Senator Merkley Coming to Town

Senator Merkley will be holding his annual Morrow County town hall on Thursday, August 8, 2013 at 5:00pm in the Irrigon Junior/Senior High School Gymnasium. The event will be preceded by a meet and greet at 4:30pm in the school library.

July 16, 2013 City Council Meeting Minutes

                                                                     

 

 Minutes

 Irrigon City Council Meeting

 July 16, 2013 – 6:00 PM

 Irrigon City Hall – 500 NE Main Avenue

 

1.              Call to Order/Roll Call

Mayor David Burns called the regular meeting to order at 6 p.m.

Council members present: Christine Sorenson, Ken Matlack, David Burns, Sam Heath, and Michelle Hagen.  Joe Theisen had an excused absence.  A quorum was determined to be present.

Staff present:  Aaron Palmquist, Penny Moore, Keith White, Amanda Slawson and City Attorney Bill Kuhn.

Audience:  Rebecca Seelye, James Ray, Ashli Roberts, Bill Kelly, Luke Maynard, Patti Burres, Barb Huwe, Rebecca Tasakos, Stewart Dick, Janet Cooley and Wayne Huwe.

2.              Mayor’s Comments      

Mayor Burns thanked Paul and Phyllis Danielson for hosting Jerry Breazeale’s retirement celebration on Saturday, June 22, 2013 at Stokes Landing Bed & Breakfast.  The mayor also thanked City Engineer John Garlitz and City Attorney Bill Kuhn for their donations that paid for the supplies.

The mayor reminded everyone of the upcoming Irrigon Watermelon Festival Saturday, July 27, 2013 and also of the Music in the Park on every other Mondays alternating with Boardman.  The next Irrigon Music in the Park is July 22, 2013 beginning at 7 p.m.

The mayor informed the council and the audience that the Chamber of Commerce is still struggling and the director is retiring at the end of this month.  Mayor Burns asked if anyone is interested in help with the Chamber to step forward so the Chamber can keep going.

Councilor Heath thanked the Fire Department for the fast response to a gas leak at her residents and stated that they were grateful to be here.

Change in Agenda – to bring City Attorney Bill Kuhn forward on council authority

3.                City Attorney – Bill Kuhn

Mayor Burns stated that there was a clash with the new RV Park and the planning commission and the council as to whom had authority and if the council could overrule the commission a similar situation arise. The mayor stated that the council appreciates the commission, however, the council has felt that almost all items that come before the city rest with the responsible of the council since they are the elected body of the city. 

City Attorney Bill Kuhn stated at the councils request, a proposed ordinance language was drafted.  The language would allow the council to selectively (within a certain time frame) review all decisions of the planning commission of a certain type; any conditional use or variance request, these types are quasi-judicial.  The criteria is, if the council wanted to review a planning commission decision it would be after becoming final at the planning commission meeting.  The criteria would be to have a new hearing and start with a new set of notices.  The council would sit in the same seats of the planning commission, making the same decisions, using the same criteria. Another noteworthy item with this type of ordinance is with a decision by the council goes directly to the Land Use Board for land use matters if appealed.                         

There was discussion on the proposed ordinance.  Councilor Matlack asked about where the ordinance allows for the right to appeal. Anyone can appeal a planning commission decision within the required days, and then the city council becomes the appeals board.  The difference is the city council automatically gets to pick and choose any conditional use or variance decision within the time frame in the ordinance.  If a councilor as an individual citizen makes an appeal, they can discuss the matter at city council meetings, however, they cannot vote on the matter.   

Mayor Burns stated that the council might not know the outcome of a planning commission decision until after the meeting was over and the council’s regular meeting.  City Attorney Kuhn stated that the council review should be initiated prior to the adjournment of the first regular council meeting following the council notification of the land use approvals.

Type II appeal time frame is 14 days of the appeal from the date the decision was mailed, and Type III is 12 days in the code.  Council can have a list of all the decisions the planning commission made and council can review all or some decisions.  It was the consensus of the council to have an ordinance drafted and vote on the ordinance at the next regular meeting.

 4.         *Consent Agenda

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

               a. Approval of Minutes – June 18, 2013

               b. Resignation of Thomas Roberts from Planning Commission

               c. Staff Reports

                        i. Public Works

                        ii. Finance Officer

                       iii City Manager

               d. Accounts Payable

               e. Correspondence

               f. Morrow County Sheriff Report

 The motion carried unanimously.

Change in Agenda – to bring Irrigon Girl’s Basket Ball Camp forward

5.         * Irrigon Girl’s Basket Ball Camp (July 22-26) – Sponsorship/Donation       

Ashli Roberts requested a city donation for the girls’ basketball camp to learn skills and fundamentals in Portland.  After discussion on donations from the city and individuals, the city donated $75 and individuals donated. 

It was moved by Councilor Matlack and seconded by Councilor Hagen that the city sponsors the girl basketball that camp in the amount of $75 and this donation does not set a precedent.  The motion carried unanimously.

Change in Agenda – to bring Election of Mayor Pro Tem forward

6.        *Election – Mayor Pro Tem

Mayor Burns asked for nominations.  Councilor Sorenson nominated Councilor Heath, she accepted.  It was moved by Councilor Sorenson and seconded by Councilor Matlack for Council Heath to serve as Mayor Pro Tem.  Motion carried unanimously. City Manager Aaron Palmquist issued oath of office to Councilor Heath.

7.          *Luke Maynard for Planning Commission

 It was moved by Councilor Hagen and seconded by Councilor Heath to appoint Luke Maynard to the Irrigon Planning Commission effective July 17, 2013.  City Manager Palmquist issued the oath of office to Commissioner Maynard.

8.          *White Construction Paving Exemption/Modification

Public Works Director Keith White handed out pictures of gates, signage and a diagram of Washington Avenue, Thirteenth Street and the Oregon Trail RV Park area.  The staff is looking for direction from the council on a number of issues.  Closure of a section of Washington Avenue and Thirteenth Street and put up gates that are accessible to emergency vehicles and signage for the dead ends. 

The Whites are required to pave 27 feet at the corner of Washington Street and Thirteenth Street. There was discussion on signage for the end of Washington Avenue and Twelve Street.

It was moved by Councilor Sorenson and seconded by Councilor Hagen that the following items be approved and instructed as part of the Oregon Trail RV Park Development Project.

A.     The 280 feet on the corner of Thirteenth Street and Washington Avenue road surface be reduced from 27 feet wide to 10 feet wide in accordance with City Development Standards.

B.     White Construction pays for and install approved safety gates at each end of the 280 feet path.

C.     White Construction to purchase, survey, pave and dedicate as public right of way to the city, the flag lot currently owned by Kieron Haney, at the corner of Thirteenth Street and Highway 730.

D.     The City will use White Construction to install 1000 feet of water main, thus off-setting their SDC payments.

E.     There will be signage at the beginning of Washington Street at Twelfth Street that this is “not a thru street”. 

The motion carried unanimously.

9.         *ODOT IGA (Intergovernmental Agreement) for the Bike/Ped System Update

Rebecca Seelye from Eastern Oregon University thanked the council for letting her sit in on the meeting.  She asked how much the Intergovernmental Agreement for the Bike/Pedestrian System would cost.  City Manager Palmquist stated that the only cost to the city if the project is put into motion will be ‘in kind” match in dollars down from $10,000 to $5,000 for this project, no city funds to be used. Ms. Seelye also asked how this project will benefit the community. Councilor Matlack stated the bike path will enhance health benefits if people ride or walk, and it will be connected to the park and schools. 

City Manager Palmquist stated that the Statement of Work is in the packet and it is recommended that the council delegate authority to the mayor to sign the IGA with ODOT to assist the community over the course of the next 10 months working with a consultant.

It was moved by Councilor Heath and seconded Councilor Matlack to delegate the mayor to sign the IGA with ODOT to complete the Planning Bike/Pedestrian System update for Irrigon.  The motion carried unanimously.

10.       *Emergency Management Planning/Exercise Grant – State Homeland Security     

Mayor Burns stated that he has been working to get an emergency plan in place by the dead line of July 26, 2013 for a grant to fund the project; there is not enough time this year.  However, the mayor would like to see a table-top exercise done that the council agreed for, by Thanksgiving.  There was no decision from the council at this time.

11.       *Margaret Anderson for City Council

The mayor stated that Margret Anderson has submitted an application for council.  She was absent due to a family activity.  The mayor specified that there were two other applicants interested, however no applications submitted as of today.  It was the consensus of the council to wait until the August meeting to appoint a new councilor. 

12.        Public Comment

Citizen James Ray commented on the Sewer System that was done very professionally.           

Citizen Barb Huwe mentioned the Watermelon Festival on July 27, 2013, and the three day ball tournament that is the major fundraiser for the year for Friends of the Library (FOIL).  The library fund is still $100,000 short on the project.  There are no tax dollars used for the project, all grant funding and fundraiser.

Citizen Wayne Huwe thanked the City for working with ODOT to get the kids crossing in at First Street and Highway 730 and requested that a review of the light for safety during certain hours.

 13.        Additional Discussion

Councilor Sorenson stated that she was glad to see so many citizens in the audience for the council meeting and encouraged more to attend.

James Ray mentioned the new bus service available in Irrigon.  Citizen Bill Kelly stated that he has not seen anyone taking advantage of the bus services yet. Mayor Burns stated that the city will try to get the message on the sign board at the school.

The meeting adjourned at 6:42 p.m.

 

 

 

  

 

Next Regular Meeting Date – August 20, 2013

City of Irrigon Public Notice

 

The Irrigon Planning Commission will hold a public hearing on August 6, 2013 at 6:00 p.m. at 500 NE Main Avenue, Irrigon, Oregon, regarding the partition of Assessors Map 5N 27 19D, Tax Lot No. 600 of Irrigon, Oregon, into two lots.  The existing lot is approximately 81,900 sq. ft. The zoning in the area is R-2, allowing lots of 7,500 sq ft.  Failure to raise an issue in person or by letter at the hearing, or failure to provide statements or evidence sufficient to afford the decision maker an opportunity to respond to the issue, means that an appeal based on that issue cannot be filed with the state land use board of appeals.    A copy of documents can be reviewed at city hall.  Copies provided at a reasonable cost.  A staff report and recommendations shall be available at least seven (7) days before the hearing.  Persons desiring to attend and need assistance should call Irrigon City Hall (541) 922-3047, or TTY relay at (800) 735-2900 in advance of the meeting.

July 16, 2013 City Council Meeting Agenda

AGENDA

Irrigon City Council Meeting

July 16, 2013  -  6:00 PM

Irrigon City Hall – 500 NE Main Avenue

 

 

                                                                 

 

1.     Call to Order/Roll Call

2.     Mayor’s Comments             

3.   *  Election – Mayor Pro Tem

4.  *  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 18, 2013

              b. Resignation of Thomas Roberts from Planning Commission

              c. Staff Reports

                   i.   Public Works

                   ii.  Finance Officer

                   iii. City Manager

              d. Accounts Payable

              e. Correspondence

              f. Morrow County Sheriff Report

5.            City Attorney – Bill Kuhn

6.        *  Irrigon Girl’s Basket Ball Camp (July 22-26) – Sponsorship/Donation

7.        *  Luke Maynard for Planning Commission

8.        *  White Construction Paving Exemption/Modification

 

9.        *  ODOT IGA (Intergovernmental Agreement) for the Bike/Ped System Update 

10.      *  Emergency Management Planning/Exercise Grant – State Homeland Security                          

11.     *  Margaret Anderson for City Council

12.         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.

13.         Additional Discussion 

Adjournment

 

Next Regular Meeting Date – August 20, 2013

 

* 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.

 

City of Irrigon Public Notice

The Irrigon Planning Commission will hold a public hearing on August 6, 2013 at 6:00 p.m. at 500 NE Main Avenue, Irrigon, Oregon, regarding the replat of Assessors Map 5N 26 24CD, Tax Lots No. 106, 1100 & 1200 of Irrigon, Oregon, into one lot.  The zoning in the area is R-2, allowing lots of 7,500 sq ft.  Failure to raise an issue in person or by letter at the hearing, or failure to provide statements or evidence sufficient to afford the decision maker an opportunity to respond to the issue, means that an appeal based on that issue cannot be filed with the state land use board of appeals.    A copy of the application, documents and evidence submitted by or for the applicant, and the applicable criteria and standards can be reviewed at city hall.  Copies shall be provided at a reasonable cost.  The city’s staff report and recommendations to the hearings body shall be available for review at least seven (7) days before the hearing.  Copies shall be provided on request at reasonable cost.  Persons desiring to attend and need assistance should call Irrigon City Hall at (541) 922-3047, or TTY relay at (800) 735-2900 in advance of the meeting.

May 7, 2013 Planning Commission Meeting Minutes

 

Irrigon Planning Commission

Minutes

May 7, 2013 at 6:00 p.m.

Irrigon City Hall

500 NE Main Avenue

 

 

1.   Call to Order and Roll Call

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

Planning Commission members present were:  Foster Carroll, Margaret Anderson, and Bill Earle. Tom Roberts and Harold Poeling were absent.

Staff present: City Manager, Gerald Breazeale and City Clerk Penny Moore.

Audience:  Scott Hellinger and Teresa Hellinger.

2.   Approve Minutes from the April 15, 2013 Planning Commission Meetings

It was moved by Commissioner Earle and seconded by Commissioner Anderson to accept the minutes from April 15, 2013 Planning Commission meetings.  Vote was taken.  Motion carried.

Public Hearing – Statement to Applicant and Audience

City Manager, Gerald Breazeale read the Statement to the Applicant and Audience.

Statement to be Read before Public Hearing

1a. the applicable approval criteria in Chapter 10 of the Irrigon City Code and associated standards apply to the application or appeal.

b. Testimony and evidence shall concern the approval criteria described in the staff report, or other criteria in the comprehensive plan or land use regulations that the person testifying believes to apply to the decision.

c.  Failure to raise an issue with sufficient detail to give the Planning Commission and the parties an opportunity to respond to the issue, means that no appeal may be made to the state land use board of appeals on that issue.

d. Before the conclusion of the initial evidentiary hearing, any participant may ask the planning commission for an opportunity to present additional relevant evidence or testimony that is within the scope of the hearing. The Planning Commission shall grant the request by scheduling a date to finish the hearing (a continuance) per City Code, or by leaving the record open for additional written evidence or testimony per City Code.

2. Continuance: If the planning commission grants a continuance, the completion of the hearing shall be continued to a date, time, and place at least seven (7) days after the date of the first evidentiary hearing. An opportunity shall be provided at the second hearing for persons to present and respond to new written evidence and oral testimony. If new written evidence is submitted at the second hearing, any person may request, before the conclusion of the second hearing, that the record be left open for at least seven (7) days, so that they can submit additional written evidence or testimony in response to the new written evidence.

3. Additional Evidence or Testimony: If the planning commission leaves the record open for additional written evidence or testimony, the record shall be left open for at least seven (7) days after the hearing. Any participant may ask the city in writing for an opportunity to respond to new evidence submitted during the period that the record was left open. If such a request is filed, the planning commission shall reopen the record.

a. When the planning commission reopens the record to admit new evidence or testimony, any person may raise new issues that relate to that new evidence or testimony.

b. An extension of the hearing or record granted pursuant to this subsection is subject to the limitations of Oregon Revised Statutes 227.178 (“120 day rule”), unless the continuance or extension is requested or agreed to by the applicant.

c. If requested by the applicant, the city shall allow the applicant at least seven (7) days after the record is closed to all other persons to submit final written arguments in support of the application, unless the applicant expressly waives this right. The applicant’s final submittal shall be part of the record but shall not include any new evidence.

d. The record shall contain all testimony and evidence that is submitted to the city and that the hearings body has not rejected.

e. In making its decision, the hearings body may take notice of facts not in the hearing record (e.g., local, state, or federal regulations; previous city decisions; case law; staff reports). The review authority must announce its intention to take notice of such facts in its deliberations, and allow persons who previously participated in the hearing to request the hearing record be reopened, if necessary, to present evidence concerning the noticed facts.

f. The review authority shall retain custody of the record until the city issues a final decision.

Commissioner Carroll asked the Commissioners if there was need to declare any ex parte contacts concerning the application.  The Commissioners stated no.

3.      Open Public Hearing – Variance Request from Setback Requirement 375 SE Division Street

Commissioner Carroll opened the public hearing at 6:08 p.m. for comment and asked the public to state their first and last name.

When testifying Scott Hellinger stated that they were asking for a variance at 375 SE Division Street to build a storage shed and before starting they had come into the office and talked to Ms. Moore and there was some confusion in the discussion that she didn’t realize the size of what they were talking about at the time.  At one point they were to check with the county because there were no requirements in the city for a shed.  Mr. Hellinger stated that he talked to the people at the county office and they said they were in the city and the county didn’t have anything to do with them.  He continued to say that they went ahead and started building the shed and one night the code enforcement showed up and a neighbor had complained that they were close to the property line and to check with the city.  They did check with the city and found out that they couldn’t build on the property line. At this point Mr. Hellinger stated that at this point they had invested close to $1000 into the shed.  The way the property is laid out makes it very inconvenient because they need to have access from the front of the driveway the front of the shed because it is going to hold ATV’s and heavy equipment and to get it on the trailer and out of there. It is a narrow lot and there is no way to go around to the back of the lot to pull the equipment out.

Commissioner Carroll asked if the Hellinger’s had a gate.  Teresa Hellinger stated yes, a small one to the back yard, not large enough to take ATV’s through.  Commissioner Earle asked about distance between the other shed and the corner of the house, it is wide enough.  Commissioner Earle stated that if their request is turned down for the variance and the shed had to be moved would there be enough room to drive between the house and the other shed to get to the back yard.  Mr. Hellinger stated that it’s possible but the dog pen in there.  He said there are trying to keep the neighbors from complaining about the dogs barking and where the dog pen is, it is quieter.  The only open part is to the house and they would have to move that to get in and out of there. 

Commissioner Earle asked if the Hellinger’s had checked with the county records before building.  Mr. Hellinger stated yes they had checked and the county said we are in the city, check with them.   Commissioner Earle asked if they had their deed, and are there recorded easements along there.  Mr. Hellinger stated that he believes there are utility easements on the other side of the property.  Mrs. Hellinger stated that she has heard nothing in the eight years she has lived there.  Commissioner Earle stated that the city has to abide by county regulations, as far as building permits and what have you, his understanding is that if you are building anything greater than 120 square feet (City Manager Breazeale stated it has changed to 200 square feet) a building permit is required.  However, under 200 sq. ft. they might not need a permit. 

Commissioner Anderson stated that the issue is that the Hellinger’s need to have a 10 ft. setback away from the property line, otherwise the other property owner would have to have a 20 ft.   The fire code states that the buildings need to be 20 ft. apart.  Mrs. Hellinger stated that there is nobody on the other property, no building.  Commissioner Anderson stated that the owners might sell or divide the property and someone might build on that property someday and they would need to start their building 20 ft. away from the property line.  If the city was to grant the Hellinger’s to build on the property line it would be as issue for the adjacent property owners.  Mrs. Hellinger stated that she doesn’t believe that would be an issue since they own a double lot.  However, it was stated that one lot would be unusable.  

Commissioner Carroll stated that storing ATV’s in this building are petroleum powered vehicles; the lot next to the Hellinger’s is dead grass, a potential fire danger, only 8 ft. from their house.  Mr. Hellinger stated they only have one ATV and it coincides with the fire regulation for the state, it shouldn’t be a problem, he is not driving it next door.  Commissioner Foster asked what the building will be made of.  Mr. Hellinger stated wood.  Commissioner Foster asked if the wood will be fire proof.  Mr. Hellinger stated no, what difference does it make, what is the difference between having a gas can in the building; a lot of people around here have gas can it their buildings.   Commissioner Foster asked if they were 8 ft. from the house.  Mr. Hellinger stated yes, and quite a few, and not 20 ft. between houses on Division.  And he continued to say that apparently they have had variances granted.  Commissioner Earle asked it the adjacent property owners were notified.  Commissioner Anderson stated that yes they were.       

Commissioner Carroll stated that if the 8X10 shred was moved back toward the rear fence, and build the new shed closer to the side the fence.  Mr. Hellinger stated that they have invested all this money after being giving the wrong information.  Mrs. Hellinger states that they have already pour concrete. Mr. Hellinger states, because they were gave the wrong information to begin with and now we are out all this and then inconvenience again to tear everything down in their back yard.  Commissioner Carroll asked if when they spoke to Ms. Moore were they clear with what you intended to do.  Mr. Hellinger stated that at that time it was even a bigger shed, 20X16 and he down sized because of the cost.  Commissioner Carroll asked if he had talked to Mr. Breazeale.  Mr. Hellinger stated no.  Commissioner Carroll stated in this instant prior to their construction project then they didn’t have all of their information they should have been able to acquire.  Mr. Hellinger stated that they did not know that they should have talked to Mr. Breazeale; they were not given that information.  Commissioner Carroll stated that it’s being used now for a depository, old BBQ and perhaps some boxes.  Mr. & Mrs. Hellinger stated no, right now it has a BBQ and a make shift table that they put together, which was used while cutting the lumber and the ATV.  Commissioner Carroll asked what kind of finish was the shed to have.  Mr. Hellinger stated it was going to have the same siding as the house. 

Commissioner Earle stated his heart tells him to give the variance but his head says wait a minute, he hopes this doesn’t cause any problems in the future.  Commissioner Anderson states that it is going to cause problems in the future, because the future owner or the owner of the adjacent property, especially if they decide to spit the property, one of the lots will be completely unusable, if buying dual lots, you would expect to be able to build on it or spit it.  Commissioner Anderson continued to say that 20 ft. would need to be taken off the lot before building anything.  Mrs. Hellinger asked why they wouldn’t; they had 20 ft. before building their shed.  Commissioner Anderson stated that the shed is on the property line, it should be 10 ft. from the property line.  Mrs. Hellinger asked why wouldn’t they that lot is the same size as theirs and they had 20 ft. away, the same as they were. Commissioner Anderson stated, because it would have to be 20 ft. away as well. Commissioner Earle stated that the lot size is 57.67 ft. wide and 130 ft. deep and that’s not much width, 20 ft. out of there doesn’t leave much.  Commissioner Anderson stated that with10 ft. off the other side only leaves 27 ft. wide for a house, which is not much room.  Manager Breazeale stated that the lots do meet minimum size of 50 ft.

Commissioner Anderson stated that she can’t see putting limitations on the future property owner(s) and that’s what they would be doing; they would have to go back 20 ft. (the neighboring property owners would need to go back 20 ft. before building).  Mr. Hellinger stated that there are houses build here that aren’t 20 ft. from each other.  Commissioner Anderson stated that was before the code was put in.  Mr. Hellinger stated that a year ago a gentleman on Idaho was given a variance.  Commissioner Anderson stated that she did not know anything about that. 

Commissioner Carroll stated that if the Hellinger’s were to go behind the fence and convert the fence to a gate and move the 8X10 a trailer could get back to the shed.  Mr. Hellinger stated that he would have to tear the dog pen down and move everything back.  Commissioner Carroll stated that according to the Hellinger’s site plan the dog pen is completely on the other side of that area.  Mr. Hellinger asked how would they not be10 ft. from any property line, if they moved it back 10 ft. they would be over the top corner of the house and 10 ft. from the other structures.

Commissioner Anderson stated that if they moved the shed over and against the fence.  Commissioner Carroll asked if that was an alley back there. Mrs. Hellinger stated yes.  Commissioner Carroll stated that the setback on their alley is only 2 ft., stated in the code book.  Mrs. Hellinger stated that technically it’s not an alley, its private property.  Mr. Hellinger stated that it would be hard to pull in and out of there with a trailer.  He continued by asking how the city granted a variance for a gentleman right on the property line  that’s not even back 30 ft. from the road. The commissioner’s stated that they had not granted a variance for anyone like that.  Mr. Hellinger stated that it was Philip Rand less than a year ago.  Mrs. Hellinger showed a picture from her phone. It was stated that the city is not aware of a variance for that.  Commissioner Carroll stated that had not come before this body in the last year.  Commissioner Earle asked how much it cost to pour the concrete.  It was stated $200.   The Hellinger’s were asked if they had any further comments.  There were not.

Public Hearing Closed at 6:35 p.m.

 

4.   Planning Commission Decision – Variance Request – Relief from Setback Requirement

Commissioner Carroll asked for a consensus of the commissioner present.  Commissioner Anderson stated that she stands on what she said early, she understands that they didn’t know what the codes were or may have been misinterpreted on the explanation of what they wanted to do. She stated that she can’t put that kind of requirement on the neighboring property.  Commissioner Earle stated that he feels the same way as Commissioner Anderson, however, he just can’t grant the variance, especially with it being a double lot.  And Commissioner Carroll stated that if they were able to purchase the property next door, the issue would be moot point.

It was moved by Commissioner Anderson and seconded by Commissioner Earle to deny the variance on the grounds that the adjacent neighboring property owner was have to double their setback to allow for the fire code (fire protection).  Vote was taken. Motion carried.                                                                

Mr. Hellinger asked if the city would be willing to help reimburse them.  City Manager stated that would be a request to take to city council.

 

5   Ordinance Development for RV Parks

City Manager Breazeale stated that this potential ordinance is to be developed in response to the issues with the RV park that is going in.  A number of subjects were brought up and it was suggested to look at doing an ordinance to regulate the parks in zone 1 & zone 2. The mayor came up with a rough draft in code language for suggestions.  One issue is a lot of large construction projects scheduled in the future that are starting presently.  With economic development the concern is if the limit of stay is too short the workers will not be able to complete the project with no place to stay.  The Commission needs to establish some specific limitations; these would apply to existing RV parks in the city.  The city attorney has said that if the existing RV parks did not comply with the new ordinance they would be in violation of the code.

City Manager Breazeale stated that the Commission could start working on the issues that they would like to see changed.  Workshop(s) would be needed in the future to exchange ideas.  It was suggested to look at other RV parks that they like and bring some of those concepts to the table.

6.  Building Permits – First Quarter Review

A list of building permits for the City of Irrigon was provided for informational purposes only.

7.  Additional Discussion

Commissioner Carroll read a note from Mayor Burns announcing Jerry Breazeale’s retirement potluck dinner set for 6 p.m. Saturday, June 22, 2013 at Stokes Landing Bed & Breakfast (located next to the Irrigon Marina), everyone is asked to bring a potluck dish (RSVP your dish of choice to City Clerk Penny Moore or Mayor Burns).  Entertainment will be provided.

It was moved by Commissioner Anderson and seconded by Commissioner Earle to adjourn the meeting. Vote was taken, the motion carried.

The meeting adjourned at 6:56 p.m.

 

 

Submitted by/

Penny Moore

City Clerk

 

 

_________________________________

July 2, 2013 Planning Commission Meeting Agenda

 

          

Irrigon Planning Commission

Agenda

July 2, 2013 at 6:00 p.m.

Irrigon City Hall

500 NE Main Avenue

 

 

 

 

1.    Call to Order and Roll Call

 

2.   Approve Minutes from the May 7, 2013 Planning Commission Meeting

 

3.   Ordinance Development for RV Parks

      a.         Length of Stay

      b.         Park Model RVs

      c.         On site improvements

      d.         Number of people, pets and vehicles

 

4.   Resignation – Tom Roberts

 

5.   City Manager Dialogue

 

6.   Planning Commission Position(s) Update

 

7.   Additional Discussion

                       

 Adjournment:

 

 

NextRegular Meeting:City ofIrrigonPlanning Commission – August 6, 2013

All meetings begin at 6:00 p.m.

 

June 18, 2013 City Council Meeting Minutes

                                                             

Minutes

Irrigon City Council Meeting

June 18, 2013

6:00 PM

Irrigon City Hall

500 NE Main Avenue

  

1.        Call to Order/Roll Call

Mayor David Burns called the regular meeting to order at 6:01 p.m.

Council members present:  Christine Sorenson, Ken Matlack, David Burns, Kathy Simonis, Sam Heath, Joe Theisen and Michelle Hagen. All councilors were present.

Staff present: Gerald Breazeale, Aaron Palmquist and Amanda Slawson

Audience: Robert Hall, Elleanor Partridge, Richard Partridge, James Ray, John Garlitz, Patti Burres, Daren Strong, Colleen Neubert, Luke Maynard, Luan Dike, Karen Dike, Jeff Wise, Barb Huwe, Phillip Pringle and Lenn Greer

2.         Resignation of Harold Poeling from Planning Commission

A letter of resignation was received from Harold Poeling in regards to his position on the city’s planning commission. He thanked the continuing members of the city planning commission and staff for all the support during his tenure.

3.         Resignation of Kathy Simonis from City Council

A letter of resignation was also received from Kathy Simonis stating that she was resigning from the council effective June18th. Her letter also stated that, “It has been an interesting adventure serving on a city council. I have dedicated my life to public service, but never have I had the challenges this board faces monthly.  You have accomplished much.  Thank you for letting me participate in a portion of journey. So many dreams have been realized; so many more must be met.”

Mayor Burns presented Kathy with a plaque of appreciation for her service on the city council.

4.         Approval of Minutes – May 21, 2013*

Mayor Burns asked the council if there were any changes or additions to the minutes.

Councilor Sorenson requested that grammatical errors be corrected on pages 2 and 5.

It was moved by Councilor Simonis and seconded by Councilor Hagen to accept the minutes for May 21, 2013 council meeting with the requested corrections. Passed unanimously.

5.         Mayor’s Comments

The Mayor informed the council and audience that earlier in the month he and City Manager Gerald Breazeale traveled to Bend to present the Irrigon Peace Park plan.  Due to the city not having half of the projected cost in the bank, the funding committee would not consider the project.

The mayor reminded everyone of the retirement celebration for Jerry Breazeale on Saturday June 22, 2013 at 6:00 pm at the Stokes Landing Bed & Breakfast.  Lee Pritchard will be providing the entertainment.  Lee was a contestant for the television show American Idol. The Mayor also thanked John Garlitz of J-U-B Engineers and Bill Kuhn of Kuhn Law Offices for their financial contributions to the party.

The City ofIrrigonpreviously received a $16,000 grant to write an emergency plan for the city. The city needs to have a test run on that emergency plan. The mayor asked to have a test run of the plan done around a major toxic spill on Highway 730, within the city limits, before thanksgiving.

Councilor Simonis moved that Irrigon, between now and Thanksgiving, get together to focus on having a mach emergency and test the emergency protocol that has been established. Councilor Heath seconded the motion.

Councilor Matlack asked if the test run would be a table top exercise. Mayor Burns stated that he wanted it to be in the street with all resources that are within the budget. Councilor Matlack explained that when a drill like this is done in the street with all resources it can be expensive. It was determined that the motion on the floor is not committing the council to a certain type of test run but simply setting a deadline.

City Manager Gerald Breazeale took vote and the motion passed with a unanimous vote.

6.         Correspondence

The City ofIrrigonhas received an invitation from the Morrow County Health District of the Irrigon Clinic open house at220 North Main Avenue in Irrigon, Oregon. The celebration will be Monday, June 24, 2013 from 5:00 p.m. until 7:00 p.m. with ribbon cutting at 5:30 p.m.

Public Hearing opened at 6:19 p.m.

7.         Resolution No. 13-06, A Resolution Declaring the City’s Election to Receive State Revenues

City Manager Gerald Breazeale explained that the State of Oregon requires cities to annually pass a resolution requesting state revenue sharing money and that a public hearing be held before the budget committee and another before the city council in order to receive the funding.

8.         Resolution No. 13-07, Adopting the 2013-2014 Budget, Making Appropriations, Imposing the Tax and Categorizing the Tax

City Manager Gerald Breazeale explained that this resolution adopts the budget as approved by the budget committee, gives the spending authority by making appropriations, and imposes the property taxes to be assessed.

Lenn Greer stated that he lives in Irrigon and has some current concerns on our cost with the taxes; they are getting out of hand, really crazy.  He is not sure if it is due to mismanagement. He is busy going to work and doing other things in the community and he doesn’t have time to go to every meeting. That’s why the council is here. The council should be investing their time to figure out ways to reduce the costs. It is getting ridiculous. It’s crazy to pay over $100 a month for water and sewer. He just talked to his sister in Elgin and she pays $40. It’s crazy. Is it mismanagement? What is it? The money needs to stop. Figure out a way. Maybe rent this building and put staff in a bus. He is not the only person in town getting frustrated. The council needs to figure it out and no new projects, said he. It is getting to costly to live in Irrigon. People can not afford to water their lawn in the summer time. He is paying $150 a month just to keep his grass green and make his community look good.

9.         Resolution No. 13-08, A Resolution Authorizing the Morrow County Treasurer to Invest Funds

This resolution is required in order for the Morrow County Treasurer to hold the city funds in an interest bearing account.

No other public comment. The Mayor closed the public hearing.

Public Hearing closed at 6:28 p.m.

Council Action

10.       Resolution No. 13-06, A Resolution Declaring the City’s Election to Receive State Revenues*

Councilor Simonis moved to approve Resolution 13-06 declaring the city’s election to receive state revenues for the 2013-2014 year. Councilor Theisen seconded the motion. The motion passed with a unanimous vote.

11.       Resolution No. 13-07, Adopting the 2013-2014 Budget, Making Appropriations, Imposing the Tax and Categorizing the Tax*

Councilor Simonis moved to approve Resolution 13-07 adopting the 2013-2014 budget, making appropriations, imposing and categorizing the tax. Councilor Hagen seconded the motion. The motion passed with a unanimous vote.

12.       Resolution No. 13-08, A Resolution Authorizing the Morrow County Treasurer to Invest Funds*

Councilor Simonis moved to approve Resolution 13-08 authorizing the Morrow County Treasurer to invest funds belonging to the City of Irrigon. Councilor Matlack seconded the motion. The motion passed with a unanimous vote.

13.       Resolution No. 13-09, A Resolution to Establish Authorized Signers for the City of Irrigon’s Various Bank and Investment Accounts

Resolution No. 13-09 establishes that all city councilors and the city manager are authorized to sign for the city on all bank and investment accounts. 

Councilor Hage nmoved to approve Resolution 13-09 establishing authorized signers for the City of Irrigon’s various bank and investment accounts. Councilor Theisen seconded the motion. The motion passed with a unanimous vote.

14.       Septic Conversion Project 2011

John Garlitz of J-U-B Engineers updated the council that the city’s waterline for Thirteenth Street and Washington has been delivered to the city. J-U-B is also working on the parking lot off Division Street and Main Avenue. City comments have been received and are being worked into the final design.

The only things remaining on the septic conversion project is the septic tank abandonment that Wesley Wise Excavating is performing.  The final walk through with the punch list was on the 13th and 14th of June. The contract documents require that each property owner provides written acceptance.

There are two items to the Septic Conversion project needing addressed: contract time and electrical disconnections. Tapani is requesting additional time to complete the project for the septic tank abandonment. Out of the 130 homes in the project, approximately 25 homes have a lift station with pump assemblies. The pumps have been removed but contract documents do not state disconnect from the electrical panel or removal of alarms on individual homes. The contractor has given a price of approximately $250 per home.

John Garlitz explained that change order no. 6 increases the construction contract by $6,250 for the disconnection from the electrical panels and removal of the alarm boxes, as well as extend the contract time by 11 days.

Councilor Theisen wanted Tapani Underground to be reminded that they have already been given an extension and he is disappointed that they are requesting another extension.

John Garlitz explained that if change order no. 6 is not approved the removal of the electrical panels will need to be included in the next phase, which he is sure would be at an increased cost to the city. This is not work that city staff can do because a state certified electrician is required.

Councilor Matlack also stated that he is disappointed that the project has not been completed on time.  As a professional, a company should do whatever it takes to get the job done on time.

Councilor Theisen moved to approve change order no. 6 increasing Tapani’s contract amount by $6,250 and extending the contract time by 11 days. Councilor Sorenson seconded the motion. The motion was passed by a unanimous vote.

15.       Source Water Protection Project

City Manager Gerald Breazeale updated the council of lined up meetings in regards to this project that he and the new city manager Aaron Palmquist will be  jointly participating in them.

16.       LUBGWMA – Report and Discussion     

The Irrigated Agriculture Subcommittee has come up with a proposed plan for using and monitoring fertilizer in the ground water management area, all irrigating growers are currently not part of the subcommittee. There is discussion centered on how to outreach growers which may not be in the loop.

17.       Local Reuse Authority of the Umatilla Army Depot (LRA)

City Manager Gerald Breazeale stated that he has nothing new to report on the LRA.

18.       Janitorial Service Contract Approval*

The city has a contract withJ & V Janitorial Services for janitorial services at the city hall. The services provided by J & V Janitorialservices have been pretty good in the past but there have been some issues not resolved.  The contract is also from 2007 and staff felt it was time to issue a call for proposals.

A call for proposals was issued on May 8, 2013 with the closing date of May 27, 2013.  Two proposals were received by the May 27th deadline, one being from Hermiston Cleaning Services in the amount of $675 per month and the other from Royer’s Janitorial in the amount of $525 per month. J & V Janitorial Services did submit a proposal but was not considered because it was submitted after the deadline. Staff recommended that the contract for janitorial services be awarded to Royer’s Janitorial for $525 per month

Councilor Simonis moved to accept the bid from Royal’s Janitorial in the amount of $525. Councilor Sorenson seconded the motion.

After a brief discussion, an amendment was made to the motion to check the references given before awarding the contract for janitorial services.  The amendment passed with a unanimous vote.

The original motion with amendments was passed by the council with 5 yes, 1 no (Heath)

19.       Ratify City Manager Contract – Aaron Palmquist*

Aaron Palmquist has accepted and signed the city manager contract proposed by city council. Councilor Sorenson moved to ratify the city manager contract with Aaron Palmquist. Councilor Theisen seconded the motion.  The motion was passed with a unanimous vote.

20.       Issue Oath of Office – Aaron Palmquist, City Manager

Mayor Burns Administrated the Oath of Office to Aaron Palmquist.

21.       Comments from Citizens not on the Agenda

Councilor Hagen informed the city council and staff that she will be out of town for various dates.  She will be 6 hours away from Irrigon and will not be available.

Elleanor Partridge asked the new city manager Aaron Palmquist to come and join the seniors at the senior center. Their meetings are every Monday 11:00 am to 1:00 pm.

Barb Huwe stated that she hopes the council really studied the 2013-2014 budget thoroughly before approving it. Citizens entrust the city council to do our business within the city and hope that you did not just open and approve it without studying it thoroughly.

Barb Huwe also stated that she agreed with Councilor Matlack in regards to the request for an extension on the septic project. When a contractor asks for a change order, it is serious business.

22.      Report from Morrow County Sheriff

Sherriff Matlack explained that the sheriff department is short two positions, but have put in 430.25 hours of patrol hours and 97 hours of code hours in Irrigon. The contract between the city and sheriff department is for 80 patrol hours and 80 code hours.

Sheriff Matlack updated the council that things are going well in Irrigon.  There has been less graffiti in Irrigon than in the surrounding areas. Code enforcement Officer Colleen Neubert has been working on potential fire hazards and nuisance issues within the city.

23.       Staff Reports

Gerald Breazeale explained that Public Works Director Keith White was currently unavailable, but his report is in the packet. His report explained residents are requesting that graveled roads be watered once a week. Unfortunately city staff is not able to water streets that often. The cost would be somewhere around $350 per week. Also explained in his report is that total Nitrogen removal was 1.35 mg/l for May 2013, well below what is required by the city’s permit.

The finance officer staff report stated that the water sold in May 2013 was 443,474 cubic feet more than in May 2012.

Gerald Breazeale thanked the city council for all the work they have done. It’s a tough job that goes unappreciated.

Councilor Hagen moved to accept all staff reports. Councilor Matlack seconded the motion.  The motion was passed with a unanimous vote.

22.      Accounts Payable*

Councilor Hagen moved to pay the payables in the amount of $213,105.53.  Councilor Theisen seconded the motion. The motion passed with a unanimous vote.

25.       Additional Discussion

Code enforcement officer Colleen Neubert updated  the council that there are two letters that need to go out informing property owners that the overgrown weeds on their lots are considered a fire hazard and need to be taken care of.

Councilor Simonis told of how 13 years ago, when she came into Irrigon and was awakened by the smell of sewer.  Then within the first year she had to have a water purifier installed on her house because of the nitrates. Now there is no smell of sewer and the city has great drinking water. The city council has done a good job.

James Ray stated that he has lived in Irrigon approximately 19 years and he too thought the sewer smells that came from the old sewer ponds on the outside of town were unpleasant. He feels that the city has done a good job by building the wastewater treatment plant and converting the sewer system as well as all the water improvements that have been accomplished.

Lenn Greer stated that he thought a lot of good things have been done in the city. Jerry has done a good job. Growth is good but too much growth is not good.  He asked everyone to look at all the empty buildings in town. The city needs to nickel and dime it, get the debt paid down.

Councilor Sorenson responded to Lenn Greer’s comments. She stated she could personally attest that this city was responsible for a lot of business lost where she was in business, by the city imposed moratorium on the city for not having a proper sewer system. In her estimation the council needs to encourage businesses because commercial entities are going to pay more taxes then the people living in little houses on little pieces of land. Citizens can do a lot by encouraging businesses by supporting them.

Councilor Theisen informed the audience of a fairly recent report done going back 8 or 9 years that lists projects completed and how the projects were funded. This report is available to public. The amount of grant funding received for the projects is quite impressive.  It doesn’t make the pain of the current rates any better but it does show that without having received grant funding, rates could have been worse.

City Manager Aaron Palmquist stated that it is going to be a little slower in the future with the economic times we live in.  Jerry has done a superb job with managing the city.  The city is very healthy. The document referred to by Councilor Theisen is on the website. At least 85% of the resources used in the projects over the past ten years are grant dollars. Another majority of the resources used to fund the projects were in kind contributions, people donating their time. He challenged the public to go look at the document. There will be progress going forward. It won’t be as fast. We will take a conservative effort.

City Manager Aaron Palmquist also stated that the Irrigon Chamber of Commerce needs assistance. Bringing in business is not the city’s job, even though we are a member. It takes a team effort to build a community.

Councilor Simonis moved to adjourn the meeting. Councilor Hagen seconded the motion. The motion passed with a unanimous vote.

Meeting adjourned at 7:36 pm.

Minutes were prepared by:  Amanda Slawson

 

 

        SIGNED:                                                           ATTEST:

 

 David Burns, Mayor                                     Aaron L. Palmquist, City Manager

 

 

 

 

 

 

Next Regular Meeting Date – July 16, 2013

 

If you would like to attend and need assistance, please phoneIrrigonCity Hallat 1.541.922.3047 or TTY relay 1.800.735.2900

June 18, 2013 City Council Meeting Agenda

                                        

 

AGENDA

Irrigon City Council Meeting

June 18, 2013

6:00 PM

Irrigon City Hall

500 NE Main Avenue

 

 

1.          Call to Order/Roll Call

2.         Resignation of Harold Poeling from Planning Commission

3.         Resignation of Kathy Simonis from City Council  

4.         Approval of Minutes –  May 21, 2013*

5.         Mayor’s Comments

6.         Correspondence

Public Hearing

Open Public Hearing

7.         Resolution No. 13-06, A Resolution Declaring the City’s Election to Receive State Revenues

8.         Resolution No. 13-07, Adopting the 2013-2014 Budget, Making Appropriations, Imposing the Tax and Categorizing the Tax

9.         Resolution No. 13-08, A Resolution Authorizing the Morrow County Treasurer to Invest Funds

Close Public Hearing

Council Action

10.       Resolution No. 13-06, A Resolution Declaring the City’s Election to Receive State Revenues*

11.       Resolution No. 13-07, Adopting the 2013-2014 Budget, Making Appropriations, Imposing the Tax and Categorizing the Tax*

12.       Resolution No. 13-08, A Resolution Authorizing the Morrow County Treasurer to Invest Funds*

13.       Resolution No. 13-09, A Resolution to Establish Authorized signers for the City of Irrigon’s Various Bank Accounts and Investment Funds

14.        Septic Conversion Project 2011

15.       Source Water Protection Project

16.       LUBGWMA – Report and Discussion     

17.       Local Reuse Authority of the Umatilla Army Depot (LRA)

18.       Janitorial Service Contract Approval*

19.       Ratify City Manager Contract – Aaron Palmquist*

12.       Issue Oath of Office – Aaron Palmquist, City Manager

21.       Comments from Citizens not on the Agenda – Max. 5 Minutes/person

22.       Report from the Morrow County Sheriff

23.       Staff Reports

            a) Report from the Public Works Director

            b) Report from the Finance Officer

            c) Report from the City Manager

 24.       Accounts Payable*

 25.       Additional Discussion

Adjournment

* A motion and vote required.

 

NextRegular Meeting Date – July 16, 2013

If you would like to attend and need assistance, please phoneIrrigonCity Hallat 1.541.922.3047 or TTY relay 1.800.735.2900

 

Citizens asking the council, mayor, or city manager for written or printed documentation must submit their request in writing to the city manager for review. After review by the city manager and the mayor/council if needed, the city manager will then within 5 days provide a written reply stating how long it will take to obtain the information and how much, if any, that the city will have to charge to recover the costs incurred by city staff, and the estimated date the material will be provided. Once the citizen receives that information, he or she may then notify the city manager to proceed with collecting and supplying the information or to disregard the request.

May 21, 2013 City Council Meeting Minutes

             

 Minutes

Irrigon City Council Meeting

May 21, 2013

6:00 p.m.

Irrigon City Hall

500 Main Avenue

  

1.         Call to Order and Roll Call

 Mayor David Burns called the regular meeting to order at 6:04 p.m.

Council members present:  Ken Matlack, Sam Heath, Joe Theisen, Michelle Hagen, and David Burns. Kathy Simonis had excused absence. A quorum was determined to be present.

Staff present: City Manager Gerald Breazeale, City Clerk Penny Moore and City Attorney Bill Kuhn.

Audience: Colleen Neubert, K Calvert, Robert Hall, Bill Kelly, John Garlitz, Elleanor Partridge, Judith Logan, Christine Sorenson, Kim Keel, Jay Keel, Barb Huwe, Leo Karnowski, and Jeff Wise.

2.         Approval of Minutes*

Mayor Burns asked the council if there were any changes or additions to the April 16, 2013 city council minutes & the April 29, 2013 special meeting minutes.

It was moved by Councilor Hagen and seconded by Councilor Heath to accept the minutes for the April 16 & April 29, 2013 council meetings. Passed by the council by a vote of: Matlack, yes; Heath, yes; Theisen, yes; andHagen, yes; and 4 yes, 0 no.

3.         Mayor’s Comments

Mayor Burns stated that he attended the Family Worship Center Public Health and Safety Week for the appreciation of the fire, police, EMT’s and hospital personnel. An official Proclamation was read by the mayor.  It was suggested that next year the new emergency plan could be tested with the Public Health and Safety Week.

The mayor announced an open to the public retirement party for Jerry Breazeale, set for June 22, 2013 at Stokes Landing Bed and Breakfast, everyone is to bring a dish (potluck) to share.

Mayor Burns presented a certificate of appreciation to Elleanor Partridge for her serving on the city council, she resigned in February.  Mrs. Partridge will be moving to Port Angeles,Washington.

Change in Agenda – to bring forward the Septic Conversion Project report.

4.         Septic Conversion Project 2011

City Engineer John Garlitz gave an update on the 3 projects, septic conversion, water line and the parking lot.  The water line for the RV park is 90% complete, the parking lot survey is done and 50% of the design.  The lift station for the septic conversion is ready to go and connections are being done on Seventh Street, then Eighth Street will be connected.

5.         Correspondence

Mayor Burns stated that Christine Sorenson had submitted a letter of interest to serve on the Irrigon City Council and that the council would take the matter under consideration for the next meeting. There is one vacancy and another vacancy will be open next month.

A card was received from the Knights Pride Booster Club thanking the city for their support and donation to their Seventh Annual Auction & Dinner.   The event raised over $10,000 to benefit the students of Irrigon Jr.Sr.High School.

The new crosswalk flashing beacons that Oregon Department of Transportation (ODOT) is operating at the intersection of Hwy 730 and First Street.  This project is for pedestrian safely, particularly the school children.

A letter from the State of Oregon Legislature stated that the House passed a “Good Neighbor” bill to address abandoned properties; which prohibits property owners from neglecting foreclosed properties.

A thank you letter was received from one of the applicant for the city manager position thanking for the opportunity to have been interviewed for the position.

A thank you letter was received from one of the candidate that was not selected as one of the final two for being selected and looking forward to meeting all of the council and the committee members.

6.         Source Water Protection Project

City Manager Gerald Breazeale referred to a map on the wall of the Irrigon 2012 Drinking Water Protection Sampling Sites, which shows the time of travel (1, 5 and 10 years).  The map showed the level of nitrates for wells in the area.  The project will consist of a number of facets designed to improve the quality of the groundwater.  Part of the project will be to educate the residents in the area of the need to protect the groundwater and how it can be protected.  To advise the public, signs will be posted at the edge, and internal to, the ten year time of travel.  A few signs will be posted within the City of Irrigon, but most will be posted in the area outside of city limits.   The signs are to inform the public that the area within the signs is in an area that contributes to the groundwater that serves the City wells. Also proposed is to conduct inspections of septic systems in the one year time of travel and service those systems by pumping the tanks.  Another part of the project is to work with the irrigators in the area that most likely affects water within the ten year time of travel. Also there will be an outreach in the community; most will be outside of town, in the rural areas and at the high school level. Emphasis will be placed on use of less harmful cleaning products and collecting hazardous waste and pharmaceuticals. If the project is successful, there should be an improvement of the groundwater in the area. 

7.         LUBGWMA – Report and Discussion

City Manager Breazeale stated that the progress on the work to address the nitrates has been very slow.  At the next meeting of the Lower Umatilla Basin Groundwater Management Area (LUBGWMA) they will talk about the Irrigon Project.  One thing that will be done through LUBGWMA will be to provide nitrate test strips to property owners that can be taken home to test their water.  Citizen Leo Karnowski asked how often the city’s water is tested.  City Manager Breazeale stated that the city water is tested several times a month and at least once a month for nitrates. The City of Irrigon puts out an annual drinking water report.

8.         Local Reuse Authority for the Umatilla Army Depot (LRA)

City Manager Breazeale stated that the LRA met May 13, 2013. The results were received from the consultant’s evaluation of the economic viability of the Depot for industrial and commercial uses.

Open Public Hearing at 6:25

9.         Resolution No. 13-04, A Resolution Establishing Rates and Charges for Sewer Service

City Manager Breazeale stated that this resolution would adjust the sewer charges based on the new sewer conversion project by $9.77 per ERU making the base rate $63.77.  This would also provide for an automatic annual adjustment for inflation according to the CPI-W Portland. This would keep the sewer rates reasonable without getting so far behind as in the past. 

Citizen Barb Huwe stating that if she remembered right when this subject was discussed several months ago, it was stated that there would not be any raises until 2014.  Also Mrs. Huwe stated that the city needs new businesses and new home owners to come to Irrigon, how is the city going to attract people if the city continues hiking the prices up.  With more hook ups and businesses the rates would be lower.

Citizen Bill Kelly stated that he understands that he will be paying $64 for sewer and $43 for water which adds up to roughly $107.  Mr. Kelly stated that when he moved here three years ago he paid $54, that’s a 200% increase, that’s not going to last long with him, he can’t take it anymore.

Citizen Judith Logan stated that her concern is with the ongoing charges on the water and the sewer bill with inflation.  City Manager Breazeale stated that anyone can come to the city council meeting to voice their opinion on the rates, however if it is not brought to the councils attention or do anything, then the rates would go up, adjusted to the CPI.  City Manager Breazeale stated that it does not mean the rates have to go up.

Mayor Burns stated that to be fair to the council, every meeting is open to the public to attend, and these matters are talked about in great detail and the council pays the same rates that the citizens pay.  The mayor continued to say that the council doesn’t like the rates either, but they also want all the old septic tanks converted over to the new sewer system, the city gets the lowest bids they can get for these projects.   Mayor Burns also stated that City Engineer John Garlitz had stated that if the city would have waited six months the project would have increased 20% more than they are paying now. This project has been deferred several times, until the DEQ said the city has to do this.  The loan payment is due in November; the rate increase will be effective July 1, 2013.

Bill Kelly stated that in the last three years he has personally gotten a 1.7% increase on his income and as he mentioned earlier, a 200% increase from the city.  He stated that he can’t handle this increase with his income. Mr. Kelly stated that the city had a special meeting on the 29th of April and he did not get any email notice that there would be a meeting, he continued to say that when the city states that all meetings are publicized, he said that wasn’t true.  City Manager Breazeale stated that all meetings are publicized in the newspaper.  Mr. Kelly said that he was not informed of this meeting, though every other time there is a meeting Mr. Breazeale has sent out emails and that it did not happen this time.  He continues to say that he realized a few minutes ago why the city does not want a reader board, because the city doesn’t want the public to know what’s going on.  Bill Kelly left the meeting.

Councilor Theisen stated that Mr. Garlitz has briefed the council and public on sewer plan over and over again for the past six months or so and missing that one meeting did not mean anything was missed.  Mr. Garlitz explained very carefully that the citizens could expect an increase of about $9.50 based on the new sewer project (did not include the 2% inflation), several time that increase was stated over the past several months. Charts were put on the wall showing that increases would happen because of the sewer project.  Councilor Theisen continued to state that there are no surprises in this package, this is not something new, and the city has talked about this for months. And for the citizens present that have been here for the meetings know that the sewer system became nonfunctional, the DEQ said no more building permits, have to have a moratorium until the sewer system is upgraded.  Now Irrigon has a modern state-of-the-art sewer system, Irrigon did not have a choice, but to pay for it, stated Councilor Theisen.

Citizen Christine Sorenson stated that she would like to clear up something first, the business of the April 29, 2013 meeting not being advertised in a timely fashion, she checked in the East Oregonian and there was no meeting as far back as their archives.  Also, she thinks there is a time frame to publicize meetings, like a week.  Mayor Burns stated whatever time the East Oregonian needs is what time the city uses. Mrs. Sorenson stated that the special meeting set for (tomorrow) May 22, 2013 was posted 11 hours ago, which means it was out at midnight, who will be reading the paper at that hour.  The citizens are not being informed and they are upset even through it has been discussed over and over again Mrs. Sorenson thought. After Councilor Matlack asked about a mass email to the citizens that are on the email list of the city manager, City Manager Breazeale stated that he does do a mass emailing, but usually that is on the regular session meetings. He believes it is 24 hours’ notice for a special meeting and the media is notified so they can be there. Councilor Matlack stated that notifying the public should be a priority for the reason stated. It was stated that one person should be assigned to do that task.

Citizen Jay Keel stated that the city is spending his money on more and more of these rates, there needs to be a way to cut this back, $9.77 is a lot of money to him.  He stated that he lives here because he likes it here, but if the rates keep going up, it will force him to move. He stated that he would like to start a business here; he can’t do that here because the rates are too high for him.  Mr. Keel continued to say that with the rates and taxes it is too expensive here.  It’s out of hand and it’s hurting the city from growing, research needs to be done to see how to get people to move here.

Barb Huwe stated that she has personally thanked Jerry for his emails with notification in the past. There was a question at the last regular meeting on a raise for the city employee’s and it was contested by some of the citizens in the audience and they wanted more information because the figures were not at hand and they did not know there was a special meeting for that agenda item and she didn’t think that was right.

10.       Ordinance No. 219-13, An Ordinance Adjusting Charges Listed in Schedule “A” of Ordinance No. 104

City Manager Breazeale stated that Ordinance 219-13 suggest an adjustment in the water rates for 10,000 gallons to $42.84 minimum monthly charge from the present $42 minimum monthly charge, this Ordinance would include a 2% inflation annual adjustment.  This adjustment will help keep the rates current with expenses and avoid large adjustments in the future.

Councilor Matlack commented on when there is a government loan that there is no negotiating, the loan was based on a minimum average of $45 a month, which was not charged, therefore now the amount needs to be made up to what it should have been.  As long as the amount is lower, that’s a problem, Councilor Matlack continued to state that he did not want to go to $45 and he voted not to, it would have been a big shock.

City Manager Breazeale stated that in 2006 there was a large meeting and the citizens voiced their opinion to do the adjustment in small intermits instead of a big hit.  The state and the federal government set the bar that needs to be reached before any money is granted for a loan.

Citizen Keel asked if in the future the water rates will go down when the loan is paid. City Manager Breazeale stated that if everything stays the same as today, the water system can support a population of 5000, as can the sewer system.  As the population grows it will help keep the rates lower and the rates would come down when the loan is paid, however the loan is for 20 years.

Close Public Hearing at 7 p.m.

11. & 12.Resolution No. 13-04, A Resolution Establishing Rates and Charges for Sewer Service & Ordinance No. 219-13, An          Ordinance Adjusting Charges Listed in Schedule “A” of Ordinance No. 104  

It was moved by Councilor Matlack and seconded by Councilor Hagen to approve Ordinance 219-13 adjusting the charges listed in schedule A of Ordinance No. 104 and also approve for Resolution 13-04 establishing rates and charges for the sewer service.  Passed by the council by a vote of: Matlack, yes; Heath, yes; Theisen, yes; andHagen, yes; and 4 yes, 0 no.

13.       Resolution No. 13-05, A Resolution Amending Resolution No. 13-02, A Resolution Authorizing the City Manager to Apply for a Local Government Grant from the Oregon Parks and Reaction Department for the Irrigon Peace Park*

Mayor Burns stated that City Manager Breazeale and he will be going to Bend June 5, 2013 to justify the park.  The grant application to the Oregon Parks and  Recreation Department was sent in for the Irrigon Peace Park.  The mayor stated that this resolution was not worded properly and needs to be amended. The wording would include adding; “Whereas: The City of Irrigon agrees that it will provide for continued maintenance of the Irrigon Peace Park, should funding be awarded.” The State said that the resolution did not provide for maintenance. Mayor Burns stated that if the park is granted the funding, that does not mean that the city has to build a park; the city would need support from the citizens to go forward.  Councilor Hagen stated that she thinks that the park would be too expensive to maintain and there would be problems with teens hanging out there. She is not in support of the peace park.  The park would be around half a million dollars and it is not known what portion the city would have to pay. City Manager Breazeale stated that the application for the park was 100% grant funded, this would be similar to the skate park, as with the Oregon State Parks Local government grant would be a 60% portion and the Land and Water Conservation would be a 40% portion just to build it.   Councilor Matlack would support a process to see if the city would get a large grant and the city has a community meeting to let the citizens know exactly what would be done and have community input.  Citizen Sorenson stated that there would be a maintenance problem and the cost is prohibitive for maintenance on something like this park that is being proposed. She stated that she thinks it is a neat idea however there are cost problems.  She continued to say, how about a place for adults, a social area, there are places for the kids and the teenagers.  Councilor Theisen stated that there is a quiet place in the plans for the park.

It was moved by Councilor Matlack and seconded by Councilor Heath to approve the efforts to attend the meeting in Bend to determine how much grant money would be available for the City of Irrigon project (the peace park) and to have a public meeting, with research and to inform the community what is proposed for an informed decision to be made.  CouncilorHagenwanted to make sure this vote was just for the meeting and nothing else.  Councilor Matlack stated that is what he is proposing.  Councilor Matlack revised his motion to include approvable of Resolution 13-05 to amend resolution 13-02 authorizing the City Manager to apply for a local government grant from theOregonParksand Reaction Department for theIrrigonPeacePark.  Passed by the council by a vote of: Matlack, yes; Heath, yes; Theisen, yes; andHagen, no; 3 yes, 1 no.

14.       Retention of Seydel, Lewis, Poe, Moeller & Gunderson, LLC for the Annual Audit*

This item is on the agenda to retain Seydel, Lewis, Poe, Moeller & Gunderson, LLC as the city’s auditors.  City Manager Breazeale stated that one of the reasons for a delay with the audit was because one of the main auditor’s had some health issues and had to quit, which made extra work.  It would not be appropriate at this time to consider another auditor for this audit period.  He continued to state that the results of Mike Poe and his crew have done an excellent job, working here several days and late into the evenings.  The mayor suggested a letter be drafted to Mr. Poe stating that the audit was fairly late last year and the city would like some assurance that they are back on schedule and like to get the audit done in a timely manner. Councilor Matlack specified that the letter might also state that the public has brought this to the city’s attention, some citizens are dissatisfied that the audit was late; however, the city understands the situation.

It was moved by Councilor Hagen and seconded by Councilor Heath to accept Seydel, Lewis, Poe, Moeller & Gunderson, LLC as the city auditor’s for the 2012-2013 year.  Passed by the council by a vote of:Hagen, yes; Theisen, yes; Heath, yes; and Matlack, yes; 4 yes, 0 no.

The city manager was asked to write a letter to Mr. Poe to inform them that they have been accepted for another year, and to include the concerns mentioned from the citizens being unhappy about the issues last year.   

There was a 5 minute break at 7:30 p.m.

15        City Manager Recruitment Process

The field has been narrowed down to two candidates, both from Oregon.  The mayor stated that this agenda item is being done in a public meeting instead of an executive session so the public can be informed and to listen to the discussion; no decisions can be made in executive session anyway.

The candidates will be interviewed in a public meeting Wednesday, May 22, 2013, the first will be interviewed at 11 a.m. and the second interview will be at 2 p.m. 

Sheriff Matlack sent his staff to the towns to interview people that have been associated with the candidates.  There was discussion of discussing the background checks which were not discussed or disclosed.

The hiring will be in an executive session.  The council makes the final decision with the recommendation of the recruitment committee, Mayor Burns stated.

16.       Comments from Citizens not on the Agenda

Barb Huwe asked the council if they had took into consideration, the auditors being late preparing the audit, the mistakes that were made and the money that was to be set aside for the sewer covenants. Councilor Heath stated that she understands that was an oversight and the city had to play catch up with the tax increase and that will be reduced next year.

 17.       Report from the Morrow County Sheriff

Sherriff Matlack reported that there were 267 patrol hours and 70 code hours (Code Deputy Neubert was out for two weeks for National Guard Duty) for the month of March.

18.       Staff Reports

It was moved by Councilor Hagen and seconded by Councilor Heath to accept the Sheriff report and the Staff reports.

Passed by the council by a vote of: Matlack, yes; Heath, yes; Theisen, yes; and Hagen, yes; 4 yes, 0 no.

19.       Accounts Payable*

It was moved by Councilor Hagen and seconded by Councilor Matlack to approve the accounts payable and pay the bills.  Passed by the council by a vote of:Hagen, yes; Theisen, yes; Heath, yes; and Matlack, yes; 4 yes, 0 no.

20.       Additional Discussion

 There was no additional discussion.

It was moved by Councilor Hagen and seconded by Councilor Theisen to adjourn the meeting. Vote was taken.

 

Adjournment was at 8:12 p.m.

 

 

 

 

 

        SIGNED:                                                             ATTEST:

 

    David Burns, Mayor                             Gerald W. Breazeale, City Manager