Council Minutes 06-17-08
The meeting was called to order by Mayor Virginia Carnes at 7:00 PM. Council members present were Kacie Moss, Lorin Newberry, John Standley, Nancy Lankford, Bob Montgomery and Shawna Kirk. Also present were Public Works Supervisor Steve Draper, City Recorder Jackie Carey, Chief Darren Richman, Gary David, Jim Carey, Mary Lue Slabik, and Don Bensel.
1. We would like to correct the amount of Masonite money that was stated at the last meeting. The correct amount is $590,900 not $815,807.
2. The deadline for filing for council positions for the November election is August 26, 2008 at 5 PM. The council positions up for election are Lorin Newberry, Kacie Moss and Shawna Kirk.
3. We need to change the lease with the Arena. We need to remove Sara Hebard from the lease. April Corwin will be in Friday with proof of insurance listing the City of Pilot Rock as an additional insured, sign the new lease and pay the rent.
Lankford had some concerns regarding future leases. She would like to require a deposit, because the City has incurred a lot of legal expense regarding leases. Kirk would like to see credit checks done in the future also.
On a motion by Kirk and seconded by Moss the Council would like the Management Team to draft a policy that will list the criteria that the City should follow prior to any future leases. The Council would like a draft policy within 30 days. All members present voted yes.
Moss questioned whether the one person has the financial ability to proceed forward by herself. Draper stated the revenue is coming from a third party.
Lankford suggested calling April Corwin and ask her if she is willing to pay for the legal fee to review the changes to the lease. Draper stated he would call her.
Standley stated the City should have received something in writing and he would have liked to have more time to review the change.
4. Steve is requesting vacation the first week in July. On a motion by Standley and seconded by Kirk the Council approved Draper’s vacation. All members present voted yes.
6. We have to replace the window jams on the council chamber building. They were all rotten. We have postponed the carpet for one week. Draper stated the costs for materials to replace the window jams will be $500-$600. We have a community service worker doing the labor.
Bob Montgomery has resigned from the Planning Commission since he has been appointed to the city council. On a motion by Lankford and seconded by Kirk the Council accepted Montgomery’s resignation from the Planning Commission. All members present voted yes.
On a motion by Lankford and seconded by Montgomery the Council appointed Andrea Bartlett to the Planning Commission. All members present voted yes.
The Management Team presented to the Council a staff report regarding the budget changes and short and long term options for the funding of the police department. The short option to balance this year’s budget is to transfer one time $62,000 from the industrial park fund.
The long term option is to form a citizen committee to come up with sustainable funding for the police department by December 1, 2008.
On a motion by Kirk and seconded by Standley the Council approved a one time transfer of $62,000 and form a citizen committee. Lankford had a concern about stating a one time only option; because they may want to transfer money again and then they would be locked in to one time only.
On a motion by Kirk and seconded by Standley the Council approved transferring $62,000 from the industrial park fund and form a citizen committee to look at alternatives options to fund the police department. All members present voted yes.
The Management Team will come back with names for the committee. Slabik wanted to know if the City will advertise the committee. Draper stated it will be in the newsletter and then the City will have public meetings. The Management Team will present names to the Council for their consideration and appointment.
On a motion by Lankford and seconded by Montgomery the Council approved Resolution No. 475, a Resolution adopting 08-09 Budget, assessing taxes, and making appropriations. Under discussion, Kirk would like the Council to set some priorities for next year. All members present voted yes.
On a motion by Lankford and seconded by Newberry the Council appointed the 1st reading of Ordinance No. 530, an ordinance electing to receive state revenues. All members present voted yes. On a motion by Lankford and seconded by Moss the Council appointed the 2nd reading of Ordinance No. 530, an ordinance electing to receive state revenues. All members present voted yes.
On a motion by Standley and seconded by Lankford the Council appointed the 3rd reading of Ordinance No. 530, an ordinance electing to receive state revenues. Also the budget hearing was open at the last meeting but not closed, so the hearing was closed. All members present voted yes.
Chief Richman stated the county has to adopt a deadly force policy as per Senate Bill 111 by July 1st. The Council can approve or deny it. There will be costs associated with the policy. If an officer is involved in a shooting there will be an investigation and the officer will be on an administrative leave until he is cleared from the investigation. On a motion by Standley and seconded by Lankford the Council supports and accepts the Umatilla County deadly physical force plan. All members present voted yes.
Chief Richman requesting expending $5700 for the Lexipol policy manual. On a motion by Lankford and seconded by Newberry the Council approved funding for the Lexipol policy manual. All members present voted yes.
Draper asked the Council for permission to have the ordinances codified. On a motion by Kirk and seconded by Montgomery the Council approved $6000 to codify the ordinances. Kirk withdrew her motion and Montgomery withdrew his second.
On a motion by Kirk and seconded by Montgomery the Council requested the Management Team come back with a full report on costs and what it includes to have the city ordinances codified within 30 days. All members present voted yes.
Gary David addressed the Council on the format for staff reports. David gave the Council sample copies that were suggested by Paul Koch. David stated there should have been staff reports on the Arena, budget changes, codification, and the handout on the appearance of interested citizens.
David also gave them a sample of a via system for the staff reports. David also gave the a sample of a Code of Conduct that should be in the employee handbook. On a motion by Standley and seconded by Lankford the Council accepted the Code of Conduct as written to be placed in the employee handbook. Standley stated the Council should set code by example. All members present voted yes.
Don Bensel stated the Council is continuing to ask the Management Team to do more, what are they taking away. Bensel asked the Council how can they continue to keep putting more and more on your employees without taking anything away.
Bensel asked Draper what was not getting done while the maintenance men are working on the council chambers. Draper stated the weeds and maintenance is not getting done. Draper stated they are almost done with the building.
Mary Lue Slabik asked about the rough road on SW Birch. Draper advised the street belongs to the County not the City. She will need to contact Hal Phillips at the County Road Department with her concerns.
Standley asked about Gary David’s contract since he has completed what he was hired to do. Lankford was in favor of him completing his contract, which is two more weeks.
Lankford asked about the bill from Anderson/Perry. Draper stated it is part of the engineering plans for the water systems. On a motion by Lankford and seconded by Newberry the Council approved the bills. All members present voted yes.