HomeMy WebLinkAboutCAP021011CITY OF CENTRAL POINT
City Council Meeting Agenda
February 10, 2011
Next Res.1280
Next Ord. No.1947
I. REGULAR MEETING CALLED TO ORDER – 7:00 P.M.
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. PUBLIC APPEARANCES
V. CONSENT AGENDA
Pgs 2-8 A. Approval of January 13, 2011, City Council Minutes
9-16 B. Acceptance of Quarterly Financial Statements
17-18 C. Acceptance of RVMPO Report
VI. ITEMS REMOVED FROM CONSENT AGENDA
VII. PUBLIC HEARING, ORDINANCES, AND RESOLUTIONS
20-22 A. Resolution No. ________, A Resolution to Adopt
Governing Rules for the Arts Commission (Samitore)
24-41 B. Resolution No. __________, Adopting the 2011 Rules of
the City Council and Code of Ethics (Messina)
VIII. BUSINESS
43-48 A. Support for Sustainable Valley Project (Messina)
50 B. Planning Commission Report (Humphrey)
52 C. Parks Commission Report (Samitore)
Central Point
City Hall
664-3321
City Council
Mayor
Hank Williams
Ward I
Bruce Dingler
Ward II
Kelly Geiger
Ward III
Matthew Stephenson
Ward IV
Allen Broderick
At Large
Carol Fischer
Kay Harrison
Administration
Phil Messina, City
Manager
Chris Clayton, Assistant
City Manager
Deanna Casey, City
Recorder
Community
Development
Department
Tom Humphrey, Director
Finance Department
Bev Adams, Director
Human Resources
Barb Robson, Driector
Parks and Public Works
Department
Matt Samitore, Director
Jennifer Boardman,
Manager
Police Department
Jon Zeliff, Chief
IX. MAYOR’S REPORT
X. CITY ADMINISTRATOR’S REPORT
XI. COUNCIL REPORTS
XII. DEPARTMENT REPORTS
XIII. 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session are not for publication or broadcast.
XIV. ADJOURNMENT
Consent Agenda
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CITY OF CENTRAL POINT City Council Meeting Minutes
January 13, 2011
i. OATH OF OFFICE – 7:00 P.M. The oath of office was given to Council Members Kelly Geiger, Matthew
Stephenson, and Bruce Dingler by Mayor Hank Williams. I. REGULAR MEETING CALLED TO ORDER
Mayor Williams called the meeting to order.
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL: Mayor: Hank Williams
Council Members: Allen Broderick, Bruce Dingler, Carol Fischer, Kelly Geiger, Kay Harrison, and Matthew Stephenson were present.
City Manager Phil Messina; City Attorney Paul Nolte; Police Chief Jon Zeliff; Community Development Director
Tom Humphrey; Parks and Public Works Director Matt Samitore; Assistant City Manager Chris Clayton; and City Recorder Deanna Casey were also present.
IV. SPECIAL PRESENTATION – Multicultural Committee Student Award
Multicultural Committee Chairwoman Shannon Moulin presented the Student
Scholarship award to Crater High Student Sarah Haga. She explained all the
projects Ms. Haga has done towards helping teach and promote diversity in the school and around the community.
IV. PUBLIC APPEARANCES - None
V. CONSENT AGENDA
A. Approval of December 9, 2010 City Council Minutes B. Approval of 2011 Committee Re-appointments
Kay Harrison made a motion to approve the Consent Agenda as presented.
Bruce Dingler seconded. Roll call: Allen Broderick, yes, Bruce Dingler, yes; Kelly
Geiger, yes; Carol Fischer, yes; Kay Harrison, yes; Hank Williams, yes; and Matt Stephenson, yes. Motion approved.
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VI. ITEMS REMOVED FROM CONSENT AGENDA - None
VII. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS
A. Public Hearing – Second Reading Ordinance No. 1946, Amending Chapters 17.44, Tourist and Professional Office District, 17.72, Site
Plan and Landscaping Plan Approval, and 17.64 Off-Street Parking
and Adding 17.75, Design Standards, of the Central Point Municipal Code
Community Development Director Tom Humphrey presented the staff report for the second reading of the proposed ordinance. On December 9, 2010 the
Council continued the Public Hearing for this land use Ordinance.
Representatives of the business community met with staff on Friday to discuss
suggested modifications of:
Section 17.64.030, Off-Street Loading, table 17.65.01, modifying loading zone requirements;
Section 17.75.035, Commercial Site Design and Development Standards table 17.75.02 clarifying setback requirements;
Section 17.75.042(A)(4)(a) to clarify area of measurement for
transparency; and
Section 17.75.070, Definitions, adding definition of Pedestrian Scale.
Planning Manager Don Burt explained in detail the recommended changes that
are different from the Ordinance in front of the Council. Staff is in agreement with
the proposed modifications.
Mayor Williams opened the Public Hearing.
Frank Pulver – Business Group Representative
He stated that the business community worked with staff on the modifications mentioned. The community feels that this is a good start to the revisions needed in the zoning code to enhance and attract new business to the City of Central
Point.
Mayor Williams closed the Public Hearing.
There was additional discussion regarding the size cap being removed, but feel
that the design requirements will be sufficient to allow large businesses without
the big box look. They also discussed the transparency concerns of the business community. The new design code requires 40% of the business frontage along a
sidewalk to be windows. This encourages pedestrian traffic. Staff was not able to
find sufficient findings to allow vehicle sales, which was one of the issues raised at the last meeting. In order to include vehicle sales there would need to be
changes made to the Comprehensive Plan and cooperation with ODOT regarding traffic issues.
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Council Member Harrison stated that she is not comfortable approving these
changes when they are not incorporated in ordinance form at a second reading and hopes this does not happen in the future.
Matt Stephenson made a motion to approve Ordinance No. 1946, Amending Chapters 17.44, Tourist and Professional Office District, 17.72,
Site Plan and Landscaping Plan Approval, and 17.64 Off-Street Parking and
Adding 17.75, Design Standards, of the Central Point Municipal Code to include amendments presented to include Modifications to Section
17.65.030, Off-Street Loading, Table 17.65.01, Modifying Loading Zone requirements; Modification to Section 17.75.035, Commercial Site Design and Development Standards, Table 17.75.02 clarifying setback
requirements; Modification of section 17.75.042(A)(4)(a) to clarify area of measurement for transparency; and modification to section 17.75.070, Definitions, adding definition of Pedestrian Scale. Kay Harrison seconded.
Roll call: Allen Broderick, yes, Bruce Dingler, yes; Kelly Geiger, yes; Carol Fischer, yes; Kay Harrison, yes; Hank Williams, yes; and Matt Stephenson, yes. Motion approved.
B. Resolution No. 1279, a Supplemental Budget for the 2010/11 Fiscal
Year Finance Director Bev Adams stated that the High Tech Crimes Unit received an
unanticipated donation from Klamath County. In order for the HTCU to use the
money the City is required to do a supplemental budget. The City also purchased a .34 acre parcel of land to be added to the Skyrmann Park property. The money
associated with these funds needs to be designated to accounts and shown in
budget documents.
Matt Stephenson made a motion to approve Resolution No. 1279, a Supplemental Budget for the 2010/11 Fiscal Year. Carol Fischer seconded.
Roll call: Allen Broderick, yes, Bruce Dingler, yes; Kelly Geiger, yes; Carol
Fischer, yes; Kay Harrison, yes; Hank Williams, yes; and Matt Stephenson, yes. Motion approved.
VIII. BUSINESS
A. Council President Nomination and Appointment
Mayor Williams stated that each year the Council is required to appoint a Council
President. He opened the floor for nominations.
Allen Broderick nominated Bruce Dingler. No other nominations were received.
Allen Broderick made a motion to appoint Bruce Dingler as Council
President for 2011. Kay Harrison seconded. Roll call: Allen Broderick, yes,
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Bruce Dingler, yes; Kelly Geiger, yes; Carol Fischer, yes; Kay Harrison, yes; Hank Williams, yes; and Matt Stephenson, yes. Motion approved.
B. New Committee Appointments
Mayor Williams stated that he would like to appoint Rick Samuelson Jr. to the Planning Commission Position No. 2 vacated by Keith Wangle. The City has
received an application from Wade Six for a vacant position on the Citizens
Advisory Committee.
Kay Harrison made a motion to appoint Rick Samuelson Jr, to Planning Commission Position 2 and Wade Six to the Citizens Advisory Committee. Matt Stephenson seconded. Roll call: Allen Broderick, yes, Bruce Dingler, yes;
Kelly Geiger, yes; Carol Fischer, yes; Kay Harrison, yes; Hank Williams, yes; and
Matt Stephenson, yes. Motion approved.
C. Council Representation Appointments
The Mayor and Council discussed the committee list that Council members are
representatives on. Below are the results:
Citizens Advisory Committee – Bruce Dingler
Parks and Recreation Commission – Allen Broderick Parks and Recreation Foundation – Allen Broderick
Multicultural Committee – Carol Fischer
Arts Commission – Allen Broderick Visitor Information Center – Kay Harrison, Bev Adams, Matt Samitore
RVCOG Board of Directors – Kay Harrison
Bear Creek Greenway Committee – Matt Samitore Jackson County Expo Board – Kay Harrison
So. Oregon Regional Econ. Dev. (SOREDI) – Matt Stephenson
School District No. 6 Board Meeting – Kelly Geiger Regional Sewer Rate Committee – Carol Fischer
Medford Water Commission – Hank Williams Regional Problem Solving Comm – Phil Messina, Hank Williams RVTD Board Meetings – Kay Harrison
Mayor Williams recommended appointing Mike Quilty as a Central Point representative for:
Transportation Advocacy Committee (TRADCO)
Metropolitan Planning Organization (RVMPO) Kay Harrison as backup
Airport Advisory Committee Medford-Ashland Air Quality Maintenance Area
Rogue Valley Area Commission on Transportation along with Tom
Humphrey
Mayor Williams stated that Mr. Quilty will be providing reports to Council
regarding the Transportation meetings mentioned above.
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D. Planning Commission Report
Community Development Director Tom Humphrey presented the Planning Commission Report for January 4, 2011.
The Commission approved a Conditional Use Permit to occupy and operate a
convalescent home within an existing duplex located in an R2 zoning district. This was a public hearing for Rogue Valley Recovery Homes. Council Member Broderick expressed concerns about the location of the
Recovery Home being near the high school.
The Commission discussed revisions to the City flood damage prevention
ordinance. This item will come before the Commission in February for their recommendation to the Council.
The Commission discussed the extension of the Twin Creeks Pre-Annexation Development Agreement. The Community Development Director will consider the request and grant an extension unless circumstances dictate that the
request be acted upon by the Commission.
The Commission was updated on the Regional Problem Solving process. The
plan is being considered by DLCD
Matt Stephenson made a motion to approve the January 4, 2011 Planning
Commission as presented. Carol Fischer seconded. Roll call: Allen Broderick, yes, Bruce Dingler, yes; Kelly Geiger, yes; Carol Fischer, yes; Kay Harrison, yes; Hank Williams, yes; and Matt Stephenson, yes. Motion approved. E. TGM Committee Appointments
Mr. Humphrey stated that the city received a Transportation Growth Management Grant which requires the creation of a Citizen Oversight Committee with
members appointed by the Mayor and City Council. The City has advertised for
candidates and recommends the following:
Downtown Merchants – Rick Samuelson and Barry Rabino Chamber of Commerce – Rick Bettenburg and June Brock Council Members – Hank Williams, Bruce Dingler, and Kelly Geiger
Planning Commission – Chuck Piland and Mike Oliver Citizens Advisory Committee – David Painter and Eric Snyder
Freight Trucking Industry – Dave Rainey and Gary Hall
Matt Stephenson made a motion to appoint the recommended Oversight
Committee members for the duration of the grant project. Kay Harrison
seconded. Roll call: Allen Broderick, yes, Bruce Dingler, yes; Kelly Geiger, yes; Carol Fischer, yes; Kay Harrison, yes; Hank Williams, yes; and Matt Stephenson,
yes. Motion approved.
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IX. MAYOR'S REPORT
Mayor Williams reported that he has been attending the Medford Water Commission meetings.
X. CITY MANAGER’S REPORT
City Manager Phil Messina reported there will be a Council Retreat on January 29th and the January 27th Council meeting may be cancelled due to lack of
agenda items.
XI. COUNCIL REPORTS
Council Member Kay Harrison reported that she attended the Medford Water
Commission meeting. Council Member Carol Fischer reported that she attended the Community
Christmas at City Hall. She thought it was a great turnout. Council Member Matt Stephenson reported that he attended the SOREDI Board
meeting. His family is building a home in Medford and he will be resigning from the Council at the end of March.
XII. DEPARTMENT REPORTS
Assistant City Manager Chris Clayton reported that the citizen members of the Urban Renewal Advisory Committee had one meeting. It has been determined
that local government does have the power to charge a sewer franchise fee if
they have the need.
Parks and Public Works Director Matt Samitore reported that:
There may be a delay on the completion of the 3MG Reservoir because of
EPA permits for crossing Bear Creek.
The Hazard Mitigation project is going forward regarding flooding issues.
They are working with residents to get elevation certificates with the Grant
Money that was awarded to the City.
The placement of the donated gazebo will be returning for Council
consideration next month.
Police Chief Jon Zeliff reported that:
The department has filled the last vacant Patrol Officer position. They will
introduce the new officer to council at his swearing in.
The Sr. Chaplin for the CPPD has received a national recognition for his
volunteer work.
The department will be sending a delegation to Portland to represent Central
Point at the memorial for the Rainer Police Chief.
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Human Resource Director Barb Robson reported that there will be a staff
recognition breakfast on February 3rd at Twin Creeks. Council members are invited to attend. We are beginning negotiations on both Union Contracts.
Finance Director Bev Adams reported that they are implementing a new check reader system to help make payments easier and less time consuming for staff.
XIII. EXECUTIVE SESSION - None
XIV. ADJOURNMENT
Kay Harrison moved to adjourn, Allen Broderick seconded, all said “aye” and the Council meeting was adjourned at 8:55 p.m.
The foregoing minutes of the January 13, 2011, Council meeting were approved by the City Council at its meeting of January 27, 2011.
Dated: _________________________ Mayor Hank Williams
ATTEST:
__________________________
City Recorder
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City Manager Staff Report
MEETING DATE: February 10, 2011
TO: Honorable Mayor and City Council
FROM: Phil Messina, City Manager
_____________________________________________________________
SUBJECT: RVMPO/Transportation Report
SUMMARY: Mike Quilty, MPO Chair prepared the attached letter to the
Mayor and City Council as a report of MPO activities.
The MPO approved a letter of support for Central Point’s (TEG)
Transportation Enhancement Grant application for improvements to South
99 from Pine Street to the Fire Station.
The $513,319 in Federal Highway dollars went to the overlay of Pine Street
and to the annual payment on the Scenic, Upton 10th Street project.
RECOMMENDATION: No Action Needed
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Michael Quilty
942 Forest Glen Drive
Central Point, Or 97502
541-664-7907
Jan, 25, 2011
City Council
Central Point, Or
The Agenda for the RVMPO Policy Committee Meeting for January 2011 is attached. The following items were discussed and acted on.
Letter of support for transit grants for RVTD.
Letter of support for Transportation Enhancement Grants from jurisdictions, including one for Central Point ,OR99 for
$1,490,000.
Reappointment of Kay Harrison and Thad Keays to the Public Advisory Committee. Kay was elected to chair the PAC for 2011.
Annual Obligation Report for Federal funds. Central Point saw $513,319 in federal highway dollars this past year. Discussion of Federal Highway Trust Fund financing and future fund availability. It does not look like any significant
legislation is in the works short term. The current continuing resolution will expire on March 4, 2011. There is talk of congress reducing spending to 2008 or lower levels.
Local Issues:
MPO dues will continue at 12.6 cents per person for the upcoming FY.
EPA delays action on Ozone Standard. These were due out in August 2010 and are now listed at being released in July
2011. The EPA director has asked that the Clean Air Scientific Advisory Committee(CASAC) for further interpretation of the epidemiological and clinical studies they used in making their recommendations. EPA will review the input from CASAC before they select a new Ozone Standard.
Oregon Greenhouse Gas Reduction Planning for MPO’s: Workshop for elected officials and technical staff within the RVMPO area who may become involved in the scenario planning and associated work to reduce GHG emissions in the
MPO by light vehicles. Recent state law has made cities with in MPO’s responsible for planning on how to reduce GHG. Each city will be charged with developing a plan to address GHG reduction. This workshop will be presented by ODOT and DLCD on Wednesday February 16, 2011, 10:30 TO Noon. See attached notice.
Sincerely,
Michael G. Quilty
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Resolution
Arts
Commission
Bylaws
Page 19
To: Central Point City Council
From: Matt Samitore, Director- Parks and Recreation Department
Subject: Adoption of the Arts Commission Rules
Date: February 10, 2011
Purpose: The purpose of this resolution is adoption of the Arts Commission rules that were
created by the newly formed Arts Commission in November 2010.
Background: In 2010 in accordance with Ordinance 1930, the Central Point Arts
Commission was formed. Ordinance 1930 was approved in August of 2009, but due to
low numbers of interested community members, the first meeting was not held until May
of 2010. Over the course of the next several meetings the Arts Commission created the
rules that are being presented for adoption this evening.
The Arts Commission will be meeting the First Thursday of January, February, March,
April, May and June, September, and October. They will not meet during the months of
July, August, November or December.
The Commission currently has one opening.
Recommendation: Staff recommends that the City Council adopt the Art Commission rules.
STAFF REPORT
Parks and Recreation Department
Matt Samitore, Director
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RESOLUTION NO. ______________
A RESOLUTION TO ADOPT GOVERNING RULES
FOR THE ARTS COMMISSION
Recitals:
A. Currently there are no adopted bylaws, rules, or guidelines for the newly formed Arts
Commission.
B. Central Point Municipal Code Section 2.59.050 requires the formation of the Arts
Commission and requires the members to adopt rules that would be presented to City Council for
approval.
C. The Arts Commission on November 18, 2010, adopted rules that will be their guiding
rules at future meetings, and
D. The Arts Commission will follow the guides as stated in the attached Governing Rules
of the Central Point Arts Commission and review them in November 2012 as stated in Central
Point Municipal Code Section 2.59.050.
The City of Central Point resolves as follows:
Section 1. The attached Governing Rules of the Central Point Arts Commission are approved.
Passed by the Council and signed by me in authentication of its passage this ______ day
of February, 2011.
___________________________________
Mayor Hank Williams
ATTEST:
______________________________
City Recorder
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GOVERNING RULES OF THE
CENTRAL POINT ARTS COMMISSION
The Arts Commission is established in order to review public art projects, develop public art
projects and serve as a sounding board for arts related items to be presented to City Council
for approval.
1. Membership: Art Commission shall consist of seven members who shall be selected
through an open public process and formally appointed by the Mayor with approval of
the City Council. a. Members must maintain their city residence during the course of their terms to
hold continue to hold office. b. Members will be appointed for terms of three years. Terms will expire on December 31st of each year.
c. The Mayor shall appoint one member of the City Council to attend the Arts Commission and act as liaison to the City Council. 2. Purpose: The Arts Commission is to review public art projects, review projects that are
part of capital improvement projects, develop public art projects and serve as a sounding board for arts related items to be presented to City Council for approval.
a. The Arts Commission shall be advisory to the City Council on all matters
affecting proposed public art projects as well as implementing and starting new public art projects in the City of Central Point.
3. Meetings: Commission members shall be held quarterly in February, May, August and
November. Meetings may be added or cancelled by the Commission Chair or staff liaison.
a. All meetings shall be open to the public and advertised as required by law. b. Quorum-A minimum of five voting members must be present at each meeting. c. Sub-committee- Arts Commission shall have the authority to delegate business to
sub-committees but such sub-committees must report to the Art commission for voting on items referred by the sub-committee. The sub-committee can have members from the general public, but must have at least one voting member of
the Arts Commission sitting on their committee. 4. Chairperson- Removal of Members: The Chairperson shall be appointed by the
Mayor at large for a term of one year starting the first meeting of each year. The
Chairperson shall be a voting member. The Commission Chair will have the responsibility of reporting to the City Council on an annual basis. A Vice Chair will be
chosen by the Commission at the first meeting of each year.
a. Any member of the Arts Commission may be removed by the Mayor, with the approval of the Council for misconduct or nonperformance of duty. A member
who is absent from three consecutive meetings without an approved absence
from the Chairperson is presumed to be in nonperformance of duty and may be replaced by the Mayor and Council.
5. Staff Services: The Parks and Recreation Manager shall provide such staff and
consultation services to the Arts Commission as shall be appropriate. A record shall be kept of commission proceedings. The official minutes of the commission shall be
maintained in the City Recorders office. 6. Compensation: Arts Commission members shall receive no compensation other than
expenses as authorized by the City Administrator or Mayor and Council.
_________________________________ Arts Commission Chair
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Resolution
Council
Rules
And Code
Of Ethics
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TO: Mayor Williams and City Council
FROM: Deanna Casey, City Recorder
DATE: February 10, 2011
SUBJECT: Resolution Adopting the 2011 Rules of the City Council and Code of Ethics PROPOSAL: Council and Staff reviewed changes to the Rules of the City Council that were
recommended because of the adoption of the new Charter.
The recommended changes were:
changed Administrator to Manager throughout the document
1.1 Changed wording about going past 10 pm to match the ordinance
2.1 removed option for Mayor to break tie
2.2 Changed wording stating that a Council President will be elected each year instead of
after a general election
5.1 Changed wording about protected class
6.3 changed wording for additions to agendas removing the emergency items only
statement
7.4 reworded to match the charter on vote requirements
7.7 eliminated Tie Vote statement
changed gender specific language throughout the document
Recommendation: Approve Resolution No. ___________, Adopting the 2011 Rules of the City
Council and Code of Ethics.
Staff Report
Administration Department
Phil Messina, City Administrator
Chris Clayton, Assistant City Administrator
Deanna Casey, City Recorder
Barb Robson, Human Resource Manager
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RESOLUTION NO. ______________
A RESOLUTION ADOPTING THE 2011 RULES OF THE CITY COUNCIL
AND CODE OF ETHICS
RECITALS: Resolution No. 1091 established the Rules of the City Council and Code of Ethics.
Any changes to the Rules of the City Council must be approved by Council Resolution.
A. The residents of Central Point approved a new Charter at the last General Election creating minor conflicts with the current City Council Rules.
B. Staff has updated the attached Council Rules to reflect changes made in the City
Charter.
C. The City Council has the inherent right to make and enforce its own rules to ensure compliance with those laws generally applicable to public bodies.
D. Each member of the City Council shall complete a Conflict of Interest
acknowledgment statement after each General Election giving members the opportunity to declare any existing or potential conflict of interest.
THE CITY OF CENTRAL POINT RESOLVES that the attached 2011 Rules of the City Council
and Code of Ethics is hereby adopted as presented.
Passed by the Council and signed by me in authentication of its passage this _____ day of February, 2011.
_______________________________ Mayor Hank Williams
ATTEST:
______________________ City Recorder
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City of Central Point
Rules of the City Council
February 2011
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Table of Contents
1.Council Meetings ............................................................................ 1
2. The Presiding Officer .................................................................... 1
3. Employee Duties ............................................................................ 2
4. Decorum and Order ...................................................................... 2
5. Duties and Privileges of Members .............................................. 3
6. Order of Business and Agenda .................................................... 5
7. Consideration of Business ............................................................ 6
8.Public Comment ............................................................................. 6
9.Procedure for Council Meetings .................................................. 7
10. City Boards, Commissions, and Committees .......................... 9
11. Miscellaneous ............................................................................. 11
Code of Ethics ................................................................................... 12
Statement of Acknowledgement ................................................... 14
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RULES OF THE CITY COUNCIL
OF CENTRAL POINT, OREGON
1. COUNCIL MEETINGS
1.1 Regular Council Meetings.
The Council shall hold two regular meetings on the second
and fourth Thursdays of each month, except in those cases where the Council finds it
necessary to designate another date, due to conflicts. Regular meetings shall be convened
in the City Council Chambers in City Hall, shall be called to order at 7:00 p.m., and shall
adjourn no later than 10:00 p.m. unless extended by a majority vote of the Council. The
meeting may be continued to a later designated date, but in no event shall meetings
extend beyond 11:00 p.m. However, in the case of a significant land use public hearing a
majority of council members may make a motion to extend the meeting past the 11 p.m.
adjournment.
1.2 Executive Sessions.
Executive sessions may be called by the Mayor or by majority
consent of all members of the Council. Only Council Members, the City Manager and
persons specifically invited by the Council or the City Manager shall be allowed to attend
executive sessions. Employees directed to appear for a personnel issue have the right to
demand the Executive Session be open the press and public. Representatives of
recognized news media may attend executive sessions in accordance with applicable law.
No matter discussed during executive session may be disclosed by any person present
during such session.
1.3 Special Meetings.
Special Meetings may be called by the Mayor or by unanimous
consent of the Council. Written notice of all special meetings shall be given at least 24
hours in advance of the scheduled meetings. Notice shall be given to each Council
Member, the City Manager, and the business office of each local newspaper, radio and
television station which has a written request on file for notice of special meetings, and
may be delivered by mail, electronic facsimile (FAX), E-mail, or by personal delivery.
1.4 Public Attendance.
All regular and special meetings shall be open to the public.
2. THE PRESIDING OFFICER
2.1 The Mayor.
The Mayor presides at regular and special meetings and executive sessions
of the Council and shall be the recognized as head of the City for all ceremonial
purposes. The Mayor shall have authority to preserve order, enforce the rules of the
Council, and determine the order of business under the rules of the Council.
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2.2 Council President.
At the first meeting of each year, the Council shall, by vote, elect a
President from its membership. In the Mayor’s absence from any Council meeting, the
President shall act as the presiding officer. Whenever the Mayor is unable, to perform
the functions of the office, the President shall act as Mayor Pro Tem.
2.3 Temporary Chairperson.
In event of the absence of the Mayor and Council President, the
City Manager shall call the Council to order and call for the roll of the members. If a
quorum is present, those Councilors present shall elect, by majority vote, a Temporary
Chairperson for that meeting. Should the Mayor or Council President arrive, the
Temporary Chairperson shall relinquish the chair immediately upon the conclusion of the
item of business then under consideration before the Council.
3. EMPLOYEE DUTIES
3.1 City Recorder.
The City Recorder or designee shall be the Clerk for the Council and
shall keep minutes of meetings and shall perform such other duties at the meetings as
ordered by the Presiding Officer or the Council. The City Recorder shall furnish each
Council Member with a copy of the minutes of each preceding meeting in the agenda
packet for the next meeting.
3.2 City Attorney.
The City Attorney shall attend meetings of the Council. At any Council
meeting any member of the Council may, at any time, call upon the City Attorney for an
informal, oral opinion. Written opinions shall be authorized by a majority of the Council.
3.3. The Chief of Police.
Unless otherwise directed by the Council, the Chief of Police or
designee may attend each Council meeting to serve as the Sergeant-at-Arms, and shall
carry out all orders or instructions upon direction of the Presiding Officer or upon any
other procedure specifically provided by these rules.
3.4 Officers and Employees. Any member of the City Council may request that the City
Manager direct any employee to attend regular, special or executive meetings to confer
with the Council on matters relating to the City.
4. DECORUM AND ORDER
4.1 Mayor.
The Mayor, or presiding officer, shall preserve decorum and decide all points of
order, subject to appeal by the Council.
4.2 Council Members. Council Members shall preserve order and decorum during Council
meetings, and shall not, by conversation or other action, delay or interrupt the
proceedings or refuse to obey the orders of the Mayor, Presiding Officer, or these rules.
Council Members shall, when addressing staff or members of the public, confine
themselves to questions or issues under discussion, shall not engage in personal attacks,
shall not impugn the motives of any speaker, and shall at all times, while in session and
acting on behalf of the city, conduct themselves in a manner appropriate to the dignity of
their office.
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4.3 Staff and Public.
Members of the administrative staff, employees of the City and other
persons attending Council meetings shall observe the same rules of procedure, decorum
and good conduct applicable to the members of the Council.
4.4 Removal of any person.
Any person who makes personal, impertinent, slanderous or
unauthorized remarks or who fails to comply with reasonable rules of conduct or who
causes a disturbance while addressing the Council or attending a Council meeting shall
be removed from the room if the Sergeant-at-Arms is directed by the Presiding Officer.
In case the Mayor or Presiding Officer should fail to act, any member of the Council may
obtain the floor and move to require enforcement of this rule and upon affirmative vote of
the majority of the Council present, the Sergeant-at-Arms shall be authorized to remove
the person or persons, as if the Mayor or Presiding Officer so directed.
4.5 Censure.
The Council has the inherent right to make and enforce its own rules and to
ensure compliance with those laws generally applicable to public bodies. Should any
council member act in any manner constituting a substantial violation of these rules or
other general laws, the Council, acting as the whole, may discipline that Council Member
to the extent provided by law, including public reprimand.
4.5.1 To exercise such inherent right, the Council has the right to investigate the actions
of any member of the Council. Such investigation shall be referred to an AdHoc
Committee upon a finding that reasonable grounds exist that a substantial violation has
occurred.
4.5.2 The AdHoc Committee shall investigate the actions and present a report to the
Council. Neither the AdHoc Committee nor the Council or any member thereof shall
have the right to make public any information obtained through such investigation.
4.5.3 Any member accused of a substantial violation of the Council rules or any other
general law shall have the right to present a defense to the allegations, including the right
to present rebuttal evidence, and to have representation by Council. Upon finding, by
clear and convincing evidence that a substantial violation has occurred and that such
violation affects the Council Member’s ability to represent the interest of the City as a
whole, the Council may, upon unanimous vote of Council Members, other than the
Council Member subject to censure proceedings, impose a proper sanction.
5. DUTIES AND PRIVILEGES OF MEMBERS
5.1 Code of Ethics. Council Members shall conduct themselves so as to bring credit upon the
City as a whole, and to set an example of good ethical conduct for all citizens of the
community. Councilors should constantly bear in mind these responsibilities to the entire
electorate and refrain from actions benefitting any individual or special interest group at
the expense of the City as a whole. Council Members should likewise do everything in
their power to insure impartial application of the law to all citizens and equal treatment of
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each citizen before the law, without regard to race, national origin, sex, social status or
any other protected class.
5.2
5.2.1 Any Council Member who has the floor shall be confined to the question under
debate, avoid personalities and refrain from impugning the motives of any member’s
argument or vote. No member shall address the chair or demand the floor while a vote is
being taken.
Debate.
5.2.2 Council Members should limit their remarks on a subject to five minutes unless
granted additional time by the majority of the Council. Council Members should refrain
from speaking more than once upon any subject until other members of the Council have
had a chance to speak to the topic.
5.2.3 A Council Member, once recognized, shall not be interrupted while speaking,
unless called to order by the Mayor or Presiding Officer, or unless a point of order is
raised by any Council Member while the member is speaking, in which case the member
shall cease speaking immediately until the point is determined. If ruled to be in order the
member shall be permitted to proceed; if ruled to be out of order the member shall remain
silent or shall alter the remarks to comply with the ruling.
5.3. Right to Appeal. Any member may appeal a ruling of the Mayor or Presiding Officer to
the Council. If the appeal is seconded, the member making the appeal may briefly state
the reason for the appeal and the Mayor or Presiding Officer may briefly explain his
ruling; but there shall be no debate on the appeal and no other question other than, “Shall
the decision of the chair stand as the decision of the Council?” If the majority of the
members vote Aye, the ruling of the chair is sustained; otherwise it is overruled.
5.4. Dissent and Protest. Any Council Member shall have the right to express dissent from or
protest against any Ordinance, Resolution or decision of the Council and have the reason
therefore entered upon the Council minutes. Such dissent or Protest must be filed in
writing, couched in respectful language, and presented to Council not later than the next
regular meeting following the date of passage of the ordinance, resolution or decision
objected to.
5.5 Excusal During the Meeting. No member may leave the Council meeting while in
regular session without permission from the Mayor or Presiding Officer.
5.6. Personal Privilege. The right of a member to address the Council on a question of
personal privilege shall be limited to cases in which integrity, character or motives are
assailed, questioned or impugned.
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6. ORDER OF BUSINESS AND AGENDA
6.1. Order of Business.
The business of all regular meetings of the Council shall be
transacted as follows; provided, however, that when it appears to be in the best interest of
the public, the Mayor or Presiding Officer may change the Order of Business:
I. Regular Meeting Call to Order 7:00
p.m.
II. Pledge of Allegiance
III. Roll Call
IV. Special Recognition (when
appropriate)
V. Public Appearances
VI. Consent Agenda
VII. Items Removed from Consent
Agenda
VIII. Public Hearings, Ordinances &
Resolutions
IX. Business
X. Mayor’s Report
XI. City Managers Report
XII. Council Reports
XIII. Department Reports
XIV. Executive Session (When
appropriate)
XV. Adjournment
6.2. Agendas.
Staff shall prepare an agenda for every Council meeting. Items to be set on the
agenda are normally recommended by City Staff regarding issues
6.2.1 Items may be recommended for the agenda by any person. Such items shall be
presented to the City Manager, in writing, at least seven days prior to the meeting in
which they are to be discussed.
6.2.2 Recommendations at a council meeting or study session for items to be placed on
the agenda must be approved by consensus of the Council.
6.2.3 Upon approval by the Mayor, or City Manager, or Council Member, the item shall
be placed on the agenda for consideration.
6.2.4 Agendas and informational material for regular meetings shall be distributed to the
Council at least three days prior to the meeting.
6.2.5 New business brought before the Council in a meeting may be referred to the City
Manager for a report at a future Council meeting.
6.3. Additions to the Agenda.
A request to add an item for Council consideration to the
Council may be presented at the Council meeting but shall require a majority concurrence
of the members present to be so added. These items must be limited to subjects not
anticipated to be discussed at the time the agenda was prepared.
6.4. Consent Agenda. Items of a routine and non-controversial nature are placed on the
Consent Agenda. The Mayor or any Councilor may request an item be removed from the
Consent Agenda if discussion is requested. Questions of staff may be requested by the
Mayor or any Councilor prior to voting on the Consent Agenda and without removing the
item from the Consent Agenda. Items removed from the Consent Agenda will be placed
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on the “Items removed from the Consent Agenda” portion of the Regular Agenda.
Consent Agenda items are approved by one motion. Possible items for the Consent
agenda would be, but not limited to:
Council/Committee Minutes OLCC Requests
Committee Re-appointments Temporary Street Closures
Surplus Property requests Grant Requests
Annual Proclamations Routine housekeeping items
7 CONSIDERATION OF BUSINESS
7.1. Quorum.
A majority of the Council shall constitute a quorum to do business.
7.2. Voting.
Unless otherwise provided by statute, ordinance or resolution, upon any question
before the Council a roll call vote shall be made, provided, however, upon demand by
any member of the Council, the topic may be tabled until further information, deemed
necessary before a vote, has been provided to the Council for consideration. Council
members wishing to explain the reason for a vote should wait until after the roll call is
complete. After a vote has been taken the Mayor or Presiding Officer shall announce the
results of the vote.
7.3 Voting Required.
Every member present when a question is called shall vote either Aye
or Nay, unless the Council, by unanimous consent, excuse’s a member for a special
reason or unless a member has a conflict of interest under applicable law, in which case
no consent is required. There shall be no debate on such a request.
7.4 Minimum Votes Required in Certain Situations.
The approval of a majority of a quorum
of the council is necessary for any council decision, except when the charter requires
approval by the majority of the council.
7.5. Ayes and Nays.
On the passage of every motion the vote shall be taken by Ayes and
Nays and entered into the record, excluding a motion to adjourn.
7.6 Refusal to Vote.
Refusal to vote on any issue before the Council constitutes an
unexcused absence from a council meeting. This is not true for abstaining from a vote.
8 PUBLIC COMMENT
8.1 Policy.
The Council recognizes that public input unto the governmental process is an
invaluable aid to informed decision making. Therefore, it is the policy of the Council
that all citizens shall have the right to speak before the Council on matters of public
concern, but each citizen shall be responsible for abuse of such right. Consequently, to
ensure that the greater public interest is fostered, each citizen or group of citizens who
desires to speak before the Council shall have the duty to exercise this right in a manner
which furthers the greater public interest.
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8.1.1 In the interest of time, if the Council or staff feel that the item of concern will take
more than twenty minutes to clarify to the concerned citizen. Staff or Council can
recommend that the item be brought before Council as an agenda item at the next
available meeting.
8.2 Public Comment Generally.
Any member of the general public wishing to address the
Council on a matter of public concern may do so at the time set for public comments
during each regular session of the Council. Any member so addressing the Council shall
be limited to a period of five minutes within which to make themselves heard. The
Council, in its sole discretion, may extend this time, or may request further information
be presented to the Council on such date and in such manner as it deems appropriate.
8.3 Persons Sharing Common Concerns.
If any group of three or more persons sharing a
common viewpoint on any subject wishes to address the Council during the time for
public comment, the group shall select a spokesperson, who shall present the views of the
group to the Council. The Council, in its sole discretion, may request to hear the views of
additional speakers from the group. Additional support for the views of the group, in the
form of petitions, letters, videotapes, etc., may be presented to the Council for
consideration at the conclusion of the spokes person’s remarks.
8.4 Complaints and suggestions to the Council.
When any citizen brings a complaint before
or makes a suggestion to the Council, other than for items already on the agenda, the
Mayor or Presiding Officer shall first determine whether the issue is legislative or
administrative in nature.
8.4.1 If legislative, and the complaint is about the letter or intent of legislative acts or
suggestions for changes to such acts, and if the Council finds such complaint suggests a
change to an ordinance or resolution of the City, the Council may refer the matter to the
City Attorney, a committee, the City Manager or AdHoc Committee for study and
recommendation.
8.4.2 If administrative, and the complaint is regarding administrative staff performance,
administrative execution of interpretation of legislative policy, or administrative policy
within the authority of the City Manager, the Mayor or Presiding Officer shall then refer
the complaint directly to the City Manager for review. The City Manager shall direct the
report to the Council when the review has been made.
9 PROCEDURE FOR COUNCIL MEETINGS
9.1 Rules of Order.
Unless otherwise provided by law or by these rules, the procedure for
Council meetings shall be governed by Robert’s Rules of Order.
9.2 Construction of Rules of Order.
The Council has an obligation to the citizens to be clear
and simple in its procedures and in the consideration of the questions coming before it.
Page 34
Therefore, the rules of procedure should be liberally construed to that purpose, and
council members should avoid invoking the fine points of parliamentary procedure when
such points serve only to obscure the issues before the Council as a whole and confuse
the audience at public meetings and the citizens in general.
9.3 Convening the Meeting. At the time appointed, the Mayor or Presiding Officer shall take
the chair at the hour appointed for the Council to meet and shall immediately call the
members to order. The City Recorder shall call roll, and enter in the minutes of the
meeting names of the members present.
9.4 Recognition. Every Council Member desiring to speak shall first address the chair, and
await recognition to obtain the floor. No persons other than members of the Council and
the person having the floor shall enter into any discussion, either directly or through a
member of the Council without the permission of the Mayor or Presiding Officer.
9.5 Requirement of a Second Before Debate. No motion shall be debated until it has been
seconded and announced by the Mayor or Presiding Officer.
9.6 Motions Reduced to Writing. Any Council Member may request that a motion be
reduced to writing and read by the City Recorder.
9.7. Council Questions to Staff. Council Members desiring to question city staff may address
the question to the City Manager or staff member most knowledgeable about the issue.
Staff may ask for time to research and return to another council meeting with the
information or answer to the question.
9.8 Citizen Participation. Citizens desiring to address the Council shall first be recognized by
the chair and shall limit remarks to the question under discussion. All remarks and
questions shall be addressed to the Council as a whole and not to any individual Council
Member thereof. Any remarks and questions regarding administration of the City shall
be referred to the City Manager by the Mayor or Presiding Officer.
9.9 Precedence of Motions.
1. To abide by the rules 5. To adjourn
When a question is before the Council no motion shall be
entertained except:
2. For the previous question 6. To postpone to a certain date
3. To refer 7. To amend
4. To postpone indefinitely 8. To lay on the table
These motions shall have precedence in the order indicated. Any such motion, except a
motion to amend, shall be put to a vote without debate.
9.10 Motion to be Stated by Mayor or Presiding Officer/Withdrawal. When a motion is made
and seconded it shall be stated by the originator or the Mayor or Presiding Officer before
debate. A motion may not be withdrawn without the consent of the member seconding it.
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9.11 Motion to Adjourn – When not in Order – When not Debatable. A motion to adjourn will
be in order at any time except as follows:
When made as an interruption of a member while speaking.
When the previous question has been ordered
While a vote is being taken
A motion to adjourn is debatable only as to the time at which the meeting is adjourned.
9.12 Motion to Lay on the Table.
A motion to lay on the table shall preclude all amendments
or debate of the subject under consideration. If the motion shall prevail, consideration of
the subject may be resumed only upon motion of a member voting with the majority and
with the consent of two-thirds of the members present.
9.13 Division of Question.
If the question contains two or more dividable propositions the
mayor or presiding officer may upon request of the members, divide the same.
9.14 Motion to Postpone.
All motions to postpone, excepting to postpone indefinitely, may
be amended as to time. If a motion to postpone indefinitely is carried, the principal
question shall be declared defeated.
9.15 Suspension of Rules.
No rule shall be suspended except by the vote of the majority of
council members present at the meeting. A motion to suspend a rule is not debatable.
9.16 Adjourned Meetings.
Upon motion and majority vote of council members present, any
meeting of the council may be continued or adjourned from day to day or for more than
one day, provided that no adjournment shall be for a period longer than the next regular
meeting thereafter.
10 CITY BOARDS, COMMISSION, AND COMMITTEES
10.1 Creation and Dissolution.
At any time, the council may, by ordinance or resolution,
establish any city board, commission or committee deemed necessary and in the best
interests of the city, other than the Planning Commission. Any committee so created may
contain no more than two council members as a member, or representative.
10.2 Qualifications.
As outlined in CPMC Title 2, it is recommended that all appointees to
city boards, commissions, and committees shall be registered electors and shall have
resided in the City of Central Point. No appointee may serve on more than two city
boards, commissions, or committees at any one time.
10.3 Term.
The terms for established committees and commission will be set forth in CPMC
Title 2. If not set by ordinance the term shall be for one year or sunset date of committee.
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10.4. Vacancies.
Any qualified citizen may submit an application of interest for any open
position. Vacancies shall be advertised in the local media and applications shall be
received during the time set forth in the advertisement.
10.5 Nomination and Confirmation.
Nominations for positions on city boards, commissions,
and committees may be made by the Mayor.
10.6 Notification of Expiration of Terms.
The City Recorder shall provide notice to the
council of the expiration of the terms and vacancies annually.
10.7 Removal.
All lay members of City Boards, Commissions, and Lay Committees serve at
the pleasure of the Council and may be removed at any time for any reason whatsoever
upon motion and vote by a majority of the Council.
10.7.1 Council member seats on city boards, commissions, and committees are reserved
for sitting council members and upon expiration of any council member term, or upon
resignation, removal, or death, the council member’s seat shall be immediately declared
vacant, and a sitting council member appointed as a replacement.
10.8 Council Committees.
10.8.1 Creation and Dissolution. Council committees may be created at any time by
resolution or motion. All council committees shall have a chairperson and secretary, who
may be either appointed by the Mayor or by a majority vote of the members of the
committee in the absence of such appointment. Such committee shall report to the
council without unnecessary delay upon matters referred to them. All council
committees, shall sunset at the end of their mission.
10.8.2 Membership. Membership on such council committees shall include only sitting
council members, who shall be appointed by the mayor or presiding officer, subject to
confirmation by the council. Council committee appointments shall be for a term of one
year, unless otherwise stated. Councilors may be reappointed for an indefinite number of
terms.
10.8.3 Meetings. Council committee meetings may be called by the chair, or by any two
members. A majority of the members of a committee shall constitute a quorum to do
business.
10.9 Meetings Subject to Oregon Open Meetings Law.
All meetings of any city boards,
commissions, committees or council committees shall be subject to and comply with the
Oregon Public Meetings Law, ORS 192.610-192.710.
10.10 Quorums.
A majority of the sitting members of any city boards, commissions, and
committee shall constitute a quorum to do business.
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10.11. Registry.
The City Recorder shall prepare, keep current, and retain on file a list of all
appointees to all city boards, commissions, and committees, the date of their
appointment, the length of their term, and their addresses and phone numbers. All
council members shall be given a copy of this list at least once yearly or upon any
substantial change in membership.
11. MISCELLANEOUS
11.1. Amendments to Council Rules.
Amendments to these rules shall be made by resolution.
11.2. Anonymous Communications.
Anonymous and unsigned communications shall not be
introduced in Council meetings.
These rules were originally adopted by Resolution No. 1091, on January 26, 2006.
Most recent changes were adopted by Resolution No. _____________, on February _____, 2011.
Page 38
CENTRAL POINT CITY COUNCIL CODE OF ETHICS
The Central Point City Council (hereinafter referred to as “Council”) believes that it is expedient
and proper to adopt a Code of Ethics in order to clarify the authority exercised by the Council, or
individual Council Members, and general rules applicable to Council Members’ conduct of City
business.
The Council is committed to excellence in leadership that results in the highest quality of service
to its residents and taxpayers.
This Code of Ethics is subject to review and re-adoption. A copy will be furnished to allow
persons who will be holding office the following January 1, time to review the document.
Amendments (if desired) and re-adoption will occur as recommended.
1. We, as a Council, shall attempt to maintain an environment emphasizing the dignity of
each individual Council Member, the importance of respect for the style, values and
opinions of one another, and encouraging responsiveness and attentive listening in our
communications.
2. We, as a Council, recognize that our primary responsibility is the formulation and
evaluation of policy; the employment of a City Manager to be in charge of the city
business under the direction of the Council; and to discharge other duties as directed by
policy of the council. Matters concerning the operational aspects of the City shall be the
responsibility of the professional staff members of the City.
3. We, as a Council, commit ourselves to the highest standards or ethical conduct and
behavior. We shall hold no secret meeting, have no hidden agendas, nor engage in gossip.
We shall conduct the business affairs of the City before the general public in accordance
with Oregon Law.
4. We, as a Council, commit ourselves to focusing on issues rather than personalities. We
wish to encourage the presentation of others’ opinions. We will avoid cliques and voting
blocks based on personalities rather than on issues.
5. We, as a Council, shall be committed to supporting Council action. The Council agrees
that while an individual Council Member may disagree with a policy or action adopted by
a majority vote of the Council, the member should support said policy or action as being
the considered judgment of the Council. The individual member shall have the right and
duty to present further evidence and argument to the Council and the Council shall have
the duty of reconsidering upon proper evidence. We acknowledge the right of individuals
to disagree with ideas, without being disagreeable.
6. We, as a Council, may directly approach professional staff members to obtain additional
information to supplement, upgrade or enhance our knowledge for decision making.
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7. We, as a Council, will make recommendations to the City Manager regarding projects
involving city staff.
8. We, as a Council shall direct Citizen complaints directly to the City Manager for
processing.
9. We, as a Council, shall recognize the work of the City as a team effort. All Council
Members shall work together in a collaborative process, assisting each other the Mayor or
Presiding Officer in conducting the affairs of the City.
10. We, as a Council, when responding to citizen requests or concerns, shall be courteous,
respond to individuals in a positive manner and may, when appropriate, route their
concerns and interests through City Staff.
11. We, as a Council, are encouraged to work with the City Manager at our mutual
convenience, to discuss current issues, policies, concerns, and City projects.
12. We, as a Council, will operate as a whole. Issues of concern to individual Council
Members will be brought to the attention of the Council as a unit for review and
consideration. Ex parte communications will be disclosed to all Council business.
13. We, as a Council, shall be responsible for monitoring the City’s progress in attaining
established goals and objectives.
14. We, as a Council, acknowledge that each Council Member has the right to agree or
disagree with any council action or policy and to discuss our position on an issue with
constituents. We further agree that such discussions should be conducted with decorum
and with the goal of informing the citizenry and fostering confidence in the operation of
the City.
15. We, as a Council, shall be prepared by reviewing City materials and will engage in a
program of development toward improving our policy and decision making capabilities.
16. We, as a Council, shall be committed to developing short and long range planning goals
for the future needs of the City.
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STATEMENT OF ACKNOWLEDGMENT
CONFLICT OF INTEREST/CODE OF ETHICS
I, _____________________________, am a member of the City of Central Point City Council.
I acknowledge that I have received a current copy of the Central Point City Council Code of
Ethics and will be prepared to discuss any modifications or changes to it for the next fiscal year.
I am in conceptual agreement with the contents and agree to conduct myself as a member of the
Council in a manner reflecting high ethical standards.
I also acknowledge that I have received a copy of the Conflict of Interest Resolution adopted by
the Council. I am not involved in any situation which could be construed as placing me in the
position of having a potential conflict of interest with the City, except possibly the following:
Signature: _______________________________ Date: _________________
Page 41
Business Item:
Sustainable Valley
Project
Page 42
City Manager Staff Report
MEETING DATE: February 10, 2011
TO: Honorable Mayor and City Council
FROM: Phil Messina, City Manager
_____________________________________________________________
SUBJECT: Support for the Sustainable Valley project.
SUMMARY: At the recent annual retreat Mr. Mark VonHolle presented a
report to Council, the Mayor and Staff on the Sustainable Valley Business
Accelerator.
The purpose of the project is to provide low-cost or no cost office space and
support and to create an environment, “…enabling entrepreneurs to succeed
in building healthy companies.” Mr. VonHolle is confident that a successful
project will bring dramatic improvements to the region’s economy.
I am proposing that along with a letter of support from the Mayor and
Council that Central Point contribute $5,000 to help launch the Sustainable
Valley Business Accelerator.
I suggest that the $5,000 contribution can come from the Administration
Department Professional Services line item.
RECOMMENDATION:
Motion to authorize the Mayor to send a letter of support to the
Sustainable Valley project and for the City Manager to authorize a
contribution in the amount of $5,000.
Page 43
January 31, 2011
Phil Messina, City Manager
City of Central Point
140 South Third Street
Central Point, OR 97502
Dear Mr. Messina:
We sincerely appreciate your interest and encouragement regarding the Sustainable Valley project,
which our board president Mark VonHolle recently discussed with you. We believe this effort holds
great promise to bring dramatic improvements to this region’s economy, creating new opportunities
for our youth and families.
We are on track to launch the first phase of this effort, the Sustainable Valley Business Accelerator,
by April 2011. We have developed a strong board of directors, secured initial office space, and eight
companies are already interviewing to become clients. The attached proposal describes the project,
as well as our budget and funding needs, in more detail.
Business incubation and acceleration is a proven, effective strategy. Studies show that 87% of
incubated companies succeed, and that every $1 of public operating support yields $30 in local tax
revenue.
We are asking the City of Central Point to provide $5,000 in seed funding to help us launch the
Accelerator. Funds may be provided to our project c/o SOREDI, or if it is necessary to have a 501c3
recipient, funds may be provided to our project c/o the Rogue Valley Foundation.
Please let us know if we can provide any additional information, or answer any further questions,
that would help you review our request.
Sincerely,
Jeff Allen, Consultant
Sustainable Valley Technology Group
P.O. Box 1075
Medford OR 97501
Mobile 541.490.9021
info@sustainablevalley.biz
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The Sustainable Valley Technology Group
The Sustainable Valley Technology Group (aka "Sustainable Valley") was incorporated in July
2010 by a group of Rogue Valley leaders seeking to create a more prosperous regional economy.
Sustainable Valley filed for IRS recognition as a 501c3 nonprofit in October 2010, and is currently
operating as a project of the Rogue Valley Foundation while awaiting that determination.
Sustainable Valley is also working closely with SOREDI, which has received and managed funds
on its behalf.
Our vision is to establish Southern Oregon as an internationally recognized epicenter for sustainable
technology advancement and business development, providing a new identity for our region. Our
mission is to educate business and community leaders in the Rogue Valley
region about the challenges and opportunities created by sustainable development; help the region
take better advantage of these opportunities; and help establish the region as a center for
sustainable technology and business development. Current board members include:
Peter Angstadt, President, Rogue Community College
Don Becklin, President, Motorcycle USA
Curt Burrill, Principal Broker, Burrill Real Estate
Jessica Gomez, Founder and Chief Executive Officer, Rogue Valley MicroDevices
Jay Harland, Principal, CSA Planning, Ltd.
Jeresa Hren, Vice President, Private Banking, US Bank
Mike Lynch, Managing Partner, Moss Adams
Raj Parikh, Dean, SOU School of Business
Cynthia Scherr, Scherr Management Consulting
Max Scheder-Bieschin, Chief Financial Officer, Berkeley Bionics
Mark VonHolle, Vice-President, S&B James Construction Management Co.
Steve Brown, President, CDS Publications
The Need – and the Opportunity
Jackson and Josephine County combined have a population of over 250,000, with Medford alone
holding some 75,000 residents. This region is extremely economically distressed; the table below
summarizes a few key statistics.
Statistic Jackson County Josephine County
Unemployment 13.5% August 2010
(42% above U.S. average)
14.9% August 2010
(55% above U.S. average)
Median Wages 26% below U.S. average =
bottom 3% in U.S. (#324 of
334 counties with populations
of 75,000 or more.)
34% below U.S. average
Childhood Poverty 29% worse than Oregon
average
70% worse than Oregon
average
Food Assistance 1 in 4 citizens is on food
assistance
1 in 4 citizens is on food
assistance
Page 45
The long term economic and social health of southern Oregon depends on our ability to build a
stronger base of high-quality family wage jobs. While the region’s economy has been diversifying,
both traditional industries and emerging companies have been hard hit by the current economic
downturn. The region also suffers from a lack of investment capital to assist new business startups
and business expansions.
Despite its struggles, southern Oregon is also rich with opportunity. The region’s high quality of
life, strategic location between the Bay Area and Portland along I5, and cost advantages, have
encouraged a number of new businesses to develop and expand in this area. Many of them are
clustering around the theme of “sustainability” and its subcategories. Located midway between the
Silicon Valley and the Willamette Valley, southern Oregon’s Rogue Valley has the opportunity to
be the first region to establish and market itself as “Sustainable Valley.”
The Sustainable Valley Business Accelerator
Our short term focus is the development of a Sustainable Valley Business Accelerator designed to
help innovative, sustainable start up companies grow and succeed by providing hands-on support;
this will, in turn, strengthen the 'branding' of southern Oregon as an attractive
place for sustainable businesses to launch and grow.
Business accelerators, sometimes referred to as incubators, are a proven and low cost means of
enabling entrepreneurs to succeed in building healthy companies. Accelerators provide an array of
business support services and mentoring support designed to produce successful firms that leave the
program as freestanding, successful companies. In the process, these successful entrepreneurs and
their businesses produce a diverse base of growing businesses and jobs.
A 1997 study of incubators completed by the University of Michigan, “Business Incubation
Works,” found that 87 percent of incubated companies that fulfilled incubator program graduation
requirements were still in business and that an average of 84 percent remain in their communities.
The study also found that in 1996, incubators reported that their companies had created on average
468 jobs directly and 234 additional "spin-off" jobs in the community for a total of 702 jobs. That
same study found that every $1 of public operating support yields $30 in local tax revenue alone.
A recent study completed for the U.S. Economic Development Administration by Grant Thornton
found that business incubators are one of the most cost-effective job creation strategies possible, as
outlined in the table below:
Est. Local Jobs Generated Federal Cost
Project Type (per $10k incremental EDA Investment) Per Job
Business Incubators 46.3 – 69.4 $144 - 216
Commercial Structures 9.6 – 13.4 $744 – 1,008
Roads & Other Trans. 4.4 – 7.8 $1,291 – 2,293
Ind. Park Infrastructure 5.0 – 7.3 $1,377 – 1,999
Community Infrastructure 1.5 – 3.4 $2,920 – 6,872
Table A – Local Jobs Generated Per $10k and Cost Per Job
Page 46
Why the Focus on “Sustainable Technology”?
“Sustainability” is the new economic driver of our times, creating opportunities for new products
and services and new, family wage, traded-sector jobs. Recognizing this opportunity, and Oregon’s
leadership and profile in sustainability, the Oregon Business Council has made sustainability the
central driver of its Oregon Business Plan for several years
(http://www.oregonbusinessplan.org/plan_framework.html#Goal) We believe that southern Oregon
is well situated to take advantage of these opportunities. In fact, a recent Milken Institute report
stated that of twelve key technology sectors, this region has six that exceed national averages.
The Accelerator also builds on an economic cluster analysis prepared by Southern Oregon
University in 2006 with support from the U.S. Economic Development Administration. According
to that report, “[Business leaders] recognize entrepreneurialism as the backbone of our future
economy and would like SOU to offer greater support to startups and existing small businesses.”
That SOU report specifically suggested development of a regional business incubator.
The proposed Accelerator will build on that study’s analysis of 11 potential industry clusters in
Jackson and Josephine County, and on other EDA work on Regional Innovation Clusters, to focus
on subsets of “sustainable” businesses within several of those SOU-identified clusters. In many
cases, the region is already home to promising firms within these clusters. Some examples include:
• Headquarters. The SOU study noted that the region’s high quality of life and unique
amenities already attract a number of corporate headquarters, making this a logical region
for new startups. The Accelerator will particularly focus on technology and service-related
firms that have flexibility in location, yet benefit from proximity to I-5, a substantial
regional airport, and west coast markets (current examples include Rogue Valley Micro
Devices, Rain Technologies, Upwind Solutions, and Sky Research.)
• Food and Beverage Production, Manufacturing and Sales. Focus will be on sustainable,
high value-added, innovative food companies. (Current examples include Dagoba
Chocolate, Rogue Creamery, Organic Nation spirits, Amy’s Kitchen, Harry & David, and
Herb Pharm.)
• Logging and Support Activities for Forestry/Wood Products. This historic mainstay of the
region’s economy has been hard-hit but still represents a key cluster with great potential to
spur next-generation job growth in firms focused on green building products, sustainable
forestry, bioenergy and biomass, etc. (Current examples include Biochar, Forest Energy
Group, Summit Wood Products, and many older firms.)
• Electronic Shopping and E-Commerce. This region already generates over $1 billion in E-
Commerce annually via companies such as Musician’s Friend, Motorcycle USA, and Raven
Maps. Oregon’s lack of a sales tax and the City of Medford’s E-Commerce Zone encourage
further such development.. Such online commerce is generally ‘green’ by nature, and the
Accelerator is particularly interested in companies that support these activities or sell
sustainable products and services online.
• Metals Manufacturing/Transportation Equipment. This region has a naturally emerging, if
small, cluster of companies involved in electric vehicle manufacture and sale (Brammo,
Alltrax, etc.)
While focusing energy in these areas, the Accelerator by no means intends to exclude other
interested sustainable technology clients.
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Budget and Funding Strategy
The current budget for this project is approximately $122,000. We have secured funding
commitments to date of $76,000, as follows: Jackson County (50,000), Asante (5,000), Lithia
Motors (1,000), City of Medford (1,000), Medford Fabrication (1,000), Rogue Valley Sanitary
Services (1,000), Business Oregon (10,000), Josephine County (7,000) We have additional funding
requests pending with the City of Medford, the Meyer Memorial Trust, the US Bank Foundation,
the Umpqua Bank Foundation, and others.
We are also seeking additional state and federal funding support. Over the next few years we also
expect client fees and rent payments to provide an increasing percentage of our operating budget.
However, those revenue streams will take some time to develop. At this critical juncture, our
greatest need is for seed funding to enable us to launch swiftly and to work through the first several
months of operations, to a point where client fees and state and federal grants can begin to provide
our core funding.
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Business Item:
Planning Commission
Report
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PLANNING DEPARTMENT MEMORANDUM
Date: February 10, 2011
To: Honorable Mayor & Central Point City Council
From: Tom Humphrey AICP, Community Development Director
Subject: Planning Commission Report
The following applications and/or items were considered by the Planning Commission at their
regularly scheduled meeting on February 1, 2011.
A. Public Hearing – Consideration of Legislative Amendments to Land Use
Regulations for Central Point Municipal Code Chapter 8.2, Flood Damage Prevention and Chapter 17.57, Fences. Planning, Building and Public Works staff
are recommending changes to sections of the municipal code that will implement new
Federal Emergency Management Agency (FEMA) requirements and the 2010 Flood
Insurance Rate Maps (FIRMs). Failure to bring the City’s code into compliance by May
2011 will jeopardize Central Point’s standing in the National Flood Insurance Program
(NFIP) and will consequently have an adverse affect on local residents whose homes
are in local floodplains. Staff presented the new maps and the code changes to the
Planning Commission at the public hearing. The new code is based on Oregon’s Model
Flood Damage Prevention Code but has been customized to suit the needs of Central
Point. Corresponding changes are also being made to Chapter 17 to address fences and
other obstructions in the stream setback area. The FIRM will become effective in May
regardless of the code amendments adopted by the city. After taking public testimony
and answering questions asked by local residents, the Commission recommended
approval of the code revisions. At the same time, people with more specific questions
about their property adjourned to the Planning Department to get help from city staff.
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Business Item:
Park Commission
Report
Page 51
STAFF REPORT
TO: HONORABLE MAYOR AND CITY COUNCIL
DATE: FEBRUARY 3, 2011
FROM: MATT SAMITORE, DIRECTOR
SUBJECT: PARKS COMMISSION AND FOUNDATION REPORT The Parks Commission met on Thursday January 20, 2011 and had discussion on the following
subjects:
A. Review Final Design Concepts for the Vilas Road Water Reservoir– the Parks Commission unanimously approved the final design concepts. The only comments were that they wished it
could have been fully buried and a park feature incorporated onto the top of the tank.
.
B. Bear Creek Greenway Major Maintenance Agreement - The Parks Commission unanimously approved extending the current agreement with the same financial contribution for another three year commitment. Staff fully supports the current agreement as written.
C. Review Park Pricing Structure - There was a lot of good discussion from the Parks Commission
regarding the current amount of paperwork needed for reserving parks and special events. The Parks Commission asked staff to come up with a simple form for small or one day reservations. Additionally, there was significant discussion on the fee charged for reserving a park for a
wedding. The Parks Commission agreed to keep Pfaff and Twin Creeks Parks as the only two
available for weddings. Staff’s recommendation was to raise the fee for the wedding to $300.00
for all weddings. The Parks Commission thought that was too low in comparison to other cities within the area. Parks Commission recommendation is to raise the fee to a flat $500.00 per wedding regardless of park. The revised pricing structure was unanimously approved.
D. Mon Desir Gazebo – The Parks Commission unanimously decided to reconfirm their September
2010 decision to place the donated gazebo from the Mon Desir Restaurant to Skyrman Arboretum Park. There was no correspondence in objection to this recommendation.
RECOMMENDATION: Staff recommends approving of the parks report.
Parks & Public Works Department
Matt Samitore, Director
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