MINUTES OF THE REEDSPORT CITY COUNCIL REGULAR SESSION MAY 5, 2008, 7:00 P.M. CITY HALL COUNCIL CHAMBERS.
PRESENT: Mayor Keith Tymchuk
Councilors Diane Essig, Tonya Wahl, Bill Otis, Mike Macho and Bill Walker
City Manager, Rick Hohnbaum
City Attorney, Steve Miller
OTHERS PRESENT: Theresa Hart, Mike Easton, Dean May, Evonne May, Kyle Mulligan, Lee Bridge, Lorelyn Lorence, Sid Boddy, Theresa Stauffer, Sue Cousineau, Joy Murphey, Marge Gibbons, Jeri Miller, Joanne Hamilton, Ruthanne Skinner, Deanna Schafer, Vera Koch, Diane Novak, Janelle Evans
MEETING CALLED TO ORDER: Mayor Keith Tymchuk called the meeting to order at 7:00pm.
PLEDGE OF ALLEGIANCE:
PRESENTATION: "Good Friends and Neighbor" awards to Cecelia A. Barringer and Friends of the Library
PROCLAMATIONS: National Law Enforcement Memorial Week
Zack Turner Week
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.
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 work session of April 7, 2008.
2. Approve minutes of the regular session of April 7, 2008.
3. Approve minutes of the emergency session of April 14, 2008.
4. Approve minutes of the special session of April 21, 2008.
5. Shall the City Council adopt A RESOLUTION 2008-004 DESIGNATING THE POSITIONS ON THE CITY COUNCIL TO COMPLY WITH CHAPTER III, SECTION 8. NUMBERED POSITIONS, CITY OF REEDSPORT CHARTER OF 2006; AND DELARING AN EFFECTIVE DATE?
City Attorney Steve Miller has drafted a resolution designating the positions on the City Council to comply with Chapter III, Section 8, Numbered Positions, City of Reedsport Charter of 2006.
“Councilors shall be assigned numbered positions one through six and serve a term of four years. Three Councilors are elected at each biennial general election. At the general election occurring in 2008 and every fourth year thereafter, Councilors for Positions 1, 2 and 3 shall be elected. At the general election occurring in 2010 and every fourth year thereafter, Councilors for Positions 4, 5 and 6 shall be elected.” In order to provide the voters and the County Clerk with a means of identifying the positions for use in preparing the ballot the Council provides the following guidelines:
Present Precinct 3 position a vacant position, shall be designated as Position 1;
Present Precinct 4 position held by Councilor William Walker shall be designated as Position 2;
Present Precinct 5 position held by Councilor William Otis shall be designated as Position 3;
Present Precinct 3 position held by Councilor Diane Essig shall be designated as Position 4;
Present Precinct 4 position held by Councilor Tonya Wahl shall be designated as Position 5;
Present Precinct 5 position held by Councilor Michael Macho shall be designated as Position 6;
* Adopt A RESOLUTION DESIGNATING THE POSITIONS ON THE CITY COUNCIL TO COMPLY WITH CHAPTER III, SECTION 8. NUMBERED POSITIONS, CITY OF REEDSPORT CHARTER OF 2006; AND DELARING AN EFFECTIVE DATE.
6. Shall the City Council adopt A RESOLUTION 2008-005 CERTIFYING PROVISION OF MUNICIPAL SERVICES FOR DETERMINATION OF ELIGIBILITY TO RECEIVE REVENUES FOR CIGARETTE, GAS AND LIQUOR TAXES?
221.760 provides that cities located within a county having more than 100,000 inhabitants, according to the most recent decennial census (2000), must provide four or more of the following municipal services in order to be eligible to receive state revenue sharing funds:
1. Police protection,
2. Fire protection,
3. Street construction, maintenance, and lighting,
4. Sanitary sewers,
5. Storm sewers,
6. Planning, zoning, and subdivision control,
7. Water utility services,
The Oregon Department of Administrative Services (DAS), Office of Business Administration (OBA) has advised (see attached) that Douglas County has more than 100,000 residents and that municipalities desiring to receive state revenue sharing funds must certify that at least four municipal services are provided.
It is recommended that the City Council adopt a Resolution certifying provision of municipal services, in order to establish eligibility to receive state revenue funds for the fiscal year 2008 / 009; and assign Resolution 2008-005 as the title.
*1. Adopt a Resolution certifying provision of municipal services, in order to establish eligibility to receive state revenue funds for the fiscal year 2008 / 009; and assign Resolution 2008-005 as the title.
7. Shall the City Council renew a lease for the Sr. Center to Douglas County Health and Social Services for the purposes of preparing and serving meals for seniors and authorize the City Manager to sign?
* Renew a lease for the Sr. Center to Douglas County Health and Social Services for the purposes of preparing and serving meals for seniors and authorize the City Manager to sign.
8. Motion to approve the Consent Calendar as amended.
Councilor Bill Otis asked that item #7 be removed from the Consent Calendar and be placed on the Regular Agenda.
Item will be 10 a on the Regular Agenda
Councilor Diane Essig moved that the City Council approve the Consent Calendar as amended.
Councilor Mike Macho 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 Otis, Essig, Walker, and Wahl 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 Bill Otis moved that the City Council approve the Business Agenda as amended.
Councilor Bill Walker seconded the motion.
MOTION:
that the City Council approve the Business Agenda as amended.
VOTE:
A vote was taken on the motion with the following results:
AYES 6 NAYES 0
(Mayor Tymchuk, Councilors Otis, Essig, Walker, and Wahl voted in favor of the motion.)
Mayor Tymchuk declared the motion passed unanimously.
Regular Business:
1. Shall the City Council adopt a Resolution 2008-006 adopting a Supplemental Budget for Fiscal Year 2007 / 008?
Budget changes are required at this point in the fiscal year to make adjustments to the Fiscal Year 2007 / 008 Budget. A Resolution has been drafted (attached) which provides for such year-end changes in the form of a Supplemental Budget.
The following information is provided regarding the recommended adjustments. These adjustments were not anticipated at the time of adopting the FY 2007 / 008 budget. None of the recommended adjustments increase the property tax levy.
This budget adjustment affects pages 91, 101,115, 143 of the current Adopted Budget for Fiscal Year 2007 / 008.
General Fund (001) change explanations:
The Police Departmental unit has had unusual and unexpected expenses regarding personnel this fiscal year. Due to retiring police personnel and the need to rehire prior to year end, an increase in salary and benefits was previously approved by Council. Also in conjunction with hiring new personnel is a need to increase materials and services to cover the cost of providing uniforms and mandatory personal safety equipment. These funds will be covered by a transfer from contingency upon approval of Council.
The Police Department is the recipient of a Drug prevention grant. The revenue from this grant is being utilized in the Police overtime line item. Overtime line is increased by $10,000 and the grant line item in the Non Departmental unit is reduced by the same amount. This creates in increase in the police budget but a decrease in Non Departmental unit budget.
Fire Departmental unit has a proposed adjustment between Personal Services and Material & Services. Two 40 year old failing fire hose nozzles had to be replaced. $1,000 is transferred from Personal Services to Materials & Services. This results in no change in total dollars for this departmental unit.
Street Fund (002) budget change explanation:
The Central Lincoln PUD franchise agreement was renegotiated and the fee increase was dedicated for the streetlight program. All street lights were relit in January, 2008. A new line item is added in street revenue for PUD Streetlights and the line item for street light expense is increased by the same amount.
GENERAL FUND (#001)
REVENUES:
No Change in net Revenue.
EXPENDITURES:
Non-Departmental unit (110)
Under Materials & Services;
The Misc Grant/Donation Expenses line item (615610; page 91) expense is decreased by $10,000.
The Contingency line item (941000, page 91) is decreased by $12,000.
The net Expenditure change for this fund is a decrease of $22,000.
Police Departmental unit (200)
Under Personal Services;
The Police Sgt Salary line item (511210, page 101) is increased by $6,000.
The Overtime – Coverage line item (521510, page 101) is increased by $10,000.
The Social Security line item (531010, page 101) is increased by $600.
The PERS line item (531020, page 101) is increased by $600.
The Insurance line item (531220, page 101) is increased by $2,800.
Under Materials and Services;
The Uniforms/Maintenance line item (614690, page 101) is increased by $2,000.
The net Expenditure change for this fund is an increase of $22,000.
Fire Departmental unit (220)
Under Personal Services;
The Volunteer Firemen line item (511300, page 115) is decreased by $1,000.
Under Materials and Services;
The Fire Hose line item (614965, page 115) is increased by $1,000.
The net Expenditure change for this fund is zero change.
The net change in the General Fund is zero change.
STREET FUND (#002)
REVENUES:
Addition of new line item PUD Franchise/Streetlights (413100, page 143) is added for $25,000.
The net change in Revenue is an increase of $25,000.
EXPENDITURES:
Under Materials & Services;
The Street Lighting line item (612060, page 143) expense is increased by $25,000.
The net Expenditure change for this fund will be an increase of $25,000.
The net change in the Street Fund is an increase of $25,000.
It is recommended that the City Council adopt a Resolution adopting a Supplemental Budget and Budget Revisions for Fiscal Year 2007 / 008; and that Resolution 2008 – 006 be assigned as the title.
Councilor Mike Macho moved that the City Council adopt a Resolution adopting a Supplemental Budget and Budget Revisions for Fiscal Year 2007 / 008; and assign Resolution 2008-006 as the title.
Councilor Diane Essig seconded the motion.
MOTION:
that the City Council adopt a Resolution adopting a Supplemental Budget and Budget Revisions for Fiscal Year 2007 / 008; and assign Resolution 2008-006 as t he title.
VOTE:
A vote was taken on the motion with the following results:
AYES 6 NAYES 0
(Mayor Tymchuk, Councilors Otis, Essig, Walker, and Wahl voted in favor of the motion.)
Mayor Tymchuk declared the motion passed unanimously.
2. Public Hearing to accept State Revenue Sharing funds.
Shall the City Council adopt a Resolution 2008-007 electing to receive State Revenue Distributions in Fiscal Year 2008 / 009?
City Manager Rick Hohnbaum said that in order to receive state revenues apportioned among cities within the state, the City Council is required by Oregon Revised Statutes (ORS) to establish a process for annually electing to receive the distributions. At the regular City Council meeting of May 21, 2001, the Council adopted Ordinance 2001-1022 (attached) establishing a process for electing to receive annual state revenue distributions. The Ordinance provides for hearings before the Budget Committee and the City Council to consider possible uses of state revenue sharing distributions, including offset against property tax levies by the City. The Ordinance also provides for adoption of a Resolution certifying the process and that the City has levied a property tax for the year preceding the year in which revenue sharing is due to occur.
Mayor Keith Tymchuk opened the public hearing at 7:20pm and asked if there were any individuals that would like to speak in favor or opposition of electing to receive State Revenue Sharing funds.
There were no citizens that wished to speak.
The proposed Fiscal Year 2008 / 2009 operating budget includes the following state collected and distributed revenues, as an offset against property tax levies by the City:
1. General Fund (#001)
a. Liquor Tax $49,000
b. Cigarette Tax $7,000
c. State Revenue Sharing $32,500
d. 9-1-1 Telephone Tax $22,000
Subtotal $110,500
2. Street Fund (#002) (Gas Tax)
a. State Gasoline Tax $200,000
3. Bicycle / Footpath Fund (#007)
a. State Gasoline Tax $2,000
The Budget Committee conducted a hearing to discuss the possible uses of state revenue funds at the regular meeting of April 14th. With completion of the hearing by the City Council to accept state revenue distributions, the Council could adopt a Resolution electing to receive the revenue distributions.
A proposed Resolution has been drafted providing the required certification and election to receive state revenue distributions.
It is recommended that the Council adopt a Resolution electing to receive state revenue distributions for the Fiscal Year 2008 / 2009, certifying compliance with the Oregon Revised Statutes; and that Resolution number 2008–007 be assigned as the title.
Mayor Keith Tymchuk closed the public hearing at 7:21pm.
Councilor Bill Walker moved that the City Council adopt a Resolution electing to receive state revenue distributions for the Fiscal Year 2008 / 2009, certifying compliance with the Oregon Revised Statutes; and assign Resolution number 2008-007 as the title.
Councilor Mike Macho seconded the motion.
MOTION:
that the City Council adopt a Resolution electing to receive state revenue distributions for the Fiscal Year 2008 / 2009, certifying compliance with the Oregon Revised Statutes; and assign Resolution number 2008-007 as the title.
VOTE:
A vote was taken on the motion with the following results:
AYES 6 NAYES 0
(Mayor Tymchuk, Councilors Otis, Essig, Walker, and Wahl voted in favor of the motion.)
Mayor Tymchuk declared the motion passed unanimously.
3. Shall the City Council award a bid for the North Library Wall Repair Project?
City Manager Rick Hohnbaum gave the following overview of the project.