DRAIN CITY COUNCL MEETING AGENDA



MINUTES

DRAIN CITY COUNCIL MEETING

REGULAR MEETING

MONDAY, APRIL 8, 2019

I. OPENING OF COUNCIL MEETING

A. Call to Order – Pledge of Allegiance

The meeting was called to order at 7:00 p.m., by Mayor Justin Cobb. Everyone rose and said the Pledge of Allegiance to the flag.

Present:

Justin Cobb, Mayor

Tim Addison, Council President

Marilyn Jones, Councilor

Michael Hogsett, Councilor

Jo Barker, Councilor

Steve Dahl, City Administrator

C. Recognition of Visitors/Requests

Visitors: Ben Simons, Jim Rogers, Cynthia Rogers, Larry Johns, Todd Simons, Valerie Johns, Grace McNeil, Dana Benner, Tammy Pastor, Tim Pastor, Lassie Smith, Joelle Adkisson

Sgt. Hansen with the Douglas County Sheriff’s Dept. presented the monthly statistics. There was a burglary on Crowe Avenue.

Undersheriff Frieze was in attendance and presented to council what the current contract provides as far as services and costs associated. Undersheriff Frieze was able to answer council’s questions and discuss the upcoming contract renewal.

Valerie Johns reported that the library is doing well. The library events and programs continue to be well attended. The computers & Wi-Fi are being utilized. Patrons are asking reference questions. The library is excited to have the Chilton Automotive series available now. The library will be closed April 17-20th for training.

II. COMMUNICATIONS AND COMMENDATIONS

A. PLANNING COMMISSION

No meeting in April/May.

The next meeting of the Drain Planning Commission is scheduled for Monday, June 3, 2019 at 7:00 p.m.

It will be held in the Meeting Room of the Drain Civic Center, 205 West A Avenue.

B. CEMETERY COMMITTEE

A. Clean up of East Drain Cemetery

Administrator Dahl explained to the committee the damage the winter storm caused to the East Drain Cemetery. That the City hired C & C Tree Service at the cost of $54,217. They removed all the limbs that were a danger to the cemetery, took down dead or dying trees and cleaned up

the fallen branches on the ground. The remains were brought down to the old ODOT property and burned. The Chipped were given to the community and burned when the community has had its fill.

B. Cemetery Grant

The City is applying for a Historic Cemetery Grant. The City qualifies for the grant because the first person who was buried there was before 1904. The City is asking for $6,000 to reinstall the chain link fence and replace the damaged utility shed. The committee approved applying for the grant.

C. East Cemetery Fence

The City Administrator asked the Committee if they would like to have a new fence at the cemetery. They asked the different cost associated with the fence and they were informed that there was a bid for a little under $4,000 for the repair of the chain link fence. The CA was asked the cost of a different type of fence. He was not able to give them a specific amount but felt that it would most likely cost more than repairing the chain link fence. The Committee approved the repair of the chain link fence.

The committee asked how the North Cemetery faired in the storm. There was less limb and tree issues there and some helpful citizens spent a day and cleaned up the cemetery helping out City Staff.

The next meeting of the Drain Cemetery Committee is scheduled for Tuesday, June 18, 2019 at 9:30 a.m. It will be held in the Meeting Room of the Drain Civic Center, 205 West A Avenue.

C. CIVIC CENTER

1. Library update

Administrator Dahl presented a library update to the Civic Center Committee. Administrator Dahl discussed the Dolly Parton book club and other monthly library activities. The library continues to have new patrons.

2. Sale of Church

The Methodist Church is currently listed for sale $240,000.00. Administrator Dahl spoke with a member of their state wide board about creating a second lot. Although there is enough property there is an access issue, the access is currently provided by an easement from the City through the Civic Center Parking lot. Administrator Dahl is not in favor of allowing the access in the future. The Civic Center Committee is in support of the Councils idea of purchasing the second lot if it becomes available.

3. Parks update

Administrator Dahl presented the committee with an update on the Parks Master Plan. The plan will encompass the property behind the Civic Center.

4. Marketing the building for events

Administrator Dahl discussed with the committee how to market the Civic Center for events. The

committee suggested craigslist as an option.

The next meeting of the Drain Civic Center Committee is scheduled for Monday, June 17, 2019 at 5:30 p.m. in the Meeting Room of the Drain Civic Center.

D. DOUGLAS COUNTY SHERIFF’S DEPARTMENT

See Report

III. BUSINESS ITEMS

Consent Agenda:

1. Minutes - Regular Meeting-March 11, 2019

2. Payment of the Bills Check #’s 124-131, 31612-31663 in the total amount of $397,767.97 & Payroll Check #’s 9586-9608 in the total amount of $45,318.50.

Councilor Barker motioned to approve the consent agenda. Councilor Addison seconded. The motion passed unanimously.

IV. PUBLIC HEARING

Accept public testimony on Resolution No. 1819-09, Resolution No. 1819-10, Resolution No. 1819-11 & to adopt a supplemental budget and making appropriations for the fiscal year 2018-2019.

The public hearing opened at 7:32 p.m., there was no testimony given in favor or against. The public hearing closed at 7:33 p.m.

V. ACTION ITEMS

A. Resolution No. 1819-09 adopting a Supplemental Budget in regards to the Parks Fund & making appropriations for the 2018-2019 budget year.

The last week of February the first week of March the City of Drain and the region has a debilitating snow storm. This storm damaged many of the trees in the East Cemetery making it a danger for any to enter the cemetery. Eliminating the ability for citizens to walk the cemetery and/or visit loved ones graves. To safely open up the cemetery within a reasonable time the City hired C&C Tree Service to remove the dangerous trees and clean up the cemetery. The cost for this project is $56,000. The City does not have that money currently allocated in the budget but does have it in the reserve fund. This resolution moves the money from the reserve fund to the cemetery fund so the work can be completed. This leaves $2,401,500 in the reserve fund.

Councilor Addison motioned to adopt Resolution No. 1819-09 adopting a Supplemental Budget in regards to the Parks Fund & making appropriations for the 2018-2019 budget year. Councilor Jones seconded. The motion passed unanimously.

B. Resolution No. 1819-10 adopting a Supplemental Budget in regards to the Water Fund and making appropriations for the 2018-2019 budget year.

The Public Works staff discovered a water leak on Cedar Avenue in front of Malcom Drilling. When they dug to find the water leak they discovered that what the map showed was a PV pipe was actually an old steel pipe. When they attempted to patch the steel pipe they had multiple leaks break out around the patch. This means the pipe has seen the last of its days and needs to be replaced. What Staff is suggesting is that we remove the steel water line and put in PV pipe. The cost of doing this project is approximately $170,000. We do not have this project currently within the 2018-2019 budget. Approving the project will take out reserve fund down to $2,415,500.

Councilor Addison motioned to adopt Resolution No. 1819-10 to adopt a Supplemental Budget in regards to the Water Fund and making appropriations for the 2018-2019 budget year. Councilor Hogsett seconded. The motion passed unanimously.

C. Resolution No. 1819-11 adopting a Supplemental Budget for changes to the 2018-2019 budget year.

In the course of a year there are sometimes events or opportunities that take place or come up that the City did not budget for. Unlike some events that require transfers of funds from one fund to another. In this case there are enough money already in the fund and need to be moved from one line item to another to help keep the accounting accurate.

In this case we have a boring project that went over budget in the Electric Fund by $60,000. This was due to a rock clause that increase the time radically that it took to go through the area contracted. The Office Equipment Fund for $6,700 after looking for two years to find a company to come out and give the City a cost for providing cameras to view the park behind the Civic Center and also want the book drop on the front door we were able to finally get a proposal.

Councilor Addison motioned to adopt Resolution No. 1819-11 to adopt a Supplemental Budget for changes to the 2018-2019 budget year. Councilor Barker seconded. The motion passed unanimously.

D. Resolution No. 1819-08 Authorizing signature authority on Banner Bank Account and repealing Resolution No. 1819-06. To add Theresa Haga, CCD, Executive Director to the Economic Development Account.

It has been a standard practice for the City of Drain to have two signers from CCD on the Economic Development Fund Account. The CCD is currently going through personnel changes and their signers have moved on to different projects. To be able to continue to move forward with this account it is suggested that we put on the account Theresa Haga the Executive Director of CCD.

Councilor Hogsett motioned to adopt Resolution No. 1819-08 Authorizing signature authority on Banner Bank Account and repealing Resolution No. 1819-06. To add Theresa Haga, CCD, Executive Director to the Economic Development Account. Councilor Addison seconded. The motion passed unanimously.

E. Cameras at the Civic Center

Back in 2017 the Council asked the City Administrator to look into the cost of installing cameras around the outside of the Civic Center. The City Administrator contacted multiple companies to come and look at the project. Some declined the invitation, others set appointments and did show up and other looked at the area took measurements and didn’t follow through on a cost.

In the past the City has had issues with vandalism at the historic bridge and the outside restrooms. We have also had issue with people driving over the grass, destroying water lines, and other damage to City property. The cameras would focus on three main areas. The main doors and the book drop. The covered bridge and outside restrooms, and finally the historic covered wagon. The cameras would not only record twenty four hours a day but would be able to be streamed live by the Sheriff’s Office if they so choose.

The Library will allow the City to use their wireless system to connect the cameras. The Civic Center Committee has approved the concept. The money would come from the Office Equipment Replacement Fund Currently we have $28,000 in the budget and the cost of the surveillance system is $6,800.

Councilor Hogsett made a motion to approve the surveillance system and add an additional camera to the loading dock area in the back of the Civic Center. Councilor Addison seconded. The motion passed unanimously.

F. New City Administrator Evaluation Form

Mayor Cobb revised the previously used City Administrator Evaluation Form. Council discussed the proposed form. Councilor Barker had several concerns and addressed them with council. Mayor Cobb agreed to make accepted changes per council discussion and revise the form accordingly.

Councilor Addison made a motion to approve the form with agreed corrections by council. Councilor Hogsett seconded. The motion passed unanimously.

G. Certificate of Deposit-Banner Bank

The City of Drain has a sixty month certificate of deposit that is coming due in April. The City is out of compliance with State of Oregon Financial Requirements by having a sixty month certificate of deposit. The longest the State allows for certificate of deposits is eighteen months.

At the February 11 Council meeting the Council asked that the staff look into an eighteen month and a three month certificate of deposit. The eighteen month CD is at .75% and the three month CD is .25%. Staff recommends that the City enroll in an eighteen month certificate deposit.

Councilor Jones motioned to transfer the funds from the sixty month certificate of deposit to an eighteen month CD. Councilor Barker seconded. The motion passed unanimously.

H. Ben Simons-Yoncalla Mayor

Mayor Simons from Yoncalla came to council with a request to form a community co-op that would assist the community in situations similar to the recent storm, and other emergency situations. Council will table this for another time.

VI. DISCUSSION ITEMS

2019-2020 City Goals

Council Goals 2019

High

Develop Plans to open historic bridge

Develop and start five year plan to develop a maintenance plan for City infrastructure Water, Sewer, Roads, Electricity.

Develop Plan and review options for old ODOT shops on Cedar

Help finish the support for Parks Master Plan

Create an Emergency Plan for the City of Drain and local communities

Change street lights to high efficient lights

Create a plan to upgrade City Hall

Plan and implement the plan to attach County pumps to Waste Water Plant/Generator

Create Forest Management Plan

Grant for new fence at East Drain Cemetery

Support the growth of the library

Continue boring for underground electric lines

Finish waste water treatment plant

Negotiate new contract with public works staff

Medium

Implement plans approved in Master Parks Plan

Encourage Parks and Recreation to take over Anna Drain Park

Update the Employee Handbook

Upgrade the equipment (pumps) for energy efficiency for water plant

Develop Plans to build a new public works building

Create a plan to fix/upgrade the Civic Center

Create an Urban Renewal District

Low

Develop a plan to acquire County Shops

Sidewalk on Main Street in front of Dr. Wiltse vacant land

Find way to extend sidewalks to North City Limits

Update on Waste Water Treatment Plan

WASTE WATER TREATMENT PLANT UPDATE

There are three physical projects that need to be completed on the projects.

1) We are one or two truckloads of dirt from completely burying the old digester.

2) We have approved the design and construction of a reinforced cement slab between the pump and the treatment plant. We do not have a start or completion date for the slab.

3) The liner in the first settlement pond has floated up. Although we don’t know the reason why it may have been because of a misread of the water level or we had more water underneath the area than originally thought. They put dye in the water to see if was a damaged to the liner and that doesn’t seem to be the case.

Most of the issues are the development of the SCADA system

1) We are in the process of hiring an intergrator to work with the program design team to make the SCADA system more user friendly for our staff.

2) The UV unit has issues with trending reports, red light highlights, and water leak reporting

3) Pivot Field show automatically when it runs.

4) Need to develop an electronic maintenance program which will track when maintenance is completed and when it is needed on the equipment.

Janitorial-

The City of Drain has historically hired a part time worker to come in and clean the Civic Center and City Hall. This person cleans these areas twice a week on average and would be brought in to clean the Civic Center after a special event.

Frank LaCosse was the last person the City hired to do the job and when he retired the City tried to find a replacement without success. The City ended up adding the cleaning responsibilities to Danny’s job.

A little under two years later it is becoming evident that it is more work than one person can effectively complete.

The Staff would like to look into two ways of providing solving this issue. We would like to hire a part time person and if we cannot find one hire a company to come and do the cleaning.

The salary would be minimum wage to start and they would work approximately 15-20 hours a week. We would also add cleaning the bathroom area at the waste water treatment plant to the required areas of cleaning.

VII. INFORMATIONAL ITEMS

1) The Cemetery is finished and is looking pretty good. They really clean out a lot of trees and opens up the historic part of the cemetery to light.

2) The Oregon State Parks has a grant to help out historic cemeteries. We are applying for $8,000 to put in a new fence across of the East Cemetery.

3) Douglas County Parks will remove the tree limbs at Anna Drain Park. They are waiting until the grass is less saturated so no damage will come to the ground when they bring the lift trucks in to trim the trees

4) Met with Cameron/McCarthy on March 27 showed them the open spaces around town and discussed the different opportunities with them on City owned property.

5) We have new router and firewall installed protecting the City online. The old router when down during the snow storm.

6) City Budget meeting will be April 15 at 3 pm.

7) I will be attending the League of Oregon City’s Spring Conference in Ashland on April 12.

ADJOURNMENT

It was moved and seconded to adjourn the meeting. The meeting adjourned at 8:37 p.m.

__________________________________

Justin Cobb, Mayor

ATTEST:

__________________________________

Steve Dahl, City Administrator

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