Your Federal Quarterly Tax Payments are due April 15th Get Help Now >>

MINUTES OF THE REEDSPORT CITY COUNCIL REGULAR SESSION JANUARY by 5Lj7x3L3

VIEWS: 4 PAGES: 5

									MINUTES OF THE REEDSPORT CITY COUNCIL REGULAR SESSION SEPTEMBER 8,
2003, 7:00 P.M. CITY HALL COUNCIL CHAMBERS.


PRESENT:                              Mayor Keith Tymchuk

                                      Councilors Russ Ekstrom, Ruth Hash, Richard Oba, Garth Pollard,
                                      Stan Washington and Debbie Williams

                                      Student Councilor Kelly Merschel

                                      Pro-Tem City Manager, John Cable

                                      City Attorney, Steve Miller

OTHERS PRESENT:                       Roy Ayres, Velma Ayres, Sid Boddy, Floyd Dollar, Bob Gross,
                                      Vera Koch, Mary Lindeman, Diane Novak, Debbie McKinney,
                                      Heather Vail, Dan Welch, Chris Wheeler, Howard Yune

MEETING CALLED TO ORDER:

PLEDGE OF ALLEGIANCE:

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.

Roy Ayres, 500 Regents Place, stated he was confused about the method used for
calculating the water metered accounts and went over the Church of Christ’s bill with the
Council.

Discussion was held.

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 Council Work Session of August 25, 2003.

2.       Shall the City Council authorize an additional flood insurance contract for City
         facilities? (Council Letter 003-106)

3.       Shall the City Council award a contract for street overlay paving on Scott Terrace
         and Vista Court? (Council Letter 003-107)

4.       Motion to approve the Consent Calendar.

Councilor Oba stated that in the minutes from the Work Session of August 25, 2003 his
statement under Item #3 regarding parking on Hwy 38/Fir Avenue should be “all day” not “all
night”.

Councilor Washington asked that Item #3 be removed from the Consent Calendar and placed
as Item #1 under the Business Agenda.

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

Councilor Hash seconded the motion.

City Council Minutes of September 8, 2003

                                                      Page 1 of 5
MOTION:

         that the City Council approve the Consent Calendar as amended.

VOTE:

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

                AYES           7        NAYES      0
         (Mayor Tymchuk, Councilors Ekstrom, Hash, Oba, Pollard, Washington and Williams
         voted in favor of the motion.)

                   The motion passed unanimously.

Student Councilor Merschel cast an advisory vote in favor of the motion.

BUSINESS AGENDA:

Rules for receiving public input on Business Agenda items are available at the meeting.

1.       Motion to approve the Business Agenda as amended.

Councilor Washington moved that the City Council approve the Business Agenda as amended.

Councilor Hash 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, Oba, Pollard, Washington and Williams
         voted in favor of the motion.)

                   The motion passed unanimously.

Student Councilor Merschel cast an advisory vote in favor of the motion.

Regular Business:

1.       Shall the City Council award a contract for street overlay paving on Scott Terrace
         and Vista Court? (Council Letter 003-107)

For a number of years, the Douglas County Commissioners have granted funds to cities in
the county, on a per capita basis, for road and bridge improvements within respective city
limits. This fiscal year Reedsport has requested and received $84,600 (4,230 population X
$20) under this program. These funds are restricted to street and bridge maintenance
activities and, it should be noted that the program is not guaranteed to continue into the
future.

The Reedsport Street Maintenance Plan (in the Capital Improvement Plan) lists all of the
streets in Reedsport on a priority basis for overlay. Listed as fifth and sixth on the list are
Vista Court and Scott Terrace. These streets have recently had waterline replacements and
were moved to the top of the priority list.

It is proposed that these streets be overlaid using Douglas County Street Maintenance Grant
funds.

City Council Minutes of September 8, 2003

                                              Page 2 of 5
Bids were solicited, for the above streets, from Lewis Transportation, Inc. dba: Tractor
Services; Johnson Rock Products, Inc.; and LTM Incorporated, dba: Bracelin-Yeager
Excavating & Trucking, Inc., with a bid opening date of August 28 th. A Request for Bids was
also published in the newspaper of record. Three qualified bids were received and on
Thursday, August 28, 2003, the bids were opened in the presence of Councilor Russ Ekstrom
and City Attorney Steve Miller. The results are as follows:

LTM Incorporated, dba: Bracelin-Yeager Excavating & Trucking, Inc.------------     $41,920.00
Johnson Rock Products-----------------------------------------------------------   $44,600.00
Lewis Transportation, Inc. dba: Tractor Services -------------------------------   $44,829.50


LTM Incorporated, dba: Bracelin-Yeager Excavating & Trucking, Inc. is the lowest qualified
bidder, and has the ability to perform the work. It is recommended that a contract for street
overlay paving on Scott Terrace and Vista Court be awarded to LTM Incorporated, dba:
Bracelin-Yeager Excavating & Trucking, Inc. in the amount of $41,920.00.

Councilor Washington declared a conflict of interest.

Councilor Pollard moved that the Council award a contract for street overlay paving on Scott
Terrace and Vista Court to LTM Incorporated, dba: Bracelin-Yeager Excavating & Trucking,
Inc. in the amount of $41,920.00.

Discussion was held.

Councilor Hash seconded the motion.

MOTION:

         that Council award a contract for street overlay paving on Scott Terrace and Vista
         Court to LTM Incorporated, dba: Bracelin-Yeager Excavating & Trucking, Inc. in the
         amount of $41,920.00

VOTE:

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

                AYES         6            NAYES        0
         (Mayor Tymchuk, Councilors Ekstrom, Hash, Oba, Pollard, and Williams voted in favor
         of the motion and Councilor Washington abstained.)

                   The motion passed unanimously.

Student Councilor Merschel cast an advisory vote in favor of the motion.

Future Business:

1.       (None)

Reading by title only (Copies are available for public inspection in the office of the City
Recorder).

Miscellaneous Items:

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

Councilor Pollard stated that he had received 30-40 complaints about the road subsiding at
Holly-Knolls Trailer Park near the mailboxes and when it rains the water is 3-4 inches deep
and that he had spoken to Dan Welch about the problem.

Discussion was held.

City Council Minutes of September 8, 2003

                                                  Page 3 of 5
Councilor Hash stated she noticed that the building located at 848 Laurel Avenue had been
condemned. Jay Cable stated that it has been declared a dangerous structure and that the
owners live in Arizona and have made arrangements with the City to have the building
removed by April, 2004.

Mayor Tymchuk stated he had spoken with Jay Cable regarding the lot located next to the
Aztlan Restaurant on Highway 101, the old Union 76 gas station, regarding the clean-up of
that lot and it appears the clean-up is nearly complete.

Councilor Ekstrom asked Jay Cable if he had seen the letter sent to the Mayor and
Councilors from Mr. Oates regarding water rates. Cable advised he hadn’t read the letter and
Ekstrom stated he would provide him with a copy for his review.

City Manager Pro-Tem Jay Cable stated that there had been a request for the Traffic Safety
Committee to convene in order to discuss the traffic/pedestrian issues around Henderson
Park. The Traffic Safety Committee is missing several members and is in desperate need of
concerned volunteers to serve on this committee which meets quarterly or as needs arise. In
the mean time, the traffic safety concern around Henderson Park is being handled by the City
Safety Officer, the Public Services Superintendent and the Chief of Police.

Cable advised that Tsalila Festival begins this week. On Thursday and Friday, the 11 th and
12th, the festival is open to school age children grades 2-5 and just under 2,000 are
scheduled to attend. City Hall may be a little short handed on Thursday and Friday as some
of the staff will be helping with the school kids and exhibits. The festival is open to the public
on Saturday and Sunday, the 13th and 14th. All councilors are encouraged to attend the
opening ceremonies at 10:00 a. m. on Saturday.

Cable stated that it had been reported that the reservoir on Crestview went dry over this last
weekend. The reservoir holds 250,000 gallons. As the reservoir was being refilled, a
customer on North Hills Court notified the City that they had a geyser in their back yard
between their meter and their house, which accounts for the empty tank. The water
department crew responded immediately to address the reservoir draining problem while
keeping our customers supplied with water.

Cable stated that the water line under the Umpqua River is in place and is in the process of
being pressure tested.

Cable advised that there had been a complaint about the darkness on View Street due to two
of the streetlights having been turned off. It should be noted that streetlights have been
turned off on all the streets off Bowman Road except Doyle Street, which doesn’t have any
lights and never has. Councils may recall that most streetlights are either $13.04, $11.98, or
$9.70 per month. The ones on View Street are $9.70 per month or $116.40 per year. The
purpose of streetlights is to illuminate streets and intersections as opposed to yards.

Mayor Tymchuk proposed to have no Council meeting on September 22 nd and to use that
date for interviews for City Manager instead.

EXECUTIVE SESSION OF THE REEDSPORT CITY COUNCIL SEPTEMBER 8, 2003, CITY
HALL COUNCIL CHAMBERS.

PRESENT:                              Mayor Keith Tymchuk

                                      Councilors Russ Ekstrom, Ruth Hash, Richard Oba, Garth Pollard,
                                      Stan Washington, and Debbie Williams

                                      City Attorney Steve Miller

OTHERS PRESENT:                       Diane Novak, Jay Cable, Heather Vail, Howard Yune


Executive Session:

City Council Minutes of September 8, 2003

                                                      Page 4 of 5
Pursuant to ORS 192.660 (1)(a) - Employment of Public Officers, Employees and Agents
Pursuant to ORS 192.660(1)(f) - Exempt Public Records.
Pursuant to ORS 192.660 (1)(h) - Consultation with Legal Counsel regarding pending or
      potential litigation

Return to Regular Session:

1.       Shall the City Council select candidates to interview, set dates and times for the
         interviews, and set a reimbursement amount for incurred expenses (Travel, lodging,
         food, advertising)? (Council Letter 003-108)

Due to the vacancy remaining in the City Manager position, the Council has outlined a new
schedule to begin the evaluation of candidates. The August 15th application deadline has
been met and the City staff has received a number of applications and resumes.

All applications and resumes have been copied and presented to Council for their review.

Councilor Williams moved that the Council direct staff to contact the candidates chosen to
interview, set dates and times for the interviews and set a reimbursement amount for incurred
expenses (travel, lodging, food, and advertising).

Councilor Ekstrom seconded the motion.

Discussion was held.




MOTION:

         that the Council direct staff to contact the candidates chosen to interview, set dates
         and times for the interviews and set a reimbursement amount for incurred expenses
         (travel, lodging, food, and advertising).

VOTE:

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

                AYES           7        NAYES      0
         (Mayor Tymchuk, Councilors Ekstrom, Hash, Oba, Pollard, Washington and Williams
         voted in favor of the motion.)

                   The motion passed unanimously.

Student Councilor Merschel cast an advisory vote in favor of the motion.


ADJOURN:


                                            ______________________________
                                            Mayor Keith Tymchuk


ATTEST:


________________________
John D. Cable, City Recorder



City Council Minutes of September 8, 2003

                                              Page 5 of 5

								
To top