City of Sutherlin Regular Council Meeting Monday, January 27, 2014 Civic Auditorium 7:00 p.m. AGENDA

City of Sutherlin Regular Council Meeting Monday, January 27, 2014 Civic Auditorium– 7:00 p.m. AGENDA Mayor Denny Cameron Council President Patricia K...
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City of Sutherlin Regular Council Meeting Monday, January 27, 2014 Civic Auditorium– 7:00 p.m. AGENDA Mayor Denny Cameron Council President Patricia Klassen Councilors Boggs, Egbert, McKnight, Meier, and Stone 1. CALL TO ORDER / FLAG SALUTE 2. ROLL CALL 3. INTRODUCTION OF MEDIA 4. PUBLIC COMMENT [The purpose of citizen comment is to allow citizens to present information regarding agenda items only. A time limit of three minutes per citizen shall apply.] 5. ANNOUNCEMENTS / APPOINTMENTS 6. PRESENTATIONS / PROCLAMATIONS 7. CONSENT AGENDA a. January 13, 2014 Minutes - Regular Meeting

Members of the audience who wish to address the Council will be invited to do so. Speakers must use the microphone stating their name and address prior to addressing the Council.

8. ACTION ITEMS / GENERAL BUSINESS a. Sutherlin Area Chamber of Commerce Contract b. Council Calendar 9. REPORTS a. Red Rock Restroom Project b. One Stop and Sewer Rate c. Spur Road 10. CITY MANAGER UPDATE 11. CITY COUNCIL COMMENTS 12. PUBLIC COMMENT [The purpose of citizen comment is to allow citizens to present information regarding items off the agenda. A time limit of three minutes per citizen shall apply.] 13. ADJOURN WORKSHOP Budget Calendar

If you have a disability that requires special materials, service, or assistance, please call 541.459.2856 at least 48 hours prior to the meeting to arrange for accommodations

Call to Order & Flag Salute

ROLL CALL

Introduction Of Media

PUBLIC COMMENT Agenda Items only

ANNOUNCEMENTS AND OR APPOINTMENTS

Presentations and/or Proclamations

Consent Agenda

  CITY OF SUTHERLIN Regular City Council Meeting Sutherlin Civic Auditorium Monday, January 13, 2014 – 7PM COUNCIL MEMBERS: Tom Boggs, Frank Egbert, Patricia Klassen, Todd McKnight, Karen Meier and Forrest Stone MAYOR: Denny Cameron CITY STAFF: City Manager, Jerry Gillham City Attorney, Chad Jacobs (via Skype) Interim Finance Director, Andy Parks City Recorder/HR Manager, Debbie Hamilton Deputy City Recorder, Diane Harris Community Development Director, Vicki Luther Police Sergeant, Joe Felix Fire District #2 Chief, Greg Marlar Audience: Floyd Van Sickle, Tami Trowbridge, Steve Vincent, Steve Major, Joe Matteo, Brian Burke Sr., Andy Hlavinka, Greg Henderson, Zada Wright and Pam Cameron. Meeting called to order by Mayor Cameron at 7:00 p.m. Flag Salute Roll Call: All Present Introduction of Media: None PUBLIC COMMENT (agenda items only) None ANNOUNCEMENTS / APPOINTMENTS o Advisory Committee Appointments Staff Report – City Recorder/HR Manager, Debbie Hamilton, presented the slate of applicants for Budget and Parks Advisory Committees, explaining there are 5 current members seeking re-appointment, whose term ended December 31, 2013; one additional person whose application was submitted Friday afternoon after Council packet was sent. The slate of applicants reads as follows: Budget Committee - J. Albert Johnson Sr., John Lahley and Floyd Van Sickle; Parks Advisory Committee - Andrew Hlavinka, Zada Wright and Craig Hoobler. Mayor Cameron questioned past attendance records. Council discussed Ordinance No. 1028, adopted last May regarding committee member attendance. Mayor stated all persons applying on committees should be put on notice regarding attendance rules outlined in the Ordinance. Council discussed the following:  Would like to make individual votes on the applicants.  If past applicants from last year were contacted regarding available positions? No, it was advertised.  Where was it advertised? The newspaper, City website and Facebook page.  Suggestion to approve all submitted applicants with one vote.  Re-advertised for the positions still available. Hamilton will research applicants from last year and contact them regarding the open position on Budget Committee. Sutherlin City Council Meeting of January 13, 2014

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  Mayor Cameron asked if any applicants present would like to approach Council and introduce themselves. Andrew Hlavinka informed Council he has lived in Sutherlin since 2010 and served on the Parks Committee for 2 years; enjoys being active in his community and wanted to find a way to give back. He explained his past experience working as a park ranger aid in Virginia and enjoys being a part of a project; he referred to the most recent improvements and progress made with the Red Rock Park and Path. Hlavinka stated he would like the opportunity to re-apply to the Parks Advisory Committee and “see where they can take this town”. MOTION made by Councilor Meier to accept the slate of applicants presented to Council for Budget and Parks Advisory Committees; second by Councilor McKnight. Discussion: None In Favor: Councilors Stone, Boggs, Egbert, McKnight, Meier and Mayor Cameron. Opposed: Klassen Motion carried. PRESENTATIONS / PROCLAMATIONS CONSENT AGENDA o Minutes from December 16, 2013 Regular Meeting MOTION made by Councilor McKnight to approve the Consent Agenda as presented; second by Councilor Meier. Discussion: None In Favor: Councilors Stone, Boggs, Egbert, Klassen, McKnight, Meier and Mayor Cameron. Opposed: None Motion carried unanimously. PUBLIC HEARING o Supplemental Budget City Manager, Jerry Gillham, explained the importance of the Public Hearing and Supplemental Budget; adding, the City will be looking for funding for a parcel of land as part of the Wastewater Treatment Plant expansion. Gillham referred to the “One-Stop” meeting Staff will attend in Salem the next day and the importance of having the approved Supplemental Budget Resolution in place, prior to the meeting. Staff Report – Interim Finance Director, Andy Parks, welcomed questions from Council regarding the Public Hearing for Supplemental Budget.  Where is the money coming from? As described in the Staff report, the borrowing proceeds would be the source of funding for the land acquisition. Parks explained Oregon Budget Law is focused on expenditures, in order to spend money, adequate appropriations need to be available. In order to give Gillham the authority to move forward with the land acquisition, City will need to have things in order for funding. Once the City has the appropriations, Council will direct City Manager move forward. Financial terms associated with the acquisition would be presented to Council to authorize Gillham to execute documents associated with the financing. These are the first steps for Council regarding the ability to acquire the property but doesn’t commit the City to buy it. It provides the appropriation authority, should Council decide to move forward. Councilor Klassen reiterated the reason for the Resolution is to change a line item in the budget to allow negotiations; this does not give the City Manager the authority to purchase the property without Council approval. Mayor opened Public Hearing at 7:27 p.m. Supplemental Budget concerning the increase in appropriations capital outlay. Public comment: None received. Any opposed: None. Sutherlin City Council Meeting of January 13, 2014

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  Public Hearing closed at 7:28 p.m. ACTION ITEMS/GENERAL BUSINESS o Resolution No. 2014.01 – Supplemental Budget Staff Report - Gillham referred to the previous discussion regarding the Supplemental Budget. MOTION made by Councilor McKnight to approve Resolution No. 2014.01 Supplemental Budget as presented; second made by Councilor Klassen. Discussion: None In Favor: Councilors Stone, Boggs, Egbert, Klassen, McKnight, Meier and Mayor Cameron. Opposed: None Motion carried unanimously. o Ordinance No. 1034 – Avista Franchise Agreement (second reading and adoption) Staff Report – City Manager, Jerry Gillham, explained a minor change in the agreement regarding additional language in Section 2.7.3. Gillham explained during the first reading of the Ordinance, a change was also presented to Council at the December 16th meeting, adding Section 2.7.3, that was mistakenly omitted. Avista Regional Business Manager, Steve Vincent, explained the course of events regarding the oversight. Deputy City Recorder, Diane Harris, presented the second reading by title only of Ordinance No. 1034. MOTION made by Councilor McKnight to approve second reading and adoption of Ordinance No. 1034 – Avista Franchise Agreement; second by Councilor Boggs. Discussion: None In Favor: Councilors Stone, Boggs, Egbert, Klassen, McKnight, Meier and Mayor Cameron. Opposed: None Motion carried unanimously. o Amendment – ODOT IGA for Red Rock Path Staff Report – Community Development Director, Vicki Luther, explained reasons for the amendment to the ODOT IGA was because of delays regarding movement of the trail and bridge near the Scarborough property and to update and identify current project manager. Changes to the IGA are as follows:  Agency’s Project Manager has been changed from Chad Mast to Community Development Director, Vicki Luther.  Project milestone timeline advanced to later dates. MOTION made by Councilor Boggs to approve Amendment Number 01, Agreement No. 28221, ODOT IGA for Red Rock Path; second by Councilor McKnight. Discussion: Mayor Cameron – Questioned if this is the first amendment to the IGA, Mast has not been the project manager for over a year. This is actually a request from ODOT and is a requirement. Amendments are supposed to be submitted within 30 days, per the contract; questioning why it is being presented to Council now. Luther explained those questions would need to be addressed to ODOT. A discussion took place regarding the amendment to the IGA and delays that have taken place because of issues with Scarborough’s property. City Attorney, Chad Jacobs, explained the City is still legally bound to the existing IGA, no matter what Council decides to do, approving the amendment doesn’t change legal requirements the City must abide by, other than extending out some of the dates to accommodate the changes to the project. Discussion continued concerning changes to the scope of work, requirements and other delays in the project that have affected the timeline. Gillham explained ODOT is still waiting for the engineer’s plan; however, he would like to get through this project and not alienate ODOT, who has been very helpful regarding the project and funding. Sutherlin City Council Meeting of January 13, 2014

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  In Favor: Councilors Stone, Boggs, Klassen and McKnight. Opposed: Councilors Egbert, Meier and Mayor Cameron. Motion carried. o Resolution No. 2014.02 – Update Fire District #2 Annexation Staff Report – City Attorney, Chad Jacobs, explained this is the first step in the process; to present to voters, whether or not they want to annex into Fire District #2. Referred to state law statute, stating the City must first make a formal request to the District to propose the annexation. District’s board of directors will review the request, if accepted; they will set an election date (May election). The issue will come back to Council, who will pass a second resolution to put the measure on the ballot for consideration; Charter Amendment would be proposed as a third resolution, to decrease City’s tax rate to help offset the increase in taxes, citizens will be paying for annexing into the district. MOTION made by Councilor McKnight to approve Resolution No. 2014.02 to Update Annexation for Fire District #2; second by Councilor Klassen. Discussion: Councilor Stone and Meier questioned the language usage in the Resolution. Jacobs – Changes can be made to the “whereas” clauses of the Resolution, adding any amendment should be made at tonight’s meeting and approved; to make the deadlines involved with the May ballot. Mayor Cameron – Questioned the term “related” used in the sentence fire protection and related services. Jacobs explained that terminology was taken out of the IGA, and referred to emergency services such as ambulance services. Mayor Cameron - This includes both fire and ambulance? Douglas County Fire District #2 Chief, Greg Marlar, stated this is for fire and emergency services; it is not for ambulance services. Emergency services include first response, rescue and other emergency medical services the fire department provides. Jacobs – Referred to the IGA agreement, stating the parties will request the County transfer the ambulance service franchise (Medcom) to the district and remove the City from further obligation they’re under. The parties will agree and the district will ask that the ambulance franchise be joined to and incorporated into the district. In Favor: Councilors Boggs, Klassen, McKnight and Meier. Opposed: Councilors Stone, Egbert and Mayor Cameron. Motion carried. o Sutherlin Area Chamber of Commerce Proposal City Manager introduced Sutherlin Area Chamber of Commerce President, Tami Trowbridge who referred to the proposal, announcing Greg Henderson has been hired, part-time, as the Executive Director, he is also employed by the Small Business Development Center at UCC, adding UCC is willing to give Henderson a north county satellite office for his functions with the Chamber. Trowbridge continued explaining detail of the proposal. Councilor Klassen – Would like to see the Chamber board include community organizations, for instance, Blackberry Committee, Sutherlin Downtown Development, Lions Club and the Rotary Club to be part of the Chamber’s board; as voting members. The board’s current proposal is a six month proposal, giving time to evaluate their position; then put together a concrete, long term plan. Proposed City turning over the current available balance of TRT funds, approximately $67,000 to the Chamber to administer, adding any large maintenance issue will be brought back to Council for disbursement of funds. Mayor Cameron - Concerned with ignoring Ad-Hoc committees restrictions regarding the funds. Trowbridge assured Council restrictions are not being ignored, will be adopting City’s current budget for the remainder of the fiscal year. Sutherlin City Council Meeting of January 13, 2014

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  Mayor Cameron – Questioned if proposal has been discussed with Tourism Coordinator, Char Hendershott. Trowbridge confirmed she and Hendershott have discussed the proposal, adding she would like to have Hendershott stay in her current position as an employee of the Chamber; adding she is doing a terrific job and a great resource as Tourism Coordinator. Councilor Klassen – Inquired where Chamber Office location will be. Trowbridge stated they have been discussing options for available locations or may stay where they are currently housed. Chamber to report to Council monthly; in turn dissolving TRTAC. Councilor McKnight confirmed current committee members have expressed interest in staying involved and working with the Chamber. The next step is to draw up a formal agreement, forward to City Attorney for review; then will be brought back to Council for consideration. MOTION made by Mayor Cameron to approve Sutherlin Area Chamber of Commerce Proposal with recommendation to have an agreement brought back to Council; second by Councilor Boggs. Discussion: Who audits? This will be addressed in the agreement. In Favor: Councilors Stone, Boggs, Egbert, Klassen, McKnight, Meier and Mayor Cameron. Opposed: None Motion carried unanimously. o Appoint Bargaining Team Staff Report – City Attorney, Chad Jacobs presented various options for Council consideration for labor negotiations. Normally, the City Manager takes a role in the negotiations, however, since there is a conflict of interest due to his contract agreement, other options will need to be considered. Information was provided to Council regarding costs based on the estimated 50 hours needed for negotiations. Gillham informed Council AFSCME will be negotiating a new contract; Police will be negotiating wages and benefits. Discussion involved the following:  Would like to have representative that is semi-local, less distance for travel.  Suggested hiring LGPI, currently working locally with Douglas County and least expensive.  City Staff involvement.  Level of legal services needed with labor law background.  Importance of hiring qualified, experienced person or entity.  Council would like to know what realistic perimeters to consider.  Hire LGPI for negotiations and coordinate with Interim, Parks.  Services of Attorney at every negotiation meeting.  Helpful to have department heads involved during negotiation, but not necessary, any proposal to be brought back to department heads for consideration.  Would like Hamilton as HR Manager involved as lead person.  Make clear to Council what City wants and why; Council would have a better source to draw upon. MOTION made by Councilor Boggs to appoint LGPI and Interim Finance Director, Andy Parks, as bargaining team; second by Councilor McKnight. Discussion: None In Favor: Councilors Stone, Boggs, Egbert, Klassen, McKnight, Meier and Mayor Cameron. Opposed: None Motion carried unanimously. o Truck Purchase Staff Report – Community Development Director, explained when they went back to purchase the trucks Council approved at last meeting the price had increased. They had to go back for bids and guaranteed prices. The price Sutherlin City Council Meeting of January 13, 2014

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  of proposed trucks cost $477 more than the last trucks presented to Council, therefore requiring approval. Suburban Auto Group in Sandy, OR., provided the lowest bid out of five other dealerships with a price guarantee. MOTION made by Councilor McKnight to approve purchase of two utility work trucks for Operations and Water Division from Suburban Auto Group for $49,171 as presented; second by Councilor Boggs. Discussion: None In Favor: Councilors Stone, Boggs, Egbert, Klassen, McKnight, Meier and Mayor Cameron. Opposed: None Motion carried unanimously. REPORTS o Developer “One-Stop-Shop” City Manager deferred to next agenda item – City Manager updates for the report. o Red Rock Trail Phase II Financials All information not yet received for reporting purposes, will keep Council updated. CITY MANAGER UPDATE o One-Stop-Shop Gillham reported creating one day a month for a “One-Stop” so all developers in North County can come into City Hall get there questions answered, permits reviewed and pre-development planning information. All entities have agreed to participate; the last agency to coordinate with is the Fire Marshall. The final step is to coordinate the level of service and the date to meet. o Finance Director Update Interim Finance Director, Andy Parks, presented proposed draft budget calendar for Council review. Parks added there will be a budget goal setting meeting and the setting up of fiscal policies. The calendar sets up the framework for putting the budget together. Gillham would like Council to consider a workshop at next Council meeting regarding the information given to them. Council voiced appreciation to Interim Finance Director, Parks, regarding the calendar and starting the budget process sooner. o One Stop in Salem Gillham and Staff will be attending the “One –Stop” meeting in Salem tomorrow to put together possible funding for the land acquisition and Wastewater Treatment Plant project. Gillham introduced Dyer Partnership owner, Steve Major, to present information regarding the alternative options discussed at a previous meeting. Major clarified some of Council’s concerns. o Table Top Exercise Gillham encouraged Council members to attend the Table Top exercise, scheduled Thursday, January 16th, from 1-2:30 p.m. in Civic Auditorium; the exercise will include State, County and City officials, working through an actual economic development process. CITY COUNCIL COMMENTS Councilor Boggs – o Update regarding street repair in front of the post office. Because of the upcoming dry weather, it’s scheduled for Wednesday, adding E. Third/Sherwood will also be repaired. Councilor Egbert – o None Sutherlin City Council Meeting of January 13, 2014

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  Councilor Klassen – o Staff of League of Oregon Cities (LOC) asked her to assist in planning the next annual meeting. Would like to know if she will have Council approval concerning expenses connected with attending the LOC conference. Councilor McKnight – o None Councilor Meier – o Would like to take a class on government contracts, offered by LOC, February 19, 2014. Meier stated she will pay travel expenses, would like Council to pay for cost of the class - $150. Questioned the need for a motion or consensus by Council for approval tonight. Mayor Cameron would like more details regarding Klassen and Meier’s requests prior to approval. Councilor Meier and Klassen discussed points of consideration:  Doesn’t have a problem with Councilor Klassen representing the City at the conference, has a problem with everyone attending the conference and the expense involved.  Importance of being a voting member at the conference for policy changes.  Attend helpful and available classes offered at the conference.  Represent the City and introduce businesses in Sutherlin to other legislatures. Hamilton explained cost of the conference would be approximately $265 for registration and lodging $120 per night. Meier added she will attend the class and prepare a report to share with Council. It was by Council Consensus to approve expenses for Councilor Meier to attend the LOC class for $150.00 and Councilor Klassen to attend LOC annual conference in next fiscal year for approximately $500. Councilor Stone – o Have we received anything on the Spur Rd. drawings? Yes, we have received them, we are having them reviewed and updated, the neighbors and property owners have been contacted, there will be a meeting scheduled Wednesday with the engineer to finalize the plan. o Have we decided on the one-way street idea? Property owners and neighbors did not want a one-way street. Mayor Cameron – In regards to future meetings for City projects, would like to be on record to be invited to these meetings. The meeting is Wednesday, at 10:00 a.m. at City Hall in the conference room. Project Manager, Chris Berquist will be attending the meeting, Luther will be attending Staff meeting at that same time. o Concerned with ODOT’s regulations and adding a concrete divider on Central. (Due to Luther’s loss of voice) requested Councilor Stone to email his questions to her the following day. o Is conduit being installed under the road when we do Comstock project? (Will email question to Luther per request). o Is updated information available regarding R.H. Voss? That will be part of a follow up report that is being worked on. o The P.O.W. flag is torn. Please inform me as soon as you notice the flags are torn so the matter can be taken care of. Mayor Cameron – o Questions regarding the calendar for Council. Would like the dates for finance committee review and dates to submit applications for advisory committees. Would like the information for future agenda planning. o Unable to listen to audio recording from last meeting on the City website. Looking into a solution, have been unable to post the audio recording since computer was switched out. Sutherlin City Council Meeting of January 13, 2014

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Public Notice was posted prior to reviewing agenda and its approval. There was a time deadline for posting the Public Hearing. Discussion regarding a copy of the ISO map. Councilor Stone – It is an electronic copy, contacted necessary parties, informed there has been a problem statewide regarding the ISO map issues. Is there a date set for discussion concerning accrual accounting? City is already applying accrual accounting where needed, which is accepted accounting of principals within the enterprise funds and modified accrual within the governmental and debt service funds. As a CPA, that practice will not change. In relation to timing, recording of the accruals take place in most of the accounts at year end, this is typical in most governmental agencies. In the current software, this will encumber the funds, enabling Council to review expenditures in a more timely fashion. This is recommended for the “big dollars”, the five or six figure payments, the “small dollars” become a secondary and more easily tracked. Recommend working with Council on a purchasing policy. Is the module not being used because it’s difficult? Have not inquired about the reasons it has not been put in place, but it is available to use. This will address a large part of the issues Council has related to where things stand in the process, from the point of awarding a contract all the way through to the close out.

Councilor Meier – concerned with Council not being able to review the wire transfer records in reports. Parks The financial statements should be complete, have been reviewing, but am not completely familiar with the software yet. PUBLIC COMMENT None AdjournmentWith no further business meeting adjourned at 10:40 pm.

Approved: ______________________________ Jerry Gillham, City Manager Respectfully submitted,

______________________________ Diane Harris, Deputy City Recorder

______________________________ Denny Cameron, Mayor

Sutherlin City Council Meeting of January 13, 2014

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Action Items and/or General Business

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City of Sutherlin

126 E. Central Avenue Sutherlin, OR 97479 541-459-2856 Fax: 541-459-9363 www.ci.sutherlin.or.us

  STAFF REPORT Re:  Proposed Agreement with Chamber for Tourism Services  Purpose: 

Action Item   

Workshop   

Report Only   

Submitted By:  Jerry Gillham, City Manager and Tami Trowbridge,  Chamber President  Attachments: 

Meeting Date: 

1/27/14 

Discussion   

Update   

City Manager  Review 

 

1. 6‐Month “trial phase” contract. 

 

 

WHAT IS BEING ASKED OF COUNCIL?    The Sutherlin Area Chamber of Commerce (SACC) is proposing that the City of Sutherlin transfer  unexpended  tourism  funding  to  date  to  the  SACC  and  enter  into  six‐month  operating  agreement as attached.      EXPLANATION    After  two  meetings  and  discussion  with  the  Sutherlin  Area  Chamber  of  Commerce  (SACC),  Council  agreed  to  proceed  with  approving  a  six‐month  operating  agreement  with  the  SACC  which would place the SACC in charge of tourism and the Visitor’s Center on behalf of the City  of  Sutherlin.  In  exchange  for  this  service  the  City  would  transfer  TRT  dollars  that  have  been  collected to this date and would continue on a monthly basis to transfer TRT funds that come in  through this fiscal year.   The key purpose of this initial agreement is to give the SACC time to  establish  themselves  as  a  newly  reorganized  entity  and  to  develop  a  comprehensive  tourism  program  between  now  and  July  1,  2014.    Attached  for  your  review  is  an  early  draft  of  the  agreement.    However,  we  are  awaiting  legal  counsel  review  and  thus,  some  changes  may  be  asked for at your meeting on the 27th.    OPTIONS     1.  Approve the agreement as presented.  2.  Do not approve the agreement.  3.  Approve the agreement as amended.    SUGGESTED MOTION(S)    1.  Move to approve the 6‐month agreement and transfer of funds as presented (amended).   City of Sutherlin Staff Report  

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AGREEMENT THIS AGREEMENT made and entered into this day of January, 2014, between the CITY OF SUTHERLIN, a municipal corporation of the State of Oregon, hereinafter referred to as the “City” and SUTHERLIN AREA CHAMBER OF COMMERCE, a 501(C)-6 not-for-profit Oregon Corporation, hereinafter referred to as “SACC”. WITNESSETH WHEREAS, City has established a tourism promotion agenda through the Transient Room Tax Advisory Committee, and pursuant to authority given it by State law, has further enacted a transient room tax ordinance and levied lodging tax on motels within the City, and WHEREAS, the purpose of the SACC is to promote Sutherlin and in particular, tourism within and outside the community, stimulate economic investment in the City, and unite businesses and citizens in the City in support of tourism, special projects, plans, and events which promote and enhance the quality of life and economic vitality of the City. NOW THEREFORE, in consideration of the mutual covenants herein made to be kept and performed as follows, the parties agree:

1) City agrees to take reasonable action necessary to collect transient lodging tax assessments that may be imposed pursuant to City ordinance. 2) Beginning January 28, 2014 City agrees to disburse to SACC, all collected Transient Room Tax (TRT) funds collected and unspent to this date. From January 28, 2014 to June 30, 2014, City will collect and distribute TRT revenues to SACC on a monthly basis. These funds shall not include any unexpended contingency or annual cash carry-over. Except however, SACC may apply for a portion of these funds for a single purpose activity on a case-by-case basis. 3) City shall lease to the SACC the city-owned Visitor’s Center for one dollar ($1.00) per year. SACC shall be responsible for routine facility and grounds maintenance. As referenced in #2 above, any unexpected maintenance costs that are above the normal expected and budgeted for costs, shall be eligible for additional funding from City. 4) In the event the City decides to change the TRT, SACC or City shall have the right to request a renegotiation of this agreement. In the event resolution is unattainable as a result of the change by the City, either party may elect to terminate this agreement upon giving thirty (30) days written notice to the other. Any remaining or carry-over funds within control of SACC shall immediately be returned to the city at the time the thirty (30) day notice is rendered. Such funds will be used for tourism related activities deemed worthwhile by City. 5) SACC shall continue the employment of one part-time City employee with the same rate of pay.

6) With these funds SACC agrees to improve upon the current tourism agenda for Sutherlin and commits to use these initial six months as a trial period of refinement while adhering to the principal goals and processes as established by the City. 7) During this “trial period” SACC agrees to make a monthly presentation to City Council regarding their progress and accomplishments to date. 8) Prior to the expiration of this agreement, should SACC wish to enter into a longer yearto-year agreement, SACC shall before June 30, 2014 submit a yearly work plan and responsive yearly budget to the City. Additionally, SACC shall also agree to provide quarterly reports of expenditures and a work plan progress report to the City Council on a quarterly basis beginning in July 2014 and a year-end report in December of each year. In the event these reports are not provided, City shall withhold any and all future payments to SACC until such reports are submitted and City is satisfied. 9) SACC, by its acceptance of the funds granted herein, agrees to at all times protect and save harmless the City from all claims, actions, suits, liability, loss, expense, SACC gross negligence to include board and volunteers, or damage of every kind and description which may accrue to or be suffered by a person or persons, firm, corporation or other body sustaining any damage out of activities conducted, organized, or sponsored by SACC. 10) City may at any time with thirty (30) days written notice terminate this contract with no expected return of excess or carry-over dollars as long as SACC can demonstrate that such funds will be expended as pre-determined through the SACC yearly work program and identified within the yearly SACC budget. In such cases where SACC cannot demonstrate such expenditure justification, SACC shall immediately return all unexpended funds to City. DONE and DATED the day and year first hereinabove written. CITY OF SUTHERLIN: By: Mayor, Denny Cameron ATTEST: City Recorder, Debra L. Hamilton, CMC SUTHERLIN AREA CHAMBER: By: By: Title:

REPORTS

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City of Sutherlin

126 E. Central Avenue Sutherlin, OR 97479 541-459-2856 Fax: 541-459-9363 www.ci.sutherlin.or.us

  STAFF REPORT Re: Red Rock Rest Room Project Report  Purpose: 

Action Item   

Meeting Date:  1/27/2014  Workshop   

Report Only   

Submitted By: Jerry Gillham, City Manager, Andy Parks, Interim  Finance Director and Chris Berquist, Project Coordinator  Attachments: 

Discussion    City Manager  Review 

Update     

1) There will be a project report presented at Council Meeting

 

 

WHAT IS BEING ASKED OF COUNCIL?    To  receive  a  close  out  report  that  includes  a  near  360‐degree  review  of  the  process  used  to  complete  the  Red  Rock  Rest  Room  project.  The  review  included  consideration  of  questions  presented  by  Mayor  Cameron  and  Councilor  Meier,  however  the  focus  of  the  review  was  to  understand what transpired, identify what went well, what didn’t go so well, and what can or  should be changed in our process to ensure the City is effectively and efficiently managing its  capital projects.     EXPLANATION    As you know, there are two segments of the Red Rock Trail (phase I) project.  First, is the trail  engineering and construction.  Second, is an Oregon Parks and Recreation Department (OPRD)  funded project to construct new rest room facilities on the same site as the old site and to re‐ roof  and  repair  the  pavilion.    This  project  was  initiated  in  2009  and  closed  out  in  August  of  2013.    After  the  close‐out  with  OPRD  there  remained  questions  by  Mayor  Cameron  and   Councilor Meier.      We considered these questions as we performed a thorough examination of the project, from  its inception to close out. Chris Berquist and myself, with support from other City staff, went  through  the  files  item‐by‐item  and  then  met  with  former  Community  Development  Director  Dan Huff to seek clarification regarding each area we had questions (including questions of the  Mayor’s  and  Councilor  Meier).  Interim  Finance  Director  Parks,  has  reviewed  the  project  files,  including the receipt and expenditure of monies, grant files, and construction files.      We  are  finalizing  our  report  for  distribution  at  this  meeting.  We  will  review  our  findings  and  recommendations  at  that  time  and  address  questions.  If  the  Council  desires  this  item  to  be  included on a subsequent agenda, we can do that as well.      City of Sutherlin Staff Report  

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126 E. Central Avenue Sutherlin, OR 97479 541-459-2856 Fax: 541-459-9363 www.ci.sutherlin.or.us

City of Sutherlin

 

STAFF REPORT Re:  Update  on  One-­‐Stop  Meeting  and  Pending  Wastewater  Rate   increase   Purpose:  

Action  Item    

Workshop    

Report  Only    

Submitted  By:  Jerry  Gillham,  City  Manager  and  Andy  Parks,  Interim   Finance  Director     Attachments:  

Meeting  Date:   1/27/2014   Discussion     City  Manager   Review  

Update      

1) There will be a brief report presented at Council Meeting

 

 

WHAT  IS  BEING  ASKED  OF  COUNCIL?    

Receive   report   from   City   Manager   and   Finance   Director   regarding   the   One-­‐Stop   meeting   with   Federal   and   State   regulatory   and   funding   agencies   and   lenders   related   to   the   Wastewater   Treatment   Plant   project  and  necessary  rate  increase(s)  to  fund  the  project  and  continuing  operations.  

  EXPLANATION     City  staff  including  myself,  interim  finance  director  Andy  Parks,  Community  Development  Director  Vicki   Luther,   and   Wastewater   Operations   Supervisor,   Brian   Elliott,   together   with   Steve   Meyer,   Project   Engineer,   attended   a   meeting   with   staff   representing   DEQ,   USDA,   the   State’s   Infrastructure   Financing   Authority   (IFA)   and   Local   Oregon   Capital   Assets   Program   (LOCAP).   The   City   had   earlier   submitted   an   application  communicating  information  about  the  project  and  was  invited  to  meet  with  these  agencies.     We   provided   an   update   to   the   project   and   received   information   from   the   various   funding   agencies.   Several   funding   scenarios   were   generated   to   demonstrate   the   potential   impact   on   rates.   Additionally,   other   information   such   as   coverage   ratios,   debt   service   reserves,   and   other   terms   were   mentioned   as   well  as  various  requirements  of  each  agency  to  secure  funding.     There  is  a  considerable  amount  of  follow  up  and  clarification  to  the  information  presented,  followed  by   financial   analysis,   prior   to   presenting   viable   alternatives   to   the   Council   for   your   direction.   A   finding   from   the  information  presented  at  the  meeting  is  that  it  does  not  appear  likely  that  the  City  will  be  able  to   borrow  one-­‐hundred  percent  of  the  project  costs  from  a  single  lending  agency.  The  likely  scenario  is  a   funding   package   that   involves   three   agencies,   including   IFA   funding   for   the   land   acquisition,   DEQ   for   interim  financing  and  USDA  and  DEQ  for  long-­‐term  take  out  financing  for  all  but  the  land  acquisition.  The   length   of   repayment   varies   from   twenty-­‐five   years   for   IFA,   thirty   years   (currently   twenty   years,   with   action  pending  to  increase  to  thirty  years  in  February)  for  DEQ  financing,  and  up  to  forty  years  for  USDA.   Interest  rates  for  all  programs  are  adjusted  quarterly.     Mr.   Parks   has   prepared   a   comprehensive   financial   proforma   model,   that   extends   through   fiscal   year   2050,  to  facilitate  financial  analysis  of  the  various  financing  alternatives.  He  will  be  prepared  to  review  

City  of  Sutherlin  Staff  Report    

Page  1  

those   with   the   Council   by   the   end   of   February.   The   model   includes   implications   to   wastewater   rates,   debt  coverage,  debt  requirements,  operating  and  capital  requirements,  and  fund  balance  requirements.       With  respect  to  increasing  wastewater  rates,  the  Council  had  previously  discussed  increasing  those  rates   annually  for  the  next  four  years.  Per  Mr.  Parks  initial  review,  given  the  updated  information  received  at   the  One-­‐Stop  meeting,  we  are  proposing  a  comprehensive  review  of  the  rates  relative  to  the  financial   assumptions,  including  debt  terms  for  various  debt  alternatives,  and  future  operating  and  capital   requirements  before  the  Council  decides  on  the  amount  and  timing  of  rate  increases.     Mr.  Parks  and  I  will  endeavor  to  address  any  questions  you  may  have.  

  OPTIONS       This  is  a  report.  

City  of  Sutherlin  Staff  Report    

Page  2  

City Manager Updates

COUNCIL COMMENTS

PUBLIC COMMENT

ADJOURNMENT

FOR YOUR INFORMATION

 

Wastewater Division  CHURCH STREET LIFT STATION UPGRADE  January 10, 2014    Church Street Lift Station Upgrade was approved by the council on September 23, 2013. The upgrade  consisted of a 10’ X 12’ enclosed structure with 2” X 6” walls, metal roofing and a 6” concrete slab with  thickened edge. Components upgraded include, automatic transfer switch for the 15 Kw generator,  alarm system upgrade from auto dialer to Protection One system, utility sink/ eyewash station and  moving  pump control switches and hour meters to the outside of main electrical control panel.    Construction started on November 1, 2013. The building structure and plumbing was completed on  December 3, 2013. Electrical was completed on December 17, 2013. EC Power Systems completed their  hook up for the automatic transfer switch (generator) on January 8, 2014. The only item left is the  upgrade for the alarm system. Tentatively Protection One has stated the week of January 27th for  installation.   I’m very please thus far with the outcome of this project. Contractor and the sub‐contractors all did a  standout job. I thank the council and administration for moving forward on this project. Having an  enclosed building around the main electrical panel, automatic transfer switch for the generator, and  utility sink/eyewash will help staff with daily maintenance issues and emergency call outs.      Sincerely,      Brian Elliott  Wastewater Division Supervisor 

 

          Church Street Lift Station before Upgrade 

 

              Church Street Lift Station Structure Donated to Sutherlin Dog Park 

 

                  Automatic Transfer Switch, Eyewash, Utility sink, Hot water heater & Pump Controls 

 

          Church Street Lift Station Building Upgrade 

Sutherlin Visitor Center Monthly Service Report January 2014 SVC Visitors: Local – Douglas Co State of Oregon: Out of State: International Unknown Miscellaneous Total Visitors

17 00 03 02 06 07 35

Previous Month :November 22 Visitors

Area of Interest: The Occasion - How did the visitors find us? Vacationers: 03 Relocate: 00 Other: 14 Info.Signs: 07 Wine Sign 00 Unknown: 10 Correspondence:00 Vacation Packets: 01 Emails: 01 When do Tourists Arrive? Day: 09am-1pm Mondays 00 Tuesdays 15 Wednesdays 00 Thursdays 10 Fridays 03 Saturday Misc 07 Total Visitors 35

Summer Hours . 1-4pm

Business: 06 Other/Ads 10 Office Calls: 11

unknown

Unknown: 05 Referrals: 00

Total 00 15 00 10 03 07 35

Volunteer Hrs.34 Duran, Walt Franklin, Glenn

Moulton, Sandy

Comment: General office duties completed. The monthly report was tabulated and submitted to the Sutherlin council. Miscellaneous debris on the lawn, bus stop shelter and patio area received maintenance.

We are gathering information regarding 2014 events, continuing to update the remaining 2013 events, the Google Calendar and Face Book. Respectfully, Char Hendershott, Tourism

WORKSHOP

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City of Sutherlin

126 E. Central Avenue Sutherlin, OR 97479 541-459-2856 Fax: 541-459-9363 www.ci.sutherlin.or.us

  STAFF REPORT Re: Budget Calendar  Purpose: 

Meeting Date:  1/27/2014  Action Item   

Workshop   

Report Only   

Submitted By: Jerry Gillham, City Manager, and Andy Parks, Interim  Finance Director   Attachments: 

Discussion    City Manager  Review 

Update     

1) Draft budget calendar  

 

 

WHAT IS BEING ASKED OF COUNCIL?    To  receive  and  review  the  proposed  budget  calendar  and  provide  further  direction  regarding  the  schedule,  work  tasks,  and  involvement  of  the  City  Council  and  Budget  Committee  during  the  budget  process. 

  EXPLANATION    Interim  Finance  Director  Parks  has  listened  to  feedback  from  some  of  you  along  with  my  ideas  and  prepared a draft budget calendar to respond to as much of the feedback received as feasible.  You will  see  that  the  proposed  schedule  and  work  elements  include  a  significant  amount  of  work  in  a  compressed period of time. Andy is attempting to integrate as much of the Budgeting Best Practices into  the  process  as  possible.  We  need  to  begin  reviewing  information  and  securing  direction  from  you  beginning tonight with the approval of the calendar.      There are three significant work elements at the front end of the process, including a budget priorities  (goal‐setting) work session, review and consideration of fiscal policies, and receiving an update on the  City’s  financial  position  and  performance  as  of  June  30,  2013  and  December  31,  2013,  estimated  revenue and expenditures for fiscal year 2014; and global issues and budget assumptions that require  Council  action,  staff  direction,  and  engagement  by  the  citizen  Budget  Committee  members  to  the  degree  desired  by  the  Council.  Additionally,  we  anticipate  at  least  one  significant  workshop  on  Wastewater.      We will review with you the Proposed Budget Calendar and Andy will also make a brief presentation on  Budgeting Best Practices. What we desire from you at this meeting, is for you to provide your approval  of the Budget Calendar and the associated work tasks, as amended if desired, and your direction with  respect to the engagement of the Budget Committee and any other committees if desired to assist with  the timely review and approval of policies, financial alternatives and other work to adopt the budget on  a timely basis.   

 

City of Sutherlin Staff Report  

Page 1

City of Sutherlin, Oregon

Exhibit 1 Draft Budget Calendar Preferred

Latest

Date

Date

Mid Jan

15-Feb

End of Jan

End of Feb

End of Jan

15-Feb

Budget Committee, City Mgr, dept heads

27-Jan

10-Feb

Update CIP

City Mgr, dept heads

End of Feb

Mid March

Requested budget prepared and provided to finance Updates to five-year financial plan, e.g., staffing and other assumptions provided to finance director Workshops on any significant issues

Dept heads

End of Feb

Mid March

Dept heads

End of Feb

Mid March

Budget Committee Dept heads, staff and City Mgr Dept heads Dept heads

As needed

End of March

17-Mar

31-Mar

End of March Monthly 5-30 days before meeting 10+ days on website

4-Apr Monthly 5-30 days before meeting 10+ days on website

28-Apr

12-May

5-May

19-May

Week of May 5

Week of May 19

8-May 5-30 days before meeting 10+ days on website

22-May 5-30 days before meeting 10+ days on website

City Council

9-Jun

23-Jun

City-wide

1-Jul

1-Jul

Finance Dir

1-Jul

15-Jul

Description Council Budget Goal Setting Review fiscal policies Estimate current year-end revenue and expenditures Review prior year financial statements, December financials, preliminary year-end estimates, global issues and assumptions, budget process, and five-year financial projections with Budget Committee

Dept meetings with City Manager and Finance Director Budget narratives completed Update year-end revenue and expenditure estimates

Parties Mayor, Council, City Mgr. Mayor, Council, City Mgr., Finance Director Dept heads

Publish “Notice of Budget Committee Meeting” (ORS 294.426)

Finance Dir

Provide Proposed Budget (ORS 294.408) and Five-Year Financial Projections to Budget Committee

City Manager

Budget Committee approves budget (ORS 294.428)

Budget Committee, City Mgr and dept heads Budget Committee, City Mgr and dept heads Budget Committee

Publish “Notice of Budget Hearing” (ORS 294.438, 294.448)

Finance Dir

First Budget Committee meeting (ORS 294.408 and 294.426) Additional Budget Committee meetings (ORS 294.428)

City Council holds public hearing; adopts budget; levies taxes (ORS 294.456) Adopted Budget goes into effect Adopted Budget submitted to County Assessor and Department of Revenue (ORS 294.558)

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