CITY OF HAINES



CITY OF HAINES

COUNCIL MEETING AGENDA

TUESDAY

DECEMBER 15, 2015 CONVENE: 6:00 PM

LOCATION: CITY HALL

ROLL CALL

INVOCATION

Public Comments

Administrative Matters

• Presentation of Audit for Fiscal Year 2014/2015 Nichols & Mitchell, CPA

Mayor's Report

Consent Agenda

The items on the Consent Agenda are considered routine and all will be adopted by one motion unless a Council Member or a person in the audience requests, before the vote on the motion, to have any item considered separately. If any item is removed from the Consent Agenda, it will be discussed immediately following the vote for the other items on the consent agenda.

• Minutes of November 10, 2015 Council meeting.

• December accounts payable.

• Resources and obligations report - November

City Recorder/Public Works Reports

• Reports

Administrative Matters

• Employee Manual Sick Leave Amendment

Old Business

• Water Compliance Project

New Business

Council/Committee Reports

The City of Haines complies with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act. Assistance is available for individuals with disabilities by calling 856-3366 or the Oregon Telecommunications Relay Service. Their phone numbers are: TTY: 800-648-3458/Voice: 800-848-4442The City of Haines is an equal opportunity Employer and Provider. Complaints of Discrimination should be sent to USDA Director, Office of Civil Rights, Washington, D.C. 20250-9410

Approved

Council____________________Date_________________________

CITY OF HAINES

COUNCIL MEETING MINUTES

DECEMBER 15, 2015

CONVENED: 6:10 PM

CITY HALL

Mayor Jim Brown opened the December 15, 2015 regular Council meeting at 6:10 pm with the Pledge of Allegiance. Roll call was then taken. Council members present were Katie Jones-Bedolla, Dawn O'Grady and Don Adcock. Councilor Connie Pound-Lewis arrived at 7:20 pm. Councilors John Shurtleff and Lisa Whited were absent. Also present were City Recorder Valerie Russell and Public Works Josh Proebstel.

Citizens present: Floyd Johnson. Bruce Nichols and Stan Mitchell from Nichols & Mitchell CPA’s were also in attendance.

Agenda Item No. 1 - Public Comments

There were no public comments.

Agenda Item No. 2 – Administrative Matters

Presentation of Audit for Fiscal Year 2014/2015 Nichols & Mitchell CPA’s.

Bruce Nichols and Stan Mitchell gave an overview of the 2014/2015 audit to the Council. The Accountants stated that last year the books were the cleanest they had ever seen them and this year the books were even better. There were no budget violations and there were the least amount of adjustments ever for the City.

Agenda Item No. 3 – Mayors Report

Mayor Brown explained that the property acquisition is going well. The earnest money agreement has been signed by Tonya Aldrich and is in escrow. The Unger property acquisition is also progressing, there was an issue with the names on the deed, but that is being resolved at this time.

John Garlitz from JUB Engineers, had stated to Mayor Brown that Oregon Department of Fish and Wildlife representative Tim Bailey recommended fixing the culverts in Rock Creek, which will be beneficial in the application for a grant from the Oregon Water Resources Department (OWRD) for the Water Compliance Project. JUB is working on the application to the OWRD and it will be submitted January 19, 2016. The City is also seeking permission from Oregon Department of Transportation (ODOT) and the OWRD to use the $50,000 Special Cities Allotment grant that the City received at the beginning of 2015 as part of the matching funds for the OWRD grant. The City funds that are used for the property acquisition can also be used as part of the match.

Mayor Brown addressed the Landfill situation and its inability to support itself during the winter. He recommended changing the Landfill hours to 9:00 am - 1:00 pm the first and third Saturdays of each month for the winter. Council agreed it was in the City’s best interest.

Agenda Item No. 4 – City Recorder/Public Works

City Recorder

USDA Compliance Review

City Recorder Valerie Russell stated that confirmation has been received from the USDA that the City is in compliance. A Vulnerability Assessment and Emergency Response Plan has been drafted with the assistance of Public Works Josh Proebstel. A certification has been sent to the USDA stating that these are in place. Valerie commented that these documents could be very useful in the event of an emergency because necessary information is easily accessible.

Public Works

Water Survey

Public Works Josh Proebstel explained that the report was received from the Oregon Health Drinking Water Agency for the Water System Survey that was conducted earlier this year. There were a few minor deficiencies that he is addressing including a coliform sampling plan and a written operator protocol. Another deficiency is the placement of the diesel tank for the generator that is located in well house #1. Fuel tanks are prohibited within 100 feet of a well, considering the size of the lot it is impossible to locate the tank 100 feet from the well. The Drinking Water Agency’s solution was to have an Accidental Spill Prevention Plan in place.

Councilor Pound-Lewis arrived at 7:20 pm.

Agenda Item No. 5 – Consent Agenda

Councilor O’Grady made a motion to accept the consent agenda. Councilor Jones-Bedolla seconded the motion. The motion passed with unanimous consent.

Agenda Item No. 6 – Administrative Matters

Audit for Fiscal Year 2014/2015

Councilor Jones-Bedolla made a motion to accept the 2014/2015 audit. Councilor Adcock seconded the motion. The motion passed with unanimous consent.

Employee Manual Sick Leave Amendment

City Recorder Valerie Russell explained that it was necessary to amend the sick leave portion of the Employee Manual to comply with Senate Bill 454.

Councilor Pound-Lewis made a motion to accept the amendment to the Employee Manual. Councilor O’Grady seconded the motion. The motion passed with unanimous consent.

Agenda Item No. 7 Public Comments

There were no public comments.

All aforementioned documents are herein attached and part of the record.

Meeting adjourned at 7:40 pm.

Respectfully submitted,

Valerie Russell, City Recorder

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