CITY of ELGIN
COUNCIL MINUTES FOR AUGUST 11, 1998
COUNCILORS PRESENT- Pat McMullen
John Stover
Berta Churchill
Rick Smith - Mayor
ABSENT- Leroy Short
John McElravy
RESIGNED- Kevin Cooper
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 July 14,
1998. Councilor Churchill moved to approve the minutes as presented, with
Councilor McMullen as second. The vote was unanimous for approval, motion
carried.
Supervisors Reports
The Mayor called for the supervisors reports.
Police- Chief Sibley; absent, police docket was presented.
Public works- Kyle Boylen gave the Council his 3 month report. He described
the work done over the past 3 months; namely placing asphalt grindings on
streets, prep and overlay on Cedar Street, prep for chip seal, setting up and
running well-2; misc operations and maintenance. Mr. Boylen also noted that
there was a minimal charge for water accounts that were given final shut-off
notices. The City is loosing about $100 to basically the same 50 accounts each
billing period.
Mr. Boylen reported that for the next 3 months the department will be
doing water and sewer installations, additional street repair and then getting
equipment ready for winter operations.
Library- Sandra Good informed the Council that the new computer and bar code
reader is set up and operating. She noted that the current database of books
is not compatible with any other software. This may necessitate retyping the
library's holdings.
Mrs. Good asked the Council for their additional comments on the "collection
development policy" presented last month. Councilor Stover said he had read it
and recommends adoption. Councilor Stover then moved to adopt the "collection
development policy" as presented with Councilor Churchill as second. The vote
was unanimous for approval, motion carried.
Fire- Chief McDonald; absent, no report. A sketch of the layout for a new fire
hall was presented by Mr. Garlitz. This is a very preliminary conceptual
drawing.
Ambulance- Bobbie Laber; absent, no report
Municipal Court- Ralph Howell; absent, court docket was presented.
Recorder/Administrator-
Joe Garlitz reported that Terry Shepherd was requesting a re-zoning of
the Hibberd property on S 8th. The process for re-zoning requires a petition
of 51% of residents within 200 ft of the area to be rezoned, or initiation by the
Council. After discussion of the matter Councilor Stover moved to initiate the re-
zoning process for the property, with Councilor Churchill as second. The vote
was unanimous for approval, motion carried. A hearing will be scheduled for the
September meeting.
Mr. Garlitz also brought to the Council, a request for a conditional use for
the property of occupied by the Elgin Realty office. Laura Parsons is requesting
the Conditional use to establish a service station and convenience store on the
property. Due to the need to expedite this matter, Mayor Smith called for a
special Council meeting on August 25 at 7:00 pm to hear the matter.
Citizens to Speak
Jerry & Shirley Peters were present. Lane/Peters is requesting permission
of the Council to open the wall between the old City office and the concession
booth. This will allow the theater concession booth to be moved back out of the
way, and the lobby to be more open. Mr. Peters stated that the matter was
discussed with Bud Scoubes as a representative of the Arts Council. He
indicated that this would be an improvement and had no objection. Councilor
McMullen moved to approve the remodel as presented, with Councilor Churchill
as second. The vote was unanimous for approval, motion carried.
Mr. Peters also indicated that they would like to have access to the old
police office as soon as possible. Councilor Stover said he would speak to Chief
Sibley.
Cash Lisk stated that the public works department should be commended
for reworking Mr. Trumps parking area on 10th Street. This allows Mr. Trump
to get into his front yard in his wheel chair. Mr. Lisk also stated his objection
to the Council's approval given to Dan Reynolds, to trade out a sub-standard
trailer house. Mr. Lisk's comments were noted by the Council.
Glenn Clark presented a petition to the Council asking for the required
specification for construction of N. 13th extension. Mr. Clark wants the street
properly constructed so the City can take it into its system.
Committee Reports
The Mayor then called for the committee reports.
Administration: Councilor Stover noted the bills had been reviewed.
Public Works: Councilors McMullen and Churchill
Councilor Churchill discussed several incidents with traffic control and
disruption of businesses during the highway over-lay project.
Public Safety: Councilors Short and McElravy, absent.
Old Business
Ordinance 128, vacating an alley off of 17th Ave was presented for the
Council's consideration, and read into the record. Councilor McMullen moved to
declare an emergency and consider Ordinance 128 as read for adoption in a
single meeting, with Councilor Churchill as second. The vote was unanimous for
approval, motion carried.The Ordinance was read by title, for the second
reading. Councilor McMullen moved to adopt Ordinance 128 (1998) as presented,
vacating the alley platted in Block 3 of Thompson's Addition, with Councilor
Churchill as second. The vote was unanimous for approval, motion carried.
Resolution 1050 setting water rates was presented. After discussion,
Councilor Churchill moved to approve the resolution as presented with the
addition of a special charge of $10 to all accounts that are getting final shut-off
notices, with Councilor McMullen as second. The vote was unanimous for
approval, motion carried.
New Business
CDBG application;
Chrisman development is exploring the possibility of getting a Community
Development Block Grant for infrastructure construction, water/sewer/streets, at
the apartments they are developing. The City would be the grant applicant and
would administer the grant project. After discussion it was the consensus of the
Council to proceed with the grant request.
Mutual Aid agreement w/ La Grande Rural for Emergency Medical Services.
There is a need to have an EMS mutual aid agreement with La Grande Rural
Fire Department. A suitable agreement has been signed and presented by La
Grande Rural. Councilor Churchill moved to approve the Mayor's signature on
the agreement as presented, with Councilor McMullen as second. The vote was
unanimous for approval, motion carried.
Correspondence
Kevin Cooper has sent a letter of resignation to the Council. Mr. Cooper
has taken a job in Milwaukee, Oregon. The Mayor accepted the letter.
Department of Correction, re. siting a women's prison. After discussion teh
Counil directed the Recorder to prepare a resolution of interest to submit to teh
Department of Coorections.
Good of the Order
Councilor Churchill moved to approve the bills as presented, with Councilor
McMullen as second. The vote was unanimous for approval, motion carried.
It was noted that ODoT will hold an information meeting on Aug 18 at 12
noon regarding the new Federal Highway programs bill.
Noting that Mr. Glenn Clark was present and that he has served the City
on the budget committee and has shown an interest in the governance of the
City, Mayor Smith asked Mr. Clark if he would consider filling the vacancy
created by Mr. Cooper's resignation. Mr. Clark indicated that he would be willing
to serve on the Council.
Councilor Churchill moved to appoint Glenn Clark to the Council, filling Mr.
Cooper's vacancy, with Councilor Stover as second. The vote was unanimous for
approval, motion carried.
Minutes respectfully submitted;
Joe Garlitz,
Recorder/Administrator
NOTE FOR THE COUNCIL:
During discussions of the opera house lease, Lane/Peters requested use of the
two offices in the front of the building previously occupied by the City. It was
informally agreed that the offices would be made available to them first.
It was the City's implied intent to charge rent for at least one of the offices if
not for both. The lease allows for consideration paid by the lessee of:
reimbursement for property taxes due to "for profit activities",
basic water and sewer charges,
continued restoration and renovation of the building,
allowance for use by community organizations for a "nominal" fee,
other monetary compensation which the parties mutually agree.
Since Lane/Peters is occupying both offices, the Council should immediately
determine the rent to be paid for this space, in agreement with Lane/Peters as
provided by the lease.