,503.54 TOTAL LIABILITIES AND EQUITY 2,375,893.91 FOR ADMINISTRATION USE ONLY 75 % OF THE FISCAL YEAR HAS ELAPSED 04/11/2025 02:21PM PAGE: 8 City of Shady Cove Q3 Financials 7 of 8  CITY OF SHADY COVE BALANCE SHEET MARCH 31, 2025 TRANSIENT LODGING FUND ASSETS 11-1000 CASH - COMBINED FUND 61,957.62 TOTAL ASSETS 61,957.62 LIABILITIES AND EQUITY FUND EQUITY 11-2800 UNRESERVED FUND BALANCE 61,957.62 UNAPPROPRIATED FUND BALANCE: REVENUE OVER EXPENDITURES - YTD 44,899.90 BALANCE - CURRENT DATE 44,899.90 TOTAL FUND EQUITY 106,857.52 TOTAL LIABILITIES AND EQUITY 106,857.52 FOR ADMINISTRATION USE ONLY 75 % OF THE FISCAL YEAR HAS ELAPSED 04/11/2025 02:21PM PAGE: 9 City of Shady Cove Q3 Financials 8 of 8 SB1530 Project Costs Item Duration (Months) Cost ($) 150 acres water right acquisition 4 to 6 $ 256,500 approved USACE Final environmental permitting after 60% design submission 6-12 after submission $ 100,000 Preliminary environmental permitting 9 to 18 $ 50,000 under way Administrative Costs / Legal n/a $ 100,000 under way Agency approval for new water system (Feasibility, MWSP, Engineering, Water Rights, Operator) 12 to 18 $ 400,000 RH2 Engineering $ 906,500 Temporary Features and Appurtenances Mobilization $ 30,000 Work Zone Traffic Control, Complete $ 11,500 Erosion and Sediment Control $ 1,500 Construction Survey Work TBD $ 5,000 Removal of Structures and Obstructions $ 2,000 Asphalt pavement saw cutting $ 7,800 $ 57,800 ERICKSON AND CLEVELAND EXTENSION 12"ductile iron pipe w/restrained joints & class E backfill $ 262,500 CONNECTION TO EXISTING MAIN $ 10,000 HYDRANT ASSEMBLY TBD $ 39,000 2" WATER SERVICE CONNECTION PIPING $ 52,000 2" WATER METER ASSEMBLY $ 12,500 ENGINEERING AND MANAGEMENT $ 159,700 $ 535,700 Total Grant Funding $ 1,500,000