October 16, 2025 City of Shady Cove City Council Meeting

Agenda City of Shady Cove City Council Meeting Thursday, October 16, 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: November 6, 2025 6 PM in Council Chambers/Zoom. C. Next City Council Workshop: October 22, 2025 on City’s Water Project & Feasibility Study and Ordinance 299 revisions in Council Chambers/Zoom. D. Next Planning Commission: Thursday, November 13, 2025 6:00 pm in Council Chambers/Zoom. E. Next Recreation & Tourism Commission: Wednesday, November 12, 2025 5:00 PM at the library. F. 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 September 9, 2025, to October 9, 2025 - total $50,538.03. 5. Written Communications A. Don Sherwood – Blight 355 Yew Wood 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. 10/10/2025 Page 1 of 51 - October 16, 2025, City Council Agenda and Packet Shady Cove City Council Meeting Thursday, October 16, 2025 Agenda Page 2 of 2 7. Unfinished Business A. Council Appointment B. City Audits C. RESOLUTION NO. 25-17 A RESOLUTION OF CITY OF SHADY COVE ADOPTING A PUBLIC RECORDS REQUEST POLICY AND PROCEDURE.  Exhibit A: Public Records Request Policy  Public Records Request Form D. Hannah’s Ridge project. 8. New Business 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 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. 10/10/2025 Page 2 of 51 - October 16, 2025, City Council Agenda and Packet City of Shady Cove Paid Invoice Report Page: 1 Check issue dates: 9/14/2025 - 10/9/2025 Oct 09, 2025 04:09PM Invoice Invoice Date Check Invoice Check Number Issue Date Name Description Amount Amount 41638740 08/12/2025 09/18/2025 Canon Financial Services, Inc. Contract charge 08/01/2025-08/31/2025 203.82 203.82 41803937 09/11/2025 09/18/2025 Contract charge 09/01/2025-09/30/2025 203.82 203.82 INV-10219 08/31/2025 09/18/2025 Caselle, Inc. Contract services Complete Fiscal year ending 2023 and 202 13,000.00 13,000.00 INV-10229 08/29/2025 09/18/2025 miExcel GL Setup 1,000.00 1,000.00 09012025 09/05/2025 09/18/2025 Christian, David Radio 09/01/2025 -09/05/2025 6 hours 90.00 90.00 09082025 09/12/2025 09/18/2025 Radio 09/08/2025 -09/12/2025 6 hours 90.00 90.00 801-100978 08/31/2025 09/18/2025 Sorren 2023 Financial Statement Audit - Progress 21,879.00 21,879.00 CASH-20036 07/01/2025 09/18/2025 League of Oregon Cities LOC Membership dues 3,254.20 3,254.20 089731 08/31/2025 09/18/2025 Perfection Cleaning City Hall office cleaning 08/2025 500.00 500.00 09202025 09/20/2025 09/18/2025 Postmaster Permit First-Class Presort, yearly exp 11-06-2025 370.00 370.00 477923 08/01/2025 09/18/2025 Shady Cove Hardware, LLC Naturescape mulch, shut cold znc 73.67 73.67 478374 4784 08/31/2025 09/18/2025 indoor fogger, multi-tool hangers, hook tool srewin bulk, simpl 106.83 106.83 478941 4799 08/31/2025 09/18/2025 32 ply cotton mophead, super clean degreaser, multitool hang 48.97 48.97 478991 08/31/2025 09/18/2025 spring snp znc bk 4" 17.18 17.18 10012025 09/18/2025 09/18/2025 Teamster Local 223 Monthly dues October 2025 284.00 284.00 2872860888 09/05/2025 09/18/2025 AT&T Mobility Cell phones 386.13 386.13 CP-0023652 06/30/2023 09/23/2025 WECO - Carson Gas/Diesel 6/2023 469.67 469.67 CP-0031448 06/15/2025 09/23/2025 Gas/Diesel 06/2025 205.18 205.18 1001983415 09/01/2025 09/18/2025 SAIF Corporation Policy 100034166 204.01 204.01 51320 09/07/2025 09/18/2025 Confident Staffing, Inc. P. Lybarger work week 09/07/2025 407.41 407.41 9862 06/08/2025 09/18/2025 Grabowski Paving LLC Asphalt patch:Edgewood Park Dr, Asphalt Paving: Holly/Birch 5,686.00 5,686.00 09172025 09/17/2025 09/18/2025 Pulcini, Mary Shady Cove bday bash and Halloween 118.54 118.54 CW68007 09/01/2025 09/18/2025 Kelley Create IT SAAS IT Security & Continuity, standard user security 439.60 439.60 234814 09/01/2025 09/18/2025 Pomeroy Tree Care Cleveland street pruned white oak, black oak near school pro 500.00 500.00 234814 09/01/2025 09/18/2025 575 Rogue Air Drive removed Ponderosa Pine tree 1,000.00 1,000.00 Grand Totals: 50,538.03 50,538.03 10/10/2025 Page 3 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 4 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 5 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 6 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 7 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 8 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 9 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 10 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 11 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 12 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 13 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 14 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 15 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 16 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 17 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 18 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 19 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 20 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 21 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 22 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 23 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 24 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 25 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 26 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 27 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 28 of 51 - October 16, 2025, City Council Agenda and Packet  What degrees do you hold? High School Diploma, AAS Degree, Recreational Leadership with additional course work in Business What additional training or education have you had that would apply to this position? MHCO (Manufactured Housing Communities of Oregon) Certified Property Manager (8 Years) OAWU (Oregon Association of Water Utilities) Certified Small Water System Operator (8 Years) 150 Credit Hours and testing toward Real Estate License (completed all required courses) 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Owned and operated a small Restaurant in Colorado, 15+ years of corporate convention event coordination and management across the US, worked as a team on the implementation of 2 separate community water systems (100 home + facilities and 49 home community), Tigard Water District Budget Committee and Committee Member at Large), Strong management and leadership skills, Volunteer on community programs such as the fundraising director for Orangevale Girls Softball Association. (Other: Personal Banker: Banner Bank and Wells Fargo). (Resume on file with Michele Parry or I can supply an additional resume if requested). Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes. I have planned and coordinated over 2000 seminars and/or conventions in the real estate industry and worked alongside world renowned speakers and motivators across the country. Although I coordinated these events, I learned something new from each session. This bolstered my knowledge and added better understanding in various subjects. Continuing education is essential in any business environment as technology and laws change. 3. Interests Why are you applying for this position? I believe I can help make a difference in this community through my past experience and training. I am open to new ideas and forming partnerships. Shady Cove has always been a small community. Working together for the betterment of the community would be my primary goal. 4. Availability 10/10/2025 Page 29 of 51 - October 16, 2025, City Council Agenda and Packet  Are you available to attend meetings during the day? Yes 5. Additional Information How long have you lived in Shady Cove? 2 years in 2011 and 2012 and more recently, January 2022 to current. Please use the space below to summarize any additional qualifications you have for this position. Any additional experience is outlined in my resume. I can supply a copy upon request. I authorize the City of Shady Cove to publicly review and discuss the information provided herein and to assist in responding to any questions asked which are relevant to this position. Victoria“Lelah”Doyle 8/18/2025 Signature Date 10/10/2025 Page 30 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 31 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 32 of 51 - October 16, 2025, City Council Agenda and Packet 10/10/2025 Page 33 of 51 - October 16, 2025, City Council Agenda and Packet  Closing Date: Wednesday, July 9, 2025 Application for Appointment City Council Please type or print answers to the following questions and submit to Shady Cove City Hall, or email mparry@shadycove.org. If you have any questions, please feel free to contact the City at 541-878-2225. Attach additional sheets if necessary. Name Thomas (Tom) Swendener Requesting to serve on: City Council Address (Physical) (Mailing, if different from above) Occupation: Software Development Manager Phone: Home: Work: Email: Fax: 1. Education Background What schools have you attended? U.S. Air Force LeSwendeneradership Academy (Leadership Training, Professional Development) University of Maryland (General Studies) What degrees do you hold? None What additional training or education have you had that would apply to this position? Leadership and team development courses Application for City Council Page 1 of 3 10/10/2025 Page 34 of 51 - October 16, 2025, City Council Agenda and Packet  Continuous professional development in communication, conflict resolution, and cross-functional collaboration 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? As a Software Development Manager, I lead teams responsible for delivering high- quality results to demanding clients. This role requires balancing team morale, clear communication, and long-term planning—skills directly applicable to city governance and constituent engagement. Much like a city council, success depends on collaborative problem-solving and ensuring that all voices are heard. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes, I believe ongoing training is critical. While I’ve observed city government from the outside, I’m eager to build the knowledge needed to serve effectively. Conferences, seminars, and peer learning would all help me grow into the role and contribute meaningfully. 3. Interests Why are you applying for this position? Shady Cove is at a crossroads. I believe thoughtful leadership can guide us toward a more sustainable, welcoming future. I support many of Mayor Ball’s initiatives and believe we must also prioritize revitalizing local businesses and attracting tourism to sustain our community and preserve its character. 4. Availability Are you available to attend meetings during the day? While short-notice daytime meetings may be difficult due to my work schedule, I am committed to attending all scheduled council meetings and can make arrangements when advance notice is provided. 10/10/2025 Page 35 of 51 - October 16, 2025, City Council Agenda and Packet 5. Additional Information How long have you lived in Shady Cove? 5 years Please use the space below to summarize any additional qualifications you have for this position. While I may not have prior experience in city government, I bring fresh ideas, strong leadership skills, and a sincere commitment to serving the community. I believe we can maintain Shady Cove’s charm while creating opportunities for revenue—whether by reevaluating short-term rental policies, exploring tourism-based tax structures, or developing creative ways to attract visitors without burdening residents. I authorize the City of Shady Cove to publicly review and discuss the information provided herein and to assist in responding to any questions asked which are relevant to this position. Thomas Swendener 7/8/2025 Signature Date 10/10/2025 Page 36 of 51 - October 16, 2025, City Council Agenda and Packet  RESOLUTION NO. 25-17 A RESOLUTION OF CITY OF SHADY COVE ADOPTING A PUBLIC RECORDS REQUEST POLICY AND PROCEDURE. WHEREAS, City of Shady Cove (“City”), an Oregon municipal corporation, desires to ensure that all requests for public records are handled in a manner that complies with the Oregon Public Records Law, ORS 192.311 - 192.431, as amended from time to time; WHEREAS, City desires to provide reasonable measures to (a) protect and preserve the integrity of City’s public records, and (b) maintain efficiency and order. NOW, THEREFORE, BE IT RESOLVED, by and through the Board as follows: 1. Findings; Adoption. The above-stated findings contained in this Resolution No. 25-17 (this “Resolution”) are hereby adopted. The Council hereby approves and adopts the City’s Public Records Request Policy attached hereto as Exhibit A (the “Policy”). 2. Miscellaneous. This Resolution (which includes the Policy) replaces and supersedes any and all existing and/or previously adopted City public records request policies, practices, and/or procedures in their entirety. All pronouns contained in this Resolution and any variations thereof will be deemed to refer to the masculine, feminine, or neutral, singular or plural, as the identity of the parties may require. The singular includes the plural and the plural includes the singular. The word “or” is not exclusive. The words “include,” “includes,” and “including” are not limiting. The provisions of this Resolution are hereby declared severable. If any section, subsection, sentence, clause, and/or portion of this Resolution is for any reason held invalid, unenforceable, and/or unconstitutional, such invalid, unenforceable, and/or unconstitutional section, subsection, sentence, clause, and/or portion will (a) yield to a construction permitting enforcement to the maximum extent permitted by applicable law, and (b) not affect the validity, enforceability, and/or constitutionality of the remaining portion of this Resolution. This Resolution may be corrected by order of the Board to cure editorial and/or clerical errors. APPROVED, ADOPTED, AND MADE EFFECTIVE by the Council on this 16 day of October, 2025. Approved: Attest: ___________________________ ___________________________ Lena Richardson, Mayor Michele Parry, City Administrator Council Vote: Mayor Richardson __________ Councilor Mitchell __________ Councilor Winfrey __________ 1 – RESOLUTION NO. 25-17 {2301885002-01819525;2} 10/10/2025 4924-9497-0455, v. 4 Page 37 of 51 - October 16, 2025, City Council Agenda and Page 1 Packet of 2  Exhibit A Public Records Request Policy [attached] EXHIBIT A – PUBLIC RECORDS REQUEST POLICY {2301885002-01819525;2} 10/10/2025 Page 38 of 51 - October 16, 2025, City Council Agenda and Page 2 Packet of 2  City of Shady Cove Public Records Request Policy Table of Contents Section Page 1. Purpose and Compliance............................................................................ 1 2. Public Records Requests - Procedure......................................................... 1 2.1 Method of Records Requests........................................................ 1 2.2 Specificity of Records Requests..................................................... 1 2.3 City Response................................................................................ 1 2.4 Completion of Records Request………………………………………………… 2 2.5 City Legal Counsel.......................................................................... 2 2.6 Access to Public Records............................................................... 2 2.7 Public Records Request Form........................................................ 2 2.8 Certified Copies............................................................................. 3 3. Fee Schedule............................................................................................... 3 3.1 Fees for Public Records.................................................................. 3 3.2 Fees Exceeding $25.00................................................................... 3 3.3 Advance Payment of Fees.............................................................. 3 3.4 Reduced Fee or Free Copies........................................................... 3 3.5 Modifications to Fee Schedule....................................................... 3 4. Original Records.......................................................................................... 3 4.1 Authorization Required for Removal of Original Records.............. 3 4.2 On-Site Review of Original Records............................................... 3 4.3 Unauthorized Alteration, Removal, or Destruction of Original Records.......................................................................................... 3 i {2301885002-01819526;1} 10/10/2025 4919-1818-6071, v. 3 Page Cove City of Shady 39 of 51 - October 16, 2025, City Council Agenda and Page 1 Packet of 5 08/29/2025 1. Purpose and Compliance. The purpose of this policy is as follows: (a) ensure that all requests for public records are handled in a manner that complies with the Oregon Public Records Law, ORS 192.311 - 192.431, as amended; (b) provide reasonable measures to protect and preserve the integrity of the public records; and (c) maintain efficiency and order. To the extent this policy conflicts with any federal, state, and/or local laws, regulations, and/or ordinances, City of Shady Cove (“City”) will comply with the applicable federal, state, and/or local laws, regulations, and/or ordinances. 2. Public Records Requests - Procedure. 2.1 Method of Records Requests. A request for public records that are in the custody of City must be made by submitting a written request, on the form prescribed by City, to the following: City of Shady Cove 22451 Highway 62, Shady Cove, Oregon 97539 Email: mparry@shadycove.org A public records request may be submitted in person, via mail, facsimile, or electronic mail. 2.2 Specificity of Records Request. All requests for public records must be dated and signed by the person (the “Requester”) requesting to inspect the public records or receive a copy of the public records. In addition, to facilitate the public’s access to public records in City’s possession, and to avoid unnecessary expenditure of City’s personnel time, a request to inspect public records or receive copies of public records must contain the following minimum information: (a) the Requester’s name and address; (b) the Requester’s telephone number or other contact information; and (c) a sufficiently detailed description of the public records requested, including the dates, subject matter, and such other information concerning the requested public records as may be necessary to enable City personnel to search for and readily locate the desired public records. 2.3 City Response. 2.3.1 Subject to and except as otherwise provided under this policy or applicable law, if City receives a written request to inspect or receive a copy of a public record in accordance with this policy and applicable law, City will, within five business days after receiving the public records request, acknowledge receipt of the request or complete City’s response to the request. City’s acknowledgment will (a) confirm that City is the custodian of the requested record, (b) inform the Requester that City is not the custodian of the requested record, or (c) notify the Requester that City is uncertain whether City is the custodian of the requested record. For purposes of this policy, the term “business day” means a day other than Saturday, Sunday, and/or a legal holiday. 2.3.2 City may request additional information or clarification from the Requester to expedite City’s response to the request. If City requests additional information or clarification, City’s obligation to further complete its response to the request is suspended until the Requester provides the requested information or clarification or affirmatively declines to provide that information or clarification. City will close the subject request if the Requester fails to respond within 60 days to City’s request for additional information or clarification. 2.3.3 City will provide the Requester an estimate of the fees applicable to making the public records available for inspection or providing copies. City will also advise the Requester that the requested public records will not be released (i.e., City’s obligation to provide the requested records is suspended) unless and until City receives payment of the estimated fees for providing the service. City will close the subject request if the Requester fails to pay the fees within 60 days after the date on which City informed the Requester of the fees, or fails to pay the fee within 60 days after the date on which City informed the Requester of the denial of the fee waiver (if applicable). City’s failure to advise the Requester of the prepayment obligation will not relieve the Requester of the obligation to pay applicable fees. 2.4 Completion of Records Request. City will complete its response to a properly completed written records request as soon as practicable and without unreasonable delay. To this end, as soon as reasonably 1 – HIGHLANDS SUBDIVISION WATER DISTRCIT– PUBLIC RECORDS REQUEST POLICY 10/10/2025 {2301885002-01819526;1} Page Cove City of Shady 40 of 51 - October 16, 2025, City Council Agenda and Page 2 Packet of 5 4919-1818-6071, v. 3 08/29/2025 possible, but no later than 10 business days after the date by which City is required to acknowledge receipt of the request under Section 2.3.1, City will (a) complete its response to the public records request, or (b) provide a written statement that City is still processing the request and a reasonable estimated date by which City expects to complete its response based on information then-available. Notwithstanding anything contained in this policy to the contrary, the time periods established under Section 2.3.1 and/or this Section 2.4 do not apply if compliance is impracticable because (x) staff or volunteers necessary to complete the response are unavailable, (y) compliance will demonstrably impede City’s ability to perform other necessary services, and/or (z) the volume of public records requests being simultaneously processed by City. If City is unable to comply with the time periods established under Section 2.3.1 and/or this Section 2.4 for a reason identified under this Section 2.4, City will, as soon as practicable and without unreasonable delay, acknowledge the public records request and complete the response to the request. 2.5 City Legal Counsel. In general, routine public records requests will be handled by the City recorder or the recorder’s designee. More complex public records requests and/or public records requests that may implicate the application of one or more statutory exemptions from disclosure will be submitted to City’s legal counsel for review and evaluation. After reviewing and evaluating the public records request, City’s legal counsel will (a) make a determination as to whether the public records request may be processed, and (b) inform City whether to process the public records request. If legal counsel determines that City is unable to process the requested public records, City will provide the Requester a written response identifying the basis for the denial. 2.6 Access to Public Records. City will permit inspection and examination of its non-exempt public records during regular business hours in City’s offices, or such other locations as City may reasonably designate from time to time. Copies of non-exempt public records maintained in machine readable or electronic form will be furnished, if available, in the form requested. If not available in the form requested, such public records will be made available in the form in which they are maintained. City is not required to engage in any of the following activities: (a) create any new public records and/or customize any existing public records in response to a public records request; (b) produce “lists” of public records that are not already available in the form of a “list”; (c) create a public record to disclose the reasoning behind City’s actions or other knowledge City personnel may have; and/or (d) explain or answer questions or provide legal research and analysis on or about any public records. 2.7 Public Records Request Form. A request for public records must be made by submitting a written request to City on the form prescribed by City. The public records request form will be made available to the public. City may make modifications to the public records request form at any time and from time to time as City deems necessary or appropriate. 2.8 Certified Copies. Certified copies of non-exempt public records will be furnished upon request and receipt of payment therefor. 3. Fee Schedule. 3.1 Fees for Public Records. To recover City’s actual cost for responding to public records requests, City adopts the fee schedule attached hereto as Schedule 3.1. 3.2 Fees Exceeding $25.00. City will not charge a Requester a fee for making the public records requested available for inspection, or for providing copies of the same, in excess of $25.00 unless City first provides the Requester written notification of the estimated amount of the fees and the Requester confirms that the Requester wants the public body to proceed with making the public records available. 3.3 Advance Payment of Fees. All estimated fees for making the public records requested available for inspection, or for providing copies of the same, must be paid before the public records will be made available. If City’s estimated fees exceed the actual cost, the overpayment will be refunded by City to the Requester. If City’s estimated fees are less than the actual expense incurred by City to process the records request, the Requester will pay such additional fees before the public records will be made available. Public records will not be released for 2 – HIGHLANDS SUBDIVISION WATER DISTRCIT– PUBLIC RECORDS REQUEST POLICY 10/10/2025 {2301885002-01819526;1} Page Cove City of Shady 41 of 51 - October 16, 2025, City Council Agenda and Page 3 Packet of 5 4919-1818-6071, v. 3 08/29/2025 inspection or copying unless and until City has received payment from the Requester for providing the requested public records. 3.4 Reduced Fee or Free Copies. City may furnish copies of any public record without charge or at a substantially reduced fee if City determines that the waiver or reduction of fees is in the public interest because making the public record available primarily benefits the general public. 3.5 Modifications to Fee Schedule. Schedule 3.1 may be modified at any time by resolution approved and adopted by the Board. Any change to Schedule 3.1 will apply as of the effective date of the resolution modifying Schedule 3.1 and will not apply retroactively to any public records request that has been submitted and processed prior to the effective date of such resolution. 4. Original Records. 4.1 Authorization Required for Removal of Original Records. At no time will an original public record be removed from City’s files or the place at which the public record is regularly maintained except upon authorization of the City or the City’s designee. 4.2 On-Site Review of Original Records. If a request to review original public records is made, City will permit such review provided that search fees are paid in advance in accordance with Section 3. If City deems necessary or appropriate, City may require that City personnel be present during the review of any original records. The person reviewing the original records will be charged for City personnel’s time for being present while the original records are being reviewed. 4.3 Unauthorized Alteration, Removal, or Destruction of Original Records. If any person attempts to alter, remove, and/or destroy any public record, City’s representative will immediately terminate such person’s review and will notify City’s attorney. 3 – HIGHLANDS SUBDIVISION WATER DISTRCIT– PUBLIC RECORDS REQUEST POLICY 10/10/2025 {2301885002-01819526;1} Page Cove City of Shady 42 of 51 - October 16, 2025, City Council Agenda and Page 4 Packet of 5 4919-1818-6071, v. 3 08/29/2025  Schedule 3.1 Fee Schedule for Public Records Requests 1. Copies of Public Records; Certified Copies. Copies of public records are $0.25 cents per page for standard, letter size, black and white copies. Copies of public records are $0.50 cents per page for standard, letter size, color copies. Copies may be certified for an additional charge of $3.75. 2. Copies of Sound Recordings. Copies of sound recordings of meetings are $10.00 per copy. 3. Copies of Maps and Other Non-Standard Documents. The actual cost to City for copying maps or other non-standard size documents will be charged to the Requester. 4. Records on Compact Disk. Copies of public records may be provided on compact disk if the record(s) are stored in City’s computer system. Disks will be provided at a cost of $25.00 per disk and may contain as much information as the disk will hold. Due to threat of computer viruses, City will not permit a Requester to provide disks for electronic reproduction of computer records. 5. Records Transmitted via Facsimile and Electronic Mail. The cost of public records transmitted by facsimile is $2.00 for the first page and $0.50 cents for each additional page, limited to a 25-page maximum, not including the cover page. The cost of public records transmitted by electronic mail is $2.00 per electronic mail, plus $0.25 cents per page, and is limited to 10 MB in size per electronic mail. 6. Labor Costs. City’s personnel time for researching, locating, compiling, editing, summarizing, tailoring, and/or otherwise processing information and records will be at the hourly rate (or its equivalent) of the personnel responsible for processing the information or public records request, which time will be charged in quarter-hour increments; provided, however, City may waive City’s labor costs for a public records request requiring 10 or fewer minutes of total personnel time. City will estimate the total amount of time required to respond to the public records request and the Requester will make payment for the estimated cost in advance. If the actual time and costs are less than estimated, the excess amount paid will be refunded to the Requester. If the actual costs and time are more than estimated, the difference will be paid by the Requester at the time the public records are produced (but before the public records are made available). 7. Delivery and Postage. The Requester will pay the actual cost for delivery of the public records, including postage or courier fees. 8. Attorney Fees. As applicable, the Requester will pay the actual attorney fees charged to City for the cost of time spent by the attorney reviewing the public records, redacting material from the public records, and/or segregating the public records into exempt and nonexempt records. The cost of the attorney’s time spent determining the application of the Oregon Public Records Law will not be included in the “actual attorney fees.” 9. Additional Charges. If a request is of such magnitude and nature that compliance will disrupt City’s normal operation, City may impose such additional charges as are reasonably necessary to reimburse City for its actual costs of producing the requested public records. SCHEDULE 3.1 – FEE SCHEDULE FOR PUBLIC RECORDS REQUESTS 10/10/2025 {19029014-01824771;1} Page Cove City of Shady 43 of 51 - October 16, 2025, City Council Agenda and Page 5 Packet of 5 08/29/2025  City of Shady Cove Public Records Request Form This Public Records Request Form must be completed and submitted to the City of Shady Cove (“City”) to inspect or obtain copies of City’s public records (as defined under ORS 192.311 - 192.431). Persons interested in making a public records request are advised to review City’s public records request policy (Resolution No. ___). You may contact City if you have any questions or concerns regarding this form or the public records request process. A. Requester Information Name of Requesting Individual: Mailing Address: City: State: Zip: Telephone No.: Facsimile No.: Email: B. Record(s) Requested Describe the public record(s) you are requesting. Please provide a sufficiently detailed description of the public record(s) requested, including the dates, subject matter, and such other information concerning the requested public record(s) as may be necessary to enable City personnel to search for and locate the public record(s). _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ C. Purpose of Records Request Because the identity and motive of the person seeking disclosure of a particular public record may be relevant in determining whether a record is exempt from mandatory disclosure under a conditional exemption, please provide a brief statement as to the purpose of your public records request. _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ D. Receiving Record(s) Please specify the delivery/inspection date desired and preferred method of receiving the requested public record(s), if applicable. City does not guarantee that the requested public record(s) will be delivered or made available by your desired delivery/inspection date.  I would like to view/inspect the record(s) on __________________________________________.  I would like to receive copies of the requested public record(s) no later than ______________ by: PUBLIC RECORDS REQUEST FORM 10/10/2025 {2301885001-01819524;1} Page 44 of 51 - October 16, 2025, City Council Agenda and Packet 4928-9061-1543, v. 2   Mail  Facsimile  Will pick-up  Email I have received and reviewed City’s fee schedule. ____ (initial) I understand that I will not receive the requested public record(s) unless and until I have paid the fees estimated by City for providing the requested public record(s). If the estimated fees exceed City’s actual cost, the overpayment will be refunded to me. I will pay additional fees to the extent the estimated fees are less than the actual expenses incurred by City. ____ (initial) Signature: Date: For City Use Only Date Request Received: Time: Estimated Fees:  Request Approved – requester notified on: by: □ Telephone □ Mail □ Fax □ Email □ In-Person  Request Forwarded to Attorney’s for Review – forwarded on: by:  Request Denied – requester notified on: by: □ Telephone □ Mail □ Fax □ Email □ In-Person Reason for Denial:  City does not maintain record(s)  Other: Notes: Request filled by: Date: Fees: PUBLIC RECORDS REQUEST FORM 10/10/2025 {2301885001-01819524;1} Page 45 of 51 - October 16, 2025, City Council Agenda and Packet 4928-9061-1543, v. 2  TECHNICAL MEMORANDUM Client: City of Shady Cove Project: Hannah’s Ridge Drainage Analysis Project Manager: Jeffrey Ballard, PE Composed by: Andrew Taylor, PE Reviewed by: Jeffrey Ballard Subject: Offsite Drainage Analysis Signed: 4/8/2025 Date: April 8, 2025 Introduction Purpose of Report The purpose of this report is to review the history and document RH2 Engineering, Inc.’s (RH2) understanding of the existing flooding issues near the Hannah’s Ridge development in the City of Shady Cove (City). RH2 completed a review of the drainage system at Hannah’s Ridge Development that has reported flooding issues since 2024. RH2 had no involvement in the original development review or construction; therefore, relied on the documented history and records to establish an understanding. RH2 reviewed the past timelines, engineering work completed by the developer, construction by the contractor and/or homeowners, and information provided by the City. RH2 is providing observation analysis and potential solutions to mitigate the current problem. Scope of Analysis Work completed by the developer, engineer, and contractor was reviewed. RH2 formulated a background scenario utilizing information supplied by the City via e-mails, planning and engineering documents, maps, satellite imagery, site visits, and previous efforts to contain the stormwater by the City engineer. Original stormwater calculations were analyzed to verify that original engineering calculations correctly identified stormwater conveyance and that those analyses were approved by the previous City engineer. Existing site conditions documented how the site progressively changed due to the stormwater. RH2’s analysis of the issues is based on the above-mentioned sources. Original site conditions, continual erosion, and varied efforts to quell the water is not available. The recommendations for improvement will be based on the available resources. Stormwater Design and Implementation Design Criteria and Report Usage 4/8/2025 2:45 PM \\corp.rh2.com\projects\Project\Data\SDCV\_GenInfo\Shady Cove Stormwater Analysis\Report\Hannah's Ridge Drainage Analysis Report.docx 10/10/2025 Page 46 of 51 - October 16, 2025, City Council Agenda and Packet City of Shady Cove April 8, 2025 Hannah’s Ridge Drainage Analysis Page 2 In September 2019, a storm drain analysis for the development of Hannah’s Way Subdivision was performed by Evan Malepsy, P.E., Rogue Civil LLC (Rogue). The design criteria for the analysis was based on the 2019 City of Shady Cove building and planning standards. Rogue highlighted the stormwater requirements in the in the analysis which included the requirement to convey a 10-year storm event and provide adequate overflow for a 25-year storm event. To meet the requirements onsite catch basins, pipes, and a detention pond were designed. The scope of this report will focus on the offsite flows coming onto the site, and flows conveyed through the public infrastructure portion of the site. Summary of Proposed Drainage System The storm drain analysis calculates the capacity of the existing culvert under Schoolhouse Lane was designed to convey a 25-year storm event runoff. This culvert existed in the area prior to the development. Rogue calculates the offsite drainage into two distinct areas; Area A and Area B, shown in Figure 1. The two areas are 34.8 acres (A) and 28.7 acres (B), respectively. The storm drain analysis identifies that Area B drains toward Hannah’s Ridge. The Area A drainage path utilizes the existing Schoolhouse Road right-of-way and existing culvert. Figure 1 Off-Site Drainage Basin Map for Schoolhouse Lane Culvert The drainage pattern depicted is consistent with the conditions viewed in Figure 2, an aerial photograph from Google Earth, dated May 2016. At the time of the storm drainage analysis, conditions in the photo depict an assumed standard pattern for the stormwater course. 4/8/2025 2:45 PM \\corp.rh2.com\projects\Project\Data\SDCV\_GenInfo\Shady Cove Stormwater Analysis\Report\Hannah's Ridge Drainage Analysis Report.docx 10/10/2025 Page 47 of 51 - October 16, 2025, City Council Agenda and Packet City of Shady Cove April 8, 2025 Hannah’s Ridge Drainage Analysis Page 3 RH2 completed drainage calculations based on the Rogue Valley Stormwater Design Manual and calculated flow volumes consistent with calculations performed by Rogue for the drainage areas shown in Figure 1. Figure 2, Google Earth Photo dated May 2016 Review of further historical photos and on-site conditions shows changes in the stormwater conveyance. Upon several site visits, RH2 staff observed water flowing from Area A no longer flowed down the Schoolhouse Road right-of-way and was now flowing overland to Hannah’s Ridge. The noticeable impacts from flowing water seemed recent and not historical in nature. The channels were shallow and undefined, unlike historical flow patterns. From the May 2016 photo, it can be observed that water used to flow down the Schoolhouse Road right-of-way which was consist with the drainage study conducted by Rogue. Figure 3 depicts ground disturbance and the modified stormwater flow pattern. No documentation exists identifying the source of the modifications to the historical stormwater flow. The modifications substantially increased the stormwater volume conveyed toward Hannah’s Ridge facilities. The constructed infrastructure is incapable of handling the volume of stormwater now conveyed to the area. Flooding issues now exist due to the modifications. Flow calculations completed by RH2 utilizing current information shows similar flow volumes by those utilized by Rogue. The modifications created the drainage issues at this location. RH2 recommends that the stormwater flows be reinstated to the original flow patterns along School House Road rights-of-way to minimize erosion and potential flooding. 4/8/2025 2:45 PM \\corp.rh2.com\projects\Project\Data\SDCV\_GenInfo\Shady Cove Stormwater Analysis\Report\Hannah's Ridge Drainage Analysis Report.docx 10/10/2025 Page 48 of 51 - October 16, 2025, City Council Agenda and Packet City of Shady Cove April 8, 2025 Hannah’s Ridge Drainage Analysis Page 4 Figure 3, Google Map Aerial Photo dated October 2022 It should also be noted that review of previous historical photos depicts the stormwater drainage pattern has been modified several times over the years by assumed private parties. This area has not been modified by City forces, yet the storm water conveyance has been diverted on several occasions presumably by individuals downhill in an attempt to divert the stormwater from their respective properties. Photos show that prior to 2016 the stormwater flowed down the north side of the School House Road right-of-way and was diverted to flow down the south side. Onsite Drainage Changes During investigation of the existing conditions of the site improvements it was noted that the existing conditions seem to be inconsistent with the original design shown on the approved development plans for the subdivision. Past aerial photography in Figure 4, dated October 2020 shows stormwater improvements originally constructed are consistent with the design plans with the exception of the southern rock lined swale which was not constructed in the proper location as shown on the plans. The cross section of the swale and construction methods appeared to be consistent with the design plans. The current condition of the drainage swale is unacceptable and requires reconstruction to be consistent with the approved design plans to avoid future erosion. Reconstruction of the drainage swale needs to be completed prior to the next rainy season to avoid further erosion compounding the problem. It should also be noted that grading changes have occurred on the north boundary of the development that will cause the water to flow in different directions than originally designed. Currently, there are no reported issues in this area. It should be noted that these modifications have been made and may cause future impacts. 4/8/2025 2:45 PM \\corp.rh2.com\projects\Project\Data\SDCV\_GenInfo\Shady Cove Stormwater Analysis\Report\Hannah's Ridge Drainage Analysis Report.docx 10/10/2025 Page 49 of 51 - October 16, 2025, City Council Agenda and Packet City of Shady Cove April 8, 2025 Hannah’s Ridge Drainage Analysis Page 5 RH2 did not review any stormwater infrastructure associated with the development itself. All existing infrastructure associated with the development and Hannah’s Way are privately owned and maintained and are not the responsibility of the City. Figure 4, Google Map Aerial Photo Dated October 2022 Conclusion and Recommendations Summary of Findings In conclusion, the engineer designed offsite stormwater drainage system correctly. The previous City Engineer completed adequate reviews and approved the work as planned and constructed. The contributing factors that created the flooding incidents in the 2023-24 and 2024-25 stormwater season were a direct result of offsite modifications. These modifications were not presented to the City for approval. These changes redirected drainage to an area incapable of handling the stormwater flows and overwhelmed the existing facilities which were not designed to convey the resulting higher volume of stormwater. The volume of stormwater currently conveyed through the existing facilities is more than double the designed conveyance. Recommended Actions Remediation will include: 1. Reestablishing the ditch across the School House Road where it was filled. To be completed by the City. The City will also complete additional design and construction of 4/8/2025 2:45 PM \\corp.rh2.com\projects\Project\Data\SDCV\_GenInfo\Shady Cove Stormwater Analysis\Report\Hannah's Ridge Drainage Analysis Report.docx 10/10/2025 Page 50 of 51 - October 16, 2025, City Council Agenda and Packet City of Shady Cove April 8, 2025 Hannah’s Ridge Drainage Analysis Page 6 an improved swale that conveys water down the south side of the School House Road right of way after funding is secured. 2. The contractor/property owner are obliged to restore the drainage on the south end of 117 Hannah’s Way back to original configuration with respect to the designed cross section and lining. Cost should be at the expense of the contractor/homeowner. Monitoring and follow-up After the modifications are complete, the City will perform site visits to ensure the recommended modifications provided herein have been completed and correctly installed prior winter. Continual monitoring is recommended to ensure site conditions remain stable and that installed repairs are adequately working. 4/8/2025 2:45 PM \\corp.rh2.com\projects\Project\Data\SDCV\_GenInfo\Shady Cove Stormwater Analysis\Report\Hannah's Ridge Drainage Analysis Report.docx 10/10/2025 Page 51 of 51 - October 16, 2025, City Council Agenda and Packet