MINUTES OF THE EXECUTIVE SESSION OF THE REEDSPORT CITY COUNCIL AUGUST 6, 2007 6:00 P.M. CITY HALL COUNCIL CHAMBERS.
PRESENT: Mayor Keith Tymchuk
Councilors Mike Macho, Bill Walker, Stan Washington, Tonya Wahl, and Diane Essig (Councilor Bill Otis was absent)
City Manager Rick Hohnbaum
Acting City Attorney, Mike Stebbins
OTHERS PRESENT: Media: Jolene Guzman-Umpqua Post,
Deanna Schafer, Janelle Evans
Executive Session:
Pursuant to ORS 192.660(2)(e) To conduct deliberations with persons designated by the governing body to negotiate real property transactions
MINUTES OF THE REEDSPORT CITY COUNCIL REGULAR SESSION AUGUST 6, 2007, 7:00 P.M. CITY HALL COUNCIL CHAMBERS.
PRESENT: Mayor Keith Tymchuk
Councilors Mike Macho, Stan Washington, Diane Essig, Tonya Wahl and Bill Walker (Councilor Bill Otis was absent)
City Manager, Rick Hohnbaum
City Attorney, Steve Miller
City Recorder, Deanna Schafer
OTHERS PRESENT: Mark and Karen Bedard, Leon Bridge, Allen Deaton, Theresa Hart, Lorelyn M Lorence, Jack Watson, Lee Sparks, Pat Turner, Garth Pollard, Vera Koch, Janelle Evans, Floyd Dollar, Shawn Essex
MEETING CALLED TO ORDER:
Mayor Keith Tymchuk called the meeting to order.
PLEDGE OF ALLEGIANCE:
PRESENTATION:
Lee Sparks-ODOT Interim District Manager introduced Allen Deaton the new district maintenance manager. Spoke about the ODOT projects for the area. Sparks mentioned that the Scottsburg Bridge is not a prioritized project at this time or in the near future. The railroad crossing arm on Hwy 38 project will go out to bid in November of 2008 for completion in 2009. This will include sidewalks and ADA upgrades.
Chief Shawn Essex gave a brief presentation of a plaque for Karen and Mark Bedard and their employees for support of Special Olympics Tip-a-Cop.
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.
Mr. Jim Hansen spoke about a program called the “Welcome Wagon” that used to be active in the City of Reedsport that he would like to start up again. Hansen asked for suggestions and comments.
CONSENT CALENDAR:
Routine items of business that require a vote but are not expected to require discussion by the Council are placed on the Consent Calendar and voted upon as one item. In the event that a Councilor or citizen requests that an item be discussed, it will be removed from the Consent Calendar and placed on the Business Agenda.
1. Approve minutes of the Regular Session of July 9, 2007.
2. Shall the City Council authorize the signing of the annual Intergovernmental Agreement between the City of Reedsport and the Reedsport School District? (Council Letter 007-054)
The “SRO” program is a vibrant and healthy program that continues to serve our community well.
With the recent change in the officer assigned to the position, I heard overwhelming positive support for the position, as well as receiving a great education on what is going on in our community with regard to that position.
New programs are expected this year, and with a new officer in the position, new and innovative ideas will come forth, bringing credit to the SRO officer, the Police Department, and the City of Reedsport.
*1. Approve the annual Intergovernmental Agreement between the City of Reedsport and the Reedsport School District and authorize the City Manager to sign on behalf of the City.
3. Shall the City Council adopt an ORDINANCE PRESCRIBING LIQUOR LICENSING PROCESSING GUIDELINES TO BE FOLLOWED IN REVIEWING APPLICATIONS AND MAKING RECOMMENDATIONS ON LIQUOR LICENSE APPLICATIONS (Council Letter 007-055)
On May 7th of 2007 Council adopted a Resolution adopting new fees and adjusting others. One new fee that Council approved was for Liquor License applications and renewals. ORS 471.166 requires that Cities that charge for these applications and renewals must also adopt guidelines and processes. The proposed Ordinance was crafted following a model form from the OLCC commission and its standard guidelines and processes.
*1. Adopt Ordinance 2007-1076 prescribing Liquor Licensing processing guidelines to be followed in reviewing applications and making recommendations on liquor license applications.
4. Motion to approve the Consent Calendar.
Councilor Mike Macho moved that the City Council approve the Consent Calendar.
Councilor Diane Essig seconded the motion.
MOTION:
that the City Council approve the Consent Calendar.
VOTE:
A vote was taken on the motion with the following results:
AYES 6 NAYES 0
(Mayor Tymchuk, Councilors Macho, Washington, Essig, Wahl and Walker voted in favor of the motion.)
Mayor Tymchuk declared the motion passed unanimously.
BUSINESS AGENDA:
Rules for receiving public input on Business Agenda items are available at the meeting.
1. Motion to approve the Business Agenda.
Councilor Mike Macho moved that the City Council approve the Business Agenda.
Councilor Bill Walker 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 6 NAYES 0
(Mayor Tymchuk, Councilors Macho, Washington, Essig, Wahl and Walker voted in favor of the motion.)
Mayor Tymchuk declared the motion passed unanimously.
Regular Business:
1. Shall the City Council award a bid for the Dunes NRA building improvements?
(Council L007-056)
Public Works Administrator Janelle Evans presented the following report.
At the June 4, 2007 Council meeting staff was instructed to proceed with the bid process for the remodel of the Dunes NRA building. It was agreed at the meeting that the City would handle the bid process and over see the remodel and the Forest Service would reimburse the City for the cost of the remodel. This bid is for demolition of interior partitions and construction of new partitions, relocation of doors and frames, associated finish work, demolition of exterior doors and installation of new exterior windows. It does not include the heat pumps which will be installed at a later date.
A Request for Bids was published in the Umpqua Post, with all sealed bids due by 1:00 p.m. and 1st tier subcontractors submitted by 3:00 p.m. on July 26, 2007. All valid proposals received were opened at 3:00 p.m., with the following people present: Councilor Bill Walker, City Manager Rick Hohnbaum, Public Works Superintendent Floyd Dollar, and Finance Officer Vera Koch, and representatives from Essex Construction and Blue Spruce Construction. All proposals were deemed to be responsive.
The results of the bids were as follows:
Ainsworth Construction LLC $30,057.00
Blue Spruce Construction $24,500.00
Essex Construction $41,792.00
The low bid is approximately $4,000.00 more than expected but the Forest Service has agreed to assume the extra cost. However, during the bid process it was discovered that the sheetrock taping and mudding has asbestos in it. Asbestos removal can only be done by a licensed asbestos abatement contractor which is estimated to cost $4,075.00. The Forest Service is requesting that the City pay the cost of the asbestos removal since it is a City owned building.
It is staff’s recommendation that the low bid of $24,500 from Blue Spruce Construction be accepted which will be reimbursed to the City by the Forest Service and that the City pay for the asbestos removal.
Councilor Washington asked if the Contractor Blue Spruce Construction could do the asbestos removal.
Public Works Superintendant Floyd Dollar said that they were not licensed asbestos removal contactors and it would have to be a separate contractor.
Mayor Keith Tymchuk said that it is the City’s building and if the Forrest Service is willing to remodel the City should pay for the asbestos removal.
Councilor Tonya Wahl moved that the City Council award a bid for the Dunes NRA building improvements and that the City of Reedsport pay for the costs of the asbestos removal.
Councilor Diane Essig seconded the motion.
MOTION:
that the City Council award a bid for the Dunes NRA building improvements and that the City of Reedsport pay for the costs of the asbestos removal.
VOTE:
A vote was taken on the motion with the following results:
AYES 6 NAYES 0
(Mayor Tymchuk, Councilors Macho, Washington, Essig, Wahl and Walker voted in favor of the motion.)
Mayor Tymchuk declared the motion passed unanimously.
2. Shall the City Council adopt A RESOLUTION AMENDING THE FORMATION OF A CITY SENIOR CITIZEN CENTER ADVISORY BOARD AND DUTIES? (CL007-057)
Mr. Garth Pollard chairman of the Senior Citizen Advisory Board presented a brief statement regarding the need for an updated Resolution and a Center director.
Resolution 87-6 establishing a Senior Citizen Center Advisory Board was adopted on June 15, 1987. The original Resolution was written during the construction of the new Center and is badly outdated. Over the last couple of months the current Senior Citizen Center Advisory Board has met several times and a new Resolution has been drafted. The intent of the new Resolution is not to change any of the existing duties or make up of the Board but to change outdated language and to add one item. That is a volunteer position to serve as a director of the Center. The Center currently is shared by Douglas County, Bateman Food Services, LUCC Inc. and City of Reedsport Volunteers and is used for a variety of other activities.
Over the last year the Center has lost vital volunteers due to commitment and health reasons. Due to this, the organization of the Center has suffered. The following is a proposal of duties for the volunteer director.
1. Oversee and schedule front desk volunteers.
2. Liaison between the governing entity of Douglas County, the Food Service Contractor, the City of Reedsport, LUCC, Inc., and the Senior Advisory Board.
3. Monthly activities schedule.
4. Collect and forward mail.
5. Collect and forward Douglas County mileage reports.
6. Other duties as needed.
City Attorney Steve Miller noted that the name of the non-profit funding board for the center was incorrect. A change was made to the Resolution to eliminate the word “Senior”.
Councilor Mike Macho moved that the City Council adopt Resolution 2007-017 as amended amending the formation of a City Senior Citizen Center Advisory Board and Duties.
Councilor Diane Essig seconded the motion.
MOTION:
that the City Council adopt Resolution 2007-017 as amended amending the formation of a City Senior Citizen Center Advisory Board and Duties.
VOTE:
A vote was taken on the motion with the following results:
AYES 6 NAYES 0
(Mayor Tymchuk, Councilors Macho, Washington, Essig, Wahl and Walker voted in favor of the motion.)
Mayor Tymchuk declared the motion passed unanimously.
3. Shall the City Council award a bid for the miscellaneous waterline improvements?
At the September 11, 2006 Council meeting staff was authorized to have Dyer Partnership prepare plans and bid documents for miscellaneous waterline improvements. The project included replacement of the water line in 19th Street and the alley, a tie into the water system at 13th Street, replacement of valves in Highway 101, extension of the water main on Frontage Rd and repaving of 19th Street between Winchester Ave. and Elm Street.
The plans and specifications have been prepared and the project was put out for bids. A Request for Bids was published in the Daily Journal of Commerce on July 10th and 17th, with all sealed bids due by 2:00 p.m. on July 31, 2007. All valid proposals received were opened at 2:00 p.m., with the following people present: Councilor Bill Walker, City Manager Rick Hohnbaum, Public Works Superintendent Floyd Dollar, City Recorder Deanna Schafer, Public Works Administrator Janelle Evans, and City Engineer Steve Majors. The City received a total of 6 bids and all bids were deemed to be responsive.
The results of the bids were as follows:
Bidder Amount
Laskey Clifton $414,120.10
John Raperager $339,949.00
Johnson Rock $470,783.42
Cradar Int. $367,402.50
Marvis Utility $345,827.50
JBS $488,390.00
This project was included in the 2007/2008 approved budget and comes in under the engineers estimate of $371,400.00
It is staff’s recommendation that you award a contract to the lower bidder John Raperager for a total of $339,949.00.
Councilor Mike Macho moved that the City Council award a contract to the lowest responsible bidder, John Raperager, in the amount of $339,949.00 for the miscellaneous water improvements.
Councilor Diane Essig seconded the motion.
MOTION:
that the City Council award a contract to the lowest responsible bidder, John Raperager, in the amount of $339,949.00 for the miscellaneous water improvements.
VOTE:
A vote was taken on the motion with the following results:
AYES 6 NAYES 0
(Mayor Tymchuk, Councilors Macho, Washington, Essig, Wahl and Walker voted in favor of the motion.)
Mayor Tymchuk declared the motion passed unanimously.
4. Shall the City Council approve the Performance Plan for the City Manager 2007/2008? (CL007-059)
In order for the City Council to effectively evaluate the job performance of the MANAGER, a Performance Plan is proposed and agreed upon by both the CITY and the MANAGER. At the July council meeting the MANAGER proposed a new performance plan for the 2007/2008 year. Presented was that proposal with five changes as recommended by Councilor Otis since the July council meeting. This performance plan will be used to evaluate the MANAGER for the June 2008 evaluation.
Councilor Tonya Wahl moved that the City Council approve new City Manager Performance Plan for 2007/2008.
Councilor Stan Washington seconded the motion.
MOTION:
that the City Council approve new City Manager Performance Plan for 2007/2008.
VOTE:
A vote was taken on the motion with the following results:
AYES 6 NAYES 0
(Mayor Tymchuk, Councilors Macho, Washington, Essig, Wahl and Walker voted in favor of the motion.)
Mayor Tymchuk declared the motion passed unanimously.
5. Shall the City Council approve renewal of City Manager contract? (CL007-060)
The contract for services between the CITY and the MANAGER was originally signed in October 2005 and will expire in June, 2008. The City Council recently conducted a review of the services provided by the MANAGER and have received a request from the MANAGER for a contractual renewal effective July 1, 2007. The MANAGER provided a proposal which was discussed and modified per council direction and forwarded to the City Attorney for his review on July 12th. This proposed contract is a three year contract with similar terms for services as the current contract.