Jan 27, 2014 - City of Sutherlin, OR

Transcription

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.
SutherlinCityCouncilMeetingofJanuary13,2014
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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.
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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
Opposed: None
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
Opposed: None
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.
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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.
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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.
Opposed: None
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
Opposed: None
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
Page5
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
Opposed: None
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
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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.
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o
o
o
o
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
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Action Items
and/or
General Business
Dddddddddd 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). CityofSutherlinStaffReport
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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
Sutherlin, OR 97479
541-459-2856
Fax: 541-459-9363
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. CityofSutherlinStaffReport
Page1
Dddddddddd 126 E. Central Avenue
Sutherlin, OR 97479
541-459-2856
Fax: 541-459-9363
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
Sutherlin, OR 97479
541-459-2856
Fax: 541-459-9363
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. CityofSutherlinStaffReport
Page1
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)

Jan 27, 2014 - City of Sutherlin, OR

Transcription

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