PRESENT:Mayor, Keith Tymchuk

MINUTES OF THE REEDSPORT CITY COUNCIL REGULAR SESSION JULY 13, 2009 7:00 P.M. CITY HALL COUNCIL CHAMBERS.

Councilors Ginger Anderson, Bill Otis, Diane Essig, Bill Walker, and Mike Macho (Councilor Tonya Wahl was absent)

City Manager, Scott Somers

City Attorney, Steve Miller

OTHERS PRESENT:Deanna Schafer, Floyd Dollar, Vera Koch, Shawn Essex, Debbie McKinney, Ron and Sharon Perry, Jack Watson, Sherry Watson, Theresa Hart, Lee Bridge, Lorelyn Lorance, Sharon Cawley, Kathy Westerskow, Robin Dollar

MEETING CALLED TO ORDER: Mayor Keith Tymchuk called the meeting to order at 7:00pm.

PLEDGE OF ALLEGIANCE:

PROCLAMATIONS: Oregon National Guard Month

PRESENTATIONS:

Chief Shawn Essex and Communications Officer Sherry Watson presented a certificate of appreciation to Ron and Sharon Perry owners of the Waterfront Restaurant and Lounge for their part in the fundraising effort to revitalize the dog pound.

A representative of Bureau of Land Management gave a presentation on Hinsdale Garden planning for public access at Spruce Reach Island. A draft plan will be completed by October 2009, a final plan by January 2010 and the goal is to be open to the public by 2011. The main obstacle is parking space. There are approximately 175 different species of Rhododendrons on the property and azaleas also. The Hinsdale family kept a record of what species they are and where they purchased them from.

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. Ron Perry of 351 Riverfront Way asked the Council to consider striping the parking lot at the City of Reedsport boat launch with directional arrows to create a one-way traffic direction. The traffic in this lot is a mostly trucks with boats and the parking spaces are already slanted in such a way to accommodate this.

Staff will research the issue and make a recommendation.

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.

Approve minutes of the work session of June 1, 2009.

Approve minutes of the regular session of June 1, 2009.

Approve minutes of the special session of June 15, 2009.

Shall the City authorize issuance of 1-year blanket purchase orders for various purchases during Fiscal Year 2009/ 010?

Motion to approve the Consent Calendar.

Councilor Ginger Anderson asked that item number 4 be removed from the Consent Calendar and placed on the Regular Agenda for discussion.

Mayor Keith Tymchuk placed the item on the Regular Agenda as item number 5.

Councilor Bill Otis moved that the City Council approve the Consent Calendar as amended.

Councilor Diane Essig 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:

AYES6NAYES0

(Mayor Tymchuk, Councilors Anderson, Essig, Macho, Otis, 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 Ginger Anderson moved that the City Council approve the Business Agenda as amended.

Councilor Mike Macho 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:

AYES6NAYES0

(Mayor Tymchuk, Councilors Anderson, Essig,Macho, Otis, and Walker voted in favor of the motion.)

Mayor Tymchuk declared the motion passed unanimously.

Regular Business:

Shall the City Council adopt AN ORDINANCE VACATING A PORTION OF LONGWOOD DRIVE ADJOINING LOT 35 OF HIGHLANDS SUBDIVISION BEING 40’ WIDE AND APPROXIMATELY 120’ IN LENGTH ADJACENT TO T22 R12 S4AD TL 8800 and assign 2009-1096 as the title?

At the regular City Council meeting of April 6, 2009 the Council accepted a petition to vacate an undeveloped section of right of way (40’x120’) adjacent to 2708 Longwood Dr. The Council referred the matter to the Planning Commission, soliciting a recommendation. On May 12, 2009, the Planning Commission unanimously recommended that the City Council adopt the Commission’s findings and approve the street vacation subject to conditions. The City Council held a public hearing on June 1, 2009 on the matter prior to unanimously accepting the Planning Commission’s recommendation to vacate the parcel, subject to conditions, and directed staff to create an ordinance vacating the right of way.

Councilor Bill Walker moved that the City Council adopt an ordinance vacating an undeveloped portion of public right of way, approximately 40' wide and 120' in length, adjacent to 2708 Longwood Drive.

Councilor Mike Macho seconded the motion.

MOTION:

that the City Council adopt an ordinance vacating an undeveloped portion of public right of way, approximately 40' wide and 120' in length, adjacent to 2708 Longwood Drive.

VOTE:

A vote was taken on the motion with the following results:

AYES6NAYES0

(Mayor Tymchuk, Councilors Anderson, Essig, Macho, Otis, and Walker voted in favor of the motion.)

Mayor Tymchuk declared the motion passed unanimously.

Shall the City Council approve a 2009 Fund Exchange Agreement accepting a Small Cities Economic Stimulus grant for reconstruction of 14th Street?

City Manager Scott Somers presented the following information:

At the April 15, 2009 Work Session, staff presented an opportunity to the City Council to consider exchanging funds that had been awarded to the City for sidewalk construction along Winchester Avenue through the American Recovery and Reinvestment Act of 2009 (ARRA) (federal funds) for state funds through the Small Cities Economic Stimulus grant in order to complete reconstruction of 14th Street near Highway 101. Staff explained that in order to receive stimulus money from the Oregon Department of Transportation (ODOT) under the Small Cities Economic Stimulus grant, the City must not have received any other stimulus money from ODOT (the ARRA provides each state a sub-allocation of ARRA funds for cities, counties and metropolitan areas). The City, therefore, had to choose to either move forward with the Winchester Avenue sidewalk project OR submit application to move forward with the 14th Street Reconstruction Project. It was staff’s recommendation to submit application for the 14th Street Reconstruction project since it was a larger and more visible project. Further, leveraging funds from the Small Cities Economic Stimulus grant with City funds would allow the City to maximize the benefit of the stimulus funding. The City Council concurred with staff’s recommendation and application was made for the Small Cities Economic grant.

On July 1, 2009, the City received confirmation that the Small Cities Economic grant application had been accepted. As presented at the April 15, 2009 Work Session, the City will trade the $100,000 in ARRA funds that have been awarded for $94,000 in State funds for the 14th Street Reconstruction Project.

Upon approval of the agreement and receipt of appropriate signatures, staff will forward the agreement to ODOT and the City Engineer, Steve Major at The Dyer Partnership. Per the agreement, the City must begin construction by May, 2010; however the City anticipates beginning construction this September and completing the project this November.

This cost of this project is estimated at $160,000. Funding from ODOT is $94,000 with the balance being allocated from budgeted funds within the Street Capital Fund.

Councilor Mike Macho moved that the City Council approve the 2009 Fund Exchange Agreement.

Councilor Bill Otis seconded the motion.

MOTION:

that the City Council approve the 2009 Fund Exchange Agreement.

VOTE:

A vote was taken on the motion with the following results:

AYES6NAYES0

(Mayor Tymchuk, Councilors Anderson, Essig, Macho, Otis, and Walker voted in favor of the motion.)

Mayor Tymchuk declared the motion passed unanimously.

Shall the City Council approve a task order agreement between the City and The Dyer Partnership for the engineering services and assistance on the 14th St. reconstruction project and authorize the City Manager to sign on behalf of the City?

The City needs engineering services for the design and assistance during the construction for the street and sidewalk improvements project to be done on 14th Street, between Highway 101 and Hawthorne Street. This task order authorizes the City Engineer, Steve Major of The Dyer Partnership to prepare construction documents and provide bidding and construction management services for the street and sidewalk improvements.

The cost of the total project is estimated at $160,000, $30,000 of which is for engineering and construction management services. Funding from ODOT is $94,000 with the balance being allocated from budgeted funds within the Street Capital Fund.

Councilor Bill Walker moved that the City Council approve Task Order 10 between the City and The Dyer Partnership and authorize the City Manager to sign on behalf of the City.

Councilor Mike Macho seconded the motion.

MOTION:

that the City Council approve Task Order 10 between the City and The Dyer Partnership and authorize the City Manager to sign on behalf of the City.

VOTE:

A vote was taken on the motion with the following results:

AYES6NAYES0

(Mayor Tymchuk, Councilors Anderson, Essig, Macho, Otis, and Walker voted in favor of the motion.)

Mayor Tymchuk declared the motion passed unanimously.

Shall the City Council approve a task order agreement between the City and The Dyer Partnership for professional services to monitor wastewater system improvements?

The City is in the process of an extensive wastewater system upgrade. Improvements to the wastewater system include upgrading the collection system in the Arthur/Bowman area and a major rehabilitation of the wastewater treatment facility. This task order authorizes the City Engineer, Steve Major of The Dyer Partnership, to monitor the wastewater system improvements to ensure compliance with the funding agency requirements and general construction management practices.

Proposed fees for Task Order 9 are estimated at $20,000. Funding for this task order will be allocated from budgeted funds within the Wastewater Enterprise Capital Fund.

Councilor Ginger Anderson moved that the City Council approve Task Order 9 between the City and The Dyer Partnership and authorize the City Manager to sign on behalf of the City.

Councilor Mike Macho seconded the motion.

MOTION:

that the City Council approve Task Order 9 between the City and The Dyer Partnership and authorize the City Manager to sign on behalf of the City.

VOTE:

A vote was taken on the motion with the following results:

AYES6NAYES0

(Mayor Tymchuk, Councilors Anderson, Essig, Macho, Otis, and Walker voted in favor of the motion.)

Mayor Tymchuk declared the motion passed unanimously.

5.Shall the City authorize issuance of 1-year blanket purchase orders for various purchases during Fiscal Year 2009/ 010?

Councilor Ginger Anderson asked if the dollar amount listed is an average amount spent at these companies.

Finance Officer Vera Koch said the numbers are slightly higher than the total spent at each company last year.

For a number of years, the City has issued blanket purchase orders for items such as tires and accessories, road maintenance materials, jail supplies, chemicals for treatment plants, etc. based on the fact that most of the purchases are below the amount that requires a formal bid. In addition, there is a longstanding policy to attempt to purchase locally where possible. Purchasing locally has realized considerable reduction in the number of delays in obtaining materials as well as additional transportation costs and several of the business bill the City on a monthly basis. The City staff has reviewed other types of purchases that are suited for issuing a blanket purchase order for more efficient operations. Listed below are the supplier’s that should become part of the blanket purchase order practice:

Purchase Order Amount Not to Exceed:

1. Brentag Pacific, Inc. (Water Treatment Plant) 13,000

2. Consolidated Supply Co. (Utility Pipe & Fittings) 10,000

3. Hach Company (Treatment Plant Lab supplies) 4,000

4. Heard Farms (Sludge disposal) 30,000

5. Industrial Source (Welding gas and welding tank rental) 1,500

6. Linde Gases (Water Treatment Plant) 22,000

7. Olin Corp. (Chemicals @ Water Plant & Wastewater Plant) 15,000

8. Umpqua Research Co. (Water & Wastewater Testing) 18,000

9. United Pipe & Supply (Utility Pipe & Fittings) 45,000

It is recommended that the City Councilauthorize issuance of 1-year blanket purchase orders for Brentag Pacific, Inc.,Consolidated Supply, Hach Company, Heard Farms, Industrial Source, Linde Gases, Olin Corp., Umpqua Research, and United Pipe & Supply during Fiscal Year 2009 – 010.

Councilor Ginger Anderson moved that the City Council authorize issuance of 1-year blanket purchase orders for: Brentag Pacific, Inc.,Consolidated Supply,Hach Company, Heard Farms, Industrial Source, Linde Gases, Olin Corp., Umpqua Research, and United Pipe & Supply during Fiscal Year 2009-010.

Councilor Mike Macho seconded the motion.

MOTION:

that the City Council authorize issuance of 1-year blanket purchase orders for: Brentag Pacific, Inc.,Consolidated Supply,Hach Company, Heard Farms, Industrial Source, Linde Gases, Olin Corp., Umpqua Research, and United Pipe & Supply during Fiscal Year 2009-010.

VOTE:

A vote was taken on the motion with the following results:

AYES6NAYES0

(Mayor Tymchuk, Councilors Anderson, Essig, Macho, Otis, and Walker voted in favor of the motion.)

Mayor Tymchuk declared the motion passed unanimously.

Miscellaneous Items:

(Mayor, Councilors, Student Councilors, City Manager, City Attorney)

Mayor Keith Tymchuk gave an explanation of a project the Lower Umpqua Economic Forum is putting together of a brochure and a website. The total cost is approximately $2,500 and the Forum will be approaching the City in the near future with a request for funding in the amount of $500.00. The item will be added to the August agenda.

Councilor Mike Macho he would like the City Manager to send a letter to the owner of the Safeway Shopping Center about the condition of the parking lot.

City Manager Scott Somers said that he would write a letter to the owners and ask them to consider doing some work to fix the deficiencies of the parking area for the entire shopping center.

Diane Essig said that she also would like to personally thank Ron and Sharon Perry for the generosity they showed for the fundraising event that benefited the dog shelter. She said that she is continually amazed at the generosity of the citizens of the City of Reedsport. The Christmas in July event this year was a success only made possible by the volunteers.

Bill Otis said that he wanted to commend the City employees.

City Manager Scott Somers said that recently the downtown area was surveyed by a couple of building historians as part of the Mainstreet program. The historians discovered what they considered as a "treasure" of the 1940-1960's era architecture known as "Googie". The building is the Safeway Shopping Center building.

Somers also shared with the Council that finance department has determined that the expected carryover from fiscal year 2008/09 to 2009/10 is potentially greater than anticipated by approximately $50,000. Somers commended staff for careful management of expenditures in the latter part of the year.

ADJOURN

______

Mayor Keith Tymchuk

ATTEST:

Deanna Schafer, City Recorder

City Council Minutes of July 13, 2009

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