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HomeMy WebLinkAboutCM092216CITY OF CENTRAL POINT City Council Meeting Minutes September 22, 2016 I. REGULAR MEETING CALLED TO ORDER Mayor Williams called the meeting to order at 7:00 p.m. it. PLEDGE OF ALLEGIANCE III. ROLL CALL: Mayor: Hank Williams Council Members: Allen Broderick, Bruce Dingier, Brandon Thueson, Taneea Browning, Rick Samuelson, and Mike Quilty were present. City Manager Chris Clayton; Police Chief Kris Allison; Parks & Rec Director Jennifer Boardman; Finance Director Steven Weber; Parks and Public Works Director Matt Samitore; Community Planner Stephanie Holtey; Captain Dave Croft; and Building Permit Tech Liz Riddle were also present. IV. PUBLIC APPEARANCES - None V. CONSENT AGENDA A. Approval of September 8th, 2016 City Council Minutes Allen Broderick moved to approve the Consent Agenda as presented. Brandon Thueson seconded. Roll call: Hank Williams, yes; Bruce Dingier, 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. 1474, A Resolution Approving a Five -Year Water Service Agreement Between the City of Central Point and the Medford Water Commission. Public Works Director Matt Samitore stated that every 5 years the City must renew its contract for service with the Medford Water Commission (MWC). During this renewal there were two issues with the current contract that Public Works wanted to see addressed. The first issue was regarding peak hours. After discussion with MWC it was agreed to add back in language to allow the City to operate as currently stated during non -peak hours; which are now 5 to 11 instead of 5 to 10. City of Central Point City Council Minutes September 22, 2016 Page 2 The second issue was to eliminate Urban Reserves from Article 3. For resolution with this issue MWC added Resolution 1058 which allows the City to provide water to Urban Reserve Areas. Samitore stated that there is some contradictory language in Resolution 1058 and MWC agreed to make the changes to this statement before the next contract. Parks and Public Works Director Matt Samitore explained that the MWC also said that they will be looking at 24 hour water usage in the next 5 years and that the City may need to look at installing a Variable Speed Pump on Beall Lane by Dash Delivery; this of course being contingent on supply as there must be enough flow for the pump to work properly. There was some discussion between Council about suggesting that consumers set their sprinklers to a 3:00 am watering schedule to reduce peak usage and Mr. Samitore informed Council that the 7:00 am peak that was an issue has been resolved and now there is a 9:00 pm peak that needs to be addressed. Bruce Dingier moved to approve Resolution No. 1474, A Resolution Approving a Five -Year Water Service Agreement Between the City of Central Point and the Medford Water Commission. Mike Quilty seconded. Roll call: Hank Williams, yes; Bruce Dingier, yes; Taneea Browning, yes; Brandon Thueson, yes; Allen Broderick, yes; Rick Samuelson, yes; and Mike Quilty, yes. Motion approved. B. Resolution No. 1475, 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 The 2104 agreement between the City and the Chamber includes an automatic 2 year renewal that is effective October 1't of 2016. Prior to this renewal there were a few areas that Mr. Clayton felt needed discussion with the Council. An overpayment in the amount of $8800.00 that was paid to the Chamber in the 2013/2014 fiscal year has been satisfied and needs to be eliminated from the contract. On June 30th the lease under which the Chamber has been contracted has ended and they have been operating on a month to month basis. Clayton wanted the Council's input as to whether he should approach the Chamber for a new lease agreement or have things remain the way they are. The Council discussed the benefits to a lease and agreed that they should extend a lease. The Council was also interested in how many visitors, emails etc. that the Visitor Center serves and if the money the City spends is worth it. Miss Browning had some rough numbers about visitors and emails but said that they can start tracking the numbers if the Council would like. Mr. Clayton expressed how the community involvement through the Chamber is preventing us from having to City of Central Point City Council Minutes September 22, 2016 Page 3 staff events and that the City is getting a bargain for what we pay and what they contribute. Allen Broderick moved to approve Resolution No. 1475, 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. Rick Samuelson seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes; Taneea Browning, abstain; Brandon Thueson, yes; Allen Broderick, yes; Rick Samuelson, yes; and Mike Quilty, yes. Motion approved. VIII. BUSINESS A. Long Term Financial Agreement Updated Finance Director Steven Weber updated the information for the long term financial agreement showing that with the adjustments that were made last year by implementing a few additional fees, the City is projected to spend less than the revenue that it generates. B. Bi -Annual Survey Discussion Planner Stephanie Holtey informed the Council that every two years the City sends out a survey that evaluates the overall satisfaction of the residents of our city and that this information is a key strategy for building a strong relationship between the City and its residents. Ms. Holtey is recommending that the city no longer contract with the current firm, Hebert Research, and that they be informed that the City is publishing a Request for Proposals so that the City can evaluate other firms and make a decision based on qualification and price. Council discussed the disadvantages to doing this, losing our 5% discount with Hebert, but quickly agreed that it would be advantageous for the City to get other bids. Ms. Holtey also requested that three council members make up an ad hoc committee that will help with survey development, including consultant selection. Council members Allen Broderick, Rick Samuleson and Mike Quilty have agreed to head this committee which will be discussing this in November preparing for a January 2017 deployment. C. Water Quality Program Update Mr. Samitore explained that the City is required to test and report every three years through the state of Oregon. Most of the samples are done throughout nine stations that are located in a park setting within the city. When the water was tested in 2014, copper and lead were within acceptable levels and City of Central Point City Council Minutes September 22, 2016 Page 4 everything else was at zero. However this year there have been some issues with lead; MWC found pigtails within their system and are replacing as they find them. City of Central Point has not found any pigtails in our system but it doesn't mean there aren't any. The city decided to do their own testing, different from the state testing, in that the city would find volunteers that would allow us to test the water and when we did this there were two areas; off Mendolia and Van Horn Park, that had some issues. Results came back with .011 to .014; action level from the EPA is .015 and is considered the point where you need to be concerned as a water provider so more testing needed to be done. Staff tested a house directly across from one of the testing stations and came back as .001 but Van Horn Park came back as .020. After researching the issue, staff discovered that the testing stations were built with sweated joints and by the same contractor. The lead that was used in those pressure stations has a highly corrosive aspect to them so both have been dug up and will be replaced. At Van Horn park staff also discovered that the service line that runs into the park is an old cast iron pipe. The cast iron pipe is filled with lead at the joints and corrodes easily. Because of the intermittent use at the park the lead corrosion breaks off the pipe and into the water. Plumber has been hired and is re -doing those stations. City doesn't have any residents in the Freeman Rd. area that are on our list for volunteers and we need to send a letter out. The state is really only concerned in homes that were built in the 1982-1985 where a certain type of lead pipe was installed in Oregon. We have 34 houses that we need to speak with and get specific tests for and so we will be sending a separate letter to those residents. A separate letter will be mailed to businesses with construction in this time frame as well. If a concerned citizen calls they can sign up for the testing and staff is checking meter and doing a little investigating to make sure everything is okay. If one house tests a little high then staff will test the whole neighborhood to see if it is an isolated incident or an issue within the whole neighborhood. There is some talk by MWC adding an additive to the water to help with corrosion but there is concern that once we use the additive we can never stop using it or it will cause even worse corrosion. The council talked about what could we do before that step is taken to help resolve some of the issues. Mr. Samitore also noted that we have no new master meters that service water to our city and the ones now are filled with lead parts. The city is asking that MWC replace the (3) master meters over a period of time and continue to work with MWC on treatment options. C. Parks Master Plan Update Jennifer Boardman stated that the Master Plan process was started in February with a survey that over 380 people returned and several public meetings which have been in low attendance. City of Central Point City Council Minutes September 22, 2016 Page 5 Jennifer speaks to the public every day regarding concerns but very few residents actually come to the meetings and want to address their issues. The surveys were very informational about what the residents want and what they are hoping to see in the future. Conservation techniques that are doing the Master Plan are reaching out to stake holders in the business community, school officials etc. with questions to provide input. Boardman provided the council with those questions and would like input about the questions and if there are other questions the council thinks the city should be asking. Staff will have a draft plan to the Parks Commission in November and present it to council for approval in January. IX. MAYOR'S REPORT Mayor Williams reported that he: • Attended a luncheon meeting with the governor's representative, Alex Cross and Chris Clayton on the 9"'. • Attended League of Cities (LOC) Hall Day on a panel discussion to talk about legislative efforts of the LOC. On the 15"'. Some of those issues were; o Transportation Funding -no increase in gas tax, and no vehicle miles tax. o Reallocating the marijuana tax based on grow sites. o Jackson and Josephine county grow sites half of the total marijuana grown in Oregon and Josephine County feels that 90% is going to the black market versus the 70% projected by the state. o Measure 97 is polling at plus 30 • Volunteered at the Harvest Fair/Battle of the Bones pouring wine on the 17`" • Attended Medford Water Commission meeting on the 21$`. X. CITY MANAGER'S REPORT City Manager Chris Clayton reported that: • Costco decision is due Friday so be looking for a notice regarding LUBA's decision. 40 acres near Upton Rd.; owned by the City but not within the city limits has been leased to the same gentleman for the last 5 years. PW received a call regarding drainage issues and when the property was checked it appears that the gentleman has sub -leased to someone else that has a marijuana grow on it. Mr. Clayton will be amending this lease for specific use so that the city doesn't run into this issue again. Request to move Study Session from September 26'" to October 3rd. Council agreed. XI. COUNCIL REPORTS Council Member Mike Quilty reported that: • Attended a meeting on Tuesday, 20th looking at truck traffic not being able to move and it appears it is due to animal impacts 0 Clean Energy is now open City of Central Point City Council Minutes September 22, 2016 Page 6 • Marijuana grows have a negative impact on the flavor of the wine that is made in the valley. It makes the wine skunky so it is an issue that may become a concern for this community. Council Member Brandon Thueson reported that: • He attended the Harvest/Fair Battle of the Bones and volunteered as one of the BBQ tasting judges. He reported that the BBQ was great and the atmosphere was as well. Council Member Rick Samuelson reported that: • Has some concerns regarding the cemetery. The new owners have not done anything on upkeep. There was some discussion about having the Council Member Bruce Dingler had nothing to report. Council Member Allen Broderick reported that: • He attended the Parks & Rec meeting • Recently tried the new BBQ place 'Mary's BBQ' and 'The Perk' and was pleased with both • Attended the Harvest Fair/Battle of the Bones and had a great time Council Member Taneea Browning reported that she: • Attended the Multi -Cultural Committee meeting on the 12th. Moving forward with some positive changes that will help with the application turnout for the scholarship. • Attended Hazard Mitigation Planning meeting on the 15th. • Attended Tour of Del Rio Vineyards on the 16th. • Was unable to attend BOB but heard great feedback surrounding the event. • Greeters at Umpqua Bank on the 20h was well attended. Had a live drawing for 'out and about bingo' which was a great way for the citizens to find out more about local businesses and win great prizes while doing it. XII. DEPARTMENT REPORTS Parks and Public Works Director Matt Samitore reported that: • Battle of the Bones was this last weekend and staff should have a detailed report in the next week. As this was the first year there are some adjustments that need to be made but all in all it was a success. Police Chief Kris Allison • Attended the Jackson County Homeless Task Force meeting and talked about the demographics of each area and how different the need was in each area. • Facebook has over 6500 followers which is a third of our city population and is a great way to keep the community informed. Kudos to Desiree Badizadigan for maintaining and posting daily. City of Central Point City Council Minutes September 22, 2016 Page 7 Community Planner Stephanie Holtey reported that: • Looking at getting a new business in the city; Rogue Valley Micro Devices • Working hard with applicants to balance code requirements and get them the best product that we can • Working on long range planning and cleaning up code XIII. EXECUTIVE SESSION - None XIV. ADJOURNMENT Mike Quilty moved to adjourn, Rick Samuelson seconded, all said "aye" and the Council meeting was adjourned at 9:03 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: ID/a/14 Mayor Hank Williams AITT //. L4,4 City _ /'