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Dunes City Council Approved MINUTES February 10, 2011 at 7:00 pm Printable file |
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1. Call to order Mayor Eric Hauptman called the meeting of the Dunes City Council to order at 2. Roll Call was taken by Fred Hilden, Present: Mayor Eric Hauptman, Council President Rebecca Ruede, Councilor Richard Anderson, Councilor Absent: None. Also Present: City Recorder Fred Hilden, City Planner Lisa Ekelund, Administrative Assistant Haley Nelson, 3. Pledge of Allegiance All who were present stood for the Pledge of Allegiance. 4. Approval of the agenda Councilor Koehler made the motion to
approve the Agenda. The motion was seconded by Councilor Ruede. The motion passed by unanimous vote. 5. Consent agenda · City Council meeting minutes from · Bills of the session through · Receipts of the session through Councilor Mills made the motion to pull the Bills of the Session
off of the Consent Agenda and have the Bills considered any time after the presentation of the Budget vs. Actual. The motion was seconded by Councilor
Sathe. The motion passed by unanimous vote. Councilor Mills made the motion to approve the minutes of 6. Announcements / Correspondence Mayor Hauptman announced the following: · The January and February artist of the month is Kathryn Damon-Dawson. · Volunteers are still needed for one Parks and Recreation Commission position. · February birthday wishes to Councilor Sathe and Administrative Assistant Haley Nelson. · League of Oregon Cities (LOC) training for Council, Planning
Commission, and Road Commission
members is Wednesday, · A City Council Special Session is scheduled to conduct an
Executive Session, called under ORS 192.660(2) (f) for the consideration of confidential records exempt from public disclosure 7. Citizen's Input Ronald Mann ~ Mr. Mann spoke in regards to non-conforming structures and uses. Mr.
Mann said there are a variety of properties around Siltcoos and Paul Floto ~ Mr. Floto said the Council has been ignoring the Charter. Mr.
Floto said that over the years the Mayor has become a “de-facto” chief executive officer. Mr. Floto spoke in regards to the Council imposing fines
from violation of the laws. Mr. Floto spoke in regards to whom the Budget Officer reports to. Mary Jo Leach ~ 84284 Alder Drive ~ Mrs. Leach said she would like to enter into the written record, a copy of a letter along with a written
complaint and various other documents regarding a septic issue. Mrs. Leach said her husband had a conversation with Councilor Sathe regarding
information Councilor Sathe obtained from the City. Mrs. Leach said the septic issue is a serious problem and they want the City to stop the flow that
is occurring on their property. Mrs. Leach claimed that there has been no enforcement of the septic ordinance and compliance issues. Jerry Curran ~ 5600 Shady Lane ~ Mr. Curran spoke in regards Ordinance No. 203. Mr. Curran said
many people worked hard on writing this ordinance. Mr. Curran said everyone wants a clean lake. Mr. Curran
said the City needs to improve the ordinance so that it is enforceable and then they need to enforce it. Renee McGuire ~ Ms. McGuire said she is speaking on behalf of her mother in regards to Mr. David Bellemore. Ms. McGuire stated that Mr. Bellemore drove over a road going through her mother's property and Mr. Bellemore is not allowed to do so. Ms. McGuire said a complaint was filed and she would like follow-up on this complaint. Susie Navetta ~ Ms. Navetta said the septic ordinance is very important. Ms.
Navetta said John Stead ~ Mr. Stead said he noticed there is discussion on the Agenda regarding Mrs. Dumas spoke from the audience and said she would allow Mr. Stead her three minutes so that Mr. Stead
may continue speaking. Mr. Stead continued his statement regarding water rights. Mr.
Stead said the City should get out of the water right business so individuals can obtain their individual water rights for domestic purposes. Theresa Sathe ~ Mrs. Sathe stated that it was not her intention to get Mr. David Bellemore in trouble with his neighbor as
indicated by the citizen input of Renee McGuire. Mrs. Sathe stated that she spoke to Ms. McGuire's mother indicating that it was nice that they allowed
Mr. Bellemore the use of their access. 8. Mayor's report Mayor Hauptman read the following written report. “Given that we have some new Councilors now sitting at the dais and of course it never hurts to remind
the more seasoned Councilor, I would like to provide a few reminders of meeting and Councilor protocol and responsibilities. Firstly, please wait to be
recognized by the Chair (that’s me) before speaking. Feel free to lean forward and raise your hand if you would like to speak. I choose Councilors to speak in the order that I recognize them by leaning forward with your hand raised. Councilors
shall preserve order and decorum during Council meetings, and, shall not, by conversation or other action delay or interrupt the proceedings or refuse to obey the orders of the presiding officer. Secondly, as Councilors, you have a responsibility to not use your position to prevent or impede the staff
from doing their jobs. You as Councilors cannot influence the staff by threats or coercion. If your actions
could be perceived as causing harm or damage to any citizen because of your interference with the staff you could be held personally liable in a tort action against the City. Please remember as Councilors, that our job is to be fair and impartial with any citizen of
this community and guarantee the citizens of 9. Committee
/ Commission reports The Council presented their Committee and/or Commission reports. For up to date meeting times and locations, please visit www.dunescity.com/calendar or contact City Hall at 541-997-3338. 10. Public Hearing - None Scheduled. 11. Unfinished / Old Business - None Scheduled. 12. ·
Presentation by Councilor Mills made the motion that
that the Council amend the job description in the City Recorders contract to include a provision that the City Recorder provide a monthly financial report to the City Council including a
comparison of actual expenditures to the current approved budget. The motion was seconded by Councilor Ruede. The
motion passed by vote of 5 ayes and 1 abstain (Councilor Koehler). Mayor Hauptman called for a recess at Mayor Hauptman reconvened the meeting at ·
Presentation by Fred Hilden: FY 2010-2011, July-December Budget vs. Actual. Fred Hilden extended his thanks to Haley Nelson provided documents to the citizens present so they could follow
along with Fred Hilden’s presentation. Councilor Mills asked if the septic license fees are made up by the business
license fees. Fred Hilden said this is something that needs to be discussed but he needs
to do some research prior to this discussion. Councilor Koehler referenced the $400 per year for the website and his
services for the website have been free for the past four years and that money could go somewhere else. Fred explained that the City has been receiving free internet services from
Charter Internet. Fred said this is not going to continue and the City will be required to cover this service. Councilor Mills made the motion to
approve the Bills of the Session. Councilor ·
Commission and Committee Appointments Councilor Ruede made the motion to
appoint Cyndi Cullison to the Communication and Education Committee. Councilor Wells seconded the motion. The
motion passed by a vote of 4 ayes, 1 nay (Councilor Koehler), and 1 abstain (Councilor Sathe). Councilor Ruede made the motion to
appoint David Bellemore, Ed Scarberry, and Paul Wilbanks to the Revenue Committee. Councilor Sathe seconded the motion.
The motion passed by unanimous vote. ·
Request to Vacate a Portion of Mr. Tom Bassett and Rich Bailey of Mr. Bassett explained the documents that were provided to the Council in
regards to a request to vacate a portion of Councilor Ruede asked Councilor Sathe for the results of the Councilor Sathe said the Mayor Hauptman said the next step would be to decide if they should move
forward with a public hearing in March. Councilor Mills said as City Councilors, they are responsible for protecting
the City and this is giving away something of value. Councilor Mills stated that they are obliged as Council members to make sure the City is kept
whole. Councilor Mills stated that if they are decreasing their assets then perhaps the City should be compensated. Councilor Sathe said compensation would be decided in the public hearing. Mr. Davis said there is adequate turnaround and it borders their drain
field. Mr. Davis said by doing the vacation, that habitual turn around would remain. Councilor Mayor Hauptman said he does not know if the State would allow a road to be
placed in the wetland. Councilor Sathe said that for “recreation” the city could improve the
road. Councilor Sathe made the motion to
have the public hearing on the vacation of the portion of Buckskin Councilor Sathe made the motion that
at the next available Council meeting we have a public hearing on the vacation of the portion of Buckskin ·
Ordinance No. 182 Changes. Planning Chairman Lee Riechel approached the Council. Chairman Riechel said that as the City was creating Chapter 155, several versions were made. Chairman Riechel said what we are doing right now is to come up
with the most accurate copy of 155 as compared to what went to DLCD. Councilor Mills said the goal is to find which one was passed. Judy Martin spoke from the audience and stated that she was the last one to
do any typing on that ordinance and she has hand written notes that she can look for. Judy said it was given to her to by the Planning Commission. Judy said the version that passed was her copy and she doubts there were any substantial changes otherwise, DLCD would have requested another copy. Mayor Hauptman said he would feel more comfortable if DLCD made the
determination on whether or not the changes would cause them to require another copy. Councilor Koehler asked if the changes were never sent to DLCD. Chairman Riechel said he has no record of this. Chairman Riechel said during this time, the office fell apart and they have not found the document. Councilor Mills said the two-page ordinance was there but the exhibit was
nowhere to be found. Chairman Riechel said they would come up with a baseline version. Chairman Riechel said once they get the baseline, they would collate all of the recommendations as provided by ·
Septic Ordinance No. 203. Councilor Wells said he would like to present a document to Council for
consideration. Councilor Wells made the motion to
have this ordinance, which amends title 14 and repeals ordinance number 203 put on the March Agenda as an action item. The motion was seconded by
Councilor Sathe. The motion passed by vote of 5 ayes and 1 nay (Councilor Koehler). ·
Water Rights Compliance Fee. Councilor Sathe said this is a big concern amongst other people in the town. Councilor Sathe said $150 may not seem like much but it is a selective tax. Councilor Sathe said he believes this
should be rolled back to $100. Councilor Sathe made the motion that
this is an action item with the staff giving us a full presentation as to where we are. Councilor Sathe rescinded his motion. Councilor Ruede made the motion that
the water rights compliance fee and any materials associated with that is put on the Agenda next month as an action item. Councilor Sathe seconded the
motion. The motion passed by unanimous vote. ·
City Website Maintenance. Councilor Councilor Koehler said throughout the Council meetings of the last four
years he has always accepted ideas. Councilor Koehler said what the website is doing is basically providing an educational format as opposed to a
commercial one like the "dot com" indicates. Councilor Ruede said this would be an Agenda item for her Committee. Councilor Ruede commended Councilor Koehler for his job as webmaster. Councilor Koehler asked what Councilor Ruede believes is missing in
transparency. Councilor Ruede said nothing is missing and they should continue keeping
things transparent. Councilor Wells suggested that the Council set a time quarterly where the
citizens speak and the Council is quiet. Fred Mayor Hauptman said the month of April would be a good month for this. Councilor Sathe made the motion that
on ·
Ordinance No. 209 Revised Establishing an Ordinance Review Committee. This item was postponed to the 13. Unscheduled Items Not Listed on the Agenda - None. 14. Executive Session - None. 15. Adjournment There being no further business to come before the City Council, Councilor Koehler made the motion to adjourn the meeting and Councilor Ruede seconded. The motion passed by unanimous vote. The meeting of the Dunes City Council adjourned at APPROVED BY THE DUNES [ Signed copy available at City Hall ] Eric Hauptman, Mayor ATTEST: [ Signed copy available at City Hall ]
=========================== =========================== Communication & Education Committee Report to Council
From Councilor Ruede The Committee will hold their first meeting of the year next week on Thursday February
17th at The first newsletter will be published on or around April 30th. The theme will be Getting to Know You and will feature your elected officials. Who they are, what brought
them to their position of service and what they like to do for fun.
July 31 What’s Going On and On - This newsletter will feature articles about what’s going on in the committees, as well as what’s going on in the Dunes City Community.
October 31 Wrapping it UP - This final newsletter of the year will feature articles
about what the Council has accomplished and what they will look forward to in the next year.
The committee will also focus on Website Improvements and look toward publishing other communication pieces as necessary to keep our government transparent and our Citizens informed. [ back ] Revenue Committee Report to Council From Councilor Ruede The Committee will hold their first meeting of the year two weeks from now on Thursday,
February 24 at The Agenda for the meeting will be to create a mission statement and set at least one
goal to accomplish in 2011. [ back ] WATER QUALITY COMMITTEE REPORT The Water Quality Committee met at its regularly scheduled meeting time on The Committee reviewed its organizational documents specifically as to powers and duties
to refresh memories and inform new members. Discussion was had regarding a potential erosion problem where Little Woahink flows into I investigated the allegation that The committee identified its goals for the coming year which include: 1. Finalize the Quality Assurance Project Plan (QAPP); 2. Prepare a laminated water tester’s handbook that describes in detail
how to do each test; 3. Review the harmful algae bloom protocol so we can be prepared for the
next bloom; 4. Pursue and finalize the intergovernmental agreement(s); 5. Correct the issues with the Highway 101 corridor and 6. Correct issues with 7. Get DNA testing results and, based on the findings, pursue changes to
upstream septage 8. Continue monthly water testing on both lakes pursuant to the QAPP; 9. Develop a relationship with people who will be doing repairs on the
railroad crossings on 10. Standardize/upgrade the software for entry of testing data. The Committee asked me to prepare a Resolution to come before the City Council to
recognize Ralph Farnsworth for his contributions to The Committee has also held two work sessions to finalize the QAPP document. It is anticipated that the QAPP will be presented to the Council for approval at its March regular meeting. Also, the Department of Environmental Quality presented a “webinar” on Harmful Algae
Blooms on January 26th. The webinar was quite informative and provided updated information on research regarding algal blooms and their reactions to
varying phosphorous and nitrate levels. Two specific examples were discussed in detail. I believe the City
Recorder has a copy of the webinar at The next meeting will be held at City Hall on
City Planner Report to City Council In the Month of January, Last month, the Planning Commission held their meeting on On The next scheduled meeting of the Planning Commission is Respectfully
submitted,
Total Monthly Permit Issuance _______________________________________________________________________________
[ back ] City Recorder Report to City Council January 2011 was largely consumed with quarter end reporting for both state and federal payroll, preparation of W2s/1099s and cleaning up vendor
data in our QuickBooks accounting system. Final responses were prepared for the fiscal year 2009-2010 audit that will be presented by Sally Jaeggli, Hough Macadam and Wartnik, at the February 10,
2011 City Council meeting. All of the budget fund allocations were completed in the QuickBooks accounting system in preparation to finalize and the fiscal year 2010-2011 July – December Budget
vs. Actual report that I will present at the February 10, 2011 City Council meeting. Also during January, I began working with A substantial amount of staff time is being consumed receiving verbal and written request for information and complaints. Everyone needs to
recognize that adequate compensation is never received by the City to offset these costs. While I strongly support all citizens’ rights to file complaints, I think it is important to streamline
this process to minimize the expense to the City. As part of a public records request, I spent some time reviewing the septic database and noted several discrepancies. As a result of these
discrepancies, no septic report was produced this month. During February a substantial amount of additional training will take place and we will attempt to clean-up all discrepancies. Finally, Respectfully submitted, [ back ] ###
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