March 4, 2014 Plannining Commission Meeting

 

 

Irrigon Planning Commission

Agenda

March 4, 2014 at 6:00 p.m.

Irrigon City Hall

500 NE Main Avenue

 

 

 

1.  Call to Order and Roll Call

2.  Approve Minutes from the February 4, 2014 Planning Commission Meetings

3.  Public Hearing – Condition Use Permit-Alan Carnahan

4.  Deliberations – Public Hearing Replat – Alan Carnahan

5.  TGM Bike/PED Grant Update

6.   Additional Discussion

 

Adjournment:

 

 

Next Regular Meeting: City of Irrigon Planning Commission – April 1, 2014

All meetings begin at 6:00 p.m.

 

February 18, 2014 City Council Meeting Agenda

 

AGENDA

Irrigon City Council Meeting

February 18, 2014 – 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 – January 21, 2014

           b. Staff Reports

                  i.   Public Works

                  ii.  Finance Officer

                  iii. City Manager

              c. Accounts Payable

              d. Morrow County Sheriff Report

              e. Correspondence

 

4.           Public Comment – Maximum 5 minutes/person 

This is the time provided for individuals wishing to address the Council, at their discretion, regarding issues that are not already on the agenda. Please sign-up on the clipboard.

 

5.        PDMP – Morrow County Planning Presentation  (Carla McClain)

 

6.        * RFP Awarding for Assumption of Right of Way Cabling  (Staff)

 

7.        * Resolution 14-02 “Agreement  to Transfer Cable Assets”  (Staff)

 

8.        Ordinance No. 224-14 “Century Link Franchise”  (Staff)

 

9.        * Budget Committee Appointments  (Mayor)

 

10.       * Third Party CPA Consultant Agreement  (Christine)

 

11.      Spring Clean-up “Information Only”  (Staff)

 

12.       Construction Update “Information Only”  (Staff)

 

13.       Items for Future Council Meetings

 

Adjournment

 

Next Regular Meeting Date – March 18, 2014

 

* 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 Packet for 2-18-14 Meeting

January 21, 2014 City Council Meeting Minutes

 

Minutes

Irrigon City Council Meeting

January 21, 2014 – 6:00 PM

Irrigon City Hall – 500 NE Main Avenue

 

 

 

1.           Call to Order, Roll Call and Pledge of Allegiance

 

Mayor Sam Heath called the meeting to order at 6:01 p.m.

 

Council members present: Ken Matlack, Daren Strong, Christine Sorenson, Sam Heath, Joe Theisen, Margaret Anderson and Michelle Hagen. 

 

Staff present: City Manager Aaron Palmquist, City Clerk Penny Moore, Public Works Director Keith White and Finance Officer Amanda Slawson.

 

Audience: Janet Cooley, Deputy Colleen Neubert, Ray Couchman, Renee Couchman, Bill Kelly, Kim Keel, and Barb Huwe.

 

              Mayor Heath asked everyone to stand for the Pledge of Allegiance.

 

2.           Mayor’s Comments

 

Mayor Heath and the City Manager Palmquist attended the League of Oregon Small Cities Support Network at the Sage Center in Boardman January 15, 2014.  The focus was about Entrepreneurship.

             

Mayor Heath asked City Manager Palmquist to provide the council information in regards to the city’s fiscal health and how the pre-budget is coming.  Manager Palmquist stated that estimated the city was about 70% debt-to-income ratio.  For the city to be healthy the ratio should be around 50%. Manger Palmquist stated that the budget outlook is not good but diligently working to Irrigon on a healthy financial glide path. Part of the process is that in taking the loan portions out of the water and sewer O&D Funds in July where they will go straight to debt funds.  More money needs to be brought in for the water fund to sustain that glide path, instead of raising the water rates an estimated $10 a month.  The manager is looking for other places to find the money.  He says he does not recommend raising the water rates.

 

Councilor Matlack asked how that 70% versus 50% ratio is based. Manager Palmquist stated it is revenues versus debt.  It’s in the audit, its actual not budgeted figures. Councilor Matlack asked if other audits were looked at for 50% ratio, how long has this been going on?  Manager Palmquist said that the city has moved resources from the operating costs to meet the debt obligation; this has been going on for several years.  This was recently and clearly noted when the utility billing allocations were separated.

 

Mayor Heath noted to the council that they may want to consider an outside consultant. An outside consultant would help the city fill in missing links and give management recommendations to strengthen fiscal areas.  Mayor Heath asked council to hold discussion until item 13 on the agenda.

 

Mayor Heath announced that the Irrigon Sr/Jr High School Knight’s 7th Annual Dinner & Auction will be held on March 15, 2014.  You may wish to contribute monetarily or donate items for their Silent Auction.

 

 

3.           *Consent Agenda

 

Councilor Theisen asked Public Works Director Keith White about his report noting less water was pumped this year 5.2 million gallons compared to last year 7.5 million gallons pumped.  Director White stated that he has seen less water used, not sure if it is rate related, or tied with the reservoir being flushed more last year than this year.

 

It was moved by Councilor Anderson and seconded by Councilor Hagen to approve and accept the Consent Agenda with all items as presented.

 

                 a. Approval of Minutes – November 19, 2013

                  b. Staff Reports

                             i. Public Works

                            ii. Finance Officer

                           iii City Manager

                  c. Accounts Payable

                  d. Correspondence

                  e. Morrow County Sheriff Report

 

              The motion passed unanimously.

 

4.           Public Comment

 

Citizen Barb Huwe asked about the Morrow County Corrections cost.  Manager Palmquist estimated the highest month was $400, on the average $200 a month.  Councilor Matlack said that a full crew is 5 or more is $200 and a half crew of less than five is $100.  This helps clean up the community while partnering with Morrow County.  In the long run it keeps expenses down.

 

5.           Public Hearing – Ordinance No.  222-14 “Regulating Truck Routes in Irrigon”

 

Mayor Heath stating that this ordinance is for regulating activities of trucks over certain roads within the city limits and providing for a penalty for violations.  Mayor Heath opened the public hearing at 6:37 p.m.  The mayor asked for any public comments. Councilor Sorenson asked what the gross weight is.  The answer was 26,000 pounds.

 

Mayor Heath closed the public hearing which was in deliberation at 6:50 p.m. with no public comment provided.

 

The current truck routes are Hwy 730, SE Fifteenth Street, SE Division Street, and the first 120 feet South of Hwy 730 on SE First Street up to Bake’s parking lot.  The ordinance read in section 4 SE Fourteenth Street, the Council asked for a correction to read Fifteenth Street. 

 

6.           * Deliberation – Ordinance No. 222-14 “Regulating Truck Routes in Irrigon”

 

Mayor Heath asked if the Council wish to adopt Ordinance No. 222-14.  Councilor Matlack discussed the weight limit of 26,000 pounds and a commercial truck tractor which would be well below the limit and/or a flatbed tractor, along with large motor homes. Councilor Matlack asked about the route of SE Division delivery trucks going to the schools, would they come out the way they came in or go over to S First Street.  Manager Palmquist said yes, they are not to use S First Street. However, deliveries are allowed.  Section 2,a,iii. reads; “Commercial trucks may be permitted and operated on roads and streets not designated as truck routes under Section 1 as follows: For the operation of commercial vehicles involved in picking up or discharging goods at a business establishment or residence in the City from a non-designated street/route.”

 

It was moved by Councilor Hagen and seconded by Councilor Sorenson to adopt Ordinance 222-14 in regulating Truck Routes for safety and street preservation in Irrigon with the corrections.    The motion passed unanimously.

 

7.           * Resolution 14-01 “Review and Reauthorization of Reserve Funds”

 

Mayor Heath stated that this resolution is to review and reauthorize reserve funds, this is required to be reviewed every 10 years.  Manager Palmquist stated that water equipment reserve fund #67 needed to be added to the resolution.

 

It was moved by Councilor Anderson and seconded by Councilor Matlack to approve the review of all existing reserve funds and re-authorize with correction of adding Equipment Reserve Fund #67.  The motion passed unanimously.

 

8.           Public Hearing – Ordinance No. 223-14 “Alley Vacations for Portions of Block 40 Adjacent Fire Department”

 

Mayor Heath opened the public hearing at 6:57 p.m. for Ordinance No 223-14, for Alley Vacations for portions of Block 40 adjacent to the Fire Department.  The mayor asked for any public comments.  Manager Palmquist stated for the record that the Fire Board does unanimously supports this and adjacent residents.  The mayor asked if there was any reason to hold this public hearing open. There were no comments.

 

The mayor closed the public hearing at 6:59 p.m. with no further public input.

 

9.           * Deliberation – Ordinance No. 223-14 “Alley Vacations for Portions of Block 40 Adjacent Fire Department”

 

Manager Palmquist expressed to the council with the understanding that the Fire Department will work with adjacent owners to the fire station to get quick claim deeds to their portions of the alley to the fire department. 

 

It was moved by Councilor Hagen and seconded by Councilor Strong to adopt Ordinance No. 223-14 in vacating the specified alley ways for portions of Block 40 adjacent to Irrigon Fire Department and acknowledging that adjacent property owners deed portions to the fire department.  The motion passed unanimously.

 

10.          * Planning Commission Appointment

 

Mayor Heath announced that the planning commission has a respective appointee, Mr. Bill Kelly.

 

It was moved by Councilor Theisen and seconded by Councilor Hagen to appoint Bill Kelly to the Irrigon Planning Commission. The motion passed unanimously.

 

Manager Palmquist administered the oath of office to Bill Kelly to serve on the Irrigon Planning Commission.

 

11.        *Janitorial Contract Termination

 

Manager Palmquist stated that the staff is asking the council to terminate the janitorial contract with Royer’s Janitorial Service.  There is a current employee that could do the job at an estimated saving of $300 per month.

 

It was moved by Councilor Hagen and seconded by Councilor Sorenson to terminate the janitorial contract, giving 30 day notice, saving the city resources, and assigning to current staff.  The motion passed unanimously.

 

12.        *Traffic Control/Information Signage

 

The mayor asked Public Works Director Keith White to update the council about the traffic control proposal.  Mr. White provided drawings showing the placement of stop signs and information signs to be located on Thirteenth Street and N Main Ext. and Washington Avenue and Twelfth Street.  Councilor Matlack commented that the road going to Twelfth Street should be a 4-way stop. The RV Park will have one additional stop sign at the entrance of the park.

 

It was moved by Councilor Sorenson and seconded by Councilor Anderson to authorize the placement and removal of signage as presented by staff with one additional stop sign.  The motion passed unanimously.

 

13.        Items for Future Council Meetings

 

Mayor Heath mentioned the Certificates of Occupancy for the RV Park and the library, the building and properties have been inspected and completed.

 

Mayor Heath asked the council for direction of the city manager investigating the costs associated with an outside CPA consultant.                           

 

It was moved by Councilor Sorenson and seconded by Councilor Anderson to authorize the city manager to come back to the next council meeting with cost associated with an outside CPA consultant.  The motion passed unanimously.

 

Deputy Neubert stated that some citizens desire to have a low cost rabies vaccination clinic. She is researching for a mobile clinic to visit Irrigon.

 

Mayor Heath announced an executive session will be held at the end of the regular session on February 18, 2014

 

With no further business the meeting was adjourned.

 

 

Adjournment was a 7:27 p.m.

 

 

 

       

February 4, 2014 Planning Commission Meeting Agenda

 

Irrigon Planning Commission

Agenda

February 4, 2014 at 6:00 p.m.

Irrigon City Hall

500 NE Main Avenue

 

 

 

1.  Call to Order and Roll Call

 

2.  Approve Minutes from the January 7, 2014 Planning Commission Meetings

 

3.  Brief Review of Council Decisions

 

4.  Last Quarter 2013 Building Permits Review and Occupancy Notices

 

5.  Additional Discussio

 

 

Adjournment:

 

 

Next Regular Meeting: City of Irrigon Planning Commission – March 4, 2014

All meetings begin at 6:00 p.m.

 

Open House this Thursday, January 30, 2014 regarding the Bike/Ped grant

Open House, January 30, 2014, regarding the BikePed grant

January 21, 2014 City Council Meeting

 

 

CC 1-21-14 Packet

January 7, 2014 Planning Commission Meeting Minutes

 

 

Irrigon Planning Commission

Minutes

January 7, 2014 at 6:00 p.m.

Irrigon City Hall

500 NE Main Avenue

 

 

  1. Call to Order and Roll Call

 

Chair Foster Carroll called the meeting to order at 6 p.m.

 

Planning Commission members present were:  Foster Carroll, Luke Maynard, and Bill Earle.  Alan Carnahan had an excused absence.

 

Staff present: City Manager Aaron Palmquist and City Clerk Penny Moore

 

Audience:  Bill Kelly

 

  1. Approve Minutes from the December 3, 2013 Planning Commission Meeting

 

Commissioner Earle moved to accept the minutes for December 3, 2013.  Commissioner Carroll seconded.   Motion passed unanimously.

 

Public Hearing – Statement to Applicant and Audience

Chair Carroll opened the public hearing at 6:03 with City Manager Aaron Palmquist reading the Statement to the Audience.

Chair Carroll asked the Commissioners if they needed to declare any ex parte contacts concerning the application.  The commissioners stated none.

  1. Public Hearing – Replat, Irrigon Rural Fire Protection District (IRFPD)

 

City Manager Aaron Palmquist stated that Fire Chief Larry Burns was unable to make the meeting. Manager Palmquist referenced to his staff report that the Fire District has decided to look at future plans and are making steps for the future, the Fire District wants the commission to be aware of this and to be on record that they are moving forward for a new facility (fire station) that is in the future.

 

For the IRFPD to develop the land and according to city code, the building lot size needs to be 7500 square feet; the IRFPD has chosen to pursue a Replat to make one large lot of the 6 (six) 25 feet lots.  An alley vacation request adjacent to the lots is not part of this public hearing.  Staff recommends approval of the Replat request. 

 

Citizen Bill Kelly asked if there were any problems with the utility companies.  Manager Palmquist replied no.

 

Public Hearing closed at 6:09 p.m.

 

  1. Deliberations – Public Hearing Replat – Irrigon Rural Fire Protection District (IRFPD)

 

Commissioner Earle asked if the land is vacant.  Manager Palmquist stated that the land is vacant to the north of the existing fire station.

 

Commissioner Maynard asked if there will be sidewalks in the development. Manager Palmquist stated that there will be on the west side in the future.  The IRFPD is planning for a parking lot on the north side.

 

After a brief discussion Commissioner Maynard moved to approve the Replat request for lots 15-21 Block 40.  Commissioner Earle seconded.   Motion passed unanimously.

 

At the January 21, 2014 city council meeting a public hearing to vacate the alley portions of Block 40 adjacent to the fire station will be on the agenda.

 

After a brief discussion Commissioner Earle recommends to the city council that the planning commission would support the alley vacation adjacent to the fire station.  Commissioner Maynard seconded.   Motion passed unanimously.

 

  1. Additional Discussion

Commissioner Maynard asked if there was anything update on the truck routes.  Ordinance No. 222-14 Regulating Truck Routes in Irrigon will be on the city council agenda January 21, 2014.

 

There was a discussion on the opening of the Oregon Trail RV Park and the commissioners would like to be informed when the RV Park is approved.

 

 

Chair Carroll adjourned the meeting at 6:34 p.m.

 

 

Minutes were prepared by:  Penny Moore

 

 

 

 

______________________________________

Planning Commission Secretary Luke Maynard

 

January 7, 2014 Planning Commision Agenda

 

 

Irrigon Planning Commission

Agenda

January 7, 2014 at 6:00 p.m.

Irrigon City Hall

500 NE Main Avenue

 

 

 

1.   Call to Order and Roll Call

 

2.  Approve Minutes from the December 3, 2013 Planning Commission Meetings

 

3.  Public Hearing – “Replat – Irrigon Rural Fire Protection Distric

 

4.  Deliberations – Public Hearing Replat – Irrigon Rural Fire Protection District

 

5.  Additional Discussio

 

 

Adjournment:

 

 

Next Regular Meeting: City of Irrigon Planning Commission – February 4, 2014

All meetings begin at 6:00 p.m.

 

 

December 17, 2013 City Council Meeting Minutes

 

 

 

Minutes

Irrigon City Council Meeting

December 17, 2013 – 6:00 PM

Irrigon City Hall – 500 NE Main Avenue

            

 

 

1.           Call to Order, Roll Call and Pledge of Allegiance

 

Mayor Sam Heath called the meeting to order at 6:02 p.m.

 

Council members present: Ken Matlack, Christine Sorenson, Sam Heath, Joe Theisen, Margaret Anderson and Michelle Hagen. 

 

Staff present: City Manager Aaron Palmquist, City Clerk Penny Moore, Public Works Director Keith White and Finance Officer Amanda Slawson.

 

Audience: Deputy Colleen Neubert, Bill Kelly, Daren Strong, Dianna Strong, and Barb Huwe.

 

Mayor Heath asked everyone to stand for the Pledge of Allegiance.

 

2.           Mayor’s Comments

 

Mayor Heath thanked everyone in the community for reaching out during the really cold weather and power outage.  Mayor Heath also thanked those who checked on their neighbors.

 

Mayor Heath said that she sees the community giving to those who may need a helping hand during this time of year.

 

Mayor Heath noted that the public comment item was moved up on the agenda.  She stated that the council is eager to listen to your thoughts and concerns as they are here to serve the community.

 

3.           *Consent Agenda

 

Councilor Anderson stated that the November minutes had an error on page 3, number 10, and paragraph two, the word for needs to be changed to four. 

 

It was moved by Councilor Sorenson and seconded by Councilor Hagen to approve the Consent Agenda with correction to the November minutes as noted.

 

                 a. Approval of Minutes – November 19, 2013

                  b. Staff Reports

                              i. Public Works

                            ii. Finance Officer

                           iii. City Manager

                  c. Accounts Payable

                  d. Correspondence

                  e. Morrow County Sheriff Report

 

              The motion carried unanimously.

 

4.           *Executive Session Decision

 

The Council met earlier in Executive Session to evaluate the retention and employment-related performance of City Manager Aaron Palmquist.

 

It was moved by Councilor Hagen and seconded by Councilor Sorenson to retain Aaron Palmquist as our City Manager continuing to fulfill his contract and approve his performance evaluation as discussed in Executive Session.  The motion carried unanimously.

 

5.           Public Comment

 

Barb Huwe speaking as a citizen commented on the excitement of the new library and noted that the library is the Irrigon Branch of the Oregon Trail District Library, not part of City Hall.  Anyone interested in being a volunteer or helping with the grand opening are to contract Marsha Richmond at 541-481-3365 or email otlddirector@centurylink.net

 

Barb Huwe mentioned that the Fire Department is putting together the holiday baskets this Thursday, December 19, 2013.  Everyone’s help is appreciated and nonperishable goods are needed also. 

 

6.           *New Councilor Appointment

 

Mayor Heath announced that the city has a new councilor appointment.  Daren Strong submitted a letter of interest and wishes to be considered to fill the vacancy.               

 

It was moved by Councilor Matlack and seconded by Councilor Hagen to appoint Daren Strong to fulfill the remainder of the councilor position vacated by David Burns that ends on December 31, 2016. 

 

Councilor Matlack ask for Daren Strong to give some background of himself.  Daren Strong stated that he was in the Army, went to college in Washington and has lived in Utah and Oregon.  The motion carried unanimously.

 

Daren Strong was sworn in by City Manager Palmquist reading the Oath of Office.  Councilor Strong took a seat at the council table.

 

7.           *Purchase of Flag Strip in Right-of Way NE Thirteenth from Haney

 

This item is before the council as part of the Oregon Trail RV Park conditions.  This is one of the historical strips of land that should have been designated as right-a-way.  The city will purchase the easement right-a-way from Mr. Haney and he agrees with the process. 

 

It was moved by Councilor Sorenson and seconded by Councilor Anderson to authorize the purchase of the flag strip in the right-a-way on NE Thirteenth Street from Mr. Haney.   The motion carried unanimously.

 

8.           * PDMP Irrigon Steering Committee Appointment

 

Morrow County has the PDMP (Pre Disaster Mitigation Plan) in place.  The mayor has appointed to the Irrigon steering committee; Aaron Palmquist City Manager; Larry Burns Fire Chief; Ken Matlack Morrow County Sheriff; Keith White Public Works; and Mayor Sam Heath.

It was moved by Councilor Hagen and seconded by Councilor Theisen to affirm the appointed committee members by the Mayor (Aaron Palmquist; Larry Burns; Ken Matlack; Keith White; and Mayor Heath).  The motion carried unanimously.

 

9.           * Notice of Alley Vacations – Adjacent to the Irrigon Fire Department

 

There will be a public hearing next month at the January council meeting for alley vacations adjacent to the Fire Department’s property.

 

It was moved by Councilor Sorenson and seconded by Councilor Matlack to publicize the Public Hearing for Alley Vacations adjacent to the Irrigon Fire Department on Tuesday, January 21, 2014.  The motion carried unanimously.

 

10.         Utility Budget Billing – Presentation

 

 Manager Palmquist stated that the city is ready to begin moving forward in assisting utility customer in balancing their monthly payments. Manager Palmquist stated that this utility budget billing will help citizens, and hopefully help with such things as gardens and cash flow.

 

11.         Items for Future Council Meetings

 

Mayor Heath stated that the tentative date for the Bike/PED/Transit plan will be January 30, 2014.

 

With no further business the meeting was adjourned.

 

 

Adjournment was a 6:37 p.m.

 

 

Next Regular Meeting Date – January 21, 2014

 

 

 

       

December 17, 2013 City Council Meeting Agenda

5:00 pm  Executive SessionORS 192.660 2 (i) To review and evaluate the employment-related performance of the chief executive officer of any public body

 

Regular Session

 

 

 

1.                Call to Order/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 – November 19, 2013

 

              b. Staff Reports

 

                  i.   Public Works

 

                  ii.  Finance Officer

 

                  iii. City Manager

 

              c. Accounts Payable

 

              d. Morrow County Sheriff Report

 

 

 

4.      * Executive Session Decision

 

 

 

5.        Public Comment – Maximum 5 minutes/person

 

This is the time provided for individuals wishing to address the Council, at their discretion, regarding issues that are not    already on the agenda. Please sign-up on the clipboard.

 

 

 

6.        * New Councilor Appointment

 

 

 

7.        * Purchase of Flag Strip in Right-of Way NE Thirteenth from Haney

 

 

 

8.        * PDMP Irrigon Steering Committee Appointment

 

 

 

9.        * Notice of Alley Vacations – Adjacent to the Irrigon Fire Department

 

 

 

10.         Utility Budget Billing – Presentation

 

 

 

11.         Items for Future Council Meetings

 

 

 

Adjournment

 

Next Regular Meeting Date – January 21, 2013

 

 

* Denotes a motion and vote required.

 

 

Packet for City Council Meeting  council Pkt 12 17 13

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.