Dunes City Council     M I N U T E S    Special Meeting - November 15, 2007 - 7:00 p.m.     Printable rtf file

City Hall – 82877 Spruce Street

Westlake , Oregon   97439

COUNCILORS PRESENT:  Mayor (Acting) Peter Howison, Richard Koehler, Susie Navetta, David Bellemore, Bob Petersdorf

COUNCILORS ABSENT:     John Scott, excused

OTHERS PRESENT:             Mayor Elect Eric Hauptman, Lisa O’Callaghan staff member, and several members of the community

I.                    CALL TO ORDER

Mayor (Acting) Peter Howison called the meeting of the Dunes City City Council to order at 7:00 p.m.   Roll call was then taken by Mayor (Acting) Howison.

II.                   Councilors joined in the Pledge of Allegiance.

III.                ANNOUNCEMENT:

There are vacancies on the Road Commission (3), Planning Commission, and Site Review Committee (2).  Additionally, Councilor Peter Howison made the announcement that there was a Lane County Community Council meeting scheduled for November 15, 2007 .  At this point in time, it was brought out that said meeting was scheduled for the same date as the current City Council meeting.

Mayor (Acting) Peter Howison relayed appreciation and a thank you statement to the residents of Dunes City and the Dunes City Council.  He declared that Dunes City was in the process of hiring a non-politicized office staff.  He continued that working with Mayor Elect Eric Hauptman, he felt that Dunes City was moving forward, rebuilding from the ground up.  The finances will be evaluated and the City will live within a budget.  Back-up police protection will be investigated.  Other the items to be handled include septic tank evaluations, monitoring water quality, and compatible development.

Mayor (Acting) Peter Howison then conducted the swearing in of the new Mayor Eric Hauptman. 

Mayor Eric Hauptman suggested a temporary hire to the position of Accountant/Bookkeeper to help prepare for the audit.  There was then some discussion of a need to prepare the City books for an audit. At this time, Councilor David Bellemore made a motion to hire an accountant/bookkeeper.  Councilor Peter Howison seconded the motion.  Motion carried.  Discussion:  Councilor Bob Petersdorf stated that he wanted to know where the funding was coming from to pay this position, what was the time frame or hours for this position, and what fund would cover the cost of payroll for this position.  Councilor Peter Howison stated that he received a check in the amount of $l,000 from the auditing company who failed to complete this year’s audit. 

Mayor Eric Hauptman explained that it is possible for the funding to come from the General Fund.  However; as to cost factor, that is not known at this time.  Councilor Bob Petersdorf mentioned that the Port Commission used a local accounting firm with success.  Councilor Peter Howison relayed that if an accountant was hired prior to the audit that it would lessen the cost of the audit.  Councilor David Bellemore stated that the records need to be ready and in place for the audit. 

IV.               INTERVIEW CITY COUNCIL APPLICANT - SELECTION

At this time, the City Council interviewed Jerry Curran for the position of City Councilor to replace outgoing Councilor David Bellemore.  Councilor
Peter Howison asked Jerry Curran why he applied for the position.  Jerry Curran replied that he has lived all over the world and feels the environment in Dunes City is the most pristine environment.  He wants to see the environment preserved.  He is for controlled growth, sensitive development and compromise.  Mayor Eric Hauptman then inquired as to time available to fulfill the duties of the position.  Jerry Curran stated that he is retired and is currently serving on the Water Quality Committee as well as the Parks and Recreation committee.

Jerry Curran continued that Dunes City needs to be self reliant and can’t depend on the federal government.  There needs to be some policies changed or the lakes will be polluted.  He added that he has a photograph taken in 1995.  Councilor Susie Navetta offered that she worked with Jerry Curran on the Storm Water Manual and that he has perseverance.  Jerry Curran feels that everyone needs to get involved in our community.  There are great people living here and everyone needs to come together for the betterment of Dunes City .  Councilor Bob Petersdorf informed that Dunes City needs a City Councilor who reads the city charter, the resolutions, and the ordinances and can be your own voice. 

Councilor Peter Howison made a motion to appoint Jerry Curran to the position of City Councilor.  Councilor Bob Petersdorf seconded the motion.  Motion carried.  Councilor Peter Howison conducted the swearing in ceremony.  Outgoing City Councilor David Bellemore then thanked Dunes City stating that there are exceptional people living here.

Councilor Petersdorf then gave a report that three candidates applied for the position of Road Secretary and that Marie McConnell is recommended for the position.  Councilor Susie Navetta made a motion to hire Marie McConnell.  Councilor Bob Petersdorf seconded the motion.  Motion carried. 
Marie McConnell will be working 12 hours a week on Monday, Wednesday, and Thursday.  Including the Road Commission meeting the hours may be a total of 15.  Her first day of work will be December 3, 2007 . 

Councilor Bob Petersdorf stated that there is a vacancy on the Road Commission.  At this time,  Councilor Susie Navetta made the motion to appoint Troy Sathe to the Road Commission.  Councilor Jerry Curran seconded the motion.  Motion carried.

Mayor Eric Hauptman discussed the position of City Recorder.  He informed that most cities have a City Recorder, controller or a City Treasurer.  He felt that we should hire a City Recorder and that the City Charter has a Treasurer position.  We need competent employees to take care of the City funds.  Currently, it is costing the city $750 per month to have the minutes recorded and transcribed. 

Councilor Peter Howison possibly less predictability cost wise.  It is a good idea to separate the City Recorder and Treasurer.  Councilor Bob Petersdorf mentioned that the City Charter says he can combine the two positions.  Mayor Eric Hauptman felt that the budget committee should meet quarterly to review budgets.  Councilor Petersdorf inquired about a job description for a Treasurer position.  Mayor Eric Hauptman felt that a job description would be ready by the Monday after Thanksgiving. 

Including the Planning Commission duties, LCOG cost to transcribe tapes through October is $4,000 and the total bill is not tallied.  LCOG bill year-to-date is $57,500.  Dunes City could be saving money by having competent staff versus paying monies to LCOG.  Mayor Eric Hauptman cited one example of a transcribed tape totaling 26 pages.  Councilor Susie Navetta offered that perhaps Dunes City could share the position with the City of Florence .  Councilor
Bob Petersdorf made a motion to pursue investigating the position of Treasurer complete with a job description and hours and cost involved.  Councilor Peter Howison seconded the motion.  Motion carried.  There was further discussion on re-advertising for the position of City Recorder, Planning Secretary, and Treasurer.  Also, it was brought out that performance evaluations had not been done on the city employees for over two years.  Councilor
Peter Howison advised that clearly the City accounting needs to be in good order to be prepared for the audit.

Lee Riechel

Lee Riechel informed that the work load in Dunes City Hall created a burn out situation.  The time spent on answering telephones, applications for land use becoming more complex, lawsuits on land use, the Planning Secretary has a work load that piles up.  LCOG needs to do the work they are doing due to the back log.  Perhaps reduce LCOG but not eliminate.  Land Use Code.  Reorganize Dunes City Plan in Dunes City .

Jerry Wasserburg

Definition should be laid out what constitutes planning.  Ad-Hoc Committee to draft document regarding jobs.

Councilor Susie Navetta made a motion to adjourn.  Councilor Robert Petersdorf seconded the motion.  Motion carried.  Meeting adjourned at 8:20 p.m.

Respectfully submitted,

Lisa O’Callaghan

Administrative Assistant