Council Meeting 03-18-2008
C I T Y O F P I L O T R O C K
Regular Council Meeting
March 18, 2008
4:00 PM & 7:00 PM
EXECUTIVE SESSION 4 PM
The meeting was called to order by Mayor Virginia Carnes at 4:00 PM. Council members present were Lorin Newberry, John Standley, Nancy Lankford, Andrew Mentzer and Shawna Kirk. Also present was Chief Stuart Roberts and Tim Addleman.
The Council went into executive session under ORS 192.660 (2)(a) Employment of Public Officers, Employees and Agents: Interviewing Chief of Police applicant Tim Addleman. The Council went into executive session at 4:00 PM and came out at 6:16 PM. The meeting was recessed until the regular council meeting at 7:00 PM.
ROLL
The meeting was called backed to order by Mayor Virginia Carnes at 7:00 PM. Council members present were George Hall, Lorin Newberry, John Standley, Nancy Lankford, Andrew Mentzer and Shawna Kirk. Also present were City Recorder Jackie Carey, Public Works Supervisor Steve Draper, Officer Doug Lane, Jim Carey, John Taylor, Mary Lue Slabik, Tony McKague Randee McKague, Francis Ficenec, April Corwin and Sara Hebard.
MINUTES
Hall has some corrections to the minutes of the March 4, 2008, and March 6, 2008, minutes as follows:
Hall stated the City’s policy manual does not need to exceed state law, but needs to at least meet state policy and can exceed state law.
Hall advised because of past practices where we have been paying for overtime then the City is not exempt from paying overtime.
March 6, 2008, minutes as follows:
This is a recap of what was discussed:
1. Tiboni terminates early
2. He signed an employment contract
3. Past money due, policy states they get paid for lunch breaks
4. Personnel
5. Tiboni would like everything to go away
6. How far does the City go back on paying for lunch breaks?
On a motion by Standley and seconded by Hall the minutes for March 4, 2008, March 6, 2008, and March 11, 2008 were approved with the above changes. All members present voted yes.
POLICE REPORT
Officer Lane reported he is just taking regular calls. He is not working ordinance violations unless there is a citizen complaint. OSP and Umatilla County Sheriff’s Office have assisted the City. Officer Lane would like some overlapping between the Sheriff’s Office. On a motion by Hall and seconded by Lankford the Council directed Mayor Carnes to contact the Sheriff’s Office asking them to pass on to Officer Lane any business since the was on shift. All members present voted yes.
VISITORS
There were no comments from the visitors.
POLICE DEPARTMENT SUPERVISION
Mayor Carnes stated Chief Roberts gave them proposal of a program called Linebacker Club. Linebacker Club is retired Chiefs of Police who still want to be involved in law enforcement by helping departments during the interim between Chiefs. Chief Roberts suggested the Council talk to former Milton-Freewater Chief Gary David. Standley suggested scheduling a special council meeting as soon as possible to talk to Gary David. On a motion by Standley and seconded by Kirk the Council approved scheduling a special meeting as soon as it can be arranged to meet with Gary David. All members present voted yes. The Council asked Mayor Carnes to let the Sheriff’s Office know what the City is doing in regards to talking to Mr. David.
Standley stated Mr. David’s duties would only be administrative. The Council would like him to fill in for a few months until a Chief is hired. The Council would like to have a special council meeting on Thursday, March 20, 2008, at 5PM or later and include Officer Lane and the Sheriff’s Office. This meeting will be open to the public.
MANAGEMENT TEAM REPORT
1. Can the Management Team close the first round of applications for the patrol officer position? We would like to continue to accept applications in the event there is another opening. We would like authority to form an interview board of Steve Draper, Jackie Carey, Shawna Kirk and Ron Layton. Can we offer the top applicant a conditional offer of employment? Conditions being pass background check, drug testing and psychological testing. On a motion by Kirk and seconded by Hall the Council approved the Management Team’s recommendation on Thursday at the Council meeting after they receive the applicant’s name. All members present voted yes.
2. Jackie attended a meeting in Pendleton on renewing the enterprise zone. She talked to Larry Dalrymple yesterday; he stated we need to change the resolution. So disregard the resolution in your packet. We will finish this at the next council meeting.
3. Steve and Kim are working on the DEQ issue. They are working on downsizing Pendleton’s wood stove change out program. This is the only feasible program.
4. Steve contacted Tektoniks, who did the asbestos study, and they advised the flooring is nonfryable and we can cover it up without a problem.
5. Steve has gotten some gator bids. Steve is still waiting for another bid, so he would like to table this.
6. Steve would like approval to take vacation from March 31-April 7th. On a motion by Lankford and seconded by Newberry the Council approved Steve’s vacation request. All members present voted yes.
7. Jaimie Laws last day of work will be March 28, 2008. We will doing interviews this week for her replacement.
8. Steve asked the Council if they wanted him to get a quote to drop the ceiling in the Council Chamber room. The Council asked him to get quotes.
10. Jackie asked permission for Kim Bedard and herself to attend the annual Springbrook conference in May. Jackie explained that she has applied for a grant for Kim. If we don’t get the grant then they would only go for one day and stay across town at a cheaper motel. The Council questioned if there would be office staff. Jackie stated if there was no one to staff the office they would not go. On a motion by Standley and seconded by Mentzer the Council approved allowing Kim and Jackie to attend the Springbrook conference. All members present voted yes.
BURN PILE LOCATION
Standley suggested moving the burn pile on the ridge just before the gun club and have it open for certain times of the day. Hall would like to have Steve look for a site that will work best for Steve and the community. Steve advised the location by the gun club would not be good because of the wind.
ROCK’IN PR ARENA
The girls presented a lease they worked up. They used the lease from the Pendleton Roundup and the City of Pendleton and also the pasture lease with Weinkes. The city attorney also developed a draft lease. On a motion by Standley and seconded by Mentzer the Council would like the city attorney to review the Rock’in PR lease and the Council directed Steve Draper to take care of the lease reviews. All members present voted yes.
MONTHLY REPORTS
The Council reviewed the Treasurer’s Report, Time Status Report and Budget Reports.
PILOT ROCK SANITATION RATE INCREASE
Tony and Randee McKague addressed the Council regarding a 22% rate increase on the sanitation rates. They stated their reason for the increases are the increase costs for fuel, insurance and operating costs. They were given a 23% rate increase from the County a year ago. They also expect their dumping fees with also increase. Standley asked them if they could separate their expenses between the city and the county. They advised they do not have them separated. They advised they have 870 customers with 1/3 of those customers are county customers. They would like the increase effective May 1, 2008. They will continue to give low income and seniors a 10% discount.
On a motion by Standley and seconded by Hall the Council tabled this matter until the next council meeting on April 1, 2008, to allow input from the citizens. All members present voted yes.
Mayor Carnes advised the students will be doing cleanup on April 24th from 12:30 to 3:30 PM. The cleanup weekend will be Saturday and Sunday, April 26th and April 27th. Draper stated he would like to see the Motocross dinner included in the third paragraph.
JACKIE CAREY’S EVAULATION
Standley advised Jackie Carey’s evaluation is pending because he has not received all the evaluation forms from the other council members. Newberry said he was told they were not going to do it that is why he did not fill his out.
Kirk would like to make sure all the Council has the same employee handbook. The only council member that signed an acknowledgement that he has received the handbook was Andrew Mentzer. Kirk encouraged the Council to read Ordinance No. 519.
INFRASTRUCTURE
Standley made a motion and Hall seconded the motion to propose time to come up with a plan to move the police department next door. Standley and Hall removed their motion and second. Hall, Newberry and Draper will meet to come up with a plan.
POLL
There was nothing for poll.
BILLS
Hall had a question about a bill in the amount of $2759.79. Hall advised his policy manual states that you need 3 quotes to spend this amount of money. Carey advised that policy has been changed. Draper advised the Council approved spending the money a few council meetings ago. This is for the high school water project.
On a motion by Mentzer and seconded by Hall the Council approved the bills. All members present voted yes.
EXECUTIVE SESSION
There was no executive session to evaluate Steve Draper.
ADJOURNMENT
On a motion by Lankford and seconded by Newberry the meeting was adjourned at 8:20 PM. All members present voted yes.
APPROVED________________________
ATTEST_______________________