August 21, 2025 City of Shady Cove City Council Meeting

Agenda City of Shady Cove City Council Meeting Thursday, August 21, 2025 at 6 PM Join the meeting now Meeting ID: 972 292 3260 Call to Order 1. Roll Call and Pledge of Allegiance 2. Announcements/Proclamations by Presiding Officer A. This meeting is being digitally recorded. B. Next Regular City Council: September 4, 2025, 6 PM in Council Chambers/Zoom. C. Next Planning Commission: Thursday, September 11, 2025, 6:30 pm in Council Chambers/Zoom. D. Next Recreation & Tourism Commission: Wednesday, September 10, 2025, 5:00 PM at the Library. E. These meeting dates and times are subject to change. 3. Public Comment on Agenda Items. Citizens wishing to speak should submit a written communication, which can be an email, prior to the meeting. If a citizen wishes to speak on an agenda item, he/she must submit a name and address on the sign-in sheet prior to the beginning of the meeting. When recognized to speak, he/she must stand to address the Council. To speak on a non-agenda item, a citizen must submit his/her name and address on the sign-in sheet prior to the beginning of the meeting. When recognized to speak, he/she must stand, then provide name and address and the issue must have a city-wide impact and not be a personal issue. Council discussion or debate is unlikely because the necessary ordinance, resolution or background information will not have been prepared. 4. Consent Agenda A. Bills Paid Invoice Report  Bills Paid, August 2, 2025 to August 15, 2025, total $186,398.75 5. Written Communications 6. Staff Reports A. Jackson County Sheriff’s Department Report B. Fire District Report C. Commissions/Committees Reports D. City Administrator Report Agenda Page 1 of 2 In compliance with the Americans with Disabilities Act the meeting location is accessible to persons with disabilities. A request for an interpreter for the hearing impaired or for other accommodations for persons with disabilities should be made at least 48 hours before the meeting by calling 541-878-2225. 08/15/2025 Page 1 of 19 City of Shady Cove City Council Agenda & Packet Shady Cove City Council Meeting Thursday, August 21, 2025 Agenda Page 2 of 2 7. Unfinished Business A. City Audits B. ZC 25-01 Comprehensive Plan Amendment and Zone Change IN THE MATTER OF CONSIDERATION OF AN APPLICATION FOR APPROVAL OF ZC 25-01 REQUEST FOR A COMPREHENSIVE PLAN AMENDMENT AND ZONE CHANGE IN THE CITY OF SHADY COVE C. SB1530 Development of the City Drinking Water System, Amendment Number 02  Project Completion Deadline from June 30, 2025 to June 30, 2027  Project Budget Adjustments to align with the redirected efforts to develop the southern region (south, east, and west of the Shady Cove bridge) of the City of Shady Cove. 8. New Business A. Presentation by Jackson County Library District 10-minute presentation, 5-minute Q&A  Library Director, Kari  Board Member, Marta B. Appointments to Committees/Commissions-Action C. Financial Accounting for the Welcome Sign-Informational 9. Public Comments on non-agenda items Public will rise to address the Council and must state name and address and standing to discuss the issue. Issues must have a city-wide impact and not be personal issues. 10. Council Comments A. Liaison reports 11. Adjournment Pursuant to ORS 192.640, this notice includes a list of the principal subjects anticipated to be considered or discussed at the above-referenced meetings. This notice does not limit the ability of the City Council to consider or discuss additional subjects. These meetings are subject to cancellation without notice. These meetings are open to the public and interested citizens are invited to attend. The meeting location is accessible to persons with disabilities. A request for an interpreter for the hearing impaired or for other accommodations for persons with disabilities should be made at least 48 hours before the meeting to Stacey Bandfield at (541) 878-2225. 08/15/2025 Page 2 of 19 City of Shady Cove City Council Agenda & Packet City of Shady Cove Paid Invoice Report Page: 1 Check issue dates: 8/2/2025 - 8/15/2025 Aug 15, 2025 05:03PM Invoice Invoice Date Check Invoice Check Number Issue Date Name Description Amount Amount 4641620000 07/24/2025 08/04/2025 Avista Corporation Natural Gas 07/2025 19.38 19.38 41470846 07/13/2025 08/07/2025 Canon Financial Services, Inc. Contract charge 07/01/2025-07/31/2025 203.82 203.82 3012703422 07/25/2025 08/07/2025 Canon Solutions America, Inc. Copier 06/25/2025-07/24/2025 32.43 32.43 07072025 07/11/2025 08/07/2025 Christian, David Radio 07/07/2025 -07/11/2025 6 hours 90.00 90.00 07282025 08/01/2025 08/07/2025 Radio 07/28/2025 -08/01/2025 6 hours 90.00 90.00 108793 07/31/2025 08/07/2025 Eagle Point Hardware wrench combo x2 29.98 29.98 119863 07/23/2025 08/07/2025 Jackson County Sheriff Quarterly billing for Law Enforcement April-June 2025 159,149.75 159,149.75 3284764100 07/28/2025 08/07/2025 Pacific Power Street lights for month of July 726.72 726.72 3284764100 07/28/2025 08/07/2025 City Hall for month of July 2025 541.44 541.44 3284764100 07/28/2025 08/07/2025 Nork Lane, shop electrical for month of July 2025 143.68 143.68 3284764100 07/28/2025 08/07/2025 Reader Board for month of July 2025 213.52 213.52 3284764100 07/28/2025 08/07/2025 Aunt Carolines Park for month of July 2025 186.56 186.56 089726 07/27/2025 08/07/2025 Perfection Cleaning City Hall office cleaning 07/2025 400.00 400.00 0312025 08/01/2025 08/07/2025 Postmaster Yearly PO BOX fees 162.00 162.00 475854 07/31/2025 08/07/2025 Shady Cove Hardware, LLC 2 pack tie down straps 27.99 27.99 475854 07/31/2025 08/07/2025 mulch 71.88 71.88 475854 07/31/2025 08/07/2025 Putty knife 3.99 3.99 7981020 08/01/2025 08/07/2025 SOS Alarm Contracted services 8/1/2025-10/31/2025 City Hall and Public 331.20 331.20 0625202588 06/25/2025 08/07/2025 Southern Oregon Sanitation 1008 Celtic Circle June 2025 25.90 25.90 0725202588 07/25/2025 08/07/2025 City Hall account 01-00880541 July 2025 services 48.87 48.87 0725202588 07/25/2025 08/07/2025 Celtic Circle acct 01-00880707 July services 74.77 74.77 0725202588 07/25/2025 08/07/2025 Aunt Carolines Park acct 01-00880947 July services 71.08 71.08 10018 07/20/2025 08/07/2025 Stewards Porta Potties Standard portable toilet, handwashing station x2 Shady cove 500.00 500.00 CP-0032001 07/31/2025 08/04/2025 WECO - Carson Gas/Diesel 07/2025 683.41 683.41 08012025 08/01/2025 08/07/2025 City of Shady Cove - Utilities 22023 Hwy 62-park 173.28 173.28 51185 07/20/2025 08/07/2025 Confident Staffing, Inc. P. Lybarger work week 07/20/2025 1,034.69 1,034.69 51216 08/03/2025 08/07/2025 P. Lybarger work week 08/03/2025 1,034.69 1,034.69 101277 05/13/2025 08/07/2025 RH2 Engineering project 0250085.01 Misc engineering, planning, grant manage 7,592.51 7,592.51 08072025 07/30/2025 08/07/2025 Pulcini, Mary Summer Bash July 2025 games, lumbar, food, ice, decor, spr 1,469.90 1,469.90 08072025 07/30/2025 08/07/2025 Jackson, Julia City Of Shady Cove Welcome sign 200.00 200.00 07302025 07/30/2025 08/07/2025 Kovac, Paulette Shady Cove bash temporary housable fencing, garden stakes 64.98 64.98 CW67059 08/01/2025 08/07/2025 Kelley Create IT SAAS IT Security & Continuity, standard user security for m 439.60 439.60 263 08/01/2025 08/07/2025 Enrich Oregon LLC Planning and department staffing 50.25 hours 7/1/25-7/31/20 9,798.75 9,798.75 113908 08/05/2025 08/05/2025 Minuteman Press 1080 single sided statement postcards with mail merge billing 177.77 177.77 155246 07/18/2025 08/07/2025 Cable Houston sunstone water municipalization 5/2025 services 494.00 494.00 08072025 07/30/2025 08/07/2025 Nielsen, Debbie Summer Bash 2025 90.21 90.21 Grand Totals: 186,398.75 186,398.75 08/15/2025 Page 3 of 19 City of Shady Cove City Council Agenda & Packet  Exhibit A Type IV Findings of Fact Comprehensive Plan Amendment and Zone Change Date: July 3, 2025 Application No: ZC 25-01 Owner / Applicant: City of Shady Cove Proposal: Change of Comprehensive Plan Map designation from Commercial to Public, and Zone Change from General Commercial to Public Uses, on a single parcel of City- owned land. Address: 22023 Highway 62, Shady Cove, OR 97539 Legal Description of Property: 34-1W-15BC, Tax Lot 100 Acreage: 2.30 acres Zoning: General Commercial The City of Shady Cove planner, City of Shady Cove Planning Commission, and City of Shady Cove City Council have reviewed an application for Comprehensive Plan Amendment and Zone Change to permit the development of public uses on the property described above. ______________________________________________________________ Section154.439 establishes the following criterion: 1. The proposal shall be consistent with the City’s adopted goals and policies pertaining to land use, growth, and development. In addition to this criterion, the application for comprehensive plan amendment asks the applicant to provide the following findings: 2. There is a need for this type of property as follows: 3. This property meets the public need best by: 4. The proposed use will not be detrimental to the public health, safety and general welfare in that: Findings in compliance with the required criterion of Section 154.439, along with the additional considerations listed in the application for a comprehensive plan amendment, are provided below. 1. The proposed change is in conformance with the comprehensive land use plan of the City of Shady Cove in that: The proposed change in Comprehensive Plan Map designation and Zoning Map designation for the subject property is in conformance with all applicable sections of the 7/3/2025 Findings of Fact ZC 25-01 City Park Page 1 of 4 08/15/2025 Page 4 of 19 City of Shady Cove City Council Agenda & Packet  Comprehensive Plan. In particular, the proposed change is in conformance with the following applicable sections: Section C. Economic Development Section D. Natural Resources, Natural Disasters and Hazards Section E. Recreation Section H. Land Use Plan Appendix. Goals and Policies Findings – Section C: Section C is a relatively short chapter of the Comprehensive Plan; containing only three pages of text. It discusses some of the history of the economy in Shady Cove, describes the current conditions, identifies a number of challenges, and provides guidance on improving the economic condition in Shady Cove. One major challenge identified in the Plan is the lack of a municipal water system. There is no mention of a lack of available commercial land for development, and therefore, the loss of this 2.30-acre site from the commercial land inventory is not contrary to the plan. The Plan does call for efforts to stimulate development. By providing a space for people to congregate, through recreation or the hosting of events, the proposed park land will help to encourage pedestrian traffic in the commercial core of Shady Cove. These kinds of developments have been shown to help to stimulate economic activity in underutilized areas. Findings – Section D: This Section is generally unapplicable to the proposed change, however, there is a heading for open space in Section D. The mention of open space in this context is generally an inventory of existing open space – recognizing that the Rogue River provides the majority of open space in Shady Cove, along with the two formally designated parks: Aunt Caroline’s Park and the Rogue regional County Park. This section is only applicable in that it recognizes the lack of open spaces in the community. Findings – Section E: The proposed change is heavily supported by Section E. This section catalogs available parks and recreation spaces in Shady Cove and concludes that the city is lacking in available park space. The city has 8.46 acres of developed park space, and needs roughly 18 to 30.5 acres given the population at the time of the study. This number is slightly higher now given the modest increase in population. The addition of this 2.30-acre property to the parks inventory will help to close the existing gap, but the City should continue to look at additional ways to add to the inventory. Findings – Section H: In describing the Public designation, Section H tells us that: “all of the land given the designation as public is owned by public agencies and is used or is potentially useful for public purposes.” It stands to reason that this land was not previously designated Public as it was not previously owned by a public agency and was not previously used or planned for public purposes. It also stands to reason that it is appropriate to designate the land as Public now that it meets both of those criteria. Section H also makes it clear that the Zoning designation of the property cannot by changed from General Commercial to Public Use without also changing the Comprehensive Plan Map designation from Commercial to Public. Findings – Appendix: Provided under combined 2) & 3) below. 2. There is a need for this type of property as follows: And; 7/3/2025 Findings of Fact ZC 25-01 City Park Page 2 of 4 08/15/2025 Page 5 of 19 City of Shady Cove City Council Agenda & Packet  3. This property meets the public need best by: Combined Findings for 2) & 3): The Shady Cove Comprehensive Plan contains an appendix with a list of “goals and policies associated with the issues in the Comprehensive Plan recommended by the Planning Commission to the City Council for adoption.” There are seven major categories or overarching goals listed in that appendix. Of those seven, three are directly related to parks and open space development and are listed below (particularly applicable sections underlined): - Increase public access to the river and other natural resources (parks and open space areas) - Enforce appropriate activities in public areas to ensure natural resources, public facilities and wildlife habitat are preserved and maintained. - Promote tourism and improve community livability by developing and maintaining: - Parks and open spaces - Shaded seating associated with downtown walking paths - Bike paths - Hiking trails - Attractive, safe walking paths, particularly in the downtown areas - Promote attractive landscaping standards on both public and private property. - Investigate what it takes to become a Tre City USA city - Increase the areas designated as parks and open space - Promote the maintenance of riparian areas and natural (native) landscape areas to enhance the attractiveness of the Shady Cove area and increase the livability of the community. - Increase the area dedicated to parks and open spaces within the Shady Cove Urban Growth Boundary: - Continue maintenance of Aunt Caroline’s Park - Improve use for family recreation - Identify, designate and establish mini parks throughout the City. - Associate with shaded resting areas within the business district. - Develop a lease agreement with the Medford Bureau of Land Management for natural park/open space for hiking paths in the northwest area of the Shady Cove Urban Growth Boundary. The need for additional parks and open spaces, particularly in the downtown and business district, is clearly identified in the goals and policies of the Comprehensive Plan. The City has identified the subject property as the best location to meet this identified need, for a number of reasons, including: - The property was available for purchase; - The development of the site as a park was also an opportunity to address existing blight on the property; - The size of the property provides opportunity to develop a park with active recreation, walking trails, seating, and community gathering space; and - The property is ideally situated within the downtown/business district 4. The proposed use will not be detrimental to the public health, safety and general welfare in that: Findings: There are not many developable and/or redevelopable properties located within the downtown core of Shady Cove. The City was able to purchase the subject 7/3/2025 Findings of Fact ZC 25-01 City Park Page 3 of 4 08/15/2025 Page 6 of 19 City of Shady Cove City Council Agenda & Packet  property from the previous owner through a standard real estate transaction. In doing so, the City was able to secure property for some of the needed additional park space identified in the Comprehensive Plan. This was done without the use of condemnation, extraction, or any other heavy-handed means. At the time of purchase, the property contained a number of derelict structures that have since been removed. The City has already improved the appearance of the subject property, thereby also improving the aesthetic of the downtown core. The City has hosted an open house / townhall meeting to discuss the design and development of this new downtown park, and will continue to work with the community through the process of constructing the park to ensure it meets community needs. The park will provide much needed open space, recreation amenities, gathering space, and a space for civic engagement in the downtown area. There are no obvious detriments to public health, safety and the general welfare presented by the proposed change to the Comprehensive Plan Map designation from Commercial to Public, the Zoning Map designation from General Commercial to Public Uses, or the planned development of a park on the subject property. Conclusion: The proposed comprehensive plan map amendment and zone change will facilitate the development a new city park in the downtown business district, which is consistent with Comprehensive Plan. The need for this type of land (public parks and open space) is well established in the Comprehensive Plan and the change, as proposed, is an efficient way of addressing the need without compromising the availability of land to meet other identified needs. The City Council approves the proposed Comprehensive Plan Map Amendment from Commercial to Public and Change of Zone from GC (General Commercial) to P (Public Uses). ____________________________________ Lena Richardson, Mayor of Shady Cove 7/3/2025 Findings of Fact ZC 25-01 City Park Page 4 of 4 08/15/2025 Page 7 of 19 City of Shady Cove City Council Agenda & Packet After recording, return to: City of Shady Cove 22451 Highway 62 PO Box 1210 Shady Cove OR 97539 City of Shady Cove Ordinance No. 313 AN ORDINANCE OF THE CITY OF SHADY COVE, OREGON AMENDING THE COMPREHENSIVE PLAN AND CHANGING THE ZONING MAP OF THE CITY OF SHADY COVE Whereas, the City of Shady Cove received an application for a Comprehensive Plan Amendment from Commercial to Public and a Zoning Map Change from GC (General Commercial) to P (Public Uses), referred to as ZC 25-01 and located at 22023 Highway 62; and Whereas, a Public Hearing was conducted before the Council of the City of Shady Cove on August 7, 2025, to consider a recommendation for approval from the Shady Cove Planning Commission; and Whereas, the Council of the City of Shady Cove determined, based on the hearings record and the approved findings, that the request for a Comprehensive Plan Amendment and Zone Change is consistent with the applicable criteria and approved the request. THE COUNCIL OF THE CITY OF SHADY COVE ORDAINS AS FOLLOWS: The Comprehensive Plan Map Amendment and Zoning Map Change are approved as follows: Section 1: Title This Ordinance shall be known as the amended Comprehensive Plan and Zoning Map Ordinance of the City of Shady Cove, Oregon. Section 2: Description A map, attached as Exhibit B, identifies the property which is referenced as Tax Lot 100 on the Jackson County Assessor’s Map No. 34-1W-15BC. 08/15/2025 Page 8 of 19 City of Shady Cove City Council Agenda & Packet Ordinance No. 313 Page 2 of 2 First Reading Aug 7, 2025, Second Reading Aug 21, 2025 Zone Change Application ZC25-01 Section 3: Amendment The Shady Cove Comprehensive Plan Map is amended from Commercial to Public and the Zoning Map is amended to change the zoning of Tax Lot 100 on Jackson County Assessor’s Map No. 34-1W-15BC from GC (General Commercial) to P (Public Uses). Section 4: The City Council adopts as its own, and incorporates by reference, the findings attached as Exhibit A. PASSED AND APPROVED by the City Council of the City of Shady Cove this 21st day of August, 2025 Approved: Attest: ____________________ ________________________ Lena Richardson Michele Parry Mayor City Administrator Council Vote: Mayor Richardson ________________ Councilor Mitchell ________________ Councilor Winfrey ________________ 08/15/2025 Page 9 of 19 City of Shady Cove City Council Agenda & Packet June 6, 2025 Business Oregon 775 Summer St. NE Suite 310 Salem, OR 97301 ATTN: Shelby Gonzales Housing and CDBG Project Statewide Dear Ms. Gonzales, The City of Shady Cove is submitting a budget amendment request to reflect a strategic shift in our approach to establishing a municipal water system. This updated budget aligns with our revised direction and priorities, focusing efforts on the southern part of Shady Cove, including areas south, east, and west of the Shady Cove Bridge. The primary objectives of the City of Shady Cove remain centered on delivering a reliable and sustainable municipal water system to serve the city and its residents. Our efforts will now concentrate on the southern part of Shady Cove, specifically the regions south, east, and west of the Shady Cove Bridge. Since the submission of the initial budget, the City of Shady Cove has redirected its efforts to the southern region, necessitating adjustments to the financial plan. This amendment reflects updated costs and priorities to support the revised scope. Budget Comparison Table Approved Amended Category Notes Budget Budget Design/Engineering/Procurement $250,000 $500,000 Added Procurement, costs adjusted Construction $950,000 $500,000 Adjusted to reflect revised scope Water Rights $0 $275,000 Added its own line item Construction Contingency $150,000 $100,000 Adjusted to reflect revised scope Legal Fees $100,000 $35,000 Reduced based on updated needs Admin Fees $60,000 Added Admin and Compliance Costs Permitting & Regulatory Fees $50,000 $30,000 Reduced based on updated needs The City of Shady Cove is committed to bringing a municipal water system to our residents, with a renewed focus on the southern region. This budget amendment ensures that our financial plan accurately supports our revised goals and delivers tangible benefits to the community. We appreciate your consideration of this request. Thank you for your consideration for these amendments. Best, Michele Parry City Administrator City of Shady Cove 08/15/2025 Page 10 of 19 City of Shady Cove City Council Agenda & Packet  Amendment Number 02 Project Name: Development of the City Drinking Water System Project Number: C2024465 This amendment is made and entered into by and between the State of Oregon, acting by and through its Oregon Business Development Department (“OBDD”), and the City of Shady Cove (“Recipient”), and amends the Grant Agreement between Recipient and OBDD, Project Number C2024465, dated 07 August 2024, (as amended, “Contract”) for the above-named Project. Capitalized terms not defined in this amendment have the meanings assigned to them by the Contract. Recital: The purpose of this amendment is to extend the Project Completion Deadline and transfer funds between budget line items in Exhibit C – Project Budget. The parties agree to: 1. Amend the Project Completion Deadline in Section 1 – Key Terms of the Contract as follows (deletion in strikethrough; addition in double underline): Project Completion Deadline: June 30, 2025 2027 unless extended by an amendment of the Parties, and for which OBDD shall not unreasonably withhold approval of such an amendment. Such an amendment extension shall be conditioned upon appropriation and expenditure authority carry- over extension of the Financing Proceeds by the Oregon Legislative Assembly. 2. Delete Exhibit C - Project Budget in its entirety and replace it with the following new Exhibit C: EXHIBIT C - PROJECT BUDGET OBDD Funds Other / Matching Funds Activity Approved Budget Estimated Budget Design/Engineering/Procurement $500,000 $0 Construction $500,000 $0 Water Rights $275,000 $0 Construction Contingency $100,000 $0 Legal Fees $35,000 $0 Admin Fees $60,000 $0 Permitting and Regulatory Fees $30,000 $0 Total $1,500,000 $0 OBDD will have no obligation under this amendment, unless within 60 days after receipt, the Recipient delivers to OBDD the following items, each in form and substance satisfactory to OBDD and its Counsel: (i) this amendment duly executed by an authorized officer of the Recipient; and (ii) such other certificates, documents, opinions and information as OBDD may reasonably require. Amendment Number 02 C2024465_A02_ShadyCove_Amend.docx Page 1 of 2 08/15/2025 Page 11 of 19 City of Shady Cove City Council Agenda & Packet Except as specifically provided above, this amendment does not modify the Contract, and the Contract shall remain in full force and effect during the term thereof. This amendment is effective on the date it is fully executed and approved as required by applicable law. STATE OF OREGON CITY OF SHADY COVE acting by and through its Oregon Business Development Department By: By: Edward Tabor, Infrastructure and Program The Honorable Lena Richardson, Mayor Services Director Date: Date: APPROVED AS TO LEGAL SUFFICIENCY IN ACCORDANCE WITH ORS 291.047: Not Required per OAR 137-045-0030 Amendment Number 02 C2024465_A02_ShadyCove_Amend.docx Page 2 of 2 08/15/2025 Page 12 of 19 City of Shady Cove City Council Agenda & Packet 08/15/2025 Page 13 of 19 City of Shady Cove City Council Agenda & Packet 08/15/2025 Page 14 of 19 City of Shady Cove City Council Agenda & Packet 08/15/2025 Page 15 of 19 City of Shady Cove City Council Agenda & Packet 08/15/2025 Page 16 of 19 City of Shady Cove City Council Agenda & Packet 08/15/2025 Page 17 of 19 City of Shady Cove City Council Agenda & Packet 08/15/2025 Page 18 of 19 City of Shady Cove City Council Agenda & Packet 08/15/2025 Page 19 of 19 City of Shady Cove City Council Agenda & Packet