June 16, 2015 City Council Meeting Minutes

 

Minutes

Irrigon City Council Meeting

June 16, 2015 – 6:00 PM

Irrigon City Hall – 500 NE Main Avenue

 

 

 

  1. Call to Order and Pledge of Allegiance – 6:05 pm

 

Council members present: Christine Sorenson, Sam Heath, Daren Strong, Ken Matlack, Michelle Hagen, and Martin Brown. Margaret Anderson had an excused absence

 

Staff present: City Manager Aaron Palmquist, City Clerk Jessi Hoffman and Finance Officer Amanda Ferguson. Public Works Director Keith White had an excused absence.

 

Audience: Deputy Neubert and Marsha Richmond

 

  1. Mayor’s Comments

 

Mayor Heath stated that Council has already read in the City Managers Report that we are considering

a newsletter. Heath stated that she encourages the Council to come up with name ideas.

 

Mayor Heath also stated that she has received the 2014 water sampling results and it appears we had no violations.

 

Mayor Heath also wanted to reemphasize safety first when having fun in the sun and please give animals proper shelter and fresh water in the hot days ahead. Heath stated that Councilor Sorenson had mentioned there is a child over by where she lives that plays in the streets and there is quite a lot of traffic. Heath stated that in order to get a sign it has to be brought up before the Council. Heath asked Manager Palmquist why this has to be brought in front of the Council and not in front of management.

 

Manager Palmquist stated that there is nothing in the code it has been the practice of what has been done in the past. Palmquist also stated that management should be able to make those kinds of decisions.

 

Councilor Strong stated that he is confident the Publics Works Director is fully capable of making decisions such as this.

 

  1. *Consent Agenda

 

a.  Approval of Minutes – May 19, 2015

b.  Reports

i. Public Works

ii. Finance Officer

                iii. City Manager

c.  Accounts Payable

d.  Morrow County Sheriff Report

e.  Correspondence

 

Mayor Heath asked if there was a motion to approve the consent agenda as is with the IJCS bill removed forseparate vote.

Councilor Sorenson made the motion to approve the consent agenda as is with the IJCS bill removed for separate vote. Councilor Strong seconded the motion. Motion passed unanimously.

 

Mayor Heath asked after reviewing the IJCS bill of $594.00 for a motion to approve the IJCS bill as presented.

 

Councilor Strong, after reviewing the IJCS bill of $594.00 moved to approve the IJCS bill as presented. Councilor Sorenson seconded the motion. passed with Councilor Brown abstaining.

 

  1. Public Comment – Maximum 3 minutes/person. Maximum 30 Minutes allotted time for public comments. This is the time provided for individuals wishing to address the Council, at their discretion, Please sign-up on the clipboard required.

 

Marsha Richmond stated she was representing the Oregon Trail Library District and stated that she was here to discuss some things about the lot line adjustment between the City of Irrigon and the OTLD. As Richmond spoke to the Council she passed out several handouts to the Council. Richmond stated that the first hand out is the process that needs to be done in order to finalize the lot line adjustment between the City of Irrigon and the OTLD. The next two documents handed out are an Order that needed to be signed by either theMayor or by the City Manager and the second hand out is an Exhibit that gets attached to the Order. Richmond stated that this is based on the City Code 10-4C-14, property line adjustment, which refers to 10-4A-02 the type one procedure which means that it can be done administratively and no hearing is needed.

 

City Manager Palmquist interjected to help Richmond out while she was looking thru her paperwork. Palmquist stated we do have an administrative process and yes you can do a lot line adjustment if it is between two property owners, but this is disposing of or transferring government property, even if it goes to another government agency, the City needs to hold a public hearing according to statue.

 

Richmond stated that the handouts that she has given is what the OTLD attorney has presented and Richmond stated that the OTLD has not been able to get any response from The City regarding this matter. Richmond stated that is why she is bringing this to the City Council tonight for your discussion and perusal because the OTLD would like to get this done. Mayor Heath thanked Marsha and proceeded with the remainder of agenda items.

  1. *Approving City Manager’s Evaluation

 

Mayor Heath stated that the City Council met earlier that evening in an Executive Session to evaluate the retention and employment-related performance of our Chief Executive Officer. Heath asked if there was a motion and second to retain Aaron Palmquist as our City Manager.

 

Councilor Sorenson made a motion to approve the City Manager’s evaluation that was provided in the Exec Session, retaining Palmquist as Manager and move forward with the Manager’s final agreement. Councilor Brown seconded the motion.

 

Mayor Heath asked for a show of hands all in favor so it can be officially recorded. All of the City Councilor showed in favor with none opposed. Heath congratulated and thanked Palmquist for his past services to the City of Irrigon.

 

 

  1. Public Hearing – City Election to Receive State Revenues and the FY 2015-16 Budget

 

Public Hearing opened at 6:18 pm

 

Mayor Heath stated that the Council would like to hear from the public its views for the City to receive State Revenues for the FY 2015-16 Budget. Heath asked Manager Palmquist to expand on this before she called for any abstentions.

 

Manager Palmquist gave a detailed description of the City Election to Receive State Revenues and the FY 2015-16 Budget.

 

Mayor Heath asked if there were any abstentions or conflicts of interest. If none, we will move on.

 

Public meeting closed at 6:26 pm

 

  1. *Resolution 15-05 “City Election to Receive State Revenues”

 

Mayor Heath stated to the Council you may deliberate since the Public Hearing is closed and I would accept a motion to approve or deny the authorization of the City of Irrigon’s election to receive state revenues.

 

Councilor Sorenson made a motion to adopt Resolution 15-05 “City Election to Receive State Revenues” following the Public Hearing. Councilor Matlack seconded the motion. Motion passed unanimously.

 

  1. *Resolution 15-04 “Adopting FY 2016 Budget, Make Appropriations, and Categorizing Tax

 

Mayor Heath stated that at this time Council may elect to adopt the FY 2015-16 budgets, making appropriations, imposing and categorizing the tax all in one Resolution. Heath asked Manager Palmquist if he had anything to add.

 

Palmquist stated that the city received a grant from Good Shepherd Medical Center for new cameras at the city park. The project is not expected to be completed by the end of the fiscal year. The $3,000 needs to be added to the General Fund’s beginning working capital and the materials and services appropriation to allow for the completion of the project in the 2015-2016 fiscal year. The final total on the budget is $3,556,820.00.

 

Councilor Strong made the motion to adopt Resolution 15-04 “Adopting FY 2016 Budget, Make Appropriations,

and Categorizing Tax. Councilor Sorenson seconded the motion. Motion passed unanimously.

 

  1. *Resolution 15-06 “Authorizing Morrow County Treasurer to Invest City Funds”

 

Mayor Heath stated that every year the Irrigon City Council recognizes the Morrow County Treasurer as a Custodial Officer and authorizes them to invest funds of this body. Heath stated that we formally do so in Resolution 15-06.

 

Councilor Strong asked for a better clarification on Resolution 15-06. Strong asked for understanding that this is not the City of Irrigon’s treasurer but the Morrow County Treasurer investing our money?

 

Manager Palmquist stated that every jurisdiction needs to do this because when taxes are collected the County Treasurer is the one that collects taxes. By the time they recieve and disperse funds there is interest to gain and it also gives them authorization to be able to put in the bank. Palmquist stated that this is required by State statue.

 

Councilor Matlack made the motion to adopt Resolution 15-06 “Authorizing Morrow County Treasurer to Invest City Funds”. Councilor Hagen seconded the motion. Motion passed unanimously.

 

  1. Eastern Oregon Telecommunications Lease Agreement

 

Mayor Heath stated that it appears there are a few buildings and the water tower that EOT would like to place and maintain antennas. Heath stated that Council should consider this as space for them to. The City Manager has drawn up a “Site Lease Agreement”.

 

City Manager Palmquist stated the Site Lease Agreement has been cleared through legal counsel.

 

Councilor Matlack asked why the City Hall roof.

 

City Manager gave a detailed explanation how the antennas will work and how it will bring coverage and expansion to the City of Irrigon.

 

Councilor Sorenson made the motion to approve the Eastern Oregon Telecommunications Lease Agreement. Councilor Strong seconded the motion. Motion passed unanimously.

 

  1. Items for Future Council Meetings

 

  • Mayor Heath directed Staff to report on where things are with the information that Marsha Richmond handed out.

 

Manager Palmquist stated that this is also for Marsha to take back with her. Palmquist noted that the City is waiting for the OTLD attorney to communicate with the City’s attorney for three updated (corrected) deeds that need to come to the City Council for a public hearing.

 

Marsha Richmond stated that OTLD needs the order signed by the Mayor or Manager before they can do the deed. Palmquist stated that would not happen. Richmond stated that the order needs to be signed before the deeds can be given. Palmquist tried to respond with Richmond speaking over the top of Palmquist. Palmquist stated this is my floor and the Mayor asked me a question. Palmquist noted the City cannot do the deeds until there is a Public Hearing. A Public Hearing is part of the process allowing the public to appear and give their input, because we are transferring real property. Palmquist also stated that this is State Statue. If it was just a lot line adjustment, that he can sign for that, but this is transferring and or disposing of real property. According to State Statue, we need to have a Public Hearing.

 

Palmquist also stated that in this processes the City Council is doing as this is not a Planning Commission item and nobody needs to make application. We are doing this internally, but a Public Hearing still needs to take place. Once the Public Hearing is done then the Council does a Resolution. Palmquist stated that in essence a Resolution and/or Ordinance are an Order. We don’t have to call it an Order we just have a Resolution that in essence from a legal terminology as you are ordering it and/or resolving it to be done.

 

Palmquist stated then you can sign the deeds and they can be recorded. There are three deeds that have to be in order in one Resolution. Palmquist stated that the first one is to transfer the property. Then there is one that creates a new deed description for the Library district and there is a new deed description for the City Hall. Palmquist stated that after the Public Hearing and a Resolution (Order) then the deeds are notarized and recorded.

 

Palmquist also stated that those deeds that where submitted have not been resent by OTLD attorney to the City’s Attorney. They had a statement that needed to be removed. They stated that there were maps that were recorded. Palmquist also stated you don’t record those maps that Richmond has handed out. The maps have been received by the surveyor. The maps are not part of what needs to be recorded, they are just survey mapping. Once the deed is recorded you have a new legal description. The Recording office, which is Bobbie Childers, lets the Assessor’s office know and then the Assessor’s office sends to the State to be re-mapped. Palmquist stated this is the way the process works. Those maps don’t need to be a part of the deed at all. You don’t record a lot line adjustment you record a deed. Maps that you do record are a map on a sub-division, re-plat, and new parcels.

 

Councilor Matlack asked if this was an issue of time to get it in sooner than later.

 

Richmond responded that the yellow highlight document that was handed out to the Council was through discussion with Bobbie Childers, the County Clerk, Carla at the Planning Department, County Surveyor, Keith Primm of Primm Surveying, and OTLD attorney. Richmond stated that this is how this processes came to be. In order for the OTLD attorney to create the deeds so that the can be filed we need a signed piece of paper which has been handed out as a sample either from the Mayor or Manager. Richmond added that if the City needs to have a hearing or whatever you can go ahead and do that, but in order for us to get you the deeds we need this piece of paper signed otherwise the process is stalled and the OTLD attorney has been trying to contact the City’s attorney and has had no response. Richmond stated that is why she is here tonight to try to expedite the processes.

 

Mayor Heath again thanked Richmond for bringing it to the Council’s attention and stated at this time the Council needs to hear from our attorney on the process that should take place.

 

Councilor Matlack stated that by the looks of it there is a process started and we just need to hear from the Public before we can do anything else.

 

Palmquist stated that is correct we don’t need to do an Order because we already have signed an IGA to do the lot line. Palmquist stated that we need documents because when you do a Public Hearing you have to have something for the Public to review.

 

Richmond responded that she needs the Order sheet signed to be able to get the correct documents.

 

Palmquist stated that he has already spoken to the bank and there is no time crunch on this because they have extended the loan requirement date.

 

Richmond responded that the OTLD has not gotten an extension and that is the time crunch.

 

Palmquist responded that the extension is good until September.

 

Richmond responded that it is not.

 

Palmquist explained the City Council needs are corrected deeds. Palmquist stated that all of this could have been done and taken care of within a couple of weeks after the IGA was signed. However, the City and the Council has allowed Ms. Richmond to take care of stuff because the OTLD are the ones paying for it. Palmquist stated that this is neither an Emergency nor something that needs to be done tonight.

 

Mayor Heath asked that we have had this on the Agenda twice and both times it’s had to be taken off because the City Council hadn’t received the correct information. Heath also stated that now two months have passed and like she stated before, City Council is waiting for the City’s attorney to get back with us.

 

Councilor Matlack asked what is expected from the attorney?

 

Palmquist stated that there is certain verbiage you have to state in the Public Hearing and the attorney will be giving the City the documents. The documents will be coming straight to the City. Initially the documents would have been sent from OTLD attorney to the City’s attorney. Palmquist noted that would have been great to move forward, but the OTLD attorney stated that he needed the recorded numbers. Palmquist said you don’t record the maps. That language needs be taken out so the process can keep moving forward. That was communicated two months ago.

 

Richmond stated that they had not heard anything about this. She also stated that OTLD attorney states that we need to have the order signed before he can continue the processes according to the County Planner, County Clerk, County Surveyor, and the OTLD attorney.

 

Palmquist stated to Richmond let me make this very clear, Gearld Breazeale went to the Planning Commission and spoke with Carla. Palmquist stated there is a step that is missing and it’s the Public Hearing. The Public Hearing needs to be done first to continue the process. Palmquist also stated that he is at the point to recommend to the City Council that we just have the City’s attorney draft up these three deeds that are needed and the City will eat the cost to get this done.

 

Councilor Matlack stated that sounds okay to him.

 

Councilor Brown stated that he is late on a lot of this for not previously being on the Council for the start of this process. As a Councilor I am not in favor of signing anything that the City’s attorney has not approved the Council to sign. Brown stated again he will not approve without input from our attorney.

 

Councilor Sorenson agreed with Councilor Brown’s comments and she will not approve either.

 

Councilor Strong asked if there was anything different from the original plan and amount of property being given.

 

Manager Palmquist responded that it is a total of 448 square feet. Palmquist, Richmond and Primm all agreed with the square footage.

 

Councilor Strong asked if any of that had changed?

 

Palmquist stated that nothing has changed. It is a legal process that we have to do. We have to be transparent and do it right.

 

Mayor Heath asked if there was any further discussion and if there is none let’s move on with items for Future Council Meetings

 

  • CBU (Cluster Box Units) Process – July 2015
  • Farmers Market Process/Policy – July 2015
  • Enhancement Recommendations – July 2015
  • Ex Session – CM Contract – July 2015
  • Fiscal Challenges and Resolutions – September 2015

 

Adjournment

 

Councilor Hagen motioned to adjourn meeting.

 

The meeting was adjourned at 7:15 p.m.

 

 

Next Regular Meeting Date – July 21, 2015

 

Submitted by/

Jessi Hoffman

City Clerk

 

 

SIGNED:                                                             ATTEST:

 

__________________________                                     __________________________

Sam Heath, Mayor                                           Aaron Palmquist, City Manager

 

July 21, 2015 City Council Meeting Agenda

AGENDA

Irrigon City Council Meeting

July 21, 2015 – 6.00 PM

Irrigon City Hall – 500 NE Main Avenue

  1. Call to Order/Pledge/ Roll Call

 

  1. Mayor’s Comments

 

  1. * Consent Agenda (The Consent Agenda allows the Council to approve all items together without discussion or individual motions. Councilors can request an item be removed for later in the meeting and discussion)

 

a. Approval of Minutes – June 16, 2015

b. Staff Reports

‘i.Public Works

ii. Finance Officer

               iii. City Manager

c.  Accounts Payable

d.  Morrow County Sheriff Report

c.  Correspondence

 

  1. Public Comment – Maximum 3 minutes/person. Maximum 30 minutes allotted time for public comments

This is the time provided for individuals wishing to address the Council, at their discretion. Sign-up on the clipboard required.

 

  1.      Public Hearing – “Transferring of Real Property to OTLD”

 

  1. *Resolution 15-07 Bargain and Sale Deeds – Lot Line Adjustment Between City Hall and OTLD

 

  1. *Resolution 15-08 “SCA Grant-ODOT”

 

  1. *Resolution 15-09 “STIP 2018-2020 Grant-ODOT”

 

  1. *Resolution 15-10 “Irrigon Drinking Water Reduction Grant #U13005 Close-out”

 

  1. *Resolution 15-11 “CBDG Sewer Facility Plan Application”

 

  1. *Enhancement Recommendations

 

  1. *Final Disposition of Backhoe to Cemetery District

 

  1. Items for Future Council Meetings
    • CBU (Cluster Box Units) Process – TBD
    • Farmers Market Process/Policy – TBD
    • CM Contract – TBD
    • Fiscal Challenges and Possibilities – September 2015
    • Strategic Planning and Goal Setting – November 2015

 

Adjournment

Click here for  July 21, 2015 City Council Meeting Packet

Next Regular Meeting Date – August 18, 2015

 

* Denotes a motion and vote required.

 

If you would like to attend and need assistance, please phone Irrigon City Hall at 1.541.922.3047 or TTY relay 1.800.735.2900

Records Requests: The public may request documents for review, as legally applicable. A written request shall be submitted with a response in 5 business days of the time and cost for such public document request. City will proceed upon written notice to proceed or disregard the request.

A neighborly community providing safe services, developing innovative partnerships, focusing on quality and life giving opportunities

 

An Equal Opportunity Organization

 

Drinking Water Report***2014 Sampling Results

CITY OF IRRIGON

PO Box 428

IRRIGON, OR  97844-0428

Drinking Water Report***2014 Sampling Results

Este informe contiene información muy importante sobre su aqua beber.

Tradúzcalo ó hable cona alguien que lo entienda bien.

 

This is our annual Consumer Confidence Report (CCR) on your drinking water system. The most recently required sampling results have been gathered to inform customers about their tap water. With this information, we hope you will learn more about your water and will help protect the water for future use.

We provide quality drinking water that meets all federal and state requirements.

During recent years we have sampled for many different chemicals and have found very little contamination.  Contamination is anything other than pure water.  We sample total coliform bacteria as an indicator of microorganisms (bacteria, viruses and other small creatures) that should not be present.  The table below lists all the drinking water contaminants that we detected during the past calendar year or in our most recent tests as noted.  Drinking water, including bottled water, may reasonably be expected to contain at least small amounts of some contaminants.  The presence of contaminants does not necessarily indicate a health risk.  More information about contaminants and potential health effects can be obtained by calling 541-922-3047 or U.S. Environmental Protection Agency’s (EPA’s) Safe Drinking Water Hotline (1-800-426-4791). EPA’s website is www.epa.gov/safewater.

 

Terms and abbreviations

Maximum Contaminant Level Goal (MCLG): the level of a contaminant in drinking water below which there is no

known or expected risk to health.  MCLGs allow for a margin of safety.

Maximum Contaminant Level (MCL): the highest level of a contaminant that is allowed in drinking water.  MCLs

are set as close to the MCLGs as feasible using the best available treatment technology.

Action Level (AL): the concentration of a contaminant which, if exceeded, triggers treatment or other requirements

which a water system must follow.

na: not applicable   nd: not detectable at testing limit   ppm: parts per million or milligrams per liter

ppb: parts per billion or micrograms per liter   pCi/L: picocuries per liter (a measure of radiation)

 

Regulated

MCLG

 

MCL

Our Water

Sample

Date

Violation

 Typical Source of Contaminant

Nitrate (ppm) 10 10 0.904 2-3-14 No Naturally occurring
Gross Alpha (pCi/L) 0 15 3.05 1-13-10 No Naturally occurring
Lead (ppb) 0 15AL 7.5 9-20-13 No Corrosive water & home plumbing
Copper (ppm) 1.3 1.3AL 0.42 9-20-13 No Corrosive water & home plumbing
Copper (ppm) 1.3 1.3AL 0.42 9-20-13 No Corrosive water & home plumbing
Total Haloacetic Acids (HAA5) (ppb) na 60 4.4 11-13-14 No Disinfection byproduct
Total Trihalomethanes (TTHM) (ppb) na 80 13.2 11-13-14 No

Disinfection byproduct

 

WE HAD NO VIOLATIONS!

 

Your drinking water comes from ground water.

We have two wells along the Columbia River

 

SOURCE WATER ASSESSMENT

The State of Oregon has completed this assessment plan which includes a map of where the water comes from, possible sources of contamination, and a review of the susceptibility of the source for contamination.  This plan is available for public review.

Sources of drinking water: both tap water and bottled water originate as “surface water” from rivers and lakes or as “ground water” from springs and wells.  As water travels over the surface of land or through the ground, it dissolves naturally-occurring minerals and, in some cases, radioactive material.  Water picks up wastes from both human and animal activities.  Surface water is usually filtered and disinfected to remove bacteria, viruses, and protozoa.  Ground water is usually filtered naturally.

 

Contaminants that may be present include:

Microbial contaminants such as bacteria, viruses, and protozoa are very small living creatures that may be natural and harmless or harmful if originating from septic systems, agricultural livestock operations or wildlife.

Inorganic contaminants such as heavy metals can be naturally-occurring or result from urban storm water runoff, industrial or domestic wastewater discharges.

Pesticides and herbicides may come from agriculture and residential uses.

Radioactive contaminants are naturally occurring.

Organic chemical contaminants are usually man-made (synthetic) and vaporize easily (volatile). Petroleum products and degreasers are examples of gas station and dry cleaner waste transported by storm water and sewers.

 

Some people may be more vulnerable to contaminants in drinking water than the general population. Immuno-compromised persons such as persons with cancer undergoing chemotherapy, persons who have undergone organ transplants, people with HIV/AIDS or other immune system disorders, some elderly, and infants can be particularly at risk from infections.  These people should seek advice about drinking water from their health care providers. EPA/CDC guidelines on appropriate means to lessen the risk of infection by Crypto sporidium and other microbial contaminants are available from the Safe Drinking Water Hotline (1-800-426-4791).

 

EPA ensures that tap water is safe to drink by writing regulations that limits both natural and manmade contaminants.  We follow both state and federal regulations.  Interstate bottled water is regulated by the U.S. Food and Drug Administration.

 

HEALTH TIP

If present, elevated levels of lead can cause serious health problems, especially for pregnant women and young children.  Lead in drinking water is primarily from materials and components associated with service lines and home plumbing.  Our system is responsible for providing high quality drinking water, but cannot control the variety of materials used in plumbing components. When your water has been sitting for several hours, you can minimize the potential for lead exposure by flushing your tap for 30 seconds to 2 minutes before using water for drinking or cooking.  If you are concerned about lead in your water, you may wish to have your water tested.  Information on lead in drinking water, testing methods & steps you can take to minimize exposure is available from the Safe Drinking Water Hotline or http://www.epa.gov/safewater/lead.

 

MONTHLY COUNCIL MEETINGS

3rd Tuesday at 6:00 p.m.

City Hall at 500 Northeast Main Avenue

 

If you have any questions or in emergencies please call:

Keith White:  541-922-3047

June 16, 2015 City Council Meeting Agenda

 

AGENDA

Irrigon City Council Meeting

June 16, 2015 – 6.00 PM

Irrigon City Hall – 500 NE Main Avenue

         

0. Executive Session (5:30 p.m.) ORS 192.660 2 (i) To review and evaluate the employment-related performance of the chief executive officer of any public body

  1.  Call to Order/Pledge/ Roll Call
  2.  Mayor’s Comments
  3. * Consent Agenda (The Consent Agenda allows the Council to approve all items together without discussion or individual motions. Councilors can request an item be removed for later in the meeting and discussion)

a.  Approval of Minutes – May 19, 2015

b.  Staff Reports

   i. Public Works

  ii. Finance Officer

  iii. City Manager

c.  Accounts Payable

d.  Morrow County Sheriff Report

e.  Correspondence

  1.  Public Comment – Maximum 3 minutes/person. Maximum 30 minutes allotted time for public comments

This is the time provided for individuals wishing to address the Council, at their discretion. Sign-up on the clipboard required.

  1. *Approving CM Evaluation
  1. *Public Hearing – City Election to Receive State Revenues and the FY 2015-16 Budget
  1. *Resolution 15-04 – “Adopting FY 2016 Budget, Make Appropriations, and Imposing and Categorizing Tax”
  1. *Resolution 15-05 “City Election to Receive State Revenues”
  1. *Resolution 15-06 “Authorizing Morrow County Treasurer to Invest City Funds”
  2. *Eastern Oregon Telecommunications Lease Agreement
  3.  Items for Future Council Meetings
    • CBU (Cluster Box Units) Process – July 2015
    • Farmers Market Process/Policy – July 2015
    • Enhancement Recommendations – July 2015
    • Ex Session – CM Contract – July 2015
    • Fiscal Challenges and Resolutions – September 2015

Adjournment

Next Regular Meeting Date – July 21, 2015

* Denotes a motion and vote required.

If you would like to attend and need assistance, please phone Irrigon City Hall at 1.541.922.3047 or TTY relay 1.800.735.2900

Records Requests:  The public may request documents for review, as legally applicable.  A written request shall be submitted with a response in 5 business days of the time and cost for such public document request.  City will proceed upon written notice to proceed or disregard the request.

Click here for the City Council Information Packet for 6-16-15 Meeting

June 2 , 2015 Planning Commission Meeting Agenda

 

 

Irrigon Planning Commission

 Agenda

June 2, 2015 at 6:00 p.m.

Irrigon City Hall

500 NE Main Avenue

 

  –

1.  Call to Order, Pledge, and Roll Call

2.  Approve Minutes:

  • May 5, 2015 Planning Commission minutes

3.  Ordinance 222-14 Amended “Truck Ordinance”

4.  Planning Commission Training Discussion

5.  Planning Commission Goals and Work Plan

6.  Additional Discussion

 

 

Adjournment:

 

 

Next Regular Meeting: City of Irrigon Planning Commission – July 7, 2015

All meetings begin at 6:00 p.m.

 

Click here for June 2, 2015 Planning Commission Packet

May 5, 2015 Planning Commission Meeting Minutes

 Irrigon Planning Commission

Minutes

 May 5, 2015 at 6:00 p.m.

Irrigon City Hall

500 NE Main Avenue

 

 1.  Call to Order and Roll Call

 

Commissioner Carroll called the meeting to order at 6:02 p.m.

 

Planning Commission members present: Alan Carnahan, and Bill Kelly, Bill Earle, Foster Carroll, and  Luke Maynard.

 

Staff present: City Manager Aaron Palmquist and City Clerk Jessi Hoffman.

 

Audience: None

 

2.  Approve Minutes from the April 7, 2015 Planning Commission Meeting

 

Commissioner Earle moved to accept the minutes from April 7, 2015. Commissioner Carnahan                      seconded.   Motion passed unanimously.

 3.  Building Permits Update-Information Only

 

Manager Palmquist gave a quick overview of the Building Permits form.

 

Commissioner Carnahan stated that construction has been very slow in regards to home owner, but the bigger stuff such as Port of Morrow for example is moving steady.

 

4.  Planning Commission Training Discussion.

 

City Manager Palmquist asked the Planning Commission what the Planning Commission can do to be better informed and knowledgeable.

 

Commissioner Carnahan stated that he would like to see a Help List.

 

City Manager asked the Planning Commission what their goals where and what kind of training would they like to see.

 

The Planning Commission answered with training in land uses and processes, state goals, DLC, and how to navigate the development code. The Planning Commission would like more training in understanding and working with other agencies.

 

5.  Planning Commission Goals and Work Plan

 

Manager Palmquist asked the Planning Commission what their Goals and Work Plan were going to be.

 

The Planning Commission stated repealing and replacing a lot of the City of Irrigon’s codes.

 

Commissioner Kelly stated that some tax assessors stopped by his house and he had noticed that if a property looked like they had anything of value on the property the Assessor’s would go to the property, but if not they did not go to the property. Commissioner Kelly stated that he would like to see some changes in that process.

 

Manager Palmquist stated that a person would need to go to the State Legislate for something like that.

 

Manager Palmquist asked the Planning Commission about ideas of cleaning up City of Irrigon’s neighborhoods.

 

Manager Palmquist asked the Planning Commission to think on this and to bring their ideas back to the next Planning meeting.

 

Commissioner Carnahan asked what it would cost for a City wide clean up.

 

Manager Palmquist stated that it would cost a lot of money to do something like that. Palmquist also stated that Staff is looking into the cost of getting garbage services again for the City of Irrigon. This would be billed through The City.

 

6.  Additional Discussion

 

Commissioner Carrol stated that he has plans to step down as Chairperson for the Planning Commission.

 

Commissioner Carnahan asked Commissioner Carrol if he would consider holding off until next Planning Commission Meeting. Commissioner Carrol agreed to stay.

 

There was no further business.

Meeting adjourned at 7:11 p.m.

 

Minutes were prepared by:  Jessi Hoffman

 

 

 

April 21, 2015 City Council Meeting Minutes

Minutes

Irrigon City Council Meeting

 April 21, 2015 – 6:00 PM

Irrigon City Hall – 500 NE Main Avenue

 

 

 

1.  Call to Order and Pledge of Allegiance – 6:02 pm

Council members present: Christine Sorenson, Sam Heath, Daren Strong, Ken Matlack, Margaret Anderson, and Martin Brown. Michelle Hagen had a excused absents

Staff present: City Manager Aaron Palmquist, City Clerk Jessi Hoffman and Public Works Director Keith White.

Audience: Deputy Neubert, Casey White-Zollman, Barbe Huwe, John Wenholz, Chris Brown, and Bob Byrd.

 

2 . Mayor’s Comments

Mayor Heath stated that on April 7, 2015 she and the City Manager Aaron Palmquist attended the first ever Morrow County Community Collaboration meeting with members of the Morrow County Citizens Economic Development Task Force at the Riverfront Lodge in Boardman. Heath also stated that Morrow County Planner, Carla McLane outlined what the Ford Family Foundation began four years ago and leading us in two Cohort Leadership classes. Heath stated that as resources become tighter across the region, we will see more collaborative efforts of this kind.

Most organizations are in need of volunteers. Heath stated that if the Council will note in your packets an email/flyer from Kalie Davis concerning the Morrow County Volunteer Expo coming to us May 6, 2015 at the Sage Center. There will be dinner and a free showing for the kids at 5 pm.

Mayor Heath stated that on April 11, 2015 she and Councilor Sorenson attended the Joint Ways & Means committee meeting at the Sage Center. Heath stated that they observed many leaders from the region come forth to plead their budget interests, and urge the committee to consider methods and solutions in economic development as means to solving financial issues here in Eastern Oregon.

Heath also reported that Sheriff Matlack requested improvements needed in the police system, and Fire Chief Larry Burns requested consideration for improvements for Irrigon’s current Fire Station.

Mayor Heath stated that on April 15, 2015 she and City Manager Aaron Palmquist traveled to Pilot Rock for the LOC Regional Small City meeting. Heath stated that there was an update given by Natural Resource Specialist, Amanda Punton on the Cottage Grove Water case. Basically what it came down to is “Cities and Counties should apply review standards that ensure floodplain development permits are not issued to projects that are likely to harm ESA’s listed species (salmon & steelhead).”

3.  *Consent Agenda              

a. Approval of Minutes – March 17, 2015

 b. Staff Reports

             i. Public Works

             ii. Finance Officer

     iii. City Manager

  c. Accounts Payable

  d. Morrow County Sheriff Report               

 

e. Correspondence

 

Mayor Heath asked if there was a motion to approve and accept the Consent Agenda as presented. Councilor Anderson made the motion to approve and accept the Consent Agenda as presented. Councilor Strong seconded that motion. The motion passed unanimously.

4.  Public CommentMaximum 3 minutes/person. Maximum 30 Minutes allotted time for public comments. This is the time provided for individuals wishing to address the Council, at their discretion, Please sign-up on the clipboard required.

Mayor Heath asked if there was any Public Comment.

Barb Huwe stated that the first thing she would like state is she is happy to announce the Library is open.  So go get your library card it’s free. Barb stated that the next thing she would like to announce is the Annual Banquet for Time to Shine will be happening on the April 24, 2015 at the Senior Center. So get your tickets, come have a great dinner, and a wonderful time.

A member of the public asked what the hours where for the Library. Council stated that the hours of the Library are as followed:

  • Monday -10:00 am to 2:00 pm / 3:00pm to 7:00pm
  • Tuesday -10:00 am to 2:00 pm / 3:00pm to 7:00 pm
  • Wednesday- 9:00 am to 1:00 pm
  • Thursday- Closed
  • Friday- 1:00 pm to 5:00 pm
  • Saturday- 3:00 pm to 6:00 pm
  • Sunday- Closed

Manager Palmquist stated that the times are posted on the lobby doors as well.

5.  2015 Arbor Day Proclamation

Mayor Heath read the 2015 Arbor Day Proclamation and made April 24, 2015 Arbor Day. Heath invited everyone down to Park Gazebo at 10:00 am for coffee and the planting of the trees.

6.  BMCC Bond Presentation – Casey White-Zollman

Mayor Heath introduced Casey White-Zollman, a representative from Blue Mountain Community College to the Council. Heath stated that Zollman will be giving a presentation on the BMCC Bond. Heath also stated that this is a listen-only, and of course you may ask questions. There is no voting or endorsing as a Council.

Casey White-Zollman gave a video presentation and handed out flyers to the Council for review.  Zollman gave an informative presentation regarding the upcoming BMCC Bond that will be on the Ballot this year.

Bob Byrd stated that he is in full support of the BMCC Bond.

Chris Brown stated that he is in full support of the BMCC Bond, asked for the City Council to endorse the BMCC Bond.

7.  Morrow County Sheriff’s Contract

Mayor Heath stated that the City received a memo from Steve Myren, Undersheriff.  Initially there was going to be a contract consideration, but in lieu of Irrigon’s current fiscal conditions, MCSO will auto renew. Heath stated as you can see attached is a letter from City Manager Palmquist stating the City has received this memo, and as noted in Manager Palmquist report that staff recommended we get this back on the agenda before the end of this calendar year. Heath stated that she is grateful to not have a 17% increase on our plate to reckon with.

Council extensively deliberated on the Morrow County Sheriff’s Contract asking many questions in the areas of service, use of contracted hours, use of contracted hours outside of Irrigon City limits, and through out Morrow County.

Councilor /Sheriff Matlack provided information on the processes and comparisons for Irrigon, Boardman, and Heppner.

8.  *Ordinance 232-15 – Safe School Routes with Map

Mayor Heath stated that last month the City Council held a public hearing for adding a Safe School Route with Map to the Transportation System which is an element of the Irrigon Comprehensive Plan. Heath stated that the designation of the Safe School Route will provide guidance and decision making when and citing of  projects and development(s) along the route, ensuring the safety and health of Irrigon’s children and  pedestrians. Heath asked the Council to take note that the map does reflect safe route on 10th street which   is directly West of AC Houghton School.

Manager Palmquist read by title Ordinance 232-15 – Safe School Routes with Map.

Mayor Heath asked if there was a motion to adopt Ordinance 232-15 “Safe School Routes” declaring and emergency. Councilor Matlack made a motion to adopt Ordinance 232-15 “Safe School Routes” declaring and emergency. Councilor Sorenson seconded the motion. Motion passed unanimously.

9.  *Ordinance 235-15 “Repealing of Article 10, Chapter 7 Irrigon Development Code Medical Marijuana.”

Mayor Heath stated that the ordinance seeks to repeal Ordinances 209-11 and 214-12, and Article 10 Chapter 7 Medical Marijuana 10-7-1 for the City of Irrigon Oregon declaring an emergency. Heath also stated that in April of  2014 the City of Irrigon adopted the medical marijuana moratorium (Ordinance 226-14) which expires on April 30, 2015. Heath stated to the Council that they have heard the recommendationsfrom the Planning Commission last month regarding the risk to children, impacts to the public gathering locations, and the general nuisance caused by medical marijuana. The Planning Commission recommended amending the Irrigon Development Code by repealing Article 10, Chapter 7 – Medical Marijuana and all related ordinances. Heath stated The State of Oregon has a Medical Marijuana Program and the OHA regulates the Card Holder Program. The Ordinance 235-15 addresses the provisions in the Irrigon Municipal Code that do not meet generally acceptable land use practices and procedures.

Manager Palmquist read by title Ordinance 235-15 “Repealing of Article 10, Chapter 7 Irrigon Development Code Medical Marijuana.”

Mayor Heath asked if there was a motion to adopt Ordinance 235-15 “Repealing Article 10, Chapter 7 and all associated ordinances as presented. Councilor Strong made a motion to adopt Ordinance 235-15 “Repealing Article 10, Chapter 7 and all associated ordinances as presented. Councilor Brown seconded the motion. Motion passed unanimously.

10.  *Ordinance 233-15 “Development Code Definitions”

Mayor Heath stated that Ordinance 233-15 “Development Code Definitions” amends and creates new definitions to the Irrigon Development Code and amend others for the City of Irrigon thus giving improved clarification and understanding which is outlined in your packets. Heath stated that the City Council public hearing was held last month March 17, 2015, with Council accepting the Planning Commission’s final  findings of fact and recommendation for adoption of proposed definitions.

Manager Palmquist read by title Ordinance 233-15 “Development Code Definitions”

Mayor Heath asked if there was a motion to adopt Ordinance 233-15 “Development Code Definitions”.

Councilor Sorenson made the motion to adopt Ordinance 233-15 “Development Code Definitions”. Councilor Matlack seconded the motion. Motion passed unanimously.

11.  *Ordinance 234-15 “Development Code Land Use Standards and Uses”

Heath stated that Ordinance 234-15 “Development Code Land Use Standards and Uses” amends the IDC land use standards and uses for the City of Irrigon, and declaring an emergency. Heath stated that in the packet are the strikeouts the ordinance amends. The recommendations of the Planning Commission are on page seven and the summary of the deliberation that took place March 17, 2015 last month.

Manager Palmquist read by title Ordinance 234-15 “Development Code Land Use Standards and Uses”.

Mayor Heath asked if there was a motion to adopt Ordinance 234-15 “Development Code Land Use Standards and Uses” as presented. Councilor Sorenson made the motion to adopt Ordinance 234-15 “Development Code Land Use Standards and Uses” as presented. Councilor Brown seconded the motion.Motion passed unanimously.

12.  *Commercial Lease “Taco Cart” 520 US 730

Mayor Heath stated that there was a change of hands at the Taco Wagon across the street so the City Manager Palmquist has prepared a new lease. Heath asked Palmquist if there were any significant changes from the previous lease. Manager Palmquist stated that there is nothing to change except owners.

Heath asked if there a motion to approve the Commercial Lease for the new tenant of the taco cart at 520US 730. Councilor Anderson made the motion to approve the Commercial Lease for the new tenant of thetaco cart at 520 US 730. Councilor Matlack seconded the motion. Motion passed unanimously.

13.  Cluster Box Discussion

Mayor Heath stated that the Council has had some discussion about Cluster Boxes before and how much it would give a more appealing look, help with the stolen mail issues we seem to have to deal with most often. Heath also stated that new sub-divisions in the development code are required to install the units as Manager Palmquist has mentioned before. Heath stated that as she understands there may be a one-time fee to claim a box. She also understands funding could come from Enhancement resources provided it passes the committee approval. Heath stated that the City really can’t take on anymore projects to fund so  this provides an alternative source for funding for the community.

The City Council discussed many things regarding the Pro’s and Con’s of having Cluster Boxes.

Mayor Heath asked the Council if there was a motion for City Staff to move in the direction of Cluster boxes  and seek funding from the Enhancement Program. Councilor Anderson made the motion for City Staff to move in the direction of Cluster boxes and seek funding from the Enhancement Program. Councilor Strong seconded the motion. Motion passed three to two.

14.  *State Park and Recreation Grant – Collaboration with Irrigon Park and Recreation District

Mayor Heath stated that as all of you know SDC fees are to be used within a certain time frame or they are lost. The City of Irrigon has about $16,000.00 in SDC’s at the moment. Heath stated that City Manager Palmquist has recommended the Council consider the City of Irrigon partnering with the Park and Rec. District to apply for an improvement grant to exceed $80,000.00, which would provide additional activity and enhance our community, again, without burden to the city finances.

Councilor Sorenson asked if the Park and Rec. District has been talk to regarding this.

Manager Palmquist stated yes that the Park and Rec. District have been talking about the improvement grant.

Mayor Heath asked if there was a motion to approve and authorize Staff to proceed submitting a grant application in collaboration with the Irrigon Parks and Rec. District. Councilor Anderson made the motion to approve and authorize Staff to proceed submitting a grant application in collaboration with the Irrigon Parks and Rec. District. Councilor Brown seconded the motion. Motion passed unanimously.

15.  Items for Future Council Meetings

  • Possible Abatement Lien – May 2015
  • Budget Committee Process Begins – May 2015
  • Fy 2015-16 Budget Hearing and Adoption Items – June 2015
  • City Manager’s Performance Evaluation – June 2015

 

Adjournment

Councilor Sorenson motioned to adjourn meeting. Councilor Brown seconded the motion.

The meeting was adjourned at 8:27 p.m.

 

Next Regular Meeting Date – May 19, 2015

 

 

 

Submitted by/City Clerk Jessi Hoffman

Minutes from May 19, 2015 City Council

    

 

Minutes

Irrigon City Council Meeting

May 19, 2015 – 6:00 PM

Irrigon City Hall – 500 NE Main Avenue

 

 

  1. Call to Order and Pledge of Allegiance – 6:04 pm

 

Council members present: Christine Sorenson, Sam Heath, Daren Strong, Ken Matlack, Margaret Anderson, and Martin Brown. Michelle Hagen had an excused absents

 

Staff present: City Manager Aaron Palmquist, City Clerk Jessi Hoffman and Public Works Director Keith White.

 

Audience: Deputy Neubert and Harry Heath

 

  1. Mayor’s Comments

 

Mayor Heath stated that she wanted to thank the Mayor Pro Tem, Christine Sorenson, for handling the Town Hall meeting ceremony for Senator Merkley, and a big thank you to all the councilors that were present representing Irrigon.

 

  1. *Consent Agenda

 

  1. Approval of Minutes – April 21, 2015
  2. Staff Reports

i.Public Works

ii.Finance Officer

        iii. City Manager

3. Accounts Payable

4. Morrow County Sheriff Report

5. Correspondence

 

Mayor Heath asked if there was a motion to approve and accept the Consent Agenda as presented.

 

Councilor Anderson made the motion to approve and accept the Consent Agenda minus the Morrow County Sheriff Report for discussion. Councilor Matlack seconded that motion. The motion passed unanimously.

 

Morrow County Sheriff Report

 

Councilor Matlack stated that in the Morrow County Sheriff’s Contract there is a provision that states that they are to provide a monthly report. Matlack stated that he does have a computer generated report and it will be of the same function as the old report.

 

City Manager Palmquist asked if the report can be generated in excel so that it can be sent to him.

 

Councilor Matlack stated yes. Matlack also stated that you can either have it by subject or by the date.

 

Deputy Neubert stated that program can be exported to Excel.

 

  1. Public Comment – Maximum 3 minutes/person. Maximum 30 Minutes allotted time for public comments. This is the time provided for individuals wishing to address the Council, at their discretion, Please sign-up on the clipboard required.

 

Mayor Heath asked if there was any Public Comment.

 

Harry Heath asked the City Council what they are trying to accomplish with the Ordinance 222-14.

 

Councilor Anderson stated that some of the roads in the City of Irrigon are not built to take the weight of a lot of semi-trucks. There are some that are and some that are not.

 

Harry Heath asked the Council if this is the primary concern of the City is to protect what is left of the roads or does this just pertain to trucks.

 

Manager Palmquist stated that Ordinance 222-14 is for protecting the City roads and it is also for residential areas that are not commercial zones or areas where heavy traffic takes place. Roads were not built to be sustained or even in residential areas where there are types of commercial activities and are not zoned for those types of activities.

 

Harry Heath stated that this ordinance does not cover what the Council is trying to do.

 

Manager Palmquist asked Mr. Heath if that was his opinion and could he comment to council.

 

Harry Heath stated it was a comment based on different studies performed by different government agencies. Heath stated what he could dig up was that research shows the main causes of road damage in Cities are garbage trucks, public transit, school buses, semi-truck with trailer attached and weather. Heath stated that any time you have a crack in the road water goes underneath and loosens the sub-soil or base,when moisture is there it freezes and thaws and vehicles go over it causing compacting which creates pot holes. Heath also stated that if the City is trying to keep semi-truck and trailers out of residential areas Heath agrees that there should not be any reason a truck and trailer should be parking in residential areas.

 

Manager Palmquist stated that is why the Ordinance has been brought back and is being amended because there were some things in the Ordinance that was too restricted and it needed cleaned up.

 

Councilor Sorenson stated that the Council wants to be proactive rather than reactive in what we do. Sorenson also stated that the City of Stanfield recently just went through a problem of truck and trailers being parked on City Streets in residential areas along with the noise of them starting their engines at early times in the morning. Sorenson stated that the Council is trying to explore as much as we can to make this as fair as we can. Sorenson stated that the Council appreciates you coming in and giving information and your comments.

 

Harry Heath stated that he would like to close with that he is very disappointed in this matter, but he understands the magnitude of what the Council is trying to do, but it doesn’t even begin to cover the situation.

 

Councilor Brown stated that as he reads this amended Ordinance it states that “it shall be unlawful to operate any commercial truck.” Brown made the comment that it means that his service trucks would not be able to run the streets of Irrigon because they are licensed commercial vehicles.

 

Manager Palmquist stated this would be an exception in the Ordinance because you are going to a service sight.

 

Mayor Heath asked the Council if a vote could be taken to allow Harry Heath to continue with his public comment. Council consented in favor to allow Mr. Heath to continue with public comment.

 

The Council and Harry Heath discussed Ordinance 222-14 diligently for several minutes. Mr. Heath provided several suggestions for amendments.

 

  1. *Six Street Lien (abatement)

 

Mayor Heath stated that Council may recall this property being in terrible condition. City crew went in after they were given the green light according to the City’s abatement procedures to clean the property, for a fraction of the cost, thus saving the property owner thousands of dollars. Heath stated that the property owner was given until May 1, 2015 to pay full amount of $1,627.66. Since then, one payment of $500.00 was received by the City. The property owner has not made any contact with the City to handle the rest of the balance. Staff is recommending that the City Council authorize further lien action against the property.

 

Councilor Sorenson made the motion to notify the property owner that the City move forward with the lien process as outlined in the City’s Abatement Procedures. Councilor Brown seconded the motion. Motion passed unanimously.

 

  1. *Truck Route Ordinance 222-14 (Amended)

 

Mayor Heath stated that a lack of funds for City street repairs has been a major topic at every level from members of our community, City Manager, and leaders in the Oregon State Legislature. Heath recently submitted her name standing with Mayor Charlie Hales and other Mayors across the state pleading for to our crumbling roads. Heath also stated that the Planning Commission previously proposed an Ordinance to the Council to regulate activities over roads within the City of Irrigon. It was approved. The way it was written still allowed street access of motor vehicles less than 26,000 lbs GVW. Heath stated that the Planning Commission is recommending to the Council an amended Ordinance with more precise verbiage.

 

Councilor Matlack stated that for Irrigon to have a No Truck Ordinance is not something new. Matlack stated that there is a truck ordinance already in place. Matlack stated that even if the Ordinance may not be clear, there is a truck Ordinance. The Ordinance was geared towards Semi’s, and the issue then and now is the same, the heavy vehicles that are being driven across the City streets, noise, and safety.

 

Councilor Anderson stated that maybe a trip permit might be an idea that could be looked at.

 

Councilor Sorenson made the motion to send Truck Route Ordinance 222-14 (Amended) back to the Planning Commission with some of the idea’s that the City Council has deliberated about tonight. Councilor Brown seconded the motion. Motion passed unanimously.

 

  1. *Right of Way Acceptance (First Street and US 730)

 

City Manager Palmquist stated that this has been brought to the City in November from ODOT and before Staff could make any recommendations some research had to be done. Palmquist stated that after some extensive research it was to uncovered all owners of said properties as shown on exhibit B in the packet. Palmquist went over the Map and the history of everything on exhibit’ B with the Council.

 

Mayor Heath asked the Council if there was a motion to accept the Right of Way from ODOT as presented.

 

Councilor Matlack made the motion to accept the Right of Way from ODOT as presented. Councilor Strong seconded the motion. Motion passed unanimously.

 

  1. *Resolution 15-03 “City Reserve Funds”

 

City Manager Palmquist read Resolution 15-03 “City Reserve Funds” by title and gave a short review of Resolution 15-03.

 

Cuncilor Matlack asked how many reserve funds does the City of Irrigon have now.

 

Manager Palmquist stated that the City has four in this resolution but used to have twelve.

 

City Manager Heath asked the Council if there was a motion to adopt Resolution 15-03 as presented.

 

Councilor Sorenson made the motion to adopt Resolution 15-03 as presented. Councilor Matlack seconded the motion. Motion passed unanimously.

 

  1. *Staff Compensation/Recognition

 

Mayor Heath asked City Manager Palmquist if he would please review the creativity that has taken place in lieu of staff raises and is this one-time allowance.

 

Manager Palmquist stated for the record that this the second year in a row that staff will not be getting any raise increases. Palmquist also stated that Staff has come up with some ideas p for this next fiscal year.

 

Staff has proposed for the Council to consider for this next fiscal year starting in July 1, 2015 through June 30, 2016 is to give two personal days. It would not go in the pool as a consistent process.

 

Councilor Matlack stated that he would support this, but he would not support the two days for the City Manager in light of the fact that the Council is negotiating the City Manager’s salary which is coming up during that time, but it can certainly be discussed at that time.

 

City Manager Palmquist stated that there is no salary increase for him either. Palmquist stated that we are all in this together and for the record he is not taking a wage increase.

 

Councilor Anderson stated that she would accept their request because staff does a wonderful job and we should give them two days off because the City can’t afford to give them increases at this time.

 

Councilor Brown would like to applaud the Staff’s creativity in how they came up with this proposal. Brown stated that he would be set back if he was not getting a pay increase so for the Staff to come up with a different kind of benefit he would like to applaud them. Brown stated that the only question he would have is if Staff doesn’t take the two days would they lose them.

 

Manager Palmquist stated that yes if the two days are not used they would lose them.

 

Councilor Anderson made the motion to approve two personal days off for Staff in lieu of staff wage increases. Councilor Brown seconded the motion. Motion passed unanimously.

 

  1. *Audit Engagement Letter – FY 2015-2016

 

Mayor Heath asked City Manager Palmquist if there have been any significant changes.

 

Manager Palmquist stated that no there are not any significant changes.

 

Councilor Matlack asked how much has the audit cost gone up the last year or two.

 

Manager Palmquist stated that it has gone up $600.00/$700.00 dollars, which is normal. Palmquist also stated that the first year he was here it was more because the City had a single audit.

 

Councilor Sorenson made the motion to approve the Audit Engagement Letter as presented for FY 2015-2016 year. Councilor Anderson seconded the motion. Motion passed unanimously.

 

  1. *OTLD Lot Line Adjustment Deed

 

Mayor Heath stated that the City is still waiting for a copy of the property survey recorded by Primm Surveying, Inc. Heath stated it is to finalize what has already been agreed to by Irrigon City Council and OTLD in the IGA. Heath also stated that instead of calling a special meeting to finalize the procedure, Staff is recommending authorization be given to the Mayor to sign the deed after it has been approved by the attorney.

 

City Manager Palmquist gave a update that the reason this item has been pulled from the agenda for tonight is because the OTLD Lot Line Adjustment Deed is for reason of a legal process that needs to be done and according to statue the City has to give a minimum of ten days public notice for a public hearing relinquishing or transferring some real property to another agency.

 

  1. Items for Future Council Meetings

 

  • City Manager’s Performance Evaluation – June 2015 Executive Session (5:30 pm)
  • Farmers Market – June 2015
  • Council Technology (IPAD, Mic conversation system, etc.) – June 2015
  • FY 2015-16 Budget Hearing and Adoption Items – June 2015
  • CBU (Cluster Box Units) Process – June 2015
  • Enhancement Recommendations – July 2015
  • Fiscal Challenges and Resolutions – August 2015

 

Councilor Sorenson motioned to adjourn meeting. Councilor Brown seconded the motion.

 

 

The meeting was adjourned at 7:40 p.m.

 

 

Adjournment           Next Regular Meeting Date – June 16, 2015

 

 

 

 

Submitted by/

Jessi Hoffman

City Clerk

 

 

Agenda for May 19, 2015 City Council

AGENDA

Irrigon City Council Meeting

May 19, 2015 – 6.00 PM

Irrigon City Hall – 500 NE Main Avenue

  1. Call to Order/Pledge/ Roll Call
  2. Mayor’s Comments
  3. * Consent Agenda (The Consent Agenda allows the Council to approve all items together without discussion or individual motions. Councilors can request an item be removed for later in the meeting and discussion)

 

a.  Approval of Minutes – April 21, 2015

b.  Staff Reports

  i. Public Works

  ii.  Finance Officer

                 iii. City Manager

c.  Accounts Payable

d.Morrow County Sheriff Report

e.  Correspondence

 

  1. Public Comment – Maximum 3 minutes/person. Maximum 30 minutes allotted time for public comments

This is the time provided for individuals wishing to address the Council, at their discretion. Sign-up on the clipboard required.

  1. *Sixth Street Lien (abatement)
  2. *Truck Route Ordinance 222-14 (Amended)
  3. *Right of Way Acceptance (First Street and US 730)
  4. *Resolution 15-03 “City Reserve Funds”
  5. *Staff Compensation/Recognition
  6. *Audit Engagement Letter – FY 2015-2016
  7. *OTLD Lot Line Adjustment Deed
  8. Items for Future Council Meetings
  •   City Manager’s Performance Evaluation – June 2015 Executive Session (5:30 p.m.)
  •  Farmers Market – June 2015
  •  Council Technology (IPAD, Mic conversation systems, etc.) – June 2015
  •   FY 2015-16 Budget Hearing and Adoption Items – June 2015
  •  CBU (Cluster Box Units) Process – June 2015
  •   Enhancement Recommendations – July 2015
  •   Fiscal Challenges and Resolutions – August 2015

 

 

Adjournment

 

Next Regular Meeting Date – June 16, 2015

 

* Denotes a motion and vote required.

Click here for the May 2015 City Council Meeting Packet

If you would like to attend and need assistance, please phone Irrigon City Hall at 1.541.922.3047 or TTY relay 1.800.735.2900

Records Requests:  The public may request documents for review, as legally applicable.  A written request shall be submitted with a response in 5 business days of the time and cost for such public document request.  City will proceed upon written notice to proceed or disregard the request.

April 29, 2015 Budget Committee Meeting Minutes

  City of Irrigon

  Budget Committee Meeting

  April 29, 2015

  5:30 p.m.

 

Call to Order

Mayor Sam Heath called the meeting to order at 5:32 p.m.

Appointment of Chairperson

Mayor Sam Heath moved to have Janet Cooley serve as chairperson.  Margaret Anderson seconded the motion.  Motion passed unanimously.

Roll Call

Members Present: Mayor Sam Heath, Mayor Pro-Tem Christine Sorenson, Councilor Ken Matlack, Councilor Margaret Anderson, Councilor Martin Brown, Andrew Hermanns, Janet Cooley, Luke Maynard and Roberta Hewitt

Members Absent: Councilor Michelle Hagen, Councilor Daren Strong, Alan Carnahan

A quorum was present.

Staff Present: Finance Officer Amanda Slawson and City Manager Aaron Palmquist

Approval of May 13, 2014, Budget Committee Meeting Minutes

Luke Maynard moved to approve the minutes as presented.  Ken Matlack seconded the motion.  Motion passed unanimously.

Budget Message

Aaron Palmquist delivered the budget message to the budget committee, explaining the budget in its basic form and any significant changes.

As was recommended by a third party CPA to streamline city reserve funds, staff consolidated the number of governmental and proprietary funds used for budgetary and financial reporting purposes.  This recommendation was implemented by combing the governmental reserve funds into one fund titled Governmental Reserve (11), all water reserve funds into one fund titled Water Reserve (62) and all sewer reserve funds into one fund titled Sewer Reserve (72).  Additionally, a new reserve fund, Irrigon Improvements (12), was added to separately and clearly track resources received from outside sources used for community improvement, creating 12 funds instead of the 19 as in the prior year.

The 2016 fiscal year proposed budget is $3,553,820 including transfers and unappropriated ending balances.  Its a slight increase from the prior year’s appropriations, primarily from the Irrigon Housing and Enhancement initiatives, eligibility for a Community Development Block Grant and most importantly streamlining city utility services.

The preliminary figures received from the Morrow County Assessor shows a reduction in the City of Irrigon’s assessed property values.  This will result in fewer taxes being collected.  The city’s permanent tax rate is $3.6782 per $1,000 assessed value.

 Public Comment

There was not any public present to make comment.

Public Hearing on State Revenue Sharing

State Revenue Sharing is a distribution from the Oregon Liquor Control Commission (OLCC) that is authorized under ORS 221.770.  A public hearing must be held in front of the budget committee to receive comment on possible uses of the distributions and then another public hearing must be held with the city council on proposed uses of the distribution in relation to the entire budget.  The city council will then need to elect to receive the distribution by resolution or ordinance.

The Public Hearing was opened at 5:40.

No public comment was given.

The Public Hearing was closed at 5:42.

Budget Review

Luke Maynard requested more information explaining the $346,108 increase from the prior year’s total budget. The increase is mainly due to carrying over more net working capital to begin the fiscal year and potential grants for housing initiatives and a sewer facility plan.

It was requested that in the future, the table on page 4 showing total appropriations by fund for each category also show the prior year’s appropriations, percent increase or decrease and notes stating the reason for any significant changes.

Aaron Palmquist recommended to the budget committee to make a change to the General Fund Requirements on page 7, lines 36 and 37.  The change requested was to reduce the unappropriated ending fund balance by $10,000 and add a $10,000 operating contingency.  An unappropriated ending fund balance is to provide a local government with a working capital balance with which to begin the fiscal year following the one for which this budget is being prepared and no expenditures are to be made from an unappropriated ending fund balance.  The only exception to this is in an emergency situation arising during the year by involuntary conversion (theft, vandalism, accident, etc.), civil disturbance or natural disaster but an operating contingency can be transferred to another appropriation category to be expended by a resolution or ordinance or a supplemental budget.

Sam Heath moved to reduce the General Fund unappropriated ending fund balance $10,000 to $31,000 and put the $10,000  in operating contingency.  Ken Matlack seconded the motion.  Motion passed unanimously.

Aaron Palmquist let it be known that the budget did not include any raises or COLA increases to staff wages for the second year in a row.  He is planning on bringing other possible/non-financial ways to compensate and recognize staff to the July council meeting for review.

The State Street Fund budget decreased, the city will not be receiving the Small City Allotment (SCA) grant this year but is hoping to be a recipient of community enhancement grants.  A paving project on California Avenue was submitted for the SCA grant but was not selected.  At this time, the city will not be doing any more sidewalk projects, but will be focusing more attention on street paving projects.

As stated earlier the budget document presented includes the consolidation of reserve funds.  The Vacation and Sick Leave Fund, Building Maintenance Fund, Street Equipment Reserve, Bicycle and Foot Path Reserve and Park Systems Improvement Fund were all consolidated into one fund titled Governmental Reserve.  Martin Brown requested clarification of how amounts previously committed for Vacation/Sick leave, building maintenance, street equipment, bicycle/foot paths, and parks be kept separated within the one fund.  Staff explained that in the general ledger a separate cash account for each commitment would keep track of how much cash was committed for each purpose.

The Irrigon Improvement Fund(12)  was added for the accounting of resources coming in for doing improvements within the city and expending such money. The grant money received from the Columbia River Enterprise Zone II will be transferred into this fund.  Then used for Irrigon Improvements and possibly business startup loans.

There are no grant resources expected for the Water System in the year being budgeted.

The city is eligible for a Community Development Block Grant for developing a sewer facility plan for use in future sewer construction projects.

Approval of Fiscal Year 2015-2016 Budget

Margaret Anderson moved to approve the City of Irrigon’s 2015-2016 Budget as presented and modified for City Council adoption with the rate of $3.6782 per $1,000 assessed value and bonded debt in the amount of $230,883.  Sam Heath seconded the motion.  Motion passed unanimously.

Adjournment

There being no further discussion.  Meeting adjourned at 7:05 p.m.

 

 

 

Minutes prepared by:  Amanda Slawson