MINUTES OF THE REEDSPORT CITY COUNCIL SPECIAL SESSION JUNE 23, 2003, 7:00 P.M. CITY HALL COUNCIL CHAMBERS.
PRESENT: Mayor Keith Tymchuk
Councilors Russ Ekstrom, Ruth Hash, Garth Pollard, Richard Oba, Stan Washington and Debbie Williams
Pro-Tem City Manager, John Cable
City Attorney, Steve Miller
OTHERS PRESENT: Carey Jones, Floyd Dollar, Diane Essig, Janelle Evans, Rommel Fowler, Bob Gross, Vera Koch, Mary Lindeman, Ron Mast, Debbie McKinney-Sharp, Bob Miller, Gary Page, Sharon Page, Jack Turner, Jan Turner, Bob Wagenschutz
MEETING CALLED TO ORDER:
PLEDGE OF ALLEGIANCE:
CITIZEN COMMENTS:
This time is reserved for citizens to comment on items that are not on the Agenda. Maximum of five minutes per item, please.
Sharon Page, 3000 Frontage Road #61, commented regarding the comment in last week’s Umpqua Post by Chief Gross regarding golf carts being illegal. She stated the comment in the paper said that the complaint was no driver’s license, no seatbelts, which means under 15 or over 90. Seniors need to be catered to, schools are being closed and there isn’t a whole of things going on here so the people need to be catered to that do things for us. There aren’t 100-200 golf carts, maybe 3-5. The Oregon Vehicle Code does make a place for them and there is an ordinance that says they can be used. She wanted to know why Chief Gross said they were illegal. There is no room at the Forest Hills Country Club to store any more carts.
Mayor Tymchuk advised that in 2000 discussion was held regarding an ordinance allowing golf carts on City streets but it was never adopted.
Councilor Ekstrom stated he would like to review an ordinance regarding the allowance of golf carts on City streets and agrees with Ms. Page.
Discussion was held.
Ethel Dibala, 2560 Ridgeway Court, stated she was in favor of golf carts being driven on City side streets but not Hwy. 101.
City Attorney, Steve Miller, advised what the ORS was regarding golf carts on city streets.
Discussion was held.
Jay Cable, City Recorder, swore in Carey Jones as Sergeant of the Reedsport Police Department.
Executive Session:
Pursuant to ORS 192.660 (1)(a) - Employment of Public Officers, Employees and Agents
Pursuant to ORS 192.660 (1)(f) - Consideration of Exempt Public Records
Return to Open Session:
CONSENT AGENDA:
1. Shall the City Council adopt a Resolution revising the City of Reedsport Personnel Rules and Regulations? (Council Letter 002-079)
Councilor Williams moved to approve the Consent Calendar.
Councilor Washington seconded the motion.
MOTION:
that the City Council approve the Consent Calendar as amended.
VOTE:
A vote was taken on the motion with the following results:
AYES 7 NAYES 0
(Mayor Tymchuk and Councilors Ekstrom, Hash, Oba, Pollard, Washington and Williams voted in favor of the motion.)
The motion passed unanimously.
BUSINESS AGENDA:
Rules for receiving public input on Business Agenda items are available at the meeting.
Councilor Williams moved that the City Council approve the Business Agenda.
Councilor Hash seconded the motion.
MOTION:
that the City Council approve the Business Agenda.
VOTE:
A vote was taken on the motion with the following results:
AYES 7 NAYES 0
(Mayor Tymchuk and Councilors Ekstrom, Hash, Oba, Pollard, Washington and Williams voted in favor of the motion.)
The motion passed unanimously.
Regular Business:
1. Shall the City Council award Fiscal Year 2003 / 004 contracts for Property, Casualty and Automobile Insurance for the City? (Council Letter 003-080)
The City annually awards a property, casualty, and automobile insurance policy contract to an insurance company. The current policy, with J. G. Newman & Company, expires on June 30th. Each year, the City Insurance Agent of Record, Fullhart Insurance, obtains bids for the City of Reedsport Property, Casualty, and Automobile Insurance for the following year. Two insurance companies were solicited. The bid is summarized as follows:
With $1,000
Deductible
City County Insurance Services
J. G. Newman & Company (To be Presented to Council)
The company is a qualified bidder. The City has contracted with J. G. Newman & Company for many years to act as a broker for the City’s property, casualty and automobile insurance needs. Ms. Sharp-McKinney will be present to make a presentation summarizing the bid.
It is recommended that the Council award a Fiscal Year 2003 / 004 contract for Property, Casualty and Automobile Insurance (Commercial Package Policy) to the recommended Company in the amount of (to be presented at Council Meeting); and authorize the Mayor, to sign on behalf of the City.
The City also annually awards a Business Travel Accident Insurance policy contract with an insurance company. The current policy, with Health Special Risk (HSR), Inc., expires on June 30th. Each year, Fullhart Insurance obtains bids for the City of Reedsport Business Travel Accident Insurance for the following year. There are three companies that now write this type of insurance.
All the companies solicited are qualified bidders. The City has contracted with the HSR Company for many years to provide Business Travel Accident insurance needs. Ms. McKinney-Sharp will review and analyze the bids and recommend the company that should be awarded the bid.
It is recommended that the Council award a Fiscal Year 2003 / 004 contract for Business Travel Accident insurance to the insurance company recommended by Ms. McKinney-Sharp; and authorize the Mayor, to sign on behalf of the City.
At the regular Council meeting of March 5, 2001, the Council adopted Resolution 2001-009 establishing bonding procedures. Fullhart Insurance has obtained bids for the City of Reedsport Bonding Insurance policy for the following year. One bid was received. The bid is summarized as follows:
Western Surety Company $ 295.80*
(* This bid includes the “Treasurer” position.)
The company is a qualified bidder. Ms. McKinney-Sharp has reviewed and analyzed the bids and has recommended that that the bid from the Western Surety Company be accepted, and that a contract be awarded.
It is recommended that the Council award a Fiscal Year 2003 / 004 contract for Business Bonding Insurance to Western Surety Company, in the amount of $295.80; and authorize the Mayor, to sign on behalf of the City.
Ms. Debbie McKinney-Sharp of Fullhart Insurance presented information to the Council and briefed the Council on the proposals received for insurance coverage’s for the City and the differences in deductibles.
Discussion was held.
Councilor Williams moved that the City Council award a Fiscal Year 2003 / 004 contract for Property, Casualty and Automobile Insurance (Commercial Package Policy) to CCSIS in the amount of $120,320; and authorize the Mayor to sign on behalf of the City; and to have Fullhart Insurance Company provide a quote to the City for a $500 deductible on compensation, a $1000 deductible on collision and a $2500 deductible on property.
Councilor Ekstrom seconded the motion.
MOTION:
that the City Council award a Fiscal Year 2003 / 004 contract for Property, Casualty and Automobile Insurance (Commercial Package Policy) to CCSIS in the amount of $120,320; and authorize the Mayor to sign on behalf of the City; and to have Fullhart Insurance Company provide a quote to the City for a $500 deductible on compensation, a $1000 deductible on collision and a $2500 deductible on property.
VOTE:
A vote was taken on the motion with the following results:
AYES 7 NAYES 0
(Mayor Tymchuk and Councilors Ekstrom, Hash, Oba, Pollard, Washington and Williams voted in favor of the motion.)
The motion passed unanimously.
Councilor Washington moved that the City Council award the Fiscal Year 2003 / 004 contract for Business Travel Accident insurance to Health and Special Risk Incorporated in the sum of $1,000; and authorize the Mayor to sign on behalf of the City; and to award a Fiscal Year 2003 / 004 contract for Business Bonding Insurance to Western Surety Company, in the amount of $295.80; and authorize the Mayor to sign on behalf of the City.
Councilor Hash seconded the motion.
MOTION:
that the City Council award the Fiscal Year 2003 / 004 contract for Business Travel Accident insurance to Health and Special Risk Incorporated in the sum of $1,000; and authorize the Mayor to sign on behalf of the City; and to award a Fiscal Year 2003 / 004 contract for Business Bonding Insurance to Western Surety Company, in the amount of $295.80; and authorize the Mayor to sign on behalf of the City.
VOTE:
A vote was taken on the motion with the following results:
AYES 7 NAYES 0
(Mayor Tymchuk and Councilors Ekstrom, Hash, Oba, Pollard, Washington and Williams voted in favor of the motion.)
The motion passed unanimously.
2. Shall the City Council adopt a Resolution adopting a Supplemental Budget and Budget revisions for the Fiscal Year 2002 / 003 operating budget? (Council Letter 003-081)
A supplemental budget and budget revisions are needed at fiscal year end in order to adjust the annual operating budget. These budget revisions are needed to provide for expenditures that were not anticipated when the budget was adopted. This is the second budget revision of the fiscal year. None of the recommended adjustments increase the property tax levy rate. The following information is provided regarding the recommended adjustments.
GENERAL FUND (#001)
This budget adjustment affects pages 61, 62, 81, 87, 95, 101, 83, 89, 97, 101, and 102 of the current Adopted Budget for Fiscal Year 2002 / 003.
REVENUE
The Beginning Fund Balance line item (4111000; page 61) is decreased by $70,000.
The PUD Franchise line item (413100; page 61) revenue is increased by $5,000.
The Telephone Franchise line item (413200; page 61) revenue is increased by $6,000.
The Transient Room Tax line item (415250; page 61) revenue is increased by $60,000.
The Timber Sales line item (415370; page 61) revenue is increased by $159,492.
The Miscellaneous Planning Deposits line item (415440; page 61) revenue is increased by $1,000.
The Plan Check Fees line item (415449; page 61) revenue is increased by $3,000.
The Building Permits line item (415450; page 61) revenue is increased by $3,000.
The Court Fines and Forfeitures line item (415500; page62) revenue is increased by $10,000.
The Salary Reimbursement line item (415650; page 62) revenue is increased by $10,000.
The Insurance Reimbursement line item (415660; page 62) revenue is increased by $4,000.
The Cigarette Tax line item (421200; page 62) revenue is decreased by $3,000.
The DLCD Technical Assistant line item (423020; page 62 is increased by $13,800.
The net Revenue change in this fund is $202,292.00.
EXPENDITURES
Municipal Court departmental unit (105)
Under Materials & Services;
The State Fine Assessment line item (613520; page 81) expense will be increased by $7,500.
The Douglas County Assessment line item (613530; page 81) expense will be increased by $1,500.
Community Development departmental unit (106)
Under Materials & Services;
The DLCD Technical Assistance line item (623500; page 87) expense will be increased by $13,800.
Community Building / City Hall departmental unit (108)
Under Personal Services;
The Insurance line item (531220; page 95) expense will be increased by $1000.
Under Materials & Services;
The Electricity line item (612100; page 95) expense will be increased by $1,000.
The Building Maintenance Supplies line item (614250 page 95) will be increased by $2,000.
Non-Departmental departmental unit (110)
Under Materials and Services
The Tourism Promotion line item (614580; page 101) expense will be increased by $59,000.
The Other Services line item (614970; page 101) expense will be increased by $5,000.
Under Inter-Fund Transfers
The Transfer to the Capital Equipment - Vehicles line item (923020; page 101) will be increased by $22,000.
The Transfer to the Capital Improvement/Building Improvement line item (923040; page 101) will be increased by $50,000.
The Transfer to the Capital Improvement Equipment line item (923050; page 101) will be increased by $24,000.
Under Contingency
The Contingency line item (941000; page 102) will be increased by $8,492.
Building Inspection department unit (230)
Under Materials and Services
The Building Inspection line item (623450; page 127) expense will be increased by $6,000.
The Mechanical Inspection line item (623460; page 127) expense will be increased by $1,000.
The net Expenditure change in the General Fund is $202,292.00.
STREET FUND (#002)
These budget adjustments affect pages 139, 143, and 144 of the current Adopted Budget for Fiscal Year 2002 / 003.
EXPENDITURES
Under Personal Services;
The Labor, Salary line item (511450; page 155) expense will be increased by $10,000.
Under Materials & Services;
The Contingency line item (941000; page 156) expense will be decreased by $10,000.
The net Revenue change in this fund is $0.00.
The net Expenditures change in this fund is $0.00
WATER FUND (#003)
These budget adjustments affect Page169 of the current Adopted Budget for Fiscal Year 2002 / 003.
CAPITAL OUTLAY
Under Inter-Fund Transfers;
The Enterprise Capital Improvement line item (923000; page 169) will be decreased by $51,249.
The Capital Improvement – Public Works Machinery line item (923010; page 169) will be decreased by $501.
The net Expenditure change in the Water Fund is a decrease of $51,750.
STORMWATER FUND (#005)
These budget adjustments affect Pages 175 and 176 of the current Adopted Budget for Fiscal Year 2002 / 003.
EXPENDITURES
Under Personal Services;
The Public Services Director Salary line item (511400; page 163) expense will be increased by $6,000.
The Labor Salary line item (511450; page 175) expense will be increased by $5,000.
The Insurance line item (531220; page 175) expense will be increased by $1,000.
Under Materials & Services;
The Electricity line item (612100; page 176) expense will be decreased by $5,000.
The Storm Water Pump Maintenance line item (614890; page 176) expense will be decreased by $7,000.
The net Revenue change in this fund is $0.00.
The net Expenditure change in the Wastewater Fund is $0.00.
FIRE EQUIPMENT FUND (#014)
These budget adjustments affect Page 185 of the current Adopted Budget for Fiscal Year 2002 / 003.
REVENUES
The Fire Services line item (414200) expense will be increased by $9,000.
The net Revenues change in this fund is an increase of $9,000.
EXPENDITURES
Under Capital Outlay;
The Emergency Equipment line item (725900; page 203) expense will be increased $9,000.