September 4, 2025 City of Shady Cove City Council Meeting

Agenda City of Shady Cove City Council Meeting Thursday, September 4, 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 18, 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 16, 2025 to August 28, 2025 total $32,019.99 B. Corrections to the Record of City Council, August 21, 2025 in the City Administrators report, referencing the FY2022-2023 audit meeting the December deadline for state submissions.  Clarification: the FY2022-2023 will meet the December 2025 state submission, because this reflects the adjusted timeline for submission of the delayed audit. While the original statutory deadline was December 2023, the state allows for late filings, making December 2025 the applicable deadline under our current circumstances. Agenda Page 1 of 3 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. Shady Cove City Council Meeting Thursday, September 4, 2025 Agenda Page 2 of 3 C. Correction to the Record of City Council, August 21, 2025, Council Mitchell’s directive to withhold $1,700 until discussion with the contractors.  June 16, 2025, former Mayor Ball, Jim DeBoer, CEO Sign Dudes, and the City Administrator had a conference call and agreed to the $1,700 change order. A letter was sent to sign dudes to agree with the change order and thanked them for their collaboration and open lines of communication. Maintaining transparency and responsiveness is important to the city, and we are committed to working together to ensure all project adjustments are clearly documented and understood. As mentioned in our call, please forward the cost of the Jackson County Permits so that we can submit the expense to our Finance Department.  Councilor Mitchell was cc’d on the email to Jim DeBoer approving the $1,700 change order as were, former Mayor Ball, former Council President Kathy Nuckles, and Councilor Winfrey.  Payment to the Sign Dudes have been paid, submitted and approved by motion by the City Council in the Bills Paid report of 7/21/2025 to 8/1/2025. 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 7. Unfinished Business A. City Audits B. C2024465 A-02 Shady Cove Amendment to extend the project completion deadline from June 30, 2025, to June 30, 2027, and transfer funds between budget line items. 8. New Business A. RESOLUTION NO. 25-17 A RESOLUTION OF CITY OF SHADY COVE ADOPTING A PUBLIC RECORDS REQUEST POLICY AND PROCEDURE. B. City Administrator presenting action plan for Capital Replacement and Capital Improvement Funds for the Hannah Way storm drain water redirection project. 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. Shady Cove City Council Meeting Thursday, September 4, 2025 Page 3 of 3 C. Consideration of Resolution 25-16 A RESOLUTION AUTHORIZING THE REALLOCATION OF FUNDS FROM THE CAPITAL REPLACEMENT FUND AND THE CAPITAL IMPROVEMENT FUND TO ADDRESS STORM DRAINAGE NEEDS AND DIRECTING STAFF TO PURSUE STATE FUNDING TO EXPAND IMPROVEMENTS. 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 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). City of Shady Cove Paid Invoice Report Page: 1 Check issue dates: 8/16/2025 - 8/28/2025 Aug 28, 2025 02:25PM Invoice Invoice Date Check Invoice Check Number Issue Date Name Description Amount Amount 07212025 07/25/2025 08/21/2025 Christian, David Radio 07/21/2025 -07/25/2025 6 hours 90.00 90.00 08042025 08/08/2025 08/21/2025 Radio 08/04/2025 -08/08/2025 6 hours 90.00 90.00 08112025 08/15/2025 08/21/2025 Radio 08/11/2025 -08/15/2025 6 hours 90.00 90.00 801-100462 07/31/2025 08/21/2025 Sorren 2023 Financial Statement Audit-Progress 18,550.00 18,550.00 08272025 08/27/2025 08/27/2025 Postmaster Replenish Indicia Account for sewer bill postage 2,000.00 2,000.00 26-4028 08/18/2025 08/21/2025 RVCOG Technical Services B Benton July 2025, 2.25 hrs, annual spla 216.42 216.42 04012025 04/01/2025 Multiple Teamster Local 223 Monthly dues 177.00 177.00 082025 08/01/2025 08/21/2025 Monthly dues 284.00 284.00 092025 08/21/2025 08/21/2025 Monthly dues 284.00 284.00 2872860888 08/05/2025 08/21/2025 AT&T Mobility Cell phones 390.61 390.61 CP-0032235 08/18/2025 08/21/2025 WECO - Carson Gas/Diesel 08/2025 441.09 441.09 3283 07/30/2025 08/21/2025 Upper Rogue Independent Public Notice zone change hearing 90.00 90.00 1001983414- 07/01/2025 08/22/2025 SAIF Corporation Policy 100034166 583.92 583.92 51201 07/27/2025 08/21/2025 Confident Staffing, Inc. P. Lybarger work week 07/2/2025 1,034.69 1,034.69 51231 08/10/2025 08/21/2025 P. Lybarger work week 08/10/2025 957.09 957.09 51267 08/17/2025 08/21/2025 M. Smith week worked 5/4/2025 355.31 355.31 51268 08/17/2025 08/21/2025 P. Lybarger work week 08/17/2025 1,034.69 1,034.69 08202025 08/12/2025 08/21/2025 JP Morgan Chase rockin rentals, shady cove bash 115.47 .00 08202025 08/12/2025 08/21/2025 Name cheap, url for shadycovebash 4.48 .00 08202025 08/12/2025 08/21/2025 Bmatrix 119.98 .00 08202025 08/12/2025 08/21/2025 canva.com 15.00 .00 08202025 08/12/2025 rockin rentals, shady cove bash 115.47- 08202025 08/12/2025 Name cheap, url for shadycovebash 4.48- 08202025 08/12/2025 Bmatrix 119.98- 08202025 08/12/2025 canva.com 15.00- 114290 08/27/2025 08/27/2025 Minuteman Press 1054 single sided statement postcards with mail merge 176.17 176.17 5894 08/11/2025 08/21/2025 Jackson County Community Justi Shady Cove Weedeating 600.00 600.00 24205 08/05/2025 08/21/2025 Bryant Lovlien & Jarvis Matter 2315739-001 Miscellaneous 1,560.00 1,560.00 24206 08/05/2025 08/21/2025 Matter 2315739-010 Right of Way Ordinance 775.00 775.00 24207 08/05/2025 08/21/2025 Matter 2315739-020 Public Records Request 120.00 120.00 24208 08/05/2025 08/21/2025 Matter 2315739-021 Public Records Request- Johnson 90.00 90.00 24209 08/05/2025 08/21/2025 Matter 2315739-024 Social Media Policy 500.00 500.00 24210 08/05/2025 08/21/2025 Matter 2315739-022 Recall Petition-Considine 1,030.00 1,030.00 24362 08/06/2025 08/21/2025 Matter 2315739-023 Public Records request policy 500.00 500.00 Grand Totals: 32,019.99 32,019.99  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 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 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  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 4 day of September, 2025. Approved: Attest: ___________________________ ___________________________ Lena Richardson, Mayor Michele Parry, City Administrator Council Vote: Mayor Richardson __________ Councilor Mitchell __________ Councilor Winfrey __________ 1 – RESOLUTION NO. ______ {2301885002-01819525;2} 4924-9497-0455, v. 4 City of Shady Cove Page 1 of 2 08/29/2025  Exhibit AA Exhibit Public Records Public Records Request Request Policy Policy [attached] [attached] EXHIBIT A —– PUBLIC EXHIBIT PUBLIC RECORDS RECORDS REQUEST REQUEST POLICY POLICY {2301885002-01819525;2} {2301885002-01819525;2} City of Shady Cove Page 2 of 2 08/29/2025  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} 4919-1818-6071, v. 3 City of Shady Cove Page 1 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 {2301885002-01819526;1} City of Shady Cove Page 2 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 {2301885002-01819526;1} City of Shady Cove Page 3 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 {2301885002-01819526;1} City of Shady Cove Page 4 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 {19029014-01824771;1} City of Shady Cove Page 5 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 {2301885001-01819524;1} 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 {2301885001-01819524;1} 4928-9061-1543, v. 2  CITY ADMINISTRATOR PRESENTATION ACTION PLAN FOR CAPITAL REPLACEMENT AND CAPITAL IMPROVEMENT HANNAH WAY & SCHOOLHOUSE STORM DRAIN WATER REDIRECTION City’s Financial Position as of June 30, 2024 • Capital Replacement (05): $95,947 available. • Capital Purchase Reserve (06): $150,000 available. • Capital Improvement Fund (07): $91,840 available. The city has liquidity in capital and streets-related funds. FUNDING STRATEGY OPTIONS Option A: Internal Reallocation (Most Immediate) • Transfer $75,000 from Capital Replacement and Capital Improvement Funds combined. o Example: $40,000 from Capital Replacement ($95,947) and $35,000 from Capital Improvement ($91,840). • Both are intended for infrastructure and drainage improvements aligned with capital asset preservation. • This avoids borrowing and positions the city to start construction immediately. Option B: State & Federal Grants • Small City Allotment (SCA) – Opens March/April 2026, up to $250,000 for streets and drainage (ODOT). Not immediate, but strong candidate for reimbursement and/or phase 2 improvements. • Community Development Block Grant (CDBG) – Oregon Business Development Department funds small cities for basic infrastructure. Shady Cove qualifies based on population and need. • Wait for Thriving Communities $75,000 Grant Awards on September 2, 2025. City of Shady Cove Action Plan for Hannah and Schoolhouse Page 1 of 2 Action Plan for Consideration Step 1 – Immediate Funding Source Adopt a council resolution reallocating $75,000 from Capital Replacement and Capital Improvement funds for storm drainage. This gives certainty and control. Step 2 – Reimbursement Strategy (Winter 2025/26): Apply for ODOT Small City Allotment ($250,000) in spring 2026 to reimburse or expand the project. Also submit a CDBG application for stormwater infrastructure. � Bottom Line: The city can move forward immediately by reallocating capital funds, while pursuing reimbursement and expansion funding from ODOT and CDBG 2025/2026. Hannah Way and Schoolhouse Project Redirection of storm water Estimated Project Cost $75,000 Current New Fund Account Description Account No. Amount Balance Balance 04 Capital Replacement Fund Unreserved Fund Balance 05-2800 $95,947 $ 40,000 $55,947 05 Capital Improvement Fund Unreserved Fund Balance 07-2880 $91,840 $ 35,000 $56,840 Project Allocation Hannah Way Storm Drain Project See Budget $0 $ 75,000 $75,000 Hannah Way and Schoolhouse Project Redirection of storm water Estimated Project Budget Estimated Task Account No. Cost Reestablish Schoolhouse Road Ditch 01-47-3841 $ 15,000 Design & construct improved drainage swale along Schoolhouse Road 01-47-3887 $ 20,000 Engineering & Permitting 01-47-3887 $ 8,000 Construction Labor & Equipment (grading, excavation, swale lining) 01-47-3841 $ 12,000 Materials (rock, lining, culverts, erosion control) 01-47-3841 $ 7,000 Contingency (unforeseen issues, price fluctuation, 15%) 01-47-3841 $ 10,000 Monitoring & Follow-up Inspections 01-41-1003 $ 3,000 Total Estimated Project Budget $ 75,000 *This estimated project cost and estimated project budget aligns with the RH2 recommendations: the city restores the Schoolhouse Road ditch and constructs an improved swale. City of Shady Cove Action Plan for Hannah and Schoolhouse Page 2 of 2  CITY OF SHADY COVE, OREGON RESOLUTION NO. 25-16 A RESOLUTION AUTHORIZING THE REALLOCATION OF FUNDS FROM THE CAPITAL REPLACEMENT FUND AND THE CAPITAL IMPROVEMENT FUND TO ADDRESS STORM DRAINAGE NEEDS AND DIRECTING STAFF TO PURSUE STATE FUNDING TO EXPAND IMPROVEMENTS. WHEREAS, the City of Shady Cove has identified a critical need to address storm drainage and water redirection in the Hannah Way subdivision in order to reduce flooding risks, protect public safety, and preserve municipal infrastructure; and WHEREAS, adequate drainage improvements are essential to maintaining safe roadway conditions, preventing stormwater infiltration into sewer systems, and ensuring the long-term resilience of the City’s transportation network; and WHEREAS, the City of Shady Cove Capital Replacement Fund currently holds sufficient balance to support immediate infrastructure needs, and the Capital Improvement Fund likewise maintains reserves dedicated to public works improvements; and WHEREAS, it is in the best interest of the City to reallocate a portion of these capital reserves to initiate and complete the Hannah Way storm drain and water redirection project during Fiscal Year 2025–26; and WHEREAS, the Oregon Department of Transportation (ODOT) administers the Small City Allotment (SCA) grant program, which provides up to $250,000 annually to small Oregon cities for road and drainage improvements, and the City intends to apply in April 2026 to seek reimbursement and to expand the scope of improvements; and WHEREAS, the proposed expansion project would extend beyond the initial storm drain redirection swale to include improvements along Schoolhouse Road, beginning at the water redirection swale and extending to the road right-of-way adjacent to the elementary school parking lot, thereby enhancing public safety for schoolchildren, residents, and visitors. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHADY COVE, OREGON: 1. The City Council hereby authorizes the reallocation of Seventy-Five Thousand Dollars ($75,000) from the Capital Replacement Fund and the Capital Improvement Fund in a manner determined by the City Administrator to best preserve financial stability while ensuring adequate funding for the Hannah Way storm drain and water redirection project. 2. City staff are directed to proceed with project design, permitting, and construction activities necessary to complete the storm drainage improvements during the 2025–2026 fiscal year. 3. City staff are further directed to prepare and apply to the Oregon Department of Transportation Small City Allotment (SCA) program in April 2026 for the purpose of seeking reimbursement of eligible costs and expanding the project to include improvements on Schoolhouse Road from the stormwater swale to the right-of-way adjoining the elementary school parking lot. 4. The City Administrator is authorized to take all actions necessary to implement this resolution, including budget adjustments, contracting, and coordination with state and regional partners. Resolution 25-17 City of Shady Cove Page 1 of 3 PASSED by the City Council of the City of Shady Cove, Oregon this ___ day of __________, 2025. Approved: Attest: ____________________ _______________________ Lena Richardson Michele Parry Mayor City Administrator Council Vote: Mayor Richardson _________________ Councilor Mitchell _________________ Councilor Winfrey _________________ Resolution 25-17 City of Shady Cove Page 2 of 3  EXHIBIT A BUDGET ADJUSTMENT AUTHORIZATION City of Shady Cove, Oregon Reallocation of Funds for Storm Drainage Project Pursuant to Resolution No. 25-17, the City Council authorizes the following budget adjustments for Fiscal Year 2025–26 to fund the Hannah Way Storm Drain and Water Redirection Project: Account Current New Fund Account Description Adjustment No. Balance Balance Capital Replacement Unreserved Fund Balance 05-2800 $95,947 –$40,000 $55,947 Fund Capital Improvement Unreserved Fund Balance 07-2800 $91,840 –$35,000 $56,840 Fund Hannah Way Storm Drain Project Allocation NEW $0 +$75,000 $75,000 Project TOTAL RE-ALLOCATED FUNDS: $75,000 Purpose: Funds reallocated from the Capital Replacement and Capital Improvement Funds will be used to construct storm drainage improvements along Hannah Way, including water redirection infrastructure to mitigate flooding. Future Funding Strategy: The City will apply for the ODOT Small City Allotment (SCA) Program in April 2026 for reimbursement of eligible costs and expansion of the project to include Schoolhouse Road improvements from the water redirection swale to the elementary school parking lot right-of-way. Certification Approved and adopted by the City Council of the City of Shady Cove, Oregon on the ___ day of __________, 2025. Approved: Attest ___________________ ___________________________ Lena Richardson Michele Parry Mayor City Administrator Council Vote Mayor Richardson __________________ Councilor Mitchell __________________ Councilor Winfrey __________________ Resolution 25-17 City of Shady Cove Page 3 of 3