CITY of ELGIN
COUNCIL MINUTES FOR MAY 12, 1998
COUNCILORS PRESENT- Kevin Cooper
Pat McMullen
John Stover
Berta Churchill
Leroy Short
vacant (John McElravy appointed to position)
Rick Smith - Mayor
Call to Order
The meeting was called to order at 7 pm by Mayor Rick Smith.
Approval of Minutes
The Mayor called for approval of the minutes of the meeting of April 14, 1998.
Councilor Stover moved approve the minutes of April 14, 1998, with Councilor
Cooper as second. The vote was unanimous for approval, motion carried.
Supervisors Reports
The Mayor called for the supervisors reports.
Police- Chief Sibley reported that he had contacted the School District regarding
a request to ODOT to establish "double fines" in the school zone on Highway 204.
They have not yet signed the request form. He also reported that he had been
demonstrating a radar speed sign around town. It is quite effective in slowing
traffic.
Public works- Kyle Boylen; absent, no report.
Library- Sandra Good reported that the Community Center roof was leaking again,
and threatening to do some damage to the library collection. The Community
Center Board is looking at possible resources to replace or repair the roof. Mrs.
Good asked if the Council had reviewed the library policies. Councilor Stover
stated that he had reviewed them and recommended adoption. Councilor Churchill
moved to adopt the Library Policies and Procedures as presented, with Councilor
Stover as second. The vote was unanimous for approval, motion carried.
Fire- Chief McDonald stated that the Fire Department had been practicing with
the new fire truck. He also noted that the truck had been out on two calls, but
has not been used.
Ambulance- Merle Laci; absent, no report.
Municipal Court- Ralph Howell reported that the April docket was quite full as
evidenced by the court report submitted. He also reported that he and Chief
Sibley had met with the Ministerial Association to discuss possibilities for
settling some juvenile cases here in Elgin, instead of in La Grande. This would
establish more authority in the community to prevent juvenile infractions and
other incidents.
Recorder/Administrator- Joe Garlitz, no report.
Citizens to Speak
Ted Thamert read a two page statement to the Council, on behalf of the
Stampeders. They are making a request for $20,000 to rebuild the Stampede
grandstands.
Committee Reports
The Mayor then called for the committee reports.
Administration: Councilors Cooper and Stover reported that the bills had been
reviewed.
Public Works: Councilors McMullen and Churchill, no report.
Public Safety: Councilor Short, absent.
Hearings
7:15 McMurdo partition;
Mayor Smith opened the partition hearing. The hearing is to consider the
application of Doug and Susan McMurdo for a minor partition. The lot to be
partitioned is zoned residential, allowing a single family residence on a lot of at
least 5,000 square feet and a duplex on at least 6,000 sq.ft. The property is
located north of Hartford St, at the far north end of N. 13th Ave and extends
east to the extension of N. 11th Ave; tax lot 1N 39 10DC #2300. The lot is
approximately 600'x 130'. The proposed partition will create two lots. The lot
adjacent to N. 13th Ave is proposed to be 127'x 137'm/l, the remaining lot
adjacent to N. 11th will be 470'x 130'm/l. A single family dwelling is being
constructed on the portion of the lot adjacent to N. 13th Ave. The remaining
portion of the lot is undeveloped.
Susan McMurdo was present to explain her request for the partition. She
is, at present, constructing a home on the lot. In getting financing for the
construction, she would like to divide off a residence size lot, so she would not
have to encumber the entire property.
Jim and Sherry Schoenwald sent a letter objecting to the partition. Mrs.
Schoenwald was present at the hearing. She stated that she felt there were
adequate lots available for development already, and that the development that
would occur as a result of this partition would have a major negative impact on
the water supply along Palmer Junction Road. No one else provided testimony.
It was noted that the construction of the house was already underway and
that the partition approval or denial would have no effect on that construction.
It was further noted that the water line supplying the McMurdo construction was
in place and was supplied by a line that does not feed off the line supplying the
Schoenwald home. It was also noted that the problem with water in that portion
of the system was due to head loss from elevation, not from lack of line capacity.
The City Public Works is attempting to get financing to do a water system study
that would address the pressure problem. However, there is adequate line
capacity to supply all the development proposed in this area.
After due consideration, Councilor Churchill moved to approve the partition
per the application, with Councilor Cooper as second. The vote was unanimous
for approval, motion carried. The lots created by this partition are subject to
the provisions of the Residential-I zone, and other applicable conditions of the
City of Elgin ordinances.
7:30 Reynolds Variance. Dan Reynolds was not present at this time. Mayor Smith
delayed the hearing until later in the meeting.
Citizens to speak (continued),
Peggy Delaney and Melinda Wittemore from Grande Ronde Hospital, and
Jeanne Bowden and Ginny Elder from the OHSU School of Nursing were present
to discuss the future operation or the Elgin Clinic.
Jim Mattes, President of the Grande Ronde Hospital, has submitted a
proposal to the City of Elgin and the OHSU School of Nursing, regarding the
Elgin Clinic. The Hospital is proposing to donate the clinic building, land,
improvements and equipment to the City of Elgin, and to donate the clinic
supplies to the School on Nursing, further more they are offering a grant of
$25,000 to the School of Nursing for operation of the clinic during the first year
and $10,000 for the second year of operation. In response to questions from the
Council, Ms. Delaney and Ms. Wittemore explained that there were no "strings
attached" to the offer by the Hospital.
Ms. Bowden and Ms. Elder explained what they have proposed for the
operation of the clinic. Ms. Elder, a nurse practitioner for OHSU, and Julie
Eytchison, a nurse practitioner at the clinic, explained the range of proficiencies
of a nurse practitioner. Basically, a nurse practitioner can do everything a
doctor would do in a clinic situation; they prescribe antibiotics, suture wounds,
set broken bones, etc. In addition, they are trained to provide preventative
medical advise to their patients.
A lengthy discussion followed with a standing-room-only crowd. Several
concerns were voiced about insuring that we do nothing that would preclude
getting a doctor back into the clinic, if that possibility materialized.
After discussion, it was evident that the consensus of the council and the
citizens present, was to accept the offer of the Hospital and the School of
Nursing. Following discussion, Councilor Stover moved to accept the offer of the
property from Grande Ronde Hospital and to offer the property to the OHSU
School of Nursing to operate, with Councilor McMullen as second. The vote was
unanimous for approval, motion carried. The details of the contract with the
School of Nursing will be worked out as soon as possible. The primary concern
is to re-open the clinic immediately.
Terry Tollefson of the Elgin Ministerial Association reported that the
ministers had met with Chief Sibley and Judge Howell to find local means of
dealing with community youth participating in high risk behaviors and getting
into trouble with the law. Pastor Tollefson has contacted Judge Valentine, who
has expressed interest in facilitating a local program in Elgin. Pastor Laeger
presented a youth program along these lines that is being done in Wallowa
County. The Councilors expressed their interest in supporting these efforts and
encouraged the pastors to proceed.
8:30 With Dan Reynolds now present, Mayor Smith reopened the Reynolds
variance hearing. The hearing is to consider the application of Daniel Reynolds
for a variance to the manufactured home standards. The property in question
is zoned residential-1 allowing a single family residence on a lot of at least 5,000
sq. ft. The property is located at 170 (102) N. 13th; tax lot 1N 39 15BD #8200.
The lot is approximately 200'x 100'.
Mr. Reynolds is requesting to remove a pre-existing substandard mobile
home currently installed at this location, and to replace it with another, superior,
pre-existing substandard mobile home that he owns, currently located on a lot
at 1545 Beverly Terrace. The net result is that the pre-existing substandard
mobile home at 1545 Beverly Terrace will be removed.
Mr. Reynolds explained that he has sold the lot at 1545 Beverly Terrace,
but he has made arrangements to leave the mobile home on the lot. The home
on the lot at 13th Ave. is in need of extensive repairs. It is more cost effective
to replace the home with the second trailer at Beverly, than to repair it. Mr.
Reynolds stated that if the Council approves the variance request, that the
trailer now at 13th Ave will be removed from the City before placing the trailer,
moved from Beverly, on the lot.
Linda Coe and Cheryl Coe were present to speak on this matter. They
both objected to granting the variance. Linda Coe stated that this would open
the door for additional variances and would undermine the intent of the
governing ordinance. Cheryl Coe stated that this is a "back door" approach to
placing sub-standard manufactured homes in the City. No other persons offered
testimony in the matter.
After review of the criteria for granting a variance, Councilor McMullen
moved to grant the requested variance to replace a pre-existing substandard
mobile home currently installed at 170 (102) N. 13th with a mobile home owned by
Mr. Reynolds currently located at 1545 Beverly Terrace. Councilor cooper was
second to the motion. The vote was three for approval with Councilors Churchill
and Stover voting in opposition, motion carried.
In granting the variance the Council made the following findings:
a. Exceptional conditions apply to the property that do not apply
generally to other properties in the same zone or vicinity, which conditions
are a result of circumstances over which the applicant has no control.
b. The variance is necessary for the preservation of a property
right of the applicant substantially the same as is possessed by owners of
other property in the same zone or vicinity.
c. The authorization of the variance requires that the installation
of the second mobile home shall materially improve the lot and the vicinity
in which the lot is located, and shall be subject to the development policies
and standards of the City of Elgin.
d. The variance granted is the minimum variance from the
provisions and standards of the mobile home ordinance that will alleviate
the hardship. To wit, the variance is to the floor area, structure width and
roof pitch standards only. All other current standards required for the
installation of a manufactured home shall apply.
e. Prior to setting up the replacement mobile home, the existing
mobile home shall be removed from the City, in its entirety.
Old Business
Insurance agent of record proposals.
Two proposals for agent of record were received as a result of the City's
solicitation. Wheatland, the City's current agent and Valley Insurance both
submitted proposals. Natalie Bridge and Kyle Evans from Wheatland reviewed the
history of Wheatland insurance and described the Company's philosophy. She
noted that risk management was a key goal of her company's service. Art Rhodes from Valley Insurance reviewed his qualifications to act as
agent of record, noting that he was the City's agent three years ago. He has
been out of the insurance industry for the past three years and is now working
with Valley Insurance. He noted that he has a strong marketing/purchasing
background for small public agencies.
No action was taken at this time.
Ordinance 127, vacation of White Street
At the previous meeting the Council voted to vacate an undeveloped portion
of White Street. Ordinance 127, vacating the subject portion of White Street was
presented and read in full. The ordinance will be placed before the Council for
adoption, at its next meeting.
Appointment of City Councilor to fill vacancy
The Council has a vacancy due to the resignation of Misty Bennett. John
McElravy has indicated that he is willing to serve the remaining potion of the
term, ie. until December 31, 1998. Councilor Cooper moved to appoint John
McElravy to fill the vacancy on the Council, with Councilor Stover as second.
The vote was unanimous for approval, motion carried. Mayor Smith administered
the oath of office. Mr. McElravy was then seated on the Council.
McKee Engineering re. supplemental payment for services.
The Council had asked for a copy of Mr. McKee's letter explaining his
request for additional payment for the Hunaha Park Design work. The copies of
the letter were provided to the Councilor's in their meeting packets. Councilor
Stover noted that discussion of the matter would be taken up at the budget
meeting.
New Business
Resolution 1044, Creating a reserve fund
Resolution 1044, creating a reserve fund to accumulate monies for the
acquisition of a building to house emergency equipment was presented. The fund
was approved in the City's 1997/98 budget. Councilor Stover moved to approve
Resolution 1044 as presented, with Councilor McMullen as second. The vote was
unanimous for approval, motion carried.
Resolution 1045, Election to receive State Revenues
Resolution 1045, electing to receive certain State revenues was presented.
Councilor Churchill moved to approve Resolution 1045 as presented, with Councilor
McMullen as second. The vote was unanimous for approval, motion carried.
Correspondence
A letter from Wheatland Insurance regarding property coverage was
presented. It was noted that the City could cover the Opera House for
replacement value or for a set amount, depending on the desire of the Council.
Natalie Bridge stated she would investigate the options and send the information
to the Administrator.
Good of the Order
Ambulance Dispatch protocol. The Administrator has sent a letter to the
County Commissioners requesting the opportunity to review the emergency
response dispatch protocols. There have been several incidents during the past
month that indicate a problem with the protocols. No meeting has been
scheduled.
Letter to Governor re. unemployment charges; The Administrator has sent
a letter to the Governor stating the City's reasons for disapproval of payment
of unemployment charges, and asking for help in rectifying the law. The City
is being charged unemployment on an employee that is still employed. No
response has been received.
Letter to DEQ re. Solid Waste Site permit; The Administrator has sent a
letter to DEQ requesting a copy of the transfer site permit. No response has
been received.
For the information of the Council, there will be an ODOT transportation
planning meeting June 10 at the City of Wallowa Senior Center at 7:00pm.
A proposal to lay the brick facing on the new City Hall was presented.
Michael Hindal Masonry proposes to supply the brick, materials and labor to
finish the front of the building, for a cost of $2,200. Other estimates were
obtained last year including the cost of the brick for about $2,400. Two other
contractors had stated that they would provide proposals for the Council's
consideration at this meeting, however neither has responded. After
consideration, Councilor Stover moved to accept the proposal of Hindal Masonry
for $2,200, with Councilor Churchill as second. The vote was unanimous for
approval, motion carried.
KJC Consulting has presented a preliminary proposal to do a study
regarding the community needs for a medical clinic.
Mayor Smith recessed the meeting for an executive discussion Per, ORS
192.660, re: contracts. After discussion, the meeting was reconvened. Councilor
Churchill moved to approve the proposal of Valley Insurance to act as the agent
of record regarding the City's insurance coverages, with Councilor Cooper as
second. The vote was unanimous for approval, motion carried.
Mayor Smith requested the Administrator to provide copies of the contract
documents regarding McKee Engineering, to the Councilors for their review.
Councilor Cooper moved to approve the bills as presented, with Councilor
McMullen as second. The vote was unanimous for approval, motion carried.
Councilor Churchill moved to adjourn, with Councilor Stover as second.
The vote was unanimous for approval, motion carried.
Minutes respectfully submitted;
Joe Garlitz,
Recorder/Administrator