CITY of ELGIN
COUNCIL MINUTES FOR JUNE 9, 1998
COUNCILORS PRESENT- Kevin Cooper
John Stover
Berta Churchill (arrived @ 7:20)
Leroy Short
John McElravy
Rick Smith - Mayor
ABSENT- Pat McMullen
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 May 12, 14 and
28, 1998. Councilor Stover moved to approve the minutes of May 12, 14 and 28
as presented, with Councilor Short as second. The vote was unanimous for
approval, motion carried.
Supervisors Reports
The Mayor called for the supervisors reports.
Police- Chief Sibley; absent, No report.
Public works- Kyle Boylen; absent, No report.
Library- Sandra Good; absent, written report submitted.
Fire- Chief McDonald reported that the rain has kept the number of fire calls
down. He informed the Council that the firemen would be severing breakfast on
Saturday morning
Riverfest weekend.
Ambulance- Merle Laci; absent, No report.
Municipal Court- Ralph Howell; absent, No report. Judge Howell was called out
of town for a family emergency.
Recorder/Administrator- Joe Garlitz reported that there would be an ODOT
information meeting at the Wallowa Senior Center Wednesday evening regarding
Highway 82 improvements. He also reported that the City's request for a loan
to do a water study did not make the funding cutoff. A grant application has
been received for pedestrian and bike paths. The City has previously submitted
a grant request to this funding source for a project on 10th Ave. Only one
request can be submitted per city. The grant request can be either for a
pedestrian way or a bike path. After discussion it was the consensus of the
Council to prepare a grant request for bike paths on 10th Ave from Division to
Hartford.
Citizens to Speak
Robert Swisher was present to request that the Council consider initiation
of the vacation of an undeveloped alley that extends off of 17th running west for
about 120' in the block between Division and Alder. After discussion Councilor
Stover moved to call for a hearing on the matter of the vacation of the alley as
described, with Councilor Cooper as second. The vote was unanimous for
approval, motion carried.
Hanley Jenkins of the Union County Planning Department was present to
discuss the development of a Highway access/transportation plan for the City.
Mr. Jenkins is being funded by a grant from ODOT to facilitate this planning
work for the City.
(Councilor Churchill arrived at this time.)
He informed the Council that their first action would be to identify a
Transportation Planning Committee, and suggested several options for forming
this body. He also provided a summary of the committee tasks and time-line for
completion of these tasks. Mr. Jenkins then presented an overview of the
planning program.
Van Plummer was present to request that the Council expedite the
construction of a street off the north end of 8th Ave. When considering an alley
vacation in that area a year ago, the Council indicated that the street in question
would be constructed and the but the alley would not be vacated.
The City did some construction to allow access to Plummer's drive from 8th
Ave. Mr. Plummer is now demanding that the street be fully constructed to its
north end. After discussion, the Council determined that this street would not
be constructed to its terminus at this time. However, representatives of the
Council will review Mr. Plummer's needs with him and have him or another party
do the necessary construction as approved by the Council representatives, at the
City's expense.
Ed Botz submitted a written request to be relieved of a portion of the cost
for installation of an 1-1/2" water meter and service tap. Several policy issues
are tied to this request.
The first issue is what the City policy is regarding maintenance of the
service tap and line from the main to the meter. The City has no clear policy
at this time as to who is responsible for the cost of maintenance. The City
installs the main-tap, the meter and the line from the main to the meter, charging
the property owner for this work. The City also strictly controls any work that
is done within the street right-of-way and on the main lines. In the past, if
a service line to the meter develops a leak, the City has repaired the line at its
expense. However, if a service line becomes restricted, or otherwise has reduced
serviceability, the City has limited its contribution to servicing the meter.
After discussion, Councilor Short moved to set a policy wherein the City
will bear the cost of maintaining the service lines from the tap to the meter, with
Councilor Churchill as second. The vote was unanimous for approval, motion
carried.
The second issue regarding this request is what expense does the City
bear when installing an "above standard" (3/4") service tap. Mr. Botz is
contending that the City should bear the cost of a 3/4" service tap and that he
should be responsible for only the incremental increase in the cost of the over-
sized service. He maintains that the 3/4" service was defective and that the City
was required to repair it.
It was noted that there had been no request to replace the service line
until Mr. Botz installed an underground sprinkler system, at which time his
service tap could not provide adequate water. It was noted that in the process
of installing the over-sized service, it was discovered that the service line to the
Botz property was "T-ed" with another service line. This geometry would reduce
the normal flow to both properties, at times when they were each using a large
amount of water.
After further discussion Councilor Stover moved to set as policy, that the
property owner is to bear the full cost of changing any service from a standard
3/4" service tap, and denying Mr. Botz's request for relief, with Councilor
McElravy as second. The vote was unanimous for approval, motion carried.
Committee Reports
The Mayor then called for the committee reports.
Administration: Councilors Cooper and Stover, no report.
Public Works: Councilor McMullen and Churchill, no report
Public Safety: Councilors Short and McElravy, no report.
Councilor Stover noted that 10th Ave. is in need of maintenance. 10th Ave
has been a problem. In the past, the County has done maintenance on this
street because it is an FAS designated road. As such, the City cannot get Small
City grants funds for its maintenance. Due to the high volume of rural traffic
on this street, it requires maintenance beyond the normal care given to other
City streets. Union County will be contacted in this matter.
Councilor Stover also noted that there continues to be a lot of over speed
vehicles on 10th. Chief Sibley will be requested to place the speed board on
10th.
Old Business
Grande Ronde Hospital, clinic donation.
A second-hand copy of a draft agreement prepared by GRH was reviewed
by the Council. As drafted, this agreement is a 3-way contract between OHSU,
GRH and the City. The City will require a review of the contract by its attorney,
when a proper draft document is available for review, prior to being signed by
the City. It was noted that GRH had clearly stated that the donation of
property and equipment to the City was to be without strings, the draft contract
presented, however, has "ropes" attached.
Abstract and Title has submitted closing instructions for the transfer of
property from GRH to the City. These instructions and the deed will require the
Mayor's signature. Councilor Short moved to authorize the Mayor's signature on
the closing instructions and other "closing" documents relating to transferring
the deed for the clinic to the City, with Councilor Churchill as second. The vote
was unanimous for approval, motion carried. It is noted that this motion does
not authorize the signing of a contract with Grande Ronde Hospital. GRH
scheduled a conference call Thursday morning to discuss the progress.
OHSU School of Nursing lease agreement.
A draft lease for the clinic property and equipment between OHSU and the
City was presented. The terms of the lease have been reviewed by the Council
and OHSU staff. Councilor Cooper moved to authorize the Mayor's signature on
a lease agreement meeting the terms of the draft presented, with Councilor Short
as second. The vote was unanimous for approval, motion carried.
White St vacation, Ord. 127
Ordinance 127 was read for the second time by title and placed before the
Council for adoption. Councilor Stover moved to adopt Ordinance 127, vacating
a portion of White Street, with Councilor Short as second. The vote was
unanimous for approval, motion carried.
Solid Waste site burning regulations.
Mr. Garlitz informed the Council that a copy of the Transfer Station permit
has been received, and that he has requested a modification to allow burning of
"clean" lumber. A request to burn the existing pile has also been made.
New Business
Elgin Lions Club: City co-sponsor Elgin Riverfest; Close off Baltimore June 19-21
The Elgin Lions Club is sponsoring the Riverfest this year. As an affiliate
of Lions Club International, the Club has liability insurance coverage. In the
past, the City has declared the Riverfest to be a City sponsored event, allowing
the City's insurance to cover the event. After discussion, it was agreed that the
City should co-sponsor the event in order to protect the City from possible
liability. Councilor Coop moved to cosponsor the Elgin Riverfest on June 20 &
21, with Councilor Stover as second. The vote was unanimous for approval,
motion carried.
The Lions Club is requesting that the Council approve the closure of
Baltimore Street from 10th to 12th, (the portion that is closed during school
hours), from Friday evening through Sunday afternoon to accommodate the
Riverfest flea-market. Councilor Cooper moved to approve the closure of
Baltimore as requested, with Councilor Short as second. The vote was unanimous
for approval, motion carried.
Correspondence
Richard Egan re. City/County Insurance and City County Insurance/LOC re.
Richard Egan:
Richard Egan has quit CCIS and is contacting all the entities insured by
them regarding, what he says, are issues of concern. There are some policy
issues that relate to the association between LOC and CCIS. He also expressed
concern about the stability of the CCIS insurance pool. Mr. Egan has
subsequently submitted solicitations for membership in a new insurance pool
which he is developing.
Art Rhodes was present and explained the relationship of Mr. Egan and
CCIS. Mr. Rhodes' opinion is that the CCIS pool is sound. He noted that he is
looking at the insurance market to find the best coverages at competitive prices.
CCIS is a front runner.
LOC re. Thurston High memorial fund, for information of the Councilors
NEOHA is requesting comments for some unidentified improvements for which they
are requesting funding.
Wheatland Insurance has submitted information on the insurance coverage of the
Opera House. The issue being the value for which the building is being insured.
After discussion, it was the consensus of the Council to continue to insure the
building for replacement.
Mark Simmons has responded to the City's inquiry regarding unemployment
payments required for part time employees remaining employed by the City.
GTE, after a year, has responded to a request by the City to provide 9-1-1
dispatch capability during phone outage on the trunk to La Grande. They are
investigating the matter!?
City of La Grande has responded that they are not able to waive the building
permit fee for the City's downtown park restrooms.
Good of the Order
Councilor Cooper moved to approve the bills as submitted, with Councilor
Short as second. The vote was unanimous for approval, motion carried.
Mayor Smith recessed the meeting for an executive discussion regarding
personnel.
The meeting was reconvened.
After discussion of the Council, it was decided that in order to facilitate
communications with department heads and to set priorities and policies, the
Council will require each department head to present their work plan for a three
month period to the Council. This will be done on a monthly rotating basis.
Public Works will be first, making a presentation at the July meeting; Police will
make a presentation in August; Administration will make a presentation in
September. The process will then be repeated. The Council is requesting that
each department head to layout the work that each anticipates completing in the
three month period to be considered.
With no further business to come before the Council, Councilor Short moved
to adjourn, with Councilor Churchill as second. The vote was unanimous for
approval, motion carried.
Minutes respectfully submitted;
Joe Garlitz,
Recorder/Administrator