HomeMy WebLinkAboutCAP092216CITY OF CENTRAL POINT
City Council Meeting Agenda
September 22, 2016
Next Res. 1474
Next Ord. 2030
I. REGULAR MEETING CALLED TO ORDER – 7:00 P.M.
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. PUBLIC APPEARANCES – Comments will be limited to 3 minutes per
individual or 5 minutes if representing a group or organization.
V. SPECIAL PRESENTATION
VI. CONSENT AGENDA
Page 2 - 9 A. Approval of September 8, 2016 Council Minutes
VII. ITEMS REMOVED FROM CONSENT AGENDA
VIII. PUBLIC HEARING, ORDINANCE, AND RESOLUTIONS
11 - 21 A. Resolution No. ______, A Resolution Approving a Five-
Year Water Service Agreement Between the City of
Central Point and Medford Water Commission
(Samitore)
23 - 37 B. Resolution No. ________, A Resolution Recommending
Adoption of an Agreement Between the City of Central
Point and the Central Point Chamber of Commerce for
Contract Operations of the City’s Visitor Information
Center (Clayton)
IX. BUSINESS
39 - 48 A. Long Term Financial Agreement Updated (Weber)
50 - 67 B. Bi-Annual Survey Discussion (Clayton/Holtey)
Central Point
City Hall
541-664-3321
City Council
Mayor Hank Williams
Ward I Bruce Dingler
Ward II Michael Quilty
Ward III Brandon Thueson
Ward IV Allen Broderick
At Large Rick Samuelson Taneea Browning
Administration Chris Clayton, City Manager Deanna Casey, City Recorder
Community Development Tom Humphrey, Director
Finance Steven Weber, Director
Human Resources Elizabeth Simas, Director
Parks and Public Works Matt Samitore, Director Jennifer Boardman, Manager
Police Kris Allison Chief
69 - 70 C. Water Quality Program Update (Samitore)
72 - 76 D. Parks Master Plan Update (Boardman)
X. MAYOR’S REPORT
XI. CITY MANAGER’S REPORT
XII. COUNCIL REPORTS
XIII. DEPARTMENT REPORTS
XIV. EXECUTIVE SESSION
The City Council may adjourn to executive session under the provisions of ORS 192.660.
Under the provisions of the Oregon Public Meetings Law, the proceedings of an
executive session are not for publication or broadcast.
XV. ADJOURNMENT
Individuals needing special accommodations such as sign language, foreign language interpreters or equipment for the hearing impaired must request such services at least 72 hours prior to the City Council meeting. To make your request, please contact the City Recorder at 541-423-1026 (voice), or by e-mail at: Deanna.casey@centralpointoregon.gov . Si necesita traductor en español o servicios de discapacidades (ADA) para asistir a una junta publica de la ciudad por favor llame con 72 horas de anticipación al 541-664-3321 ext. 201
Consent Agenda
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CITY OF CENTRAL POINT City Council Meeting Minutes
September 8, 2016
I. REGULAR MEETING CALLED TO ORDER
Mayor Williams called the meeting to order at 7:00 p.m.
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL: Mayor: Hank Williams Council Members: Allen Broderick, Bruce Dingler, Brandon
Thueson, Taneea Browning, Rick Samuelson, and Mike
Quilty were present.
City Manager Chris Clayton; City Attorney Sydnee Dreyer;
Police Chief Kris Allison; Community Development Director Tom Humphrey; Finance Director Steven Weber; Parks
and Public Works Director Matt Samitore; Building Permit Tech Liz Riddle; and City Recorder Deanna Casey were also present.
IV. PUBLIC APPEARANCES - None
V. CONSENT AGENDA A. Approval of August 11, 2016 City Council Minutes
B. Approval of OLCC Application for 7-Eleven Change of Ownership
Mike Quilty moved to approve the Consent Agenda as presented. Allen
Broderick seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes; Taneea Browning, yes; Brandon Thueson, yes; Allen Broderick, yes; Rick Samuelson,
yes; and Mike Quilty, yes. Motion approved.
VI. ITEMS REMOVED FROM CONSENT AGENDA - None
VII. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS
A. Resolution No. 1472, A Resolution Approving the Rogue Disposal & Recycling, Inc., 20 Year Performance Audit, Fifth Anniversary Rate
Adjustment and Five Year Franchise Extension Pursuant to Article 7 of the Solid Waste Agreement
City Manager Chris Clayton stated that on August 11, 2016 Rogue Disposal
presented an update of their performance audit, presented reasons for a fifth anniversary rate adjustment and the request to extend the franchise agreement
to 2026.
Rogue Disposal representative Laura Leebrick explained the criteria for the three
primary factors causing the rate increase. The CPI has helped keep the increase
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lower over the last few years but it has not kept pace with the cost of trash collection and recycling. She explained the challenges they are having trying to
get rid of what they collect at the curbside. This is a 12.08 percent increase across the board. She explained some of the cost saving programs they have put in place to keep the increase low.
There was discussion regarding the Natural Gas Station (CNG) located in White
City. CNG is more dependable than regular gas in prices and it is cleaner to use
for the Rogue Valley.
Mr. Clayton explained the Franchise Agreement dictates that we receive
reasonable and accurate information when requesting a rate increase. Rogue Disposal has been a great partner with Central Point and the rates they are
requesting are reasonable compared to other trash collection rates throughout
the state. Mr. Clayton explained that the Franchise agreement would be extended to December 31, 2026. The resolution in the packet had an incorrect
date referenced. Allen Broderick moved to approve Resolution No. 1472, A Resolution Approving the Rogue Disposal & Recycling, Inc., 20 Year Performance Audit, Fifth Anniversary Rate Adjustment and Five Year Franchise
Extension Pursuant to Article 7 of the Solid Waste Agreement with the date correction of December 31, 2026. Taneea Browning seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes; Taneea Browning, yes; Brandon Thueson, yes;
Allen Broderick, yes; Rick Samuelson, yes; and Mike Quilty, yes. Motion
approved.
B. Resolution No. 1473, A Resolution Exercising the Power of Eminent Domain for the Twin Creeks Crossing
Parks and Public Works Director Matt Samitore explained that the City received
funding from the State of Oregon for the at grade rail crossing for the Twin Creeks. Before constructing the improvements there is a need to obtain slope
easements, a temporary construction easement and property acquisition. 1. School District 6 – The City hopes to obtain the school district property via
a donation. 2. Pacific Power – the City needs a 5’ slope easement from Pacific Power to go with the existing 10’ general easement on their property.
3. the Labor Temple – A small portion of the Labor Temple property is also needed for a construction easement to rebuild sidewalks.
The largest right-of-way involves the Davidson property located between Griffin Creek and the Pacific Power Station. This property is needed to accommodate
the storm water management required for the project. A full property acquisition
is needed because this property has development challenges that will prevent any reasonable land use following the easement acquisition.
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Mr. Samitore explained how the process will work. If the property owner does not agree with the independent appraiser on the acquisition price they have a right to
their own appraisal. If negotiations fail to produce a settlement, the case will be referred to a court for adjudication.
There was discussion regarding the Davidson property, we have had little luck contacting the property owner. Staff will be researching previous real estate
deals to help locate the owner. Mr. Davidson has approached the city in the past
to purchase the property but at that time we did not know if it would be necessary. We do not see an issue with the acquisition unless the owners cannot
be located. City Attorney Sydnee Dreyer explained that the City has completed many
federally funded projects requiring similar acquisitions. A Resolution of Intent for
right of way acquisition is required so that the project can move forward.
Mike Quilty moved to approve Resolution No. 1473, A Resolution Exercising the Power of Eminent Domain for the Twin Creeks Crossing.
Taneea Browning seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes;
Taneea Browning, yes; Brandon Thueson, yes; Allen Broderick, yes; Rick Samuelson, yes; and Mike Quilty, yes. Motion approved. VIII. BUSINESS
A. Planning Commission Report
Community Development Director Tom Humphrey presented the Planning
Commission Report from September 6, 2016:
The Commission continued a Conditional Use Permit application to place
a Mobilitie Telecommunications Antenna. This antenna would be in the
public right-of-way near McDonalds restaurant. Staff advised the Commission to continue this item due to a lack of information to make
findings and arrive at a decision.
Staff presented an overview of the Central Point Hazard Mitigation Plan –
2016 Update. The city has been asked to join a Jackson County effort to
update the Regional Hazard Mitigation Plan which could delay the adoption of the Central Point Plan. The Department would only do this if it
did not jeopardize the City’s status in the Community Rating System
(CRS). This item will return to the Commission in October.
Staff introduced a rough draft of the Population and Demographics
Element Update to the comprehensive plan. The element will be coupled with an updated Housing Element.
The Commission was informed about the July 11th open house for the East Pine Streetscape Engineering Contract.
The Commission was updated on the Costco LUBA Appeal B. 2015/16 Financial Report
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Finance Director Steven Weber presented the June 30, 2016 Financial Statement. The expense and revenue accruals are complete and the year-end
financial picture is fairly established with little or no significant change. We are ending the year in a strong position. Revenues have come in as expected and expenses across all funds are well within budgeted appropriations.
Mr. Clayton explained some of the processes for the Building Department. We
have been waiting on some of the expected building permits to come in. He explained some changes to a few funds in order to stabilize that department for
the year. Allen Broderick made a motion to accept the Financial Report for 2015-
2016. Brandon Thueson seconded. Roll call: Hank Williams, yes; Bruce Dingler,
yes; Taneea Browning, yes; Brandon Thueson, yes; Allen Broderick, yes; Rick Samuelson, yes; and Mike Quilty, yes. Motion approved.
C. Approval of Intergovernmental Agreement between Jackson County,
Central Point, and Medford for Table Rock Road Improvements. Mr. Samitore explained the proposed IGA between the City of Medford, Jackson County and Central Point is in preparation of upgrades to Table Rock Road. The
agreement is approval of our fair share for the improvements which will be budgeted next year. Construction is planned to begin in May. This agreement
was discussed in 2011 before the Costco project was submitted. The upgrade
has been in the planning for 15 years. It was moved up on the construction schedule because of property acquisition issues with a Blackwell Road project.
There was discussion that the project has been on the MPO project list for a number of years. Costco chose the property on Table Rock Road because they
knew that upgrades would be happening in the near future. Jackson County will
maintain control over Table Rock Road; the cities of Medford and Central Point do not have plans to take jurisdiction.
Mike Quilty moved to approve the Intergovernmental Agreement between
Jackson County, Central Point, and Medford for Table Rock Road Improvements. Rick Samuelson seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes; Taneea Browning, yes; Brandon Thueson, yes; Allen Broderick, yes; Rick Samuelson, yes; and Mike Quilty, yes. Motion approved. IX. MAYOR'S REPORT
Mayor Williams stated that he:
Has been contacted by Rogue Climate regarding a breakfast meeting in
Talent on September 23rd. They are asking for Staff members and Council members from all Rogue Valley Cities to attend and discussion climate
change in our area. Mike Quilty stated that he will attend on the Cities behalf.
Attended a fund raiser for Crater Foundation.
Attended a couple of TRADCO meetings.
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Attended two Medford Water Commission meetings. There has been a lot of
activity at the commission over the last two months.
Did an interview with Channel 10 regarding the first day of school in Central
Point. He talked about DARE and how important the program is to our
schools.
X. CITY MANAGER’S REPORT City Manager Chris Clayton reported that:
He will provide some information on economic projections in his report tomorrow.
He attended a transportation hearing last Wednesday. It was standing room only at the Medford Library regarding the area transportation funding
package.
They had a monthly staff meeting this morning with the Pine Street
Consultants. The project planning is coming along nicely.
The Mayor and Police Department met with the Red Cross and the LDS
Church regarding blood drives in Central Point.
He introduced Building Permit Technician Liz Riddle, she will be covering for
Mrs. Casey at the September 22, 2016 Council meeting.
XI. COUNCIL REPORTS
Council Member Mike Quilty reported that:
He attended the Development Commission Study Session last month
regarding the Pine Streetscape.
He attended a meeting with Pacific Power to discuss legislative options to
accelerate the growth of electric vehicles.
He attended an Oregon Transportation Commission meeting in Klamath Falls
to discuss Air Quality Funds that are being diverted to the Lane County Area. This will be reducing our CMAQ funds for Southern Oregon because of our
population, not because of less need. They will be putting together a stake
holders group to further discuss this issue.
He will be attending an MPO meeting on the 23rd.
There will be a Clean Air Oregon Forum next week. He will be out of town and cannot attend. We should have someone in attendance at this meeting.
They tend to implement projects and not let the surrounding cities know about them, with no way to pay for them.
California has new guidelines for trash collection. We should be very grateful for the job that Rogue Disposal has in place for our citizens.
He has invitations for anyone who would like to attend the ribbon cutting for
Rogue Disposals CNG Facility in White City.
Council Member Brandon Thueson reported that:
He took his kids to Munch N Movies in the Park. He said they had very good
vendors, lots of people, and it was a great event.
He attended the Development Commission Study Session.
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There were a few boys scouts in the audience tonight. They had questions
about Bear Creek but evidently decided not to ask them. Council Member Rick Samuelson reported that:
He attended the Development Commission Study Session on Pine Street.
He attended an RVCOG meeting.
He visited the new Mary’s BBQ restaurant in town.
The City of Phoenix is having a ribbon cutting for the new over pass next week, then they will begin work on Main Street.
RVSS is working on removing septic tanks along Table Rock Road. Council Member Bruce Dinger reported that he attended the Development
Commission Study Session. He is very interested in the types of trees that will be planted. There are so many that make a mess, he would like to avoid those types
of trees.
Council Member Allen Broderick reported that he attended the Development
Commission Study Session and he is opening a new real estate brokerage in
downtown Central Point.
Council Member Taneea Browning reported that she:
Attended the Pacific Power Oregon Transportation Electrification Workshop.
attended Greeters at 7 Oaks, and the BBQ for the Grand opening at combined Transport
Attended the Development Commission Study Session to discuss Pine Street Streetscape.
attended the Crater Foundation Summer Wine Event
Met with Quantum Innovations about their new light bending technology. The
meeting revealed that Rogue Valley is ranked #7 in Technology nationally within similar MSA’s.
Participated in the welcoming and school tour for the new teachers to School District 6.
She attended the Munch and Movies and the Saturday Market. There is another Saturday Market this weekend. She is excited about how the Grow a Pair partnerships with the October Saturday Market.
She took her 6 year old son on an RVTD bus last week in light of the discussion regarding the number of bus stops at the Development
Commission. She joined in his enthusiasm to do a little research. They had a great bus ride, the busses were clean and friendly. It was an incredibly informative afternoon. She encouraged everyone to take a ride on an RVTD
Bus. The afternoon provided time to connect with citizens and see first-hand the services they provide.
XII. DEPARTMENT REPORTS
Parks and Public Works Director Matt Samitore reported that:
Battle of the Bones will be next weekend at the Harvest Festival. The event
will be at the Expo. The City is pre-selling the tickets if anyone is interested.
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He would like the Council to attend and bring back recommendations for next year.
They had the construction kick off meeting for the Veterinarian Clinic this morning.
The new seal coat application on Hwy 99 turned out very nice. He hopes to use it on future projects.
Police Chief Kris Allison
The department had a school kick off for the new School Resource Officer
Robby Mannenbach and JR Godley. They will be placing the decoy cars around the schools in various places to help slow traffic.
There has been some activity at 1210 Freeman Road. The department will be keeping an eye on this property for illegal activity. This may be returning to
the Council as a nuisance property.
They had a busy weekend with the PD Open House, and the City Wide Yard
Sale.
It looks like the sale on Mon Desir property on Hamrick is not going to
happen. The city will start the proceedings to do the abatement of the
abandoned vehicles and weeds and lien the property. These owners have let the city take action before and then came to Council to appeal the cost.
Finance Director Steven Weber reported that:
The Auditors have completed their work in City Hall.
He has been working on updating the Long Term Financial plan to help
forecast our financial needs.
He has been working on a letter to send to citizens regarding water account
changes made at the last meeting.
They have had more inquiries regarding the liens on Snowybutte Lane. We
are hoping they will pay off the liens soon.
Community Development Director Tom Humphrey reported that:
The Planning Commission will be hearing plans for a zone amendment around the new Vet Clinic. The City has been reviewing a light manufacturing
package for that area.
We are waiting on a few revisions for a new Rogue Credit Union building at
Mountain View Plaza.
They have received plans for a Storage R Us on S. Haskell.
The letter of map revisions will go into effect soon allowing construction on a additional 17 lots in Twin Creeks along with the Memory Care facility.
There is activity in Beebe Woods for construction on a few lots. City Attorney Sydnee Dreyer reported that she attended the LUBA hearing on
Costco. The Costco attorney’s had very nice things to say about Central Point
staff and how easy they are to work with. XIII. EXECUTIVE SESSION - None XIV. ADJOURNMENT
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Rick Samuelson moved to adjourn, Brandon Thueson seconded, all said “aye” and the
Council meeting was adjourned at 8:51 p.m. The foregoing minutes of the September 8, 2016, Council meeting were approved by the
City Council at its meeting of September 22, 2016.
Dated: _________________________ Mayor Hank Williams
ATTEST:
__________________________
City Recorder
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Resolution
Medford Water Commission
Agreement
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Parks & Public Works Department
Matt Samitore, Director
140 South 3rd Street | Central Point, OR 97502 | 541.664.7602 | www.centralpointoregon.gov
July 18, 2016 TO: Honorable Mayor and City Council
FROM: Matt Samitore, Parks & Public Works Director
SUJECT: Medford Water Commission Contract 2016
PURPOSE:
Medford Water Commission Water Services Agreement 2016
SUMMARY:
Every five years the City of Central Point has to renew its contract for service with the Medford Water
Commission (MWC). The last agreement was signed in 2011. With each contract there come some
specific change in how we are provided service and the parameters that we are required to comply
with. In most cases the changes are ones that have been well vetted and have been incorporated into
our operational planning.
After discussion with the MWC it was agreed to add back in language to allow the City to operate our
water operations as currently stated during non-peak times. This resolved the major difference
between the last contact and the current contract.
The second change was to eliminate the Urban Reserves from Article 3. In exchange for this
elimination, the MWC added in their Resolution 1058 which allows city to provide water to Urban
Reserve Areas. However, Article 5 needs a sentence amended so that is not providing a contradictory
statement. Staff is suggesting changing the wording, but MWC staff stated the current contract
language needed to stay even with the discrepancy as the resolution is the binding agreement. They
agreed to make changes before the next contract.
RECOMMENDATION:
Approve Resolution Approving a Five Year Water Service Agreement Between the City of
Central Point and the Medford Water Commission.
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WHOLESALE WATER SERVICE AGREEMENT
THIS WATER SERVICE AGREEMENT (Agreement), made and entered in duplicate to commence
on the first day of October, 2016, between the City of Central Point, a municipal corporation of
the State of Oregon, acting as purchaser (Central Point), and the City of Medford, a municipal
corporation of the State of Oregon, acting by and through its Board of Water Commissioners,
acting as vendor (MWC), together referred to as the Parties.
RECITALS:
1) MWC is an entity established under the Home Rule Charter (Charter) adopted by the
citizens of the City of Medford, comprised of five citizens appointed by the Mayor and
confirmed by the City Council, to manage the Water Fund for the purpose of supplying
inhabitants of the City of Medford with water; and
2) Under Section 19 of the Charter, the MWC is authorized to sell water and/or supply
facilities outside the legal boundaries of the City of Medford, only if said water and/or supply
facilities are surplus to the needs of the inhabitants of the City of Medford, and meet certain
conditions of MWC Resolution No. 1058; and
3) Under the Charter, the MWC is authorized to set rates for City of Medford inhabitants,
and to make all necessary rules and regulations for the sale, disposition and use of water and
water service from the City of Medford water system, and the MWC has adopted such rules and
regulations; and
4) Per the MWC’s projections, reports and plans, the MWC finds it has surplus water and
supply facilities capacity available in its system to serve Central Point; and
5) Central Point desires to purchase surplus treated and transported water from MWC
from October through April, and purchase surplus supply facilities treatment and transport
services for Central Point’s own water appropriated under Central Point’s own state-issued
water rights from May through September;
NOW, THEREFORE, for and in consideration of the foregoing and of the mutual promises herein,
the Parties mutually agree as follows:
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AGREEMENT:
ARTICLE 1. SCOPE OF SURPLUS WATER SUPPLY AND SERVICE
Subject to Article 3 of this Agreement, MWC agrees to supply surplus water up to a combined
(from all connections) maximum of 1833 gallons per minute (GPM) for the months of October
through April, and surplus facilities capacity to treat and transport water up to a combined
(from all connections) maximum of 4958 GPM for the months of May through September.
Central Point agrees to provide sufficient water storage as part of its water system to assure
that the maximum rate of withdrawal in GPM by Central Point is not exceeded with the
following exceptions.
During the 5 year term of this agreement the following conditions will be complied with: The
above flow rates will not be exceeded between the hours of 5 am and 11 am. During all other
hours the maximum flow rate will not exceed 5700 gallons per minute (GPM) in the summer
and 3255 gallons per minute (GPM) in the winter. Notwithstanding the foregoing, in the event
this agreement is renewed in October 2021, the maximum flow rates specified in this article
may be recalculated by MWC based on future total source supply and future 2020 maximum
month demand percentages, and such flow rates will be required over an entire 24 hour period.
Upon written request by Central Point, this Agreement may be amended to provide
supplemental supply and service to Central Point if MWC determines that it has surplus
capacity for Central Point’s use, and Central Point agrees to reimburse MWC the reasonable
cost of providing such supplemental supply and service.
ARTICLE 2. CENTRAL POINT DISTRIBUTION SYSTEM EMERGENCY
Upon notice to MWC by Central Point of a distribution system emergency, MWC will use its
best efforts to provide supplemental water supply or services during the emergency.
For purpose of this agreement, “distribution system emergency” means: Any human or natural
caused event that disables or impairs the distribution system such that its use constitutes an
immediate threat to human life or health.
ARTICLE 3. MWC CONNECTIONS
MWC owns and is responsible for the construction, extension, maintenance, and operation of
the MWC system up to the point of and including the master Central Point meter(s). Central
Point shall pay all costs of connections to the MWC system including initial metering, initial and
ongoing backflow protection, and annual testing of the backflow device, all in accordance with
MWC standards. MWC shall monthly read and annually test the master meter(s) and provide
readings and test results to Central Point.
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Central Point’s water supply is provided by the following master meter(s) with backflow
connections to MWC:
10” Turbine Meter on Beall Lane, Central Point, Oregon
10” Turbine Meter on Hopkins Road, Central Point, Oregon
10” Compact Fireline Meter on Vilas Road, Central Point, Oregon
Temporary emergency connections to MWC with prior approval can be provided at the
following location(s):
N/A
The following special conditions concerning connections to MWC apply:
MWC agrees Central Point may serve the Seven Oaks Interchange “Area of Mutual
Planning Concern”.
ARTICLE 4. MWC REGULATIONS
Water service under this Agreement shall be in accordance with Section 30 SURPLUS WATER
and Section 31 PROVISIONS RELATING TO UTILITY AND MUNICIPAL CUSTOMERS of the MWC
Regulations Governing Water Service (Regulations), as now in effect or as may be amended. If
there is any inconsistency between this Agreement and the Regulations, the Regulations
control. Notwithstanding the foregoing, nothing herein is intended to relieve MWC of its
obligation to supply surplus water in accordance with the terms of this Agreement, except as
dictated by Federal/State regulations outside the control of MWC. The Parties acknowledge
that implementation of this Agreement and the Regulations are subject to federal or state
directives.
MWC shall promptly provide Central Point a copy of any amendments to the Regulations.
ARTICLE 5. URBANIZATION POLICY
Central Point agrees to provide water and services to customers within Central Point city limits,
or as otherwise approved by MWC in MWC Resolution No. 1058, as may be amended. Central
Point may provide water and services outside of city limits, but within its urban growth
boundary, provided that the property requesting service has signed an irrevocable consent to
annex to Central Point, or as otherwise approved in writing by MWC. The current general
water service map covering city limits and urban growth boundaries for Central Point is
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attached to this Agreement as Exhibit A. Central Point shall promptly notify MWC and provide
a revised map as city limits and urban growth boundaries are modified.
ARTICLE 6. MEETING FUTURE WATER DEMANDS
Water and water services provided by MWC under this Agreement are pursuant to water rights
held by the MWC and Central Point. Nothing in this Agreement shall be construed to confer
upon either party a legal or beneficial interest in each other’s water rights, or to prevent either
party from seeking additions or alterations to their water rights as deemed necessary.
Central Point shall acquire and maintain such water rights as needed to meet the demand
within its service area during the months of May through September. Central Point may use
the MWC intake facility, located at the intersection of Table Rock Road and the Rogue River in
White City, as the designated point of diversion for Central Point water rights. MWC shall
cooperate in the perfection of any Central Point water rights. Central Point currently holds
water rights with a diversion point on the Rogue River at the MWC Intake Facility site at the
rate of ___________ cubic feet per second and/or volume of ___________ acre feet. Delivery
of such Central Point water through MWC facilities shall be subject to the same terms and
conditions as delivery of surplus MWC water. MWC shall measure and record at its Robert A.
Duff Water Treatment Plant the amount of water withdrawn from the Rogue River by MWC and
its municipal water service customers under each of their respective water rights. In its
monthly water service invoice, MWC shall provide water use data for Central Point. Central
Point shall provide MWC updated demand projections.
ARTICLE 7. SYSTEM DEVELOPMENT CHARGES
Pursuant to Resolution No. 774, MWC has established Water System Development Charges
(SDCs) and supporting methodology to finance future MWC transmission and treatment
facilities expansions. SDCs apply to all new customers, including customers of municipal
wholesale customers served by MWC. Central Point shall collect SDCs set by MWC from new
Central Point customers. MWC reviews the SDCs annually and reserves the right, in its sole
discretion, to modify or replace the SDCs with a different financing mechanism for system
improvements.
All SDCs collected by Central Point will be held in a separate account and forwarded to MWC
along with an accounting of the number and sizes of the services installed. Central Point shall
provide MWC with a copy of the section within the annual Central Point audit that shows
accounting of MWC SDCs collected during the audited year. MWC shall, in turn, provide Central
Point an annual accounting of all SDCs collected.
4.176 1113.6
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MWC utilizes a utility basis for determining the water usage rate it charges Central Point.
Under this rate analysis, Central Point is required to pay a return on investment for its share of
the facilities paid for by MWC. Facilities funded by SDCs shall not be included in the return on
investment portion of the rate analysis.
MWC shall render technical assistance to Central Point in determining SDCs. MWC shall defend
Central Point against any legal action or appeals which may arise over the development,
methodology, or implementation of the SDCs. Central Point shall cooperate and support MWC
in the defense, but shall not be obligated to incur any monetary obligation in such defense.
Upon termination of this Agreement, the following refund policy shall apply:
(a) MWC shall return to Central Point its prorated share of the unexpended balance of the
SDCs fund. This prorated share shall be based upon the actual unexpended SDCs
collected by Central Point for the specific facilities funded by the SDCs, plus the interest
earned.
(b) MWC shall return to Central Point a prorated share of the depreciated plant value of
the specific MWC facilities funded by the SDCs and already installed. The prorated
share shall be a percentage based upon the total amount of SDCs paid by Central Point
divided by the total SDCs collected and used to fund the facility, not including interest
earned during the years in which the SDCs were collected.
(c) In order to avoid a financial hardship, MWC shall develop a reasonable schedule of up
to five (5) years for repayment of the depreciated value of the specific MWC facilities
funded by the SDCs.
(d) At the request of Central Point, the MWC shall provide an accounting of the refunds
made pursuant to this section.
ARTICLE 8. PAYMENTS TO MWC
Central Point shall pay monthly for all water and services provided by MWC at MWC’s
scheduled wholesale rates then in place. Payment shall be made within ten (10) days after the
meeting of the Central Point’s Council following receipt by Central Point of a statement of
charges from MWC.
MWC reserves the right, in its sole discretion, to change (with prior written notification of a rate
study review) said rate at any time upon sixty (60) days written notice to Central Point,
following rate procedures and protocols in the MWC Regulations.
ARTICLE 9. TERM OF AGREEMENT
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This term of this Agreement shall be five (5) years from its commencement. Central Point may,
at its option, extend the term for three additional five-year periods, which periods would run
through October of 2026, 2031, and 2036 respectively. Extensions shall be subject to the same
terms and conditions as this Agreement. Written notice of the election to exercise a five-year
extension of this Agreement must be given to MWC not later than January 1st of the year in
which the Agreement would otherwise expire. If Central Point fails to provide MWC such
notice, this Agreement shall be deemed canceled at the end of the term then in effect. MWC
shall continue service for a reasonable period, determined in MWC’s sole discretion, to allow
Central Point to secure other sources of water. Provided, however, Section 19 of the Charter of
the City of Medford limits the term of water service contracts to 20 years and, therefore, the
obligations of MWC under this Agreement, including renewal periods, shall not exceed that
period of time.
ARTICLE 10. ASSIGNMENTS
Central Point shall make no assignment of this Agreement without written permission from
MWC. Any approved assignee or successor shall agree to be bound by the terms and conditions
of this Agreement.
ARTICLE 11. WATER CURTAILMENT PLAN
During periods of drought or emergency, Central Point shall be subject to the MWC Water
Curtailment Plan, per MWC Resolution No. 1345, unless Central Point has in effect a state-
approved and adopted Water Curtailment Plan at least as stringent as that of MWC. In the
event of a conflict between the Central Point plan and the MWC plan, the MWC plan shall
control. The MWC shall give Central Point as much advance warning as possible prior to
curtailment of water supplies. The level of curtailment shall be determined by MWC based on
the severity of the anticipated shortage. Central Point shall be responsible for enforcing the
MWC curtailment plan or the above mentioned Central Point plan in its service area.
MWC will require and apply emergency curtailment of water use in an equitable, fair, and
consistent manner consistent with Resolution 1345. Continued service during periods of
emergency shall neither be construed as a waiver nor limitation of any kind on any water rights
held by MWC, or a waiver or curtailment of any water rights held by Central Point, nor as
affecting any other terms in this Agreement.
ARTICLE 12. ANNUAL WATER QUALITY REPORTING
MWC will gather annual water quality data and prepare informational reports as required
under state Consumer Confidence Reporting (CCR) rules. These CCR reports will include water
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quality information for MWC and all participating municipal water customers. Annual costs
involved will be proportionally shared among participating municipal water customers and
billed separately to each.
Statistical data necessary to create the CCR report for the prior year must be provided by
Central Point to MWC no later than April 1st of each year. If bulk mailing is the primary
distribution method utilized, Central Point shall also provide MWC with postal routes covering
their respective service areas by April 1st of the delivery year. MWC reserves the right to utilize
other approved delivery methods (e.g.; electronic), which may impact responsibilities for
Central Point.
In the event that Central Point receives water into its system that is supplied by an entity other
than MWC, the composite MWC report for that year will not include data for Central Point.
Central Point shall be responsible for preparation of its own annual CCR, and MWC will provide
MWC data by April 1st of the delivery year.
MWC maintains water quality test points throughout the MWC system and one specifically at
the master meter location(s) of Central Point. These test points are used to collect water
samples for meeting required state water quality parameters on a weekly, monthly, and annual
basis. All information collected is of public record and is accessible through state or MWC
databases. Responsibility for water quality is transferred to Central Point at the point of the
master meter location(s), except where water quality problems are attributable to MWC.
ARTICLE 13. MUTUAL INDEMNITY
To the extent allowed by law, Central Point and MWC shall each defend, indemnify and hold
the other, and their officers, employees, and agents harmless from any and all claims, suits,
actions, or losses arising solely out of the acts and omissions of the Party’s own officers,
employees, or agents while acting under this agreement.
ARTICLE 14. PARTIAL INVALIDITY
If any term, covenant, condition, or provision of this Agreement is found by a court of
competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions
hereof shall remain in force and effect, and shall in no way be affected, impaired, or invalidated
thereby.
ARTICLE 15. INTEGRATION
This Agreement represents the entire understanding of MWC and Central Point as to those
matters contained herein. No prior oral or written understanding shall be of any force or effect
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with respect to those matters covered herein. This Agreement may not be modified or altered
except in writing signed by both parties.
ARTICLE 16. DEFAULT
For purposes of this Agreement “default” means failure to comply with any of the terms of this
Agreement. If either party determines that a default has occurred, it shall provide the other
party written notice of the default, which such party shall have thirty days in which (a) to cure
the default, (b) show that the default is of such a nature that it cannot be reasonably cured
within thirty days, or (c) show that no default occurred.
MWC and Central Point will work in good faith to amicably resolve the default. If after thirty
days of the notice of default, MWC determines, in its sole discretion, that Central Point is
unable or unwilling to cure the default within a reasonable time, MWC may impose escalating
penalties as follows: (a) ten percent surcharge for a period of thirty days; (b) twenty percent
surcharge for the next thirty days; and (c) termination of this Agreement. Such penalties are in
addition to any other remedies at law or equity that may be available to MWC. Failure to issue
notice of default or to enforce its remedies under this Article 16 shall not preclude MWC from
taking such action for future defaults.
If after thirty days, Central Point determines, in its sole discretion, that MWC is unable or
unwilling to cure the default within a reasonable time, Central Point may terminate this
Agreement and pursue any other remedies at law or in equity that may be available to Central
Point.
ARTICLE 17. FORCE MAJEURE
Neither party hereto shall be liable for delays in performance under this Agreement by reason
of fires, floods, earthquakes, acts of God, wars, strikes, embargoes, necessary plant repairs or
replacement of equipment, of any other cause whatsoever beyond the control of such party,
whether similar or dissimilar to the causes herein enumerated. This clause does not include
causes related to water supply and demand planning or failure to engage in such planning.
ARTICLE 18. DISPUTE RESOLUTION
If a dispute arises out of or relates to this contract, and if the dispute cannot be settled through
negotiation, the parties agree first to try to settle the dispute by non-binding mediation before
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resorting to litigation or other process. The parties agree to share equally the costs of
mediation.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be signed by their
proper officers on the dates noted below.
THE CITY OF MEDFORD THE CITY OF CENTRAL POINT
BY AND THROUGH ITS
BOARD OF WATER COMMISSIONERS
Leigh Johnson, Chair Mayor
Karen Spoonts, City Recorder City Recorder
Date Date
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RESOLUTION NO. _______
A RESOLUTION APPROVING A 5-YEAR WATER SERVICE
AGREEMENT BETWEEN THE CITY OF CENTRAL POINT AND MEDFORD
WATER COMMISSION.
RECITALS:
1. The City and Medford Water Commission currently have a water service
agreement that is set to expire October 2016.
2. The purpose of this agreement is to set parameters on the contractual obligations
of both the City of Central Point and Medford Water Commission.
3. Medford Water Commission agrees to supply surplus water up to a combined
(from all connections) maximum of 1833 gallons per minute (GPM) for the months of October through April, and surplus facilities capacity to treat and
transport water up to a combined (from all connections) maximum of 4958 GPM
for the months of May through September.
4. Medford Water Commission agrees during the 5 year term of this agreement the
following conditions will be complied with: The above flow rates will not be
exceeded between the hours of 5 am and 11 am. During all other hours the
maximum flow rate will not exceed 5700 gallons per minute (GPM) in the
summer and 3255 gallons per minute (GPM) in the winter
Section 1. Wholesale Water Services Agreement: Pursuant to the agreement,
effective as of October 1, 2016 is approved.
Passed by the Council and signed by me in authentication of its passage this _____ day of _____________________, 20___.
__________________________
Mayor Hank Williams
ATTEST:
_____________________________ City Recorder
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Central Point
Chamber Agreement
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STAFF REPORT
September 22nd, 2016
AGENDA ITEM: Review and possible renewal of a 2-year agreement between the City of
Central Point and the Central Point Chamber of Commerce for operation of the Visitors
Information Center.
STAFF SOURCE:
Chris Clayton, City Manager
BACKGROUND/SYNOPSIS:
In September of 2014 the City negotiated a new/revised agreement with the Central Point Chamber
of Commerce for operation of the Central Point Visitors Information Center (VIC). The 2014
agreement included some significant changes in terms of how the Chamber of Commerce would
operate the VIC as well as the Chamber’s obligations for financial reporting.
The 2014 agreement included an automatic 2-year renewal provision that would become effective
October 1st, 2016 (10/1/2016 - 9/30/2018). However, given historical concerns and the increased
requirements contained in the 2014 agreement, staff felt it was prudent to review current agreement
status with council prior to allowing the automatic renewal to occur.
AREAS OF DISCUSSION
In the attached Central Point Chamber of Commerce agreement, staff has highlighted areas for
council discussion/review prior to renewal of the agreement. The recommended areas of discussion
include the following:
1. Term of the Agreement
2. Accounting and Financial Reporting
3. Reduced Payment Structure
4. Property Lease Situation
FISCAL IMPACT:
The 2015-2017 City of Central Point Budget allocated $220,000 for General Fund/City
Enhancement/Tourism Promotion. All non-event specific funding related to the operation of the
Visitors Information Center is programmed in this budget line item. Event specific funding that is
programmed for the Central Point Chamber of Commerce is allocated under General Fund/City
Enhancement/Community Events.
Should the Council choose to renew the Visitors Information Center operational agreement, the
agreement specifies VIC funding levels at $22,400 per year. However, the city’s annual
contribution depends on budgetary authority granted by the Central Point Budget Committee &
City Council. Prior to budget authorization for VIC funding the Central Point Chamber of
ADMINISTRATION DEPARTMENT
Stephanie Woolett, CFM 140 South 3rd Street · Central Point, OR 97502 · (541) 664-7602 · www.centralpointoregon.gov
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Commerce is required to present a proposed annual budget, and provide details on operational
specifics, goals and objectives.
ATTACHMENTS:
1. Current Visitor Center Agreement (discussion areas highlighted).
2. 2014/2015 Central Point Chamber Financial Statements.
3. 2015/2016 Central Point Chamber Financial Statements.
4. Resolution approving 2-year extension (October 1st, 2016 – September 30th, 2018) of
agreement between the City of Central Point and Central Point Chamber of Commerce for
operation of the Visitor Information Center.
RECOMMENDATION:
1. Amend agreement as necessary.
2. Adopt resolution approving a 2-year extension (October 1st, 2016 – September 30th, 2018)
of the agreement between the City of Central Point and Central Point Chamber of
Commerce for operation of the Visitors Information Center.
PUBLIC HEARING REQUIRED:
A public hearing is not required for this item but allowing public comment on the proposed
agreement renewal is appropriate.
SUGGESTED MOTION:
I move to adopt resolution number _____ approving a 2-year extension of the agreement between
the City of Central Point and Central Point Chamber of Commerce for operation of the Visitors
Information Center.
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RESOLUTION NO. _______ A RESOLUTION RECOMMENDING ADOPTION OF AN AGREEMENT BETWEEN THE CITY OF CENTRAL POINT AND THE CENTRAL POINT CHAMBER OF COMMERCE FOR CONTRACT OPERATIONS OF THE CITY’S VISITOR INFORMATION CENTER.
RECITALS: A. The City of Central Point retains the authority to reduce costs and produce public benefit through the use privatized contract services. B. The City of Central Point and the Central Point Chamber of Commerce deem it to be to their mutual advantage and to be in the best interest of their
respective constituencies/membership to enter into this agreement for the
purpose of the Chamber of Commerce to operate the City’s Visitor
Information Center. The City of Central Point resolves: Section 1. The attached agreement between the City of Central Point and the Central Point Chamber of Commerce for the operation of the City’s Visitor Information Center is approved.
Section 2. Upon approval of this agreement by the Central Point Chamber of
Commerce, the attached agreement shall govern contract services between the two agencies from October 1st, 2016 to September 30th, 2018. The Mayor and City Manager of Central Point are authorized to sign the attached agreement on behalf of the City of Central Point. Passed by the Council and signed by me in authentication of its passage this _____ day of _____________________, 2016.
__________________________ Mayor Hank Williams ATTEST: _____________________________ City Recorder
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Business
Long Term
Financial Update
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c Finance
Steve Weber, Finance DirectorStaff Report POINTûi egor-t
To:
From:
Date:
Subject
Mayor & Council
Steve Weber, Finance Director
September zz, zor.6
Update of Long Range Financial Plan
Background:
At the February 26, zo:5 Council meeting, resolution r4r8 was passed by City Council which adopted a long
term financial plan.
With the completion of two fiscal years since the plan was developed and approved, management felt it was
an appropriate time to look at the financial performance of the City compared projections contained within
the plan.
The accompanying graphs and financial summaries were taken from the report prepared by FCS Group and
updated to include the actual results from fiscal years 2ot4-t5 and zo15-16, respectively. This information is
provided for discussion purposes only.
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11 Year History of General Fund Revenues and Expenditure s - 2oL4 Resultss9,000,000SS,ooo,ooos7,000,000S6,ooo,oooS5,ooo,ooos4,000,000S3,ooo,ooos2,000,000$1,ooo,ooo$oFY 2005 FY 2006 FY 2007FY 2008 FY 2009- t¡ps¡jifu¡sgFY 2O1O FY 2OtL- ftgyg¡Lls5FY 2012 FY 20L3 FY 20t4FY 2015BudgetCAP092216Page 40
lL Year H¡story of General Fund Revenues and Expenditures - 2016 ResultsSg,ooo,ooos9,000,000ST,ooo,ooos6,000,000S5,ooo,ooo54,ooo,ooo53,ooo,ooos2,000,000Sl,ooo,oooSoFY 2006 FY 2007 FY 2008FY 2009 FY 201_0- t¡ps¡dit¡¡s5FY 2011 FY 2012-ReVenUeSFY 2013 FY 2014 FY 2015 FY 2016CAP092216Page 41
s4,000,000S3,5oo,ooos3,000,000S2,5oo,oooS2,ooo,oooS1,5oo,oooSl,ooo,oooS5oo,oooGeneral Fund Balances - 2OL4 ResultsFY 2006 tY 2007 FY 2008 FY 2009-Actual Ending Fund BalanceFY 2010 FY 2011 FY 20L2 FY 2013-Budgeted Ending Fund BalanceSoFY 2005FY 20t4FY 2015BudgetCAP092216Page 42
54,ooo,oooS3,5oo,oooS3,ooo,oooS2,5oo,oooS2,ooo,oooS1,5oo,oooSl,ooo,ooos500,000General Fund Balances - 2016 ResultsFY 2007 FY 2008 FY 2009 FY 2010-trçfu¿l Ending Fund BalanceFY 20Lt FY 20!2 FY 2013 FY 20!4-Budgeted Ending Fund BalanceSoFY 2006FY 2015 FY 2016CAP092216Page 43
too%90%80%70%60%s0%40%30%20%LO%0%Percentage ofGeneral Fund Revenues by CategoryFY 2006 FY 2007 FY 2008 FY 2009 FY 2010 Fy 20L! Fy 20L2 Fy 201.3 Fy 20!4 Fy 201.5lTaxes ¡ L¡censes and fees r lntergovernmental I Charges for ServiceI Fines and Forfeitures I lnterest & Miscellaneous t TransfersFY 201.6CAP092216Page 44
Percentage of General Fund Expenditures by ServiceLOO%90%80%70/o60%50%40%30%2oo/oL0%o%FY 2006tY 2007 FY 2008I Administrationr ParksPoliceFY 2009 FY 2010 FY 2011City EnhancementI RecreationI Transfers OuttY 2012 FY 2013 FY 20t4 FY 201-5r Mayor & Councilr Plann¡ng & Community Developmentr lnterdepartmentalFY 2016CAP092216Page 45
Percentage of Expenditures by Cost Category700%90%80%70%60%50%40%30%20%t0%o%FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 Fy 2011 Fy 20]-2 Fy 2013 Fy 20!4 Fy 2015I Personnel Services I Materials & Services r Capital Outlay I Transfers OutFY 2016CAP092216Page 46
Generol Fund SummoryBudget rlt2Olô, Actuol FY20l4,20t5 20t5Projected Budget FY20l5, Acluol FY20l5,tY20rs-20ró 2016 2016 Fy20tó-20t7 Fy20t7-2018Revenues:ToxesLicenses ond feeslnlergovernmentolChorges for servicesFines ond forfeilureslnterest incomeMiscelloneousPorks ond recreotion fee increosePublic sofety fee increoseTronsfers lnAdditionol revenue 4Additionol revenue 5Totol revenuesExpenditures:AdministrolionCity EnhoncementTechnicol ServicesMoyor ond CouncilFinoncePorksRecreolionPlonningPolicelnterdeportmentolTronsfers OutTotol expendituresNet chonge in fund bolonceBeginning fund bolonceEnding fund bolonce8,065,542 7,972,448701,100 677,503383,100 159,307548,400 50B,ó1561,250 44,748775,600 726,430801,350 787,956522,740 462,346403,850 357,1884,130,91 0 3,870,632309,ó00 123,77444,OOO 44,000s 6,239,94259,500497,100994,500r 05,00032,500137,000s ó,098,085ó3,355492,3821,019,53999,30120,850178,93ós 6.420,81259,500424,0001,010,ó94r 05,000l0,Bl ór 35,000228,000228,OOO715,723r 98,500557,74761,602791,838799,706528,5ór412,8474,331,437r45,000s ó,495,000 s59,ó00571, I 90r,004,85090,00017,500417,39575,00075,00020,0006,472,281ó5,8ó3467,066r,03B,47584,67937,742r 4r,B5ó83,70r80,63220,000709,798149,134574,0B845,473770,92582r,0ó8411,271456,0974,005,654124,421r 0ó,250s ó,587,87559,500424,0001,027,415105,00011,242135,000228,OOO228,OOO730,820198,500567,4036t,962808,ó03786,439534,570422,1264,435,302r 45,000s ó,78ó,48359,500424,0001,044,681r 05,000I1,8ó5135,000228,OOO228,OOO746,407r 9B,500577,37962,331825,916798,5ó3540,774431,ó984,542,627r 45,0008,621,822 8,825,535 8,492,295 8,80ó,032 9,022,529770,100204,O005ó1,050ór,550810,r001,080,2r 5544,800541,ó904,270,800r 30,000I 0ó,2508.ó81,900 7,762,499(óró,358) 2oe,e+e9ól978,174,179 8,690,726 8,869,196318,1 lóI I5,30ór 53,332197,l9l78,8ól2,003,024(148,770)2,526,2502,003,024 S 2,845,1lB S 2,0812,619tó916977$ 2,953,285 S 2,197,191 S 2.350.523CAP092216Page 47
Street Fund SummoryRevenuesOperoting ExpendituresCopitolProjectsTotol ExpendituresNel chonge in fund bolonceBeginning fund bolonceEnding fund bolonceBudget FY2OIÛ' Acluol FY2O11.20t5 20ts$ 1,818,ó5ó S 1,940,192$ r,s55,200 $ 1,409,913s 470,000 $ 3t8,l9l2,025,200 1,728,104(2ú,544) 212,088Projected Budgel FY20l5. Actuot FY2O|S,FY20r5-201ó$ r,829,255 S$ r,500,385 $s 227,939 S1,728,32420162,042,0001,750,776ó3ó,0002.386.776(344,776)2016 FY20t6-2017$ 1,973,704 S 1,847,143$ r,ó54,795 S l,5t ó,080$ 349,óóó S 310,8272,004,461 1.826.907FY 2017-2018s r,8óó,034$ r,532,304$ 259,0221,791,326100.93rr,530,ós7(30,757)1,949,28920,236737,201737s r,530,ó571.949,289$ r,ó3r,588r.ó39.084s r,9r 8.s32Projecled Budget FY20l5. Actuot FY20t S,58B1.651,8242016 FY 2016-2017s 3,341,911 S 3,046,996s 2,909,844 S 2,922,286$ 209,934 S 268,3703,119,778 3,i90.ó5ó222,13374,708I,651,824$ 1,726,532RevenuesOperoting ExpendituresCopitolProjectsTotol ExpendituresNei chonge in fund bolonceBeginning fund bolonceEnding fund bolonceBudget FY2OI4' Actuol FY20l¿1.20ls 2015s 2,90r,500 s 3,097,098s 2,839,300 $ 2,779,880$ 225,000 $ 104,6963,0ó4,300 2,884,576(r ó2,800)212,5221,697,619FY20r5-20tó$ 2,9ó0,ó80 $s 2,89r,ó75 $$ 207,2r S $3,098,893(r 38,21 3)20163,1 I 1,2003,072,375497,OOO3.5ó9.375(458, r 75)r.8ó0,99sFY 20r7-20t8$ 3,r49,080s 2,953,913s 333,óóó3,287,579(r 38,4ee)Woter Fund SummoryRevenuesOperoting ExpendituresCopitol ProjectsTotol ExpendiluresNet chonge in fund bolonceBeginning fund bolonceEnding fund bolonce791l,9l0,l4lBudget FY20l4. Acluol FV2OÌ4.2015 20t5s 1,029,750 s 886,428$ 727,150 $ ó81,94ss 309,100 $ ó8,4ó31.03ó,250 750,408(ó,500) l3ó,020850,205 850,2059l141Projecled Budget FY20l5. Actuol FY20l5.(r 43,óó0)1,490,3ó87082092016 FY 20ró-20t7 ÍY 2017-2fJ18880,78ó$ 890,38óS 920,059ó48,1ó5$ 723,2645 733,304250,000s 2ó8,370s 278,055898.1ó5 991,634 l.0l 1,359(17,s7e)FY2ot5-20tó$ 8ó5,0ó3 S$ 7r 3,550 Ss ró5,774 $879,324(14,261)2016871,700 S764,000 $2ó5,000 sr.029.000(r 57,300)934,8ó0(r 0r,248)829,444(9r,300)728,1961,346,708274I1,402,820IStormwoter Fund Summory705705 $ 986,225s 777,560846 S 728,196CAP092216Page 48
Business
Bi-Annual Citizen Survey
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To: Honorable Mayor and City Councilors
From: Stephanie Holtey, Community Planner II
Chris Clayton, City Manager
Date: September 22, 2016
Re: Biannual Citizen Survey
Purpose:
Initiate preparation for the 2016-17 citizen satisfaction survey and establish the project
parameters including the timeline for deployment and the process for consultant selection and
questionnaire development.
Background:
Every two years the City surveys citizens residing within the city limits to evaluate satisfaction
with city services and the overall quality of life residents experience in the city. Historically
surveys have provided longitudinal analysis of general citizen satisfaction and outreach
preferences along with specific program and policy issues important to the Council and staff.
In addition to providing a statistically valid evaluation of our community, the survey is a key
strategy for building a strong relationship between the City and its citizens.
The most recent survey was conducted in 2014 by Hebert Research, Inc. (Attachment “A”). This
firm has conducted all of the citizen surveys to-date and has contracted with the City to perform
the 2016 and 2018 surveys. Staff recommends the contract be terminated, as allowed by
contract, and publish a Request for Proposals (RFP) for the 2016 survey (Attachment “B”). This
action would allow the City to evaluate other qualified firms and base the final selection on
price.
The 2016 survey will be developed during the fall with target deployment early January 2017.
The proposed timeline avoids conflicts with the November elections and December holiday
season. Staff recommends that the overall approach to the survey be maintained (i.e.
longitudinal analysis and policy/program questions) but that survey development, including
consultant selection, be guided by an ad hoc committee consisting of three (3) Council members
appointed by the Mayor.
Action:
Consider the proposed approach to the 2016 Citizen Satisfaction Survey and provide direction
to staff regarding the timeline, consultant selection recommendation and ad hoc committee
formation.
Attachments:
Attachment “A” – 2014 Citizen Satisfaction Survey
Attachment “B” – Hebert Research, Inc. Contract
City of Central Point, Oregon
140 S 3rd Street, Central Point, OR 97502
541.664.3321 Fax 541.664.6384
www.centralpointoregon.gov
Community Development
Tom Humphrey, AICP
Community Development Director
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Business
Update
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Parks & Public Works Department
Matt Samitore, Director
140 South 3rd Street | Central Point, OR 97502 | 541.664.7602 | www.centralpointoregon.gov
DATE: September 14, 2016
TO: Honorable Mayor and City Council
FROM: Matt Samitore, Parks & Public Works Director
SUJECT: Central Point Water Quality Program
PURPOSE:
Presentation on the City’s Water Quality Monitoring System
SUMMARY:
Over this past year the nation and our region has seen various reports on water quality and citizen exposure to lead via public water systems. The City of Central Point is required under Oregon Revised Statute (ORS) to perform water quality testing (including lead and copper
contamination) every three years. Our next regularly scheduled testing is programmed for the
fall of 2017. However, staff has decided to perform proactive/volunteer based testing prior to
the 2017 mandated testing. This decision is largely based on lead and copper contamination issues being experienced by the Medford Water Commission.
Water Quality testing procedures require that the city request volunteer samples from “inside”
residential structures which were constructed before 1983. More specifically, volunteering
residents would provide a water sample out of their tap, and the City sends the sample to a certified lab for complete analysis.
The City of Central Point has never had any documented issues with contaminants in our
water sampling program. Although, this past year the City decided to do an internal test
looking at our own sampling stations where we continually evaluate lead levels, copper levels and a host of other water quality measurements/targets. The results of this year’s tests were similar to years past, but one geographic area had levels that do not require action, but were
higher than we typically experience. Although no action is required, the Public Works Water
Division would like to get additional information from the surrounding residents to verify that
there is zero cause of concern. The area is near Van Horn Park which was built in the early 1970s.
Staff will present a presentation on the program specifics and updates on our results at the
Council Meeting in a PowerPoint presentation format.
ATTACHMENTS
1. Letter requesting volunteers for water sampling.
RECOMMENDATION:
No recommendation is required.
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September 15, 2016
RE: Water Quality Testing Program
Dear Central Point Water Customers:
Drinking water quality has been in the national spotlight this past year following news that residents of Flint,
Michigan had been exposed to high levels of lead through their public water system. Unlike Flint, Central
Point’s water distribution system does not include a significant amount of lead service lines; however, we
continue to be vigilant about testing for all sources of potential contamination. Inasmuch, the city maintains 9
sampling stations which are located throughout our entire water distribution system. Occasionally, we will get one sample station that indicates lead levels near the required action level which is 15 parts per billion (ppb).
And although not currently mandatory, the city would like to be proactive in monitoring sources of lead via
additional sampling/testing.
As mentioned, Central Point has very little infrastructure that could be contributing lead to our water system, so how does any lead enter out water system? There is virtually no lead in our two water supply sources, the
Big Butte Springs and the Rogue River (via Medford Water Commission). Rather, lead leaches into water over
time through corrosion—a dissolving or disintegration of metal caused by a chemical reaction between water
and pipes. Lead can also leach into water from pipes, solder, fixtures, faucets and fittings. The amount of lead
in your drinking water depends on a variety of factors. These factors include the type and amounts of minerals in the water, the type of pipes the water comes in contact with, how long the water stays in the pipes, the
water’s corrosively, and water temperature.
Our required (Oregon Health Authority) sampling schedule functions on a 3-year rotation with the next
reporting period in September of 2017. Specific to the testing standards for lead and copper, if 10 percent of water samples return lead levels of over 15 parts per billion, as an Oregon water provider, we would be
required to take certain actions to reduce lead exposure. As required under federal rules, the water samples
tested are the “first draw” of water after no water use has occurred for at least six hours. Central Point’s last
reporting period in 2014 showed zero indications for elevated lead or copper levels and our water system has
only seen upgrades since that time. Again, we do not believe there is currently any cause for concern, but at this time we are asking for voluntary water samples to test as a precautionary measure.
Sincerely,
Matt Samitore
Director
Parks & Public Works Department
Matt Samitore, Director
CAP092216 Page 70
Business
Parks Master Plan
Update
CAP092216 Page 71
Parks & Public Work Department Matt Samitore, Director
Jennifer Boardman, MaCE
POINT() r r:¡¡r-it t
STAFF REPORT
DATE:
TO:
FROM:
9116t16
HONORABLE MAYOR AND CITY COUNCIL
JENNIFER BOARDMAN, MANAGER
SUBJECT: Master Plan update
BACKGROUND:
The master plan process for Central Point Parks will be wrapping up by December 2016 and will be
ready for Council Approval in January. Conservation Technix lnc. has completed surveys, two public
meetings and has solicited stakeholders for input. Stakeholders included the School District, local business
leaders and non-profits as well as several of our HOA presidents.
The first public meeting held in May had just fewer than20 people in attendance. The second meeting
was held on September l5 right after the Parks Commission meeting. W'e only had one non-committee
member in attendance. The numbers attending public meetings have been disappointing. V/e hear weekly by
email or calls what people think should be done with parks, but have very little attendance at public meetings.
In order to ensure we get your feedback included in the master plan, I have attached a series of
questions that Steve has been asking stakeholders and commission members. Your input on this subject is vital
to providing direction for the Parks and Recreation Department in the coming years. Please send any feedback
directly to Steve Duh at steve@conservationtechnix.com or you are welcome to send it to me at
Jennifer.boardman@centralpointoregon.gov and I will forward to consulting team. (See questions below)
Also included in this report as attachments is a summary of the survey results. V/e had over 380 surveys
completed either by mail, or online. This was encouraging as it seems the best way we can get folks to interact
and provide substantial feedback.
Going forward Steve Duh (Conservation Technix) and team will be putting together adraftplan after
the final meetings with stakeholders in late September. Steve's team will be presenting the draft plan to Parks
Commission at the November 17th meeting. It is anticipated that no later than the January 26th meetingin20lT
the plan will be ready for City Council approval.
140 S. Third Sfreef . Central Point, OR 97502 o 541.664.3321 . Fax 541.664.6384
Consultant questions:
o What do you value about Central Point Parks & Recreation?
o What kinds of memories do you want your residents to hold about the Department or the City's
recreational resources?o Jump forward l0 years, and imagine the Central Point in2026. V/hat can you see happening on the City
with regard to active park space? Regarding trail connections? Regarding recreation programming?
o 'What changes do you see (and would you like to see)?o What are the most important needs for the next 5 years for the park, recreation & open space system?o Where should we focus resources & energy?o What could the City be doing more of? Less ofl \Vhat could be done better?
140 S. Third Sfreef . Central Point, OR 97502 . 541.664.3321 . Fax 541.664.6384
...AND THE SURVEY SAYS...
Community Preferences & Priorities
A mail and online survey was
conducted between April - May 2016
to identify general sentiment and
demand for parks and recreation
facilities. The results will inform and
guide the direction of the citywide
parks and recreation plan.
9 3 %l#:lÎ:::i:'"i:l'''
In total, 380 surveys were
completed. Summary results
from the survey are shown on the
following displays. A more detailed
survey report is available online at
centra I poi ntoregon. gov
There is strong park usage in
Central Point
7$%;:iigllffJï"
services are essential
or important to the
City's quality of life
somewhat satisfied
with the overall value
they receive from
Central Point Parks &
Recreation
Frequency of Park Usage
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ú
ß
û
d
24.X
23.096
58% of respondents replied
that they, or member of their
household, visited a park or
recreation facility at least once
per month in the past year
More than one-in-five visited at
least once a week
CENTRAL POINT
PARKS & RECREATION MASTER PLAN
15.9%
1 9t6
Community Meeting
September 15, 20',l6
...AND THE SURVEY SAYS...
Community Preferences & Priorities
Rating the Condition of City Parks
Îwín Creeks Park
William ¡¡ott P¿rk
Vãn Horn Park
Grlffin Oek Pãrk
Community Park
loel Tônzì 5kâte Pãrk
Menteer Park
Forest Gien Park
Central Point Senior Cenier
Robert Pfaff Park
Glengrove Waytíde Park
Civic Fields
Flanagan P¿rk
Cascade lVeadoWg Perk
Bear Creek Greenw¿y
A large majority of
residents (at least 75%)
rated the condition as
of all other City parks
and recreation facilities
as either "excellent" or
"good"
o% 1-00Á 20% 30% 40y. 5M 60%
,t€ß"¡t:I
I Excelfent r Good ,Fair I Poor
Upgrade walkint ànd biking trôils
Develop ãdditione¡ walking and biking trai¡s
tJpgradê exísting neighborhood pãrks
Upgrade pÌcníc shelters and playgrounds
Develop a swimming pool
Upgrade the Bear creek Greenway
Develop an off-leâsh dog p¿rk
Upgrade communlty gardens
Develop ãdditiona¡ indoor recreãtion space/gymnasiums
Develop âdditional ìarge ånd small parks
Develop âdditionãl 5porl fle ds
Upgrade tennis and basketball courts
Upgrade CIty soccer fields
Develop a disc golf course
Most lmportant Priorities for Park Facilities &
lmprovements for Central Point
Strong majorities of
respondents supported
upgrading existing
and developing new
walking and biking
trails, upgrading
existing neighborhood
parks, and upgrading
picnic shelters and
playground
tlpgGde Joe l¿nzí Skale Park 1.f,1:
0%20%40%60%80%
CENTRAL POINT
PARKS & RECREATION MASTER PLAN
too%
lVerySupportive ¡somewhatSupportive rNotSupportive lDon'tKnow
Community Meeting
September 15, 2016
...AND THE SURVEY SAYS...
Community Preferences & Priorities
The overall quality of recreation
programs rated highly (71% as
"excellent" or "good")
Special events had the broadest appeal
with a majority (53%) of respondents
participating over the past year
Participation in Special Events
Rating the Overall Quality
of Program Offerings
¡aln 27X
Oty Wdr Y¡rd 96
ømmun[ychltu t¡h PåEdê
Munch - il -Mdl6lromldy Fddry Nl¡frffi|l
M.moÈlOryhmomdø
Erns EgfrwFn4
Vdråns hy GmllMdm
2nd s¡ùd¡y M¡tud hf,Èil
iln 4 Frc.dm
Sllc $fGty F¡lr
u*
0*10ú2ú3trGsßffi7$lAúS
Priorities about Recreation Programs
Respondents were
split on whether they
thought the availability
of recreation programs
offered by the City were
adequate or needed to
be expanded
speciãl ev€nis,s(.h ãs conce^s, fel¡vals, rnoúe5 & comûunlty fun runs ¿ 9t¡
CENTRAL POINT
PARKS & RECREATION MASTER PLAN
1?-6%
19,t 1
u.116
20.¡t*
1ag r
20,1ß4 i
10,0% 20Dy. 10 09; 40.0% 50 0g, 600%
curent Oflelngs nrc Adequãrê Ì FcwerCfferingsare Needed
Community Meeting
September 15,2016
Educationai clarses, tuch as technology, naturãl hlstory, sèfety & he¿lth f
Ärts progrâms, srch ai mûs¡c, dance, ads & rrafts E
Adull spoils and fhess cla$es, such as plckleb¡ll a* ,r, E
Youlh sports proSÊms and c¿mps, such ¿s (ennìt basketbafl, soccer ¡nd d¿n- E
feen¿divitles E
Progrdm\ ior ¡dulcs 55 and over, soch ds cl¿sres, lrips, ¡nd 'Jrop-io ¿divities E
rtav"nru.un,u,.t,oot@ ß.Gea
ü
I
ft
t1't
út
31¡
0 0t;
rMore Ofleinss are Nèeded