MINUTES OF THE REEDSPORT CITY COUNCIL REGULAR SESSION JUNE 7, 2004, 7:00 P.M. CITY HALL COUNCIL CHAMBERS.
PRESENT: Mayor Keith Tymchuk
Councilors Russ Ekstrom, Ruth Hash, Mike Macho, Garth Pollard, Stan Washington and Debbie Williams
City Manager, Jim Hanson
City Attorney, Steve Miller
OTHERS PRESENT: Arlen Bellfie, Sid Boddy, Jay Cable, Merv Cloe, Floyd Dollar, Janelle Evans, Kit Fredericksen, Twinkie Goorhuis, Joe Gray, Melrie Gray, Bob Gross, Ken Gruenhagen, Portia Harris, Dave Harris, Erik Hillstrom, Carey Jones, Vera Koch, Ike Launstein, John Lechuga, Judy Macho, Robert Magden, Steve Majors, Ron Mast, Dennis McGuire, Debbie McKinney, Frank Milby, Eileen Milby, Diane Novak, Bill Otis, Nadonna Stanley, Norm Tindall, Dan Welch, Jerry Wilson
MEETING CALLED TO ORDER:
PLEDGE OF ALLEGIANCE:
PRESENTATION:
- Certificate of Appreciation – Mr. Richard Oba presented award for his service on City Council
- Councilor Forest Hills Precinct #5 swearing-in – Mr. Mike Macho
- Bailiff swearing-in – Mr. Dennis McGuire
- Special Presentation – Ms. Nadonna Stanley presented a certificate of appreciation as coordinator of the Western Douglas Citizen’s Academy.
CITIZEN COMMENTS:
Mr. John Lechuga requested permission to install two skateboard park rules signs at the skate park at Lion’s Park and also approve a resolution .
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 May 3, 2004.
2. Approve minutes of the Regular Council meeting of May 3, 2004.
3. Approve minutes of the Work Session of May 17, 2004.
4. Shall the City Council Adopt Resolution 2004-008 Designating a Small Cities Allotment (SCA) Project for 2004 / 005? (Council Letter 004-034)
The Oregon Department of Transportation (ODOT) administers the Small Cities Allotment (SCA) program wherein cities under 5,000 population are allocated up to $25,000 on a competitive basis for street repair or reconstruction. Projects are scored on the basis of traffic volume, surface condition, population growth, and years since last project. In the past, Reedsport has received SCA funding for Frontage Road, Ranch Road, and most recently for 16th Street and Hawthorne Avenue.
City staff has identified potential projects for the next allotment period (the year 2004). Based on the criteria, the project, which has the best chance of competing successfully, is Longwood Drive beginning at the Reedsport High School and continuing South 1000' towards Highland Drive. Longwood Drive is a primary access road to both the High School and Grade School. It also provides the only access out of Reedsport if Highway 101 is blocked.
Resolution 2004-008 has been drafted in order to qualify for the award of an allotment under the SCA program. If the City were to be awarded this allotment the project would be accomplished in the Summer of 2005.
*1. Adopt Resolution 2004-008 designating a Small Cities Allotment (SCA) Project for 2004 / 005 and Requesting allotment funds for repair and reconstruction of Longwood Drive beginning at the Reedsport High School and continuing 1000' south towards Highland Drive.
5. Shall the City Council renew the personal services agreement for City Engineering Services? (Council Letter 004-035)
In June of 2001 the City of Reedsport entered into a personal services agreement with Dyer Partnership, Engineers & Planners, Inc. (Dyer) of Coos Bay to act as the City's engineer of record. The contract provides for the hourly billing of work performed for the City and there is no monthly retainer involved. This contract has worked well for the City during the past two years. Dyer Partnership has been extremely responsive to staff inquiries and often provides basic assistance without any charge. Projects that have been completed for the City have been done in an efficient professional manner which minimizes the actual expense to the City.
It is recommended that the Council authorize a personal services agreement, for City Engineering Services, with The Dyer Partnership, Engineers & Planners, Inc. of Coos Bay; and authorize the Mayor, to sign on behalf of the City.
*1. Authorize a personal services agreement, for City Engineering Services, with The Dyer Partnership, Engineers & Planners, Inc. of Coos Bay; and authorize the Mayor, to sign on behalf of the City.
6. Motion to approve the Consent Calendar.
Councilor Hash moved that the City Council approve the Consent Calendar.
Councilor Williams 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 7 NAYES 0
(Mayor Tymchuk, Councilors Ekstrom, Hash, Macho, Pollard, Washington and Williams voted in favor of the motion.)
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.
Public Utilities Superintendent Floyd Dollar requested that an item be added regarding the pump at 2nd and Railroad.
Mayor Tymchuk advised that Item #9, regarding the pump station, will be added to the agenda.
Councilor Hash moved that the City Council approve the business agenda as amended.
Councilor Ekstrom 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 7 NAYES 0
(Mayor Tymchuk, Councilors Ekstrom, Hash, Macho, Pollard, Washington and Williams voted in favor of the motion.)
The motion passed unanimously.
Regular Business:
1. Public Hearing to adopt a Supplemental Budget and Budget revisions for Fiscal Year 2003 / 004. (Council Letter 004-036)
Mayor Tymchuk declared the public hearing open.
Tymchuk asked if any of the Councilor’s wanted to declare a conflict of interest or ex-parte contact. None indicated.
Finance Officer Vera Koch advised of the staff report:
2. Shall the City Council adopt a Resolution adopting Budget revisions for Fiscal Year 2003 / 004? (Council Letter 004-036)
A supplemental budget and budget revisions are needed at fiscal year end in order to adjust the annual operating budget. These budget revisions are needed to provide for expenditures that were not anticipated when the budget was adopted. None of the recommended adjustments increase the property tax levy rate. The following information is provided regarding the recommended adjustments.
GENERAL FUND (#001)
This budget adjustment affects pages 54, 73, 85, 91, 92, 131 and 135 of the current Adopted Budget for Fiscal Year 2003 / 004.
REVENUE
The Court Fines and Forfeitures line item (415500; page 54) revenue is increased by $13,750.
The Salary Reimbursement line item (415650; page 54) revenue is increased by $6,300.
The net Revenue change in this fund is an increase of $20,050.
EXPENDITURES
City Council departmental unit (100)
Under Materials & Services;
The Conference and Travel line item (614500; page 57) expense will be increased by $500.
Municipal Court departmental unit (105)
Under Materials & Services;
The State Fine Assessment line item (613520; page 73) expense will be increased by $11,650.
The Douglas County Assessment line item (613530; page 73) expense will be increased by $2,100.
Community Building / City Hall departmental unit (108)
Under Personal Services;
Add Public Services Director Salary line item (511400; page 85) expense will be established at $570.
Add Public Services Labor Salary line item (511450; page 85) expense will be established at $580.
The Custodian Salary line item (511460, page 85) expense will be increased by $500.
Under Materials & Services;
The Building Maintenance Supplies line item (614250 page 85) will be decreased by $1,650.
Non-Departmental departmental unit (110)
Under Personal Services;
Add Custodian Salary line item (511400; page 91) expense will be established at $4520.
Add Social Security line item (531010; page 91) expense will be established at $370.
Add PERS line item (531020; page 91) expense will be established at $360.
Add Workman Comp line item (531210; page 91) expense will be established at $10.
Add Insurance line item (531220; page 91) expense will be established at $1,040.
Under Materials and Services
The Tourism Promotion line item (614580; page 91) expense will be increased by $7,000.
The Non-Capital Expenses line item (615620; page 91) expense will be increased by $15,000.
Under Contingency
The Contingency line item (941000; page 92) will be decreased by $23,500.
Library department Unit (430)
Under Personal Services;
The Public Services Director Salary line item (511400; page 131) expense will be increased by $250.
The Public Services Labor Salary line item (511450; page 131) expense will be increased by $350.
The Custodian Salary line item (511460, page 131) expense will be increased by $400.
Senior Center Department Unit (440)
Under Personal Services;
The Public Services Director Salary line item (511400; page 135) expense will be established at $100.
The Public Services Labor Salary line item (511450; page 135) expense will be established at $300.
The Custodian Salary line item (511460, page 135) expense will be increased by $200.
Under Materials & Services;
The Building Maintenance line item (614250; page 135) expense will be decreased by $600.
The net Expenditure change in the General Fund is an increase of $20,550
.
The net change in the General Fund is $0.00
STREET FUND (#002)
These budget adjustments affect pages 145,146 and-147 of the current Adopted Budget for Fiscal Year 2003 / 004.
EXPENDITURES
Under Personal Services;
The Labor, Salary line item (511450; page 145) expense will be increased by $8,000.
Under Materials & Services;
The Electricity line item (612100; page 146) expense will be increased by $3,200.
The Contract Services line item (623530; page 146) expense will be decreased by $3,200.
The Contingency line item (941000; page 147) expense will be decreased by $18,750.
Under Inter-Fund Transfers
The Transfer to the Capital Equipment – P.S. Machinery line item (923010; page 147) will be increased by $10,750.
The net change to this fund is $-0-
WATER FUND (#003)
These budget adjustments affect Page155 of the current Adopted Budget for Fiscal Year 2003 / 004.
Under Materials and Services;
The Waterline Pump Maintenance line item (614850; page 155) will be increased by $25,000.
Under Contingency;
The Contingency line item (941000; page 155) will be decreased by $25,000.
The net Expenditure change in the Water Fund is a $0.00.
STORMWATER FUND (#005)
These budget adjustments affect Pages 169 and 170 of the current Adopted Budget for Fiscal Year 2003 / 004.
REVENUES
The Beginning Fund Balance line item (411100, page 169) expense will be increased by $11,800.
The net Revenues change in this fund is an increase of $11,800.
EXPENDITURES
Under Personal Services;
The Labor Salary line item (511450; page 169) expense will be increased by $4,000.
Under Materials & Services;
The Street/storm Water Drain Maintenance line item (614880; page 169) expense will be decreased by $5,200.
The Storm Water Pump Maintenance line item (614890; page 170) expense will be decreased by $16,000.
Under Capital Outlay;
The Other Storm Drain Maintenance line item (746770; page 170) expense will be increased $29,000.
The net Expenditure change in the Stormwater Fund is $11,800.
The Net change to this fund is $0.00
FIRE EQUIPMENT FUND (#014)
These budget adjustments affect Page 189 of the current Adopted Budget for Fiscal Year 2003 / 004.
REVENUES
The Fire Services line item (414200) revenue will be increased by $9,000.
The net Revenues change in this fund is an increase of $9,000.
EXPENDITURES
Under Capital Outlay;
The Emergency Equipment line item (725900; page 189) expense will be increased $9,000.
The net Expenditures change in this fund is an increase of $9,000.
The Net change to this fund is $0.00
DUNES NRA LEASE FUND (#016)
These budget adjustments affect Pages 193 and194 of the current Adopted Budget for Fiscal Year 2003 / 004.
EXPENDITURES
Under Personal Services;
The Public Service Director Salary line item (511400; page 193) expense will be increased by $1,000.
The Labor Salary line item (511450; page 193) expense will be increased by $500.
The Custodian Salary line item (511460; page 193) expense will be increased by $6,100.
The Social Security line item (531010; page 193) expense will be increased by $800.
The PERS line item (531020; page 193) expense will be increased by $810.
The Insurance line item (531220; page 193) expense will be increased by $2,000.
Under Materials and Services;
The Janitorial Service line item (621300; page 193) expense will be decreased by $8,710.
Under Capital Outlay;
The Building Improvements line item (712500; page 193) expense will be increased $9,000.
Under Contingency;
The Contingency line item (941000; page 194) will be decreased by $11,500.
The net Expenditures change in this fund is $0.00.
The Net change to this fund is $0.00
GENERAL CAPITAL IMPROVEMENTMENT FUND - (#025)
This budget adjustment affects Pages 219 and 220 of the current Adopted Budget for Fiscal Year 2003 / 004.
EXPENDITURES
Under Capital Outlay;
The Reserve Equipment Purchase line item (744360; page 220) expense will be increased by $6,000.
Under Contingency;
The Contingency line item (941000; page 220) will be decreased by $6,000.
The net Expenditures change in this fund is an increase of $0.00.
The Net change to this fund is $0.00
GENERAL CAPITAL EQUIPMENT FUND - STREET (#026)
This budget adjustment affects Pages 221-223 of the current Adopted Budget for Fiscal Year 2003 / 004.
REVENUES
.
The Street Fund Transfer line item (451240; page 223) revenue will increased by $10,750.
The net Revenue change in this fund is an increase of $10,750.
EXPENDITURES
Under Capital Outlay;
The Street Sweeper line item (725400; page 223) expense will be increased by $10,750.
The net Expenditures change in this fund is an increase of $10,750.
The Total Revenue Change for all funds is an increase of $52,100.
The Total Expenditure Change for all funds is an increase of $52,100.
Thus, it is recommended that the Council adopt a Resolution adopting a Supplemental Budget and Budget revisions for Fiscal Year 2003 / 004; and that Resolution 2004-009 be assigned as the title.