HomeMy WebLinkAboutCAP011019 - Exec packetCITY OF CENTRAL
POINT
Oregon
City Council Meeting Agenda
Thursday, January 10, 2019
Ward II
Kelley Johnson
Ward I
Neil Olsen
Mayor
Hank Williams
Ward III
Brandon Thueson
Ward IV
Taneea Browning
At Large
Rob Hernandez
At Large
Michael Parsons
At Large
Michael Parsons
Next Res (1563) Ord (2051)
______________________________________________________________
Swearing In New Council Members
I. REGULAR MEETING CALLED TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. SPECIAL PRESENTATIONS
V. PUBLIC COMMENTS
Public comment is for non-agenda items. If you are here to make comments on a specific agenda item, you must speak at
that time. Please limit your remarks to 3 minutes per individual, 5 minutes per group, with a maximum of 20 minutes per
meeting being allotted for public comments. The council may ask questions but may take no action during the public
comment section of the meeting, except to direct staff to prepare a report or place an item on a future agenda.
Complaints against specific City employees should be resolved through the City’s Personnel Complaint procedure. The
right to address the Council does not exempt the speaker from any potential liability for defamation.
VI. CONSENT AGENDA
A.Approval of December 13, 2018 City Council Minutes
B. Approval of Re-appointments to Committees and Commissions
C. Business Friendly Proclamation
VII. ITEMS REMOVED FROM CONSENT AGENDA
VIII. PUBLIC HEARING
Public comments will be allowed on items under this part of the agenda following a brief staff report presenting the item
and action requested. The presiding officer may limit testimony.
IX. ORDINANCES, AND RESOLUTIONS
A. Resolution No. _______, A Resolution Approving Rules of the City Council of
Central Point, Oregon Effective January 2019 (Clayton)
X. BUSINESS
A.Council President Appointment
Board Packet
B. Council Assignments to Local Committees, Boards and Commissions (Clayton)
C. Appointment of Transportation Representative - 2019 (Clayton)
D. Skyrman Arboretum Landscaping Phase 2 (Samitore)
E. Rogue Valley Transit District request for revised bus stop (Samitore)
F. Planning Commission Report
XI. MAYOR'S REPORT
XII. CITY MANAGER'S REPORT
XIII. COUNCIL REPORTS
XIV. DEPARTMENT REPORTS
XV. EXECUTIVE SESSION 192.660 (2) (e) Real Property Transactions
The City Council will 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.
A. Snowy Butte Station Property Acquisition (Samitore)
XVI. ADJOURNMENT
Individuals needing special accommodations such as sign language, foreign language interpreters or equipment for the hearing impaired must request such services at least 72 hours prior to the City Council meeting. To make your request,
please contact the City Recorder at 541-423-1026 (voice), or by e-mail to Deanna.casey@centralpointoregon.gov.
Si necesita traductor en español o servicios de discapacidades (ADA) para asistir a una junta publica de la ciudad por
favor llame con 72 horas de anticipación al 541-664-3321 ext. 201
CITY OF CENTRAL POINT
Oregon
City Council Meeting Minutes
Thursday, December 13, 2018
I. REGULAR MEETING CALLED TO ORDER
The meeting was called to order at 7:00 PM by Mayor Hank Williams
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
Attendee Name Title Status Arrived
Hank Williams Mayor Present
Bruce Dingler Ward I Present
Michael Quilty Ward II Present
Brandon Thueson Ward III Absent
Taneea Browning Ward IV Present
Rob Hernandez At Large Present
Michael Parsons At Large Present
Staff present: City Manager Chris Clayton; City Attorney Sydnee Dreyer; Parks and
Public Works Director Matt Samitore; Community Development Director Tom Humphrey;
Finance Director Steven Weber; Principal Planner Stephanie Holtey; Police Captain
Dave Croft; and City Recorder Deanna Casey.
IV. SPECIAL PRESENTATIONS
1. Special Recognition of Council Members
City Manager Chris Clayton read two proclamations in honor of out going Council
Members Bruce Dingler and Michael Quilty. They have served the citizens of Central
Point for several years and contributed to the success of Central Point.
2. School District No. 6 Report
Spencer Davenport, Chief Financial Officer for School District No 6. presented a brief
report on the School District. They have a great partnership with City Staff but the
School District wants to get to know the City Council as well. He explained some of
the projects the kindergarten classes have done this year. Different projects are
being offered at the Makers Space location.
Dillon Curr a senior at Crater Academy of Public Services (CAPS) explained that
CAPS has been a great program for him. He had an internship at S&B James and
has learn very important skills.
Mr. Davenport stated that CraterWorks will be open to the students and the
community in February. The district has purchased the old Asante property and plan
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to turn it into a learning center. The District will be asking the citizens to approve a
general bond in 2019. He hopes that the Council and Community will continue to
support School District No. 6.
V. PUBLIC COMMENTS
VI. CONSENT AGENDA
RESULT: APPROVED [UNANIMOUS]
MOVER: Taneea Browning, Ward IV
SECONDER: Michael Quilty, Ward II
AYES: Williams, Dingler, Quilty, Browning, Hernandez, Parsons
ABSENT: Brandon Thueson
A. Approval of November 8, 2018 City Council Minutes
B. Proclamation Thanking Michael Quilty for his Leadership, Dedication and
Commitment to the City of Central Point
C. Proclamation Thanking Bruce Dingler for his Leadership, Dedication and
Commitment to the City of Central Point
D. Acceptance of Park Commission Report
VII. ITEMS REMOVED FROM CONSENT AGENDA
VIII. PUBLIC HEARING
A. Resolution No. _______, A Resolution Approving the Central Point Housing
Implementation Plan, A Housing Strategy 2019-2024
Principle Planner Stephanie Holtey presented a power point explaining the Central
Point Housing Implementation Plan (HIP) and Housing Strategy. This document will
be used to help the City plan for the next five years. This lays out the preferred
strategy to address our housing supply and affordability needs for the City and the
region. This plan builds on policies that have already been approved by the City
Council; it does not create new policies.
She explained the background of the Regional Plan and the requirements the
jurisdictions need to have in place prior to expanding their UGB. The City’s HIP
implements goals and policies in the Housing Element and satisfies the requirement
in the Regional Plan to develop a regional housing strategy. This was developed in
collaboration with regional partners and other local jurisdictions.
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Prior to approval of the UGB expansion there will be joint meetings of the CAC,
Planning Commission and Jackson County Planning Commission. There will also be
public hearings to allow citizen involvement. After the County has reviewed and
approved the expansion it will be sent to DLCD for their review and
acknowledgement.
She explained the process and how the Citizens Advisory Commission reviewed the
plan to see if it was a good fit for Central Point, the Planning Commission reviewed
to make sure it would abide by land use laws, and the City Council has the final
approval and recommendations.
There are several actions recommended:
Residential code amendments will streamline the residential code and increase
the minimum densities and amend the ADU standards to comply with SB1051.
We have been asked to consider cottage housing as a permitted housing type in
some locations of the city.
Evaluate infill barriers - We will evaluate the barriers preventing infill within the
city limits. Several vacant lots could be used for housing or businesses but we
have parking requirements or set back requirements that prevent the projects
from moving forward.
Implement a transient lodging tax for short-term rentals - The use of short term
rentals can cause a shortage of available homes for rent or purchase by citizens
who want to live in the area. We will be looking at ways to get the short term
rentals to register with the City and that local and state taxes are paid.
Staff has been working on the UGB amendment application and making sure that we
comply with the regional plan. We will continue to monitor our build able lands
inventory and work on our Regional Plan compliance.
She explained there are some concerns from citizens about the executive summary.
There were a few minor revisions and clarifications for actions. These revisions
added clarification but are not substantive. The language in the summary states
Activity Center which better clarifies the mixed use and pedestrian friendly areas.
Mayor Williams opened the public hearing.
Larry Martin - acting as CAC member and Citizen
He is concerned with the process because the activity center language was not
introduced to the CAC or the Planning Commission. He is concerned the Planning
Commission and Council are not given the time needed to understand the entire
document. He feels it is a bad practice to change references in the material after is
has been forwarded from the CAC or the Planning Commission. As a citizen he
would like more information regarding the activity circles in the UGB. He doesn’t feel
that the Council or citizens have enough clarification of what these are or where they
will be located.
Mrs. Holtey stated that the Activity Center phrase is the same as Mixed Use
Pedestrian Friendly Areas. It is just a shortened phrase but means the same thing.
Staff only changed the wording, not the meaning or locations. Mr. Humphrey
explained that people like the TOD and Twin Creeks type of subdivision which is
similar to what the Activity Center referred to. The policy has already been adopted
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by the Housing Plan, this is just a work plan to help plan the next five years. Activity
Centers are the obligation of the city, not a requirement for specific property owners.
The city is required to have a certain percentage of each zoning district within the
city. It is not a requirement where they are located and can be changed when other
areas become available as long as the percentage is adequate to fulfil state
requirements.
It was explained that these issues can be taken care of when we adjust our
boundaries. We are required to assign zoning designations when we bring land into
the UGB. It does not have to stay that designation if there are better options with
additional expansions. Property owners will have an option to work with the city on
the land use designation when they are brought into the city. Eliminating the
language “Activity Center” will not change anything in the document. As a planner we
try to keep the documents relevant.
Mr. Martin explained that the CAC and Planning Commission didn't have an
executive summary. The Activity Center Language confused them. He thinks the
process is more of a problem than the document. He is concerned that there wasn't
as much transparency as there should be. Documents get forwarded but they
change between meetings.
Mayor Williams closed the public hearing.
Mrs. Dreyer stated that an executive summary is not the document itself. It just
summarizes what the document is about. To remand back to either the CAC or the
Planning Commission would be time consuming.
Mike Quilty moved to approve Resolution No. 1560 A Resolution Approving the
Central Point Housing Implementation Plan, A Housing Strategy for 2019-2024
as presented.
RESULT: APPROVED [UNANIMOUS]
MOVER: Michael Quilty, Ward II
SECONDER: Michael Parsons, At Large
AYES: Williams, Dingler, Quilty, Browning, Hernandez, Parsons
ABSENT: Brandon Thueson
IX. ORDINANCES, AND RESOLUTIONS
A. Resolution No. ________, A Resolution Canvassing the Votes Cast at the
General Election held November 6, 2018
City Manager Chris Clayton stated that the City Charter requires the Council to
canvass all election returns at the first regularly scheduled meeting following receipt
of the Certification of Election Results. The proposed resolution specifies who won
the election for each position presented to the voters of Central Point.
Rob Hernandez moved to approve Resolution No. 1561, Canvassing the Votes
Cast at the General Election held November 6, 2018.
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RESULT: APPROVED [UNANIMOUS]
MOVER: Rob Hernandez, At Large
SECONDER: Michael Quilty, Ward II
AYES: Williams, Dingler, Quilty, Browning, Hernandez, Parsons
ABSENT: Brandon Thueson
B. Resolution No. _____, Adopting Code of Conduct for Recreation Program
Participants, Volunteers, and Instructors
Parks and Public Works Director Matt Samitore explained the need to clarify a
standard of conduct for people who participate in programs or volunteer for the City.
This will provide direction for all volunteers, instructors, and recreation program
participants with basic acceptable standards for the City of Central Point. The
proposed conduct policy will be signed by those attending recreation classes,
volunteering at city events and teaching our recreation classes. The document also
provides consequences for unacceptable behavior which range from a verbal
warning to removal from Parks and Recreation programs.
Mike Parsons moved to approve Resolution No. 1562, A Resolution Adopting
Code of Conduct for Recreation Program Participants, Volunteers, and
Instructors.
RESULT: APPROVED [UNANIMOUS]
MOVER: Michael Parsons, At Large
SECONDER: Taneea Browning, Ward IV
AYES: Williams, Dingler, Quilty, Browning, Hernandez, Parsons
ABSENT: Brandon Thueson
X. BUSINESS
A. Planning Commission Report
Community Development Director Tom Humphrey presented the December 4,
2018 Planning Commission report.
The Commission held a public hearing and approved a Master Plan
for Chicory Village residential development located at 3428 and 3470
Chicory Lane. Building designs were revised to address concerns with
scale, parking and access. Agreements were reached with Public
Works regarding the extension of Haskell Street, use and ownership
of parks and open space. The Commission authorized a lesser rear
setback for signal story houses and allowed six foot high fences as
part of the Master Plan.
The Commission held a public hearing and approved a tentative
subdivision with conditions discussed at an earlier meeting for Chicory
Village.
RESULT: FOR DISCUSSION ONLY
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XI. MAYOR'S REPORT
Mayor Williams reported that he attended:
The Chamber Mixer at Banner Bank.
The Memorial Service for Lee Johnson who was a long time friend and Fair Board
member.
A SOREDI open house.
The Medford Chamber Forum Lunch
A Foster Grandparents holiday event.
XII. CITY MANAGER'S REPORT
City Manager Chris Clayton reported that:
He has been working on performance evaluations with a modified evaluation this
year.
The Penninger Road Fire Restoration project is moving along. They have been
involving student tours and shoring up the banks of the creek to reduce the
possibility of erosion.
The City Attorney has been working on a draft ordinance amendment for the weed
abatement program. We hope to bring this before the Council in January.
The Citizen Survey is being shortened and is now down to 15 minutes. He thanked
Mrs. Holtey for all her hard work on this important project.
He received a letter from concerned Medford citizen about restaurants using plastic
products. They would like to see cities ban the use of one use straws and packaging.
RVTD presented a map of new recommendations for bus stops. One is located right
in front of Print Quick downtown. Staff will bring this item to Council at a future study
session.
He thanked Mrs. Holtey for her work on the housing plan. She is a very important
part in moving the plan forward and getting our UGB expansion approved. There are
several parts to a UGB expansion and she is doing a great job keeping them all
involved.
There will be two items to discuss in executive session tonight.
XIII. COUNCIL REPORTS
Council Member Mike Parsons reported that:
He attended the Volunteer Recognition lunch at City Hall.
He attended the Medford Chamber lunch forum.
The Community Christmas and Light Parade was well attended. He rode on the
trolley with the Mayor and Santa Claus.
He attended a Planning Commission meeting.
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He attended the first annual Winner Winner Chicken Dinner and the Little Warrior
Project. They raised $90,000 dollars which will go to Shriners and Dornbeckers.
Council Member Taneea Browning reported that:
She attended the November Study Session.
She helped with the Community Christmas and participated in the Lights Parade.
Decorating downtown is a separate event from the Community Christmas. They
helped the businesses downtown decorate with garland.
She attended an LOC meeting in Salem.
She attended the Medford Chamber lunch forum.
Greeters will be at Key Bank on December 18th. All are invited to attend and help
support our chamber members.
Council Member Rob Hernandez reported that he attended:
The volunteer recognition lunch at City Hall.
The Study Session.
A Crater Foundation event
The Memorial for Lee Johnson.
The Medford Chamber Forum.
The Southern Oregon Timber Industry banquet.
Council Member Mike Quilty reported that:
He attended the Study Session and Community Christmas and Light Parade.
He attended a subcommittee meeting for MPO to look at the Rogue Transit District
funds to encourage people to reduce the use of single occupancy vehicles. They are
working on an agreement with RVTD to add bike and pedestrian projects in the
valley.
He attended Airport meetings were they are seeing a huge amount of growth.
This has been an amazing group of people to work with and he has agreed to do
another year of transportation meetings to represent the City of Central Point and the
Region.
XIV. DEPARTMENT REPORTS
Parks and Public Works Director Matt Samitore reported that the Twin Creeks Rail
construction will be on hold until after the holidays. They are taking time off to spend with
their families.
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Captain Dave Croft reported that a pedestrian was hit and killed on I-5 this morning
around 6:15 am. The pedestrian was crossing I-5 which is illegal. He updated the
Council on the December 4th dog attack. Thanks to our officers quick response and the
youth that called in the attack. The outcome could have been worse than her losing her
arm.
Finance Director Steve Weber reported that we are working on a short term rental
Ordinance to add to the business license code. There are other changes needed to the
land use code to accommodate these rentals in order to be able to enforce the transient
lodging tax code.
Community Development Director Tom Humphrey stated that we have been helping to
facilitate property sales and compliance with the Brownfields funds. Five properties are
taking advantage of this program.
Principal Planner Stephanie Holtey stated that most of her efforts have been about
tonight’s discussion and the UGB amendment. We have most of our documents
updated and should be able to submit in April. These projects have been her top priority.
XV. EXECUTIVE SESSION ORS 192.660 (2)(a) and ORS 192.660 (2)(e)
Mike Quilty moved to adjourn to Executive Session under ORS 192.660 (2)(a) and
ORS 192.660 (2)(e). Rob Hernandez seconded and the Council adjourned to Executive
Session at 9:05 p.m.
The Council returned to regular session at 9:20 p.m.
A. Motion to: Accept the Offer of $70,000 for City Property located at 466 S. 1st Street
RESULT: APPROVED [UNANIMOUS]
MOVER: Michael Parsons, At Large
SECONDER: Michael Quilty, Ward II
AYES: Williams, Dingler, Quilty, Browning, Hernandez, Parsons
ABSENT: Brandon Thueson
B. Motion to: Approve the City Manager Agreement
City Manager Chris Clayton stated that he did not have any recommended changes to
the language in the City Manager contract this year. Mayor Williams recommends a pay
raise of 5% and increase the amount of differed compensation to the maximum limit
allowed.
Mike Parsons moved to approve the City Manager Agreement as presented, a pay
raise of 5% and increase the differed compensation amount to the maximum
allowed.
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RESULT: APPROVED [UNANIMOUS]
MOVER: Michael Parsons, At Large
SECONDER: Taneea Browning, Ward IV
AYES: Williams, Dingler, Quilty, Browning, Hernandez, Parsons
ABSENT: Brandon Thueson
XVI. ADJOURNMENT
Mike Quilty moved to adjourn. Taneea Browning seconded. All said "aye" and the
meeting was adjourned at 9:30 p.m.
The foregoing minutes of the December 13, 2018, Council meeting were approved by the City
Council at its meeting of January 10, 2019.
Dated: _________________________
Mayor Hank Williams
ATTEST:
__________________________
City Recorder
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City of Central Point
Staff Report to Council
ISSUE SUMMARY
TO: City Council
DEPARTMENT:
Administration
FROM: Chris Clayton, City Manager
MEETING DATE: January 10, 2019
SUBJECT: Approval of Re-appointments to Committees and Commissions
ACTION REQUIRED:
Motion
RECOMMENDATION:
It is time to reappoint members and a chairperson for various committees. This consent
agenda item is for re-appointments only.
Planning Commission
The term for Chris Richey and Tom Van Voorhees expired on December 31, 2018. Staff
has received word from both Mr. Richey and Mr. Van Voorhees that they would like to
remain on the Planning Commission.
Mike Oliver is the current Chair of the Commission.
Current members are: Tom Van Voorhees Mike Oliver Amy Moore
Kay Harrison John Whiting Chris Richey
Jim Mock
Staff recommends reappointment of Tom Van Voorhees to Position 3 and Chris
Richey to Position 7 with expiration dates of December 31, 2022.
Staff recommends reappointment of Mike Oliver as Planning Commission Chair.
Park and Recreation Commission
The terms for Patricia Alvarez, Fran Cordeiro-Settell, and Lee Orr expired on December 31,
2018 and the election of Neil Olsen to the City Council created a vacancy on the Parks
Commission. The City has contacted Mrs. Alvarez, Mrs. Settell, and Mr. Orr who would all
like to be reappointed to the Commission. The City will advertise for the vacant position
and return to Council for appointment.
Current members are: Patricia Alvarez Dennis Browning Lee Orr
Mark Ludwiczak Fran Cordeiro-Settell Carl Orndoff
Carl Orndoff
Staff recommends reappointment of Patricia Alvarez, Fran Cordeiro-Settell and Lee
Orr for with terms ending December 31, 2021.
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Staff recommends reappointment of Mark Ludwiczak as Chair.
Budget Committee
The term for Karen Huckings expires December 31, 2018. Staff has spoken with Mrs.
Huckins and she has decided not to continue as a Budget Committee Member. Staff will
advertise for the vacant position and return with a recommendation.
Current members are:
Council: Mayor Williams Neil Olsen Taneea Browning
Kelley Johnson Rob Hernandez Brandon Thueson
Michael Parsons
Citizen Members: Bill Walton Bill Stults Chris Richey
Lori Garfield Jim Mock Kay Harrison
Citizens Advisory Committee
The Citizens Advisory Committee members do not have annual appointments. The Council
and Mayor are required to appoint a Chair for this committee. David Painter has been Chair
of the CAC for several years and staff would recommend reappointment of him as chair for
2019. Sam Inkley and Larry Martin have stated that they do not wish to continue as CAC
members. Staff will advertise for two vacancies.
Current Members:
Cameron Noble David Painter Cinda Harmes
Patrick Smith Caitlin Finley-Butler
Staff recommends appointment of David Painter as CAC Chair.
ACTION:
Approve the Consent Agenda and accept staff recommendations for reappointments of
committee members and Chair appointments.
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City of Central Point
Staff Report to Council
ISSUE SUMMARY
TO: City Council
DEPARTMENT:
Administration
FROM: Chris Clayton, City Manager
MEETING DATE: January 10, 2019
SUBJECT: Business Friendly Proclamation
ACTION REQUIRED:
Consent Agenda Item
RECOMMENDATION:
Approval
Last August SOREDI started a new initiative called Crown Dinners. It is an effort on our part to
bring together the elected leadership from all the 15 jurisdictions in Southern Oregon (the
jewels) and foster a unified, regional approach to economic development (the crown). We were
fortunate to have 14 of the 15 mayors and commissioners present, including Mayor Williams. At
that dinner the group decided that a good first step would be to have every city and county issue
a proclamation supporting a vision of Southern Oregon as the most “business friendly region on
the West Coast”. These proclamations could then be displayed as a public testimonial. Currently
Rogue River has ratified their proclamation and 9 others have it scheduled for a city council or
commissioner meeting in the next two months.
ATTACHMENTS:
1. Business Friendly Proclamation
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WHEREAS, there are thirteen cities in Jackson and Josephine counties that
comprise our region known as Southern Oregon; and
WHEREAS, the vision of Southern Oregon Regional Economic Development,
Incorporated (SOREDI) is to unite our 15 jurisdictions in making Southern Or-
egon the most “Business Friendly” region on the West Coast; and
WHEREAS, these guiding principles define our commitment to being
“Business Friendly”,
We recognize the value that businesses contribute to our community through
their employees and their families, their payroll that stimulates our local econo-
my, and the taxes they pay that help support our cities, schools, and public safety.
We recognize that businesses have choices when it comes to where they locate,
balancing what is desirable with what is affordable. We appreciate the commit-
ment our businesses have made to live and work in our community.
We understand that “time is money” in today’s business climate and pledge to
collaborate with businesses and citizens promptly, with an attitude of customer
service and a commitment to listen and help solve problems.
We adhere to the ideal that private and public interests are shared and that in do-
ing so we build a stronger more resilient community.
We agree that Southern Oregon’s economic success is dependent on our shared
workforce and resources and we join with the other jurisdictions in supporting a
regional perspective toward economic development.
NOW, THEREFORE, the City Council and Mayor of Central Point, Oregon
hereby proclaim tha the City of Central Point joins with the other cities and
counties in sharing SOREDI’s vision for Southern Oregon as the most
Business Friendly Region on the West Coast
IN WITNESS WHEREOF, I hereby set my hand this 10th day of January,
2019.
___________________________
Mayor Hank Williams
City of Central Point
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Packet Pg. 15 Attachment: Business Friendly Proclamation (1087 : Business Friendly Proclamation)
City of Central Point
Staff Report to Council
ISSUE SUMMARY
TO: City Council
DEPARTMENT:
Administration
FROM: Chris Clayton, City Manager
MEETING DATE: January 10, 2019
SUBJECT: Resolution No. _______, A Resolution Approving Rules of the City
Council of Central Point, Oregon Effective January 2019
ACTION REQUIRED:
Resolution
RECOMMENDATION:
Approval
BACKGROUND INFORMATION: The City Council considered the Council Rules at the
November 2017 Study Session and subsequently adopted them at the January 11, 2018
Council Meeting. The rules have recommended provisions from the League of Oregon Cities,
provisions regarding managing disruptions at meetings, and Council decorum.
These rules should be reviewed and approved after every General Election for the purpose of
introducing newly elected council members.
There are no recommended changes to these documents from staff at this time.
FINANCIAL ANALYSIS: No financial impact to the City.
LEGAL ANALYSIS:
STAFF RECOMMENDATION: Staff recommends approval of the rules effective January, 2019.
RECOMMENDED MOTION: Move to approve Resolution No. ________, a Resolution
Adopting the 2019 Rules the City Council of Central Point, Oregon.
ATTACHMENTS:
1. 2019 Council Rules Resolution
2. 2019 Council Rules
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RESOLUTION NO. _________
A RESOLUTION ADOPTING THE 2019 RULES OF
THE CITY COUNCIL OF CENTRAL POINT, OREGON
RECITALS:
A. The City Council is required by Section 10 of the City Charter to
adopt rules governing its meetings.
B. In January 2018 Council amended and approved its Council rules
pursuant to Resolution 1524.
C. It is established policy of the City Council of the City of Central
Point, Oregon, to review and adopt the Rules of the City Council
following a general election.
The City of Central Point resolves as follows:
Section 1. Adopting Rules of the City Council. The Rules of the City Council of
Central Point are hereby adopted in their entirety to read as set forth in Exhibit 1,
attached hereto.
Section 2. Severability. If any section, sentence, clause, or phrase of this
Resolution or any resolution adopted or amended hereby, should be held to be
invalid or unconstitutional by a court or competent jurisdiction, such invalidity or
unconstitutionality shall not affect the validity or constitutionality of any other
section, sentence, clause or phase of this Resolution.
Passed by the Council and signed by me in authentication of its passage
this ______ day of _________, 2019.
__________________________
Mayor Hank Williams
ATTEST:
_____________________________
City Recorder
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Packet Pg. 17 Attachment: 2019 Council Rules Resolution (1079 : 2019 Council Rules)
RULES OF THE CITY COUNCIL
CENTRAL POINT, OREGON
CHAPTER 1 – GENERAL GOVERNANCE
I. Rules of Procedure.
A. Unless otherwise provided by charter, ordinance or these rules, the procedure for Council
meetings, and any subcommittee of a City Council, shall be guided by Robert’s Rules of
Order, current edition.
B. Members of the Council are encouraged to avoid invoking the finer points of
parliamentary procedure found within Robert’s Rules of Order when such points will obscure
the issues before the Council and confuse members of the public.
C. Whenever these rules and Robert’s Rules of Order conflict, these rules shall govern.
II. Quorum. A quorum is required to conduct official City business.
A. The members of the Council are the City councilors and mayor. Fifty-percent plus one of
the members of the Council shall constitute a quorum. Vacancies in office do not count
towards determining a quorum.
B. In the event a quorum is not present, the members of Council present shall adjourn the
meeting.
III. Presiding Officer.
A. The mayor shall preside over all meetings and have authority to preserve order, enforce
the rules of Council and determine the order of business under the Rules of the Council. The
mayor shall retain all rights and privileges of the office of the mayor as set out in the City
charter when acting in this capacity.
B. In the mayor’s absence the president of the Council shall preside over the meeting. The
president of the Council shall retain all rights and privileges of the office of the mayor as set
out in the City charter when acting in this capacity
C. If both the mayor and the president of the Council are absent from the meeting, the
following procedure shall be utilized to determine who is the presiding officer:
1. The Presiding Officer shall call the Council to order and call the roll of the
members.
2. Those members of Council present shall elect, by majority vote, a temporary
presiding officer for the meeting.
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3. Should either the mayor or the president of the Council arrive, the temporary
presiding officer shall relinquish control of the meeting immediately upon the
conclusion of the item presently being discussed.
4. The presiding officer shall retain all rights and privileges of a member of Council
when acting in this capacity.
IV. Appointed Officers & Employee Duties.
A. City Recorder. The City recorder shall be the parliamentarian and shall advise the
presiding officer on any questions of order. Additionally, the City recorder shall keep the
official minutes of the Council.
B. City Manager. The City manager or his designee is required to attend all meetings of the
Council and is permitted to participate in any discussion; however, the City manager has no
authority to cast a vote in any decision rendered by the Council.
C. City Attorney. The City attorney shall, unless otherwise directed by the City Manager,
attend any meeting of the Council, and will, upon request, give an opinion, either written or
oral, on legal questions.
D. The Chief of Police. Unless otherwise directed by the Council, the Chief of Police
or her 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.
V. Agendas. The City manager shall prepare an agenda for every regular meeting, and, if
requested by the presiding officer, for every special meeting.
A. Agendas and informational material for meetings shall be distributed to the Council at
least seven (7) days preceding the meeting.
B. No Council approval shall be required for an agenda of any meeting.
C. The City manager may place routine items and items referred by staff on the agenda
without Council approval or action.
D. The City manager may remove any items on the consent agenda, any item of old business,
any resolution, or any ordinance placed for first reading from the agenda at any time prior to
the time the meeting is convened. The presiding officer shall announce such removal under
announcements/proclamations.
E. A member of the Council who wishes to have an item placed on the agenda shall advise
the City manager at least one week prior to the meeting.
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F. Agenda items that are of special importance to Council may be treated as Special Orders
of Business. Special Orders of Business take precedence over all other items except the
Pledge of Allegiance.
G. A request to add an item for Council consideration may be presented at the Council
meeting but shall require a majority concurrence of the members present to be so added.
These items are limited to emergency items.
VI. Order of Business. The order of business for all regular meetings shall be as follows,
however when it appears to be in the best interest of the public, the order of business may be
changed for any single meeting by the City Manager or majority vote:
I. Call to Order
II. Pledge of Allegiance
III. Roll Call
IV. Announcements/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 Manager’s Report
XII. Council Reports
XIV. Department Reports
XV. Executive Session
XVI. Adjournment
A. Call to Order. The presiding chair shall call all meetings of the Council to order. The call
to order shall note the date, time and location of the meeting so that it may accurately be
reflected in the minutes.
B. Roll Call. The City recorder shall conduct a roll call to determine which members of the
Council are present and which are absent.
1. The attendance shall be properly reflected in the minutes.
2. If roll call determines that a quorum is not present, the meeting shall be adjourned.
C. Announcements/Special Recognition. Announcements are intended to be procedural in
nature, such as an item being removed from the agenda. Special Recognitions are awards or
recognition of individuals by the Council.
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D. Public Comment
1. Policy. The Council recognizes that public input into 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.
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. 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. Public comment
is limited to items not on the agenda, or items on the agenda which are not public
hearings.
If a member of the public wishes to speak on an item that is scheduled for a public
hearing at that same meeting, the speaker shall wait until that public hearing. Public
comment shall not be used to testify about a quasi-judicial land use matter, or to
provide or gather additional testimony or information on any matter after the official
record has been closed on any matter which has been the subject of a public hearing.
Speakers are limited to three (3) minutes, for individuals and five (5) minutes for
persons representing a group of two or more. Generally, the speakers will be called
upon in the order in which they have signed in on the speaker’s roster. Speakers shall
identify themselves by their names and by their place of residence. The presiding
officer may allow additional persons to speak if they have not signed the speaker’s
roster and sufficient time is left.
Councilors may, after obtaining the floor, ask questions of speakers during public
comment. Councilors shall use restraint when exercising this option, and shall attempt
to limit questioning to no more than three minutes. The presiding officer may
intervene if a councilor is violating the spirit of this guideline.
Speakers may play electronic audio or visual material during the time permitted for
their comment. Speakers may utilize City-provided audio or visual equipment located
in the Council chambers as a part of their comment, but must provide the materials in
a readable format to City staff prior to the meeting so that it may be installed on the
City's equipment to avoid a delay or disruption of the meeting.
E. Consent Agenda. In order to expedite the Council’s business, the approval of minutes and
other routine agenda items shall be placed on the consent agenda.
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1. All items on the consent agenda shall be approved by a single motion, unless an
item is pulled for further consideration.
2. Any item on the consent agenda may be removed for separate consideration by any
member of the Council.
3. For the purposes of this rule, separate consideration means any proposal to adopt a
different course of action than that recommended in the staff report, a determination
that debate on a proposed course of action is deemed desirable, any questions to staff
on an item, and any item where a member of Council must declare a conflict of
interest.
4. Examples of items for Consent Agendas include Council Committee Minutes,
OLCC requests, temporary street closures, annual proclamations and routine
housekeeping items.
F. Ordinances and Resolutions – See Chapter 3
G. Public Hearings Generally
1. A public hearing may be held on any matter upon majority vote of the Council.
Public hearings may be held to consider legislative, quasi-judicial or administrative
matters.
2. Persons wishing to speak shall sign the Sign-In Roster with the person’s name and
address prior to the commencement of the public hearing at which the person wishes
to speak.
3. The Presiding Officer shall announce at the commencement of any public hearing
the subject of the hearing as it is set forth on the agenda. The presiding officer shall
then declare the hearing open.
4. Each person shall, prior to giving testimony, give his or her name, shall indicate
whether they are a resident of the City, and may give their address. All remarks shall
be addressed to the Council as a body and not to any member thereof.
5. Council shall set the time limits for the applicant, appellant, or other interested
persons. Except as otherwise provided an applicant or appellant shall be provided
fifteen minutes. Other interested persons shall be given three minutes for individuals
and five minutes for a group of two or more.
6. Councilors may, after recognition by the presiding officer, ask clarifying or follow
up questions of individuals providing testimony after that individual has completed
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his or her testimony. Questions posed by councilors should be to provide clarification
or additional information on testimony provided. Questions should not be used as an
attempt to lengthen or expand the testimony of the individual. Councilors shall be
expected to use restraint and be considerate of the meeting time of the Council when
exercising this option. The presiding officer may intervene if a councilor is violating
the spirit of this guideline.
7. Councilors may, after the presentation of testimony of all interested persons, ask
clarifying or follow-up questions of staff. Questions posed by City councilors should
be to provide clarification or additional information on testimony provided.
8. The presiding officer may exclude or limit cumulative, repetitious, or immaterial
matter. The presiding officer may order the testimony, alternating those speaking in
favor and those in opposition, or have all speaking in favor testify, followed by all
those in opposition. The presiding officer, with the approval of the Council, may
further limit the time and/or number of speakers at any public hearing; provided that
the presiding officer shall announce any such restrictions prior to the commencement
of the testimony. In the event of large numbers of interested persons appearing to
testify, the presiding officer, to expedite the hearing, may in lieu of testimony call for
those in favor of the pending proposal or those in opposition to rise and direct the
City recorder to note the numbers in the minutes.
9. At the end of public testimony and questions of staff, the Council shall initiate
deliberations by introducing a motion on the matter; continue the hearing; or keep the
record open for additional written testimony. During deliberations, each member of
the Council shall have the opportunity to comment on or discuss testimony given
during the public hearing.
10. A copy of any written testimony or physical evidence, which a party desires to
have introduced into the record of the hearing, shall be submitted to the City recorder
at the time of the hearing. Communications concerning quasi-judicial matters
received prior to the hearing are ex parte contacts, and a councilor receiving any such
communication must disclose the fact that such a communication has been received,
and the content of the communication.
11. Documents submitted to the City as evidence or written testimony during a public
hearing are public records. If such a document contains the name, address, including
email address, and telephone number of the person, then it will be included in the
record of the proceeding. Because the name, address, including email address, and
telephone number are part of a public record, this information will be generally
disseminated to the public, and must be disclosed if a public records request is
submitted for the documents. A person who believes such disclosure would present a
danger to his or her personal safety, and who wishes to exempt his or her address,
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including email address, and telephone number from disclosure must submit a written
request for nondisclosure to the City recorder pursuant to ORS 192.455(1).
H. Conduct of Hearings on Land Use Matters – See Chapter 4
I. Written Communications to Council.
1. Unsolicited communications to the mayor and/or Council concerning matters on
the agenda shall be forwarded to the Council in the agenda packet, if received at least
7 days prior to the meeting, but shall not be individually itemized on the agenda. If
received less than 7 days prior to the meeting, such communications will be provided
to Council at the meeting.
2. Unsolicited communications to the mayor and/or Council concerning matters that
are not on an agenda shall be forwarded to the mayor and/or Council but shall not be
included in the agenda packet.
3. The City manager may, in his or her discretion, bring any matter raised by an
unsolicited communication to the attention of the Council as an agenda item,
provided that such communication is accompanied by a staff report setting forth the
reason the matter should be considered by the Council, and making a
recommendation for Council action.
J. Anonymous Communications. Anonymous and unsigned communications shall not be
introduced at Council meetings.
CHAPTER 2 – MEETING TIME, LOCATION AND FREQUENCY
I. Regular meetings. The Council shall meet the second and fourth Thursday of each month except
in those cases where the Council finds it necessary to designate another date due to conflicts
and with the exception of designated holidays and/or Council recesses.
A. Meetings shall begin at 7:00 p.m.
B. Meetings shall adjourn at 10:00 p.m., but may be extended upon a majority vote of the
Council. In no event shall meetings extend beyond 11:00 p.m.
II. Special meetings. Special meetings may be called by the presiding officer, by request of three
members of the Council, or by the City manager and must be approved by a majority of the
Council.
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A. Notice of the special meeting shall be given to each member of the Council, the City
manager, and each local newspaper, and radio and television station which has on file a
written request for notice of special meetings.
B. Notice of the special meeting shall be given to all members of the Council and the City
manager via telephone and email.
C. Special meetings shall be noticed in accordance with Oregon’s public meetings law, and,
at a minimum, shall be noticed at least 24 hours prior to the meeting taking place.
III. Emergency meetings. Emergency meetings may be called by the presiding officer, by the
request of three members of Council, or by the City manager.
A. Notice of the emergency meeting shall be given to each member of the Council, the City
manager, and each local newspaper, and radio and television station which has on file a
written request for notice of special meetings.
B. Notice of the emergency meeting shall be given to all members of Council and the City
manager via telephone and email.
C. Emergency meetings are those meetings called with less than 24 hours’ notice and the
Council shall identify why the meeting could not be delayed 24 hours immediately after
calling the meeting to order.
D. The minutes for any emergency meeting shall specifically identify why the meeting
constituted an emergency and was necessary.
IV. Executive Sessions. Executive sessions may be called by the presiding officer, by the request of
three members of Council, by the City manager or by the City attorney.
A. Only members of the Council, the City manager and persons specifically invited by the
City manager or the Council shall be allowed to attend executive sessions.
B. Representatives of recognized news media may attend executive sessions, other than those
sessions during which the Council conducts deliberations with persons designated to carry on
labor negotiations, or where the matter involves litigation and the news media is a party to
the litigation.
V. Study Sessions. Study sessions are permitted to present information to the Council so that the
Council is prepared for regular or special meetings.
A. All study sessions are subject to Oregon’s public meetings law and must be noticed
accordingly.
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B. Study sessions are intended to allow for preliminary discussions, and the Council is not
permitted to take formal or final action on any matter at a study session.
C. Study sessions are to be scheduled by the City manager.
D. The City manager is to invite any relevant staff to study sessions so that the sessions are
as productive as possible.
VI. Holidays. In the event a regular meeting falls on a holiday recognized by the City, the regular
meeting for that week shall be cancelled.
VII. Location. Council meetings shall be held at city hall.
A. In the event City hall is not available for a meeting, the Council shall meet at a venue
open to the public which is located within the jurisdictional limits of the City.
B. Training sessions may be held outside of the City’s jurisdictional limits, provided no
deliberations toward a decision are made.
C. Interjurisdictional meetings may be held outside of the City’s jurisdictional limits, but
should be held as close as practical to the City, and such meetings shall be located within the
jurisdictional boundaries of the other government entity.
D. No Council meeting shall be held at any place where discrimination on the basis of an
individuals’ race, religion, color, sex, national origin, ethnicity, marital status, familial status,
age, sexual orientation, source of income or disability is practiced.
VIII. Notice. The City recorder shall provide notice of all meetings in accordance with Oregon’s
public meeting law.
IX. Attendance. Members of the Council shall advise the City manager if they will be unable to
attend any meetings. Under the charter, a Council position becomes vacant if the member of
Council is absent from the City for more than 30 days without Council permission or absent
from all meetings of the Council within a 60-day period.
CHAPTER 3 – ORDINANCES AND RESOLUTIONS
I. Ordinances. All ordinances considered by and voted upon by the Council shall adhere to the rules
outlined herein.
A. Preparation and Introduction.
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1. All ordinances shall, before presentation to the Council, have been approved by the
City manager, or the City attorney.
2. No ordinance shall relate to more than one subject, which shall be clearly
expressed in its title, and no ordinance, or section thereof, shall be amended or
repealed unless the new ordinance contains the title of the ordinance or section
amended or repealed.
B. Calendar of Ordinance.
1. An ordinance is introduced for consideration by the Council for presentation for
first reading. After introduction, the Council may direct that:
a. A public hearing on the ordinance be held;
b. Refer the ordinance to committee for review and recommendation;
c. Refer the ordinance to the City manager or staff for further revision;
d. Pass the ordinance to a second reading; or
e. Reject the ordinance in whole or in part.
2. All ordinances when introduced for first reading shall be identified by title and
number on a calendar of first reading and may be passed to a second reading as a
group without further reference.
3. Except as otherwise provided by this section, on second reading all ordinances
shall be placed by title and number on the agenda for second reading, and may be
passed as a group, provided that such ordinances are placed by title and number on a
calendar of second reading, and the vote for the passage of the calendar is unanimous.
Should any member of the Council object to any ordinance at the time of second
reading, that ordinance shall be removed from the calendar of second reading, and
considered separately. Ordinances to be considered separately shall be read by title
only.
4. When a calendar of second reading of an ordinance which is to be considered
separately is placed before the Council for final passage, the City recorder shall call
the roll and enter the ayes, nays and abstentions in the record.
5. All proposed amendments to an ordinance shall be in writing, and may be made by
interlineation upon the ordinance.
6. The Council may adopt an ordinance at a single meeting by the approval of a
majority of the Council, provided the proposed ordinance is available in writing to the
public at least one week before the meeting.
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7. An affirmative vote of at least a majority of the quorum shall be necessary to pass
an ordinance.
II. Resolutions. All resolutions considered by and voted upon by the Council shall adhere to the
rules outlined herein.
A. Preparation and Introduction. All resolutions shall, before presentation to the Council,
have been approved by the City manager or the City attorney.
B. Calendar of Resolution.
1. A resolution is introduced for consideration by the Council at a single meeting.
After introduction, the Council may direct that:
a. The resolution be approved;
b. A public hearing on the resolution be held; or
c. Reject the resolution in whole or in part.
2. All resolutions when introduced for first reading shall be identified by title and
number on a calendar.
3. All proposed amendments to a resolution must be read aloud or made available in
writing to the public at the meeting before the Council adopts the resolution.
4. An affirmative vote of a majority of the quorum shall be necessary to pass a
resolution.
CHAPTER 4 – LAND USE HEARINGS
I. General Conduct of Hearings.
A. Any party may speak in person, through an attorney or agent.
B. A copy of any written testimony or physical evidence which a party desires to have
introduced into the record at the time of hearing shall be submitted to the City recorder at the
time the party makes his or her presentation. If the testimony or evidence is not submitted to
the City recorder, it shall not be included in the record for the proceeding.
C. No person may speak more than once without obtaining permission from the presiding
officer.
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D. Upon being recognized by the presiding officer, any member of the Council, the City
Manager, community development director or the City attorney may question any person
who testifies.
E. Testimony shall be directed towards the applicable standards and criteria which apply to
the proposal before the Council.
F. The presiding officer may exclude or limit cumulative, repetitious, or immaterial
testimony. To expedite hearings, the presiding officer may call for those in favor and those in
opposition to rise, and the City recorder shall note the numbers of such persons for the record
in the minutes.
II. Quasi-Judicial Land Use Matters.
A. Conflicts of Interest.
1. A member of the Council shall not participate in a discussion or vote in a quasi-
judicial land use proceeding if:
a. The member has an actual conflict of interest as defined by the Oregon
Revised Statutes or the City charter.
b. The member was not present during the public hearing; provided,
however, members may participate if they have reviewed the evidence,
including recordings of the hearing, and declared such fact for the
record.
2. Members of the Council shall reveal any ex parte contacts with regard to the
proceeding at the commencement of any quasi-judicial land use proceeding. If such
contact impairs the member’s impartiality, the member shall state this fact and abstain
from participation in the matter.
C. Burden of Proof. The proponent has the burden of proof on all elements of the proposal,
and the proposal must be supported by proof that it conforms to all applicable standards and
criteria.
1. The decision of the Council shall be based on the applicable standards and criteria
as set forth in the City’s municipal code, the City’s comprehensive plan, and, if
applicable, any other land use standards imposed by state law or administrative rule.
2. The proponent, any opponents, and/or City staff may submit to the Council a set of
written findings or statements of factual information which are intended to
demonstrate the proposal complies or fails to comply with any or all applicable
standards and criteria.
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D. Hearing Procedures. The order of hearings in quasi-judicial land use matters shall be:
1. Land Use Hearing Disclosure Statement. The presiding officer shall read the land
use hearing disclosure statement, which shall include:
a. A list of the applicable criteria;
b. A statement that testimony, arguments and evidence must be directed
toward the applicable criteria or other criteria in the plan or land use
regulation which the person believes to apply to the decision;
c. A statement that failure to raise an issue accompanied by statements or
evidence sufficient to afford the Council and the parties an opportunity
to respond to the issue precludes appeal to the Land Use Board of
Appeals based on that issue; and
d. If applicable, a statement that a failure to raise constitutional issues
relating to proposed conditions of approval precludes an action for
damages in circuit court.
2. Call for ex parte contacts. The presiding officer shall inquire whether any member
of the Council has had ex parte contacts. Any member of the Council announcing an
ex parte contact shall state for the record the nature and content of the contact.
3. Call for abstentions. The presiding officer shall inquire whether any member of the
Council must abstain from participating in the hearing due to a conflict of interest or
bias. Any member of the Council announcing a conflict of interest or bias shall state
the nature of the conflict or bias, and shall not participate in the proceeding, unless
the person’s vote is necessary to meet a requirement of a minimum number of votes
necessary to take official action; provided, however, that the member shall not
participate in any discussion or debate on the issue of which the conflict arises.
4. Staff summary. Planning staff shall present a summary and recommendation
concerning the proposal.
5. Presentation of the Case.
a. Proponent’s case. Twenty minutes total.
b. Persons in favor. Five minutes per person.
c. Persons opposed. Five minutes per person.
d. Other interested persons. Five minutes per person.
e. Rebuttal. Ten minutes total. Rebuttal may be presented by the
proponent. The scope of rebuttal is limited to matters which were
introduced during the hearing.
6. Close of hearing. No further information shall be received after the close of the
hearing, except for specific questions directed to staff. If the response to any such
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questions requires the introduction of additional factual evidence, all parties shall be
afforded an opportunity for simultaneous written rebuttal.
7. Deliberations. Deliberations shall immediately follow the hearing. The Council
may delay deliberations to a subsequent time certain.
8. Findings and Order. The Council may approve or reject the proposal.
a. The Council shall adopt findings to support its decision.
b. The Council may incorporate findings proposed by the proponent, the
opponent or staff in its decision.
E. Continuances. Only one continuance is available by right. However, nothing in this
section shall restrict the Council, in its discretion, from granting additional continuances.
Any continuance shall result in a corresponding extension of the 120-day time limitations
imposed by the Oregon Revised Statutes.
III. Legislative Land Use Matters.
A. Hearings Procedures. The order of procedures for hearings on legislative land use matters
shall be:
1. Call for abstentions. Inquire whether any member of the Council wishes to abstain
from participation in the hearing. Any member announcing an abstention shall
identify the reason therefor and shall not participate in the proceedings.
2. Staff summary. Staff shall present a statement of the applicable criteria, and a
summary and recommendation concerning the proposal.
3. Presentation of the Case.
a. Proponent’s case. Twenty minutes total.
b. Persons in favor. Five minutes per person.
c. Persons opposed. Five minutes per person.
d. Other interested persons. Five minutes per person.
4. Close of hearing. No further information shall be received after the close of the
hearing, except for responses to specific questions directed to staff.
5. Deliberations. Deliberations shall immediately follow the hearing. The Council
may delay deliberations to a subsequent time certain.
6. Reopening hearing. Prior to second reading of an ordinance relating to a legislative
land use matter, and upon majority vote of the Council, a hearing may be reopened to
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receive additional testimony, evidence or argument. The same notice requirements
shall be met for the reopened hearing as were required for the original hearing.
CHAPTER 5 – MOTIONS, DEBATE, PUBLIC COMMENT AND VOTING
I. Motions. All motions shall be distinctly worded.
A. The following rules shall apply to motions:
1. If a motion does not receive a second, it dies.
2. The Council will discuss a motion only after the motion has been moved and
seconded. Nothing in this section prevents general discussion or expression of
opinions before a motion is made.
3. Any motion shall be reduced to writing if requested by a member of the Council.
4. A motion to amend can be made to a motion that is on the floor and has been
seconded.
5. No motion shall be received when a question is under debate except for the
following:
a. To lay the matter on the table;
b. To call for the previous question;
c. To postpone;
d. To refer; or
e. To amend.
6. A motion may be withdrawn by the mover at any time without the consent of the
Council.
7. Amendments are voted on first, then the main motion if voted on as amended.
8. A member of the Council may have a motion which contains several elements
divided, but the mover shall have the right to designate which element will be voted
on first.
9. A call for the question is intended to close the debate on the main motion; does not
require a second and is not debatable.
a. A call for the question fails without a majority vote.
b. Debate on the main subject resumes if the motion fails.
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10. A motion that receives a tie vote fails.
11. The presiding officer shall repeat the motion prior to a vote.
12. A motion to adjourn cannot be amended.
B. Motion to Reconsider. A motion to reconsider may only be made by a member of the
prevailing side. Any member may second the motion.
1. No motion shall be made more than once.
2. The motion shall be made before the final adjournment of the meeting when the
item goes out of possession of the Council.
II. Debate. The following rules shall govern the debate of any item being discussed by the Council:
A. Every member desiring to speak shall address the presiding officer, and, upon recognition
by the presiding officer, shall confine him/herself to the question under debate, refrain from
impugning the motives of any member’s argument or vote, and at all times act and speak in a
respectful manner. No member shall address the presiding officer or demand the floor while
a vote is being taken.
B. Members shall limit their remarks to five minutes unless granted additional time by the
majority of the Council. No Council Member shall be allowed to speak more than once upon
any one subject until every other member choosing to speak thereon has spoken.
C. A member, once recognized, shall not be interrupted when speaking unless called to order
by the Mayor or Presiding Officer, or unless a point of order is raised by any Council
Member while he or she is speaking, in which case said member shall cease speaking
immediately until the point is determined. If ruled to be in order, said member shall be
permitted to proceed; if ruled to be out of order, said member shall remain silent or shall alter
his/her remarks to comply with the ruling.
D. The member of the Council moving the adoption of any ordinance or resolution shall
have the privilege of closing the debate.
III. Public Comment. The public shall be entitled to comment on all matters before the Council that
require a vote.
A. Public comment shall occur either during the public comment portion of the meeting, or at
Council’s election, after the matter up for vote has been presented by City staff and before
the Council takes any formal action on the matter.
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B. Each member of the public is entitled to comment on the matter before the Council for
three minutes.
C. Public comment is a time for comment, it is not a time for debate, nor is it a time for
members of the public to ask questions of and receive answers from the Council or City staff.
D. Each person desiring to give public comments shall provide the Council with his or her
name and address prior to giving comment. This information shall be used to ensure the
minutes of the meeting properly reflect those persons who provided public comment.
IV. Voting. The following rules shall apply to voting on matters before the Council, unless amended
in the manner outlined in Chapter 4 of these Rules.
A. The following require a majority of the quorum to pass.
i. Reports. (No vote is required if the report is only for informational purposes).
ii. Consent Agenda.
iii. Resolutions.
iv. An Ordinance Involving a Fee or Fine.
v. An Ordinance Not Involving a Fee.
vi. Emergency Ordinance.
vii. Budget.
viii. Franchise.
B. Suspension of Rules. A unanimous vote of all members of the Council present shall be
required to suspend or rescind a rule contained in these rules of procedure, however, rules in
this chapter which also appear in the City’s charter shall not be suspended or rescinded.
C. Votes must be Recorded. All votes shall be recorded in the minutes.
D. Ties. Tie votes shall indicate a denial of the proposal. If the tie is a matter that has been
appealed from a lower City body or commission, a tie shall render the lower body’s decision
approved.
E. Effective date.
1. A resolution shall become effective upon adoption unless otherwise stated in the
resolution.
2. Emergency ordinances shall take effect immediately upon their passage:
3. All other ordinances shall take effect thirty days after passage unless a later date is
fixed on the ordinance, in which event it shall take effect at the later date.
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4. The filing of a referendum petition shall suspend the effective date of an ordinance.
CHAPTER 6 – MINUTES
I. Generally.
A. All minutes shall be in written form, with an electronic copy of the meeting maintained by
the City recorder in accordance with the appropriate record retention schedule.
B. The minutes shall contain the following information:
1. The date, time and place of the meeting;
2. The members present;
3. The motions, proposals, resolutions, orders, ordinances, and measures proposed
and their disposition;
4. The results of all votes and the vote of each member by name;
5. The substance of any discussion on any matter; and
6. A reference to any document discussed at the meeting.
II. Approval. The Council shall approve all minutes of any Council meeting.
A. All minutes shall be approved within ninety days of the meeting having occurred.
B. The draft minutes shall be submitted to the Council as part of the Council’s packet prior to
the meeting where they will be discussed.
C. Any member of the Council may request an amendment or correction of the minutes prior
to a final vote being taken on the minutes.
D. Grammatical changes that do not alter the substance of the minutes may be submitted
directly to the city recorder and do not require a motion to amend.
CHAPTER 7 – APPOINTMENTS
I. Appointments of City Staff. The Council appoints and can remove the City manager and
municipal judge as per the City’s charter. All appointments require a majority vote of the
entire Council.
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A. Reviews. Any person appointed by the Council may be subject to an annual review by the
Council.
B. Removals. All appointed persons may be removed by a majority vote of the entire
Council.
C. Interference. If the Council appoints a municipal judge, the Council may meet with the
judge, but in no instance shall the Council be permitted to interfere with the judge’s exercise
of judicial authority or discretion.
II. Appointment of Members to Commissions, Committees and Ad Hoc Committees.
A. City Commissions, Committees and Ad Hoc Committees. Unless otherwise provided
by statute, ordinance or resolution, the following shall be the procedure for the creation of
and appointments to all City Commissions, Committees and Ad Hoc Committees:
1. Creation and Dissolution. At any time, the Council may, by ordinance or
resolution, establish any City Commissions, Committees and Ad Hoc Committees
deemed necessary and in the best interests of the City, other than the Planning
Commission. Unless otherwise provided, all Commissions, Committees and Ad Hoc
Committees so created shall sunset at the end of their mission, but in all events shall
be reviewed yearly from the date of initial creation, and at such time shall either be
preauthorized or dissolved.
2. Qualifications. All appointees to City Boards, Commissions, and Lay Committees
shall be registered electors and shall reside in the City of Central Point for a period of
one year. No appointee may serve on more than two City Boards, Commissions,
and/or Lay Committees at any one time.
3. Term. The term of all appointments shall be for one year or less, unless otherwise
stated, beginning with the first Council meeting in January. Appointments may be
renewed for any number of terms.
4. Vacancies. Any qualified citizen may submit a letter of interest for any open
position on a City Board, Commission, or Lay Committee. Vacancies shall be
advertised in the local media and letters of interest shall be received only during the
time set forth in the advertisement.
5. Nomination and Confirmation. Except as otherwise provided by Code or the
Charter, nominations for positions on City Boards, Commissions, and Lay
Committees may be made by the Mayor or by any two Council Members, and shall
be subject to confirmation by the Council.
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6. Notification of Expiration of Terms. The City Manager shall give written notice
to the Council of the expiration of the term of office of all members of City Boards,
Commissions, and Lay Committees at least thirty (30) days prior to expiration date of
any appointee’s term of office.
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.
All Council Member seats on the City Boards, Commissions, and Lay Committees
are reserved for sitting Council Members and upon expiration of any Council
Members term, or upon resignation, removal, or death, the Council Member’s seat on
any City Boards, Commissions, and Lay Committees occupied by that person shall be
immediately declared vacant, and a sitting Council Member appointed as a
replacement.
B. Council Committees.
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, so created, shall sunset at the end of their mission, but in all
events shall be reviewed at the first Council meeting of January each year for
preauthorization, and at such time shall either be preauthorized or dissolved.
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, and Councilors may be reappointed for an
indefinite number of terms.
3. Meetings. Council Committee meetings may be called by the Chairman, or by any
two members. A majority of the members of a Committee shall constitute a quorum
to do business.
C. Meetings Subject to Oregon Open Meetings Law. All meetings of any City Boards,
Commissions, and Lay Committees or Council Committees shall be subject to and comply
with the Oregon Public Meetings Law, ORS 192.610-192.710.
D. Quorums. A majority of the sitting members of any City Boards, Commissions, and Lay
Committees or Council Committees shall constitute a quorum to do business.
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E. Registry. The City Recorder shall prepare, keep current, and retain on file in the Office of
the City Recorder a list of all appointees to all City Boards, Commissions, and Lay
Committees, the date of their appointment, the length of their unexpired 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 of any City Board, Commission,
and Lay Committee.
CHAPTER 8 – ETHICS, DECORUM, OUTSIDE STATEMENTS
I. Ethics. All members of the Council shall review and observe the requirements of state ethics law.
In addition to complying with state ethics law, all members of the Council shall refrain from:
A. Disclosing confidential information.
B. Taking action which benefits special interest groups or persons at the expense of the City
as a whole.
C. Expressing an opinion contrary to the official position of the Council without so saying.
D. Conducting themselves in a manner so as to bring discredit upon the government of the
City.
II. Decorum.
A. The presiding officer shall preserve decorum during meetings and shall decide all points
of order, subject to appeal of the Council.
B. Members of the Council shall preserve decorum during meetings, and shall not, by
conversation or action, delay or interrupt the proceedings or refuse to obey the orders of the
presiding officer or these rules.
C. Members of the City staff and all other persons attending meetings shall observe the
Council’s rules of proceedings and adhere to the same standards of decorum as members of
Council.
III. Rules of Conduct at City Council Meetings, Ejection and Exclusion.
A. To preserve order and decorum, the presiding officer or designee may direct that any
person who disrupts any Council meeting, or any person who engages in dangerous or
threatening behavior, after first having been warned to cease and desist from such disruption
or dangerous or threatening behavior, be ejected or excluded from Council Chambers or such
other place as the Council may be in session.
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B. For purposes of this Section, an ejection is an order made by the presiding officer to
immediately leave the meeting, and an exclusion is an order made by a majority of the
Council prohibiting a person from entering or remaining at future meetings for a specified
period of time.
C. Ejection or exclusion shall be issued in the following manner:
1. The presiding officer or designee will give a warning to the person engaging in
disruptive, dangerous or threatening behavior. If the person engaging in disruptive,
dangerous or threatening behavior does not cease that behavior following the
warning, the presiding officer or designee will issue an ejection. An ejection shall be
for the remainder of the session at which the disruptive, dangerous or threatening
behavior has occurred.
2. For purposes of this Section, a person disrupts a meeting of the Council if the
person engages in any conduct that obstructs or impedes the orderly carrying on of
the business of the meeting. Such conduct includes, but is not limited to: any conduct
that substantially prevents any other person from hearing, viewing or meaningfully
participating in the meeting including booing or speaking out from anywhere other
than the designated podium; carrying or displaying signs; any conduct that
substantially interferes with ingress or egress to or free movement within the Council
Chambers; shouting over, or otherwise disrupting, any person who is recognized by
the presiding officer; any conduct that substantially interferes with City business
conducted by City staff present at the session; or failure to obey any reasonable
direction of the presiding officer.
3. A direction of the presiding officer is reasonable if it is reasonably related to
maintaining order and decorum. A direction of the presiding officer is not reasonable
if it is directed to speech or conduct the right to engage in which is, under the
circumstances, protected by the federal or Oregon constitution.
4. For purposes of this Section, behavior is dangerous or threatening if a reasonable
person, exposed to or experiencing such behavior, could believe that the person was
in imminent danger of physical harm from the behavior. Notwithstanding the
provisions of this Section, if the presiding officer reasonably believes that a person’s
dangerous or threatening conduct constitutes an emergency, the presiding officer is
not required to give the person a warning before ordering the person ejected.
D. If a person has previously been ejected for dangerous or threatening behavior before the
Council within 1 year before the date of the present ejection, or for disruptive behavior on
three or more separate occasions within 1 year before the date of the present ejection, the
person shall be excluded from Council meetings for 30 days. Written notice of such
exclusion shall be given as provided in the Central Point Municipal Code.
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IV. Statements to the Media and Other Organizations
A. Representing City. If a member of the Council, to include the mayor, appears as a
representative of the City before another governmental agency, any City board or
commission, the Council, the media or an organization to give a statement on an issue, the
member may only state the official position of the City, as approved by a majority of the
Council.
B. Personal Opinions. If a member of the Council, to include the mayor, appears in their
personal capacity before another governmental agency, City board or commission, the
Council, the media or an organization to give a statement on an issue, the member must state
they are expressing their own opinion and not that of the City before giving their statement.
CHAPTER 9 – INTERACTIONS WITH STAFF & CITY ATTORNEY
I. Staff. All members of the Council shall respect the separation between the Council’s role and the
City’s manager’s responsibility by:
A. Not interfering with the day-to-day administration of City business, which is the
responsibility of the City manager.
B. Refraining from actions that would undermine the authority of the City manager or a
department head.
C. Limiting individual inquiries and requests for information from staff to those questions
that may be answered readily as part of staff’s day-to-day responsibilities. Questions of a
more complex nature shall be directed to the City manager.
1. Questions from individual members of the Council requiring significant time or
resources (two hours or more) shall normally require approval of the Council.
2. Members of the Council shall normally share any information obtained from staff
with the entire Council. This section is not intended to apply to questions by members
of the Council acting in their individual capacities rather than as members of the
Council, nor to questions regarding conflict of interest or similar issues particular to a
member of the Council.
II. City Attorney. In general, Council questions for the City Attorney should be directed to the City
Manager, unless the City Manager authorizes the Council to proceed directly to the City
Attorney.
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CHAPTER 10 – CENSURE [AND REMOVAL]
I. The Council may enforce these rules and ensure compliance with City ordinances, charter and
state laws applicable to governing bodies. lf a member of Council violates these rules, City
ordinances, the City charter or state laws applicable to governing bodies, the Council may
take action to protect the integrity of the Council and discipline the member with a public
reprimand or removal as provided for in the city charter.
II. The Council may investigate the actions of any member of Council and meet in executive session
under ORS 192.660(2)(b) to discuss any finding that reasonable grounds exist that a violation
of these rules, local ordinance, the City charter or state laws applicable to governing bodies
has occurred. Sufficient notice must be given to the affected member to afford them the
opportunity to request an open hearing under ORS 192.660(2)(b).
CHAPTER 11 – AMENDMENT AND REPEAL
I. Amendment. These rules of procedure are subject to amendment by the Council in accordance
with the rules noted herein.
A. Any proposed amendment to these rules shall be noted on an agenda for a regular
meeting, wherein the same shall be discussed, and open for comment by the public.
B. All amendments to these rules require a majority vote of the entire Council and shall be
adopted by resolution.
C. Amended rules shall not go into effect until the meeting after the rule was approved.
II. Repeal. These rules of procedure are subject to repeal and replacement by the Council in
accordance with the rules noted herein.
A. Any proposed repeal of these rules shall be accompanied by a proposed replacement.
B. Any proposed repeal and replacement of these rules shall be noted on an agenda for a
regular meeting, wherein the same shall be discussed, and open for comment by the public.
C. Any repeal and replacement of these rules requires a majority vote of the entire Council.
D. Any repeal and replacement of these rules shall not go into effect until 30 days after the
replacement rule was approved.
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STATEMENT OF ACKNOWLEDGMENT
CONFLICT OF INTEREST
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 Rules of the City
Council. I agree to be bound by such rules and 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: ________________, 20__.
F:\9508S-3\COUNCIL RULES OF PROCEDURE JAN2018..DOC
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City of Central Point
Staff Report to Council
ISSUE SUMMARY
TO: City Council
DEPARTMENT:
Administration
FROM: Chris Clayton, City Manager
MEETING DATE: January 10, 2019
SUBJECT: Council Assignments to Local Committees, Boards and Commissions
ACTION REQUIRED:
Motion
RECOMMENDATION:
Approval
With a newly seated city council it is time to formalize committee, commission and board
assignments for the upcoming year. This is a chance for Council Members to change their
preferences regarding which organization they would like to participate in by representing the
City of Central Point.
Each of these assignments represents an important opportunity for the City of Central Point to
exert influence and maintain relations with regional agencies and partners.
Recommended Action: Review and discuss the attached Committee and Board list.
Recommended Motion: Move to approve the 2017 City Council Committee, Commission and
Board Assignments as discussed.
ATTACHMENTS:
1. 2019 Local Committee Representatives
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Last Revision January 4, 2019 Page 1
City Council Representatives
Boards, Commissions, Committees, Foundations
4. RVCOG Board of Directors Meetings, Taneea Browning
4th Weds, monthly, 11:45 a.m.
Contact: 664-6676 ext. 202
5. Bear Creek Greenway Committee, Brandon Thueson
Meetings vary.
Contact: Jenna Stanke 774-6231, stankeJS@jacksoncounty.org
6. Jackson County Expo Board, Mayor Williams,
3rd Tuesday each month, 6:00 p.m. Fair Board Room
Contact: Helen Funk, 541-774-8270
7. So. Oregon Regional Econ. Dev. Inc. (SOREDI),
1st Tuesday each month, 3:30 alternating between Medford and G.P
Contact: Angie 773-8946
8. School District No. 6 Board Meeting, Rob Hernandez
2nd and 4th Tuesday of each month, 7:30 p.m. Location varies
Contact: Robin 541-494-6200
9. Medford Water Commission, Hank Williams, Chris Clayton
1st and 3rd Wednesday each month, 12:30 p.m. Lausman Annex.
Contact: Medford Water Commission 774-2430
10. Transportation Advocacy Committee (TRADCO), Hank Williams
2nd Tuesday each month, 12:00 p.m. Jackson County
Contact: Kim Parducci 774-2100
11. Metropolitan Planning Organization (RVMPO), Representative Mike
Quilty, Hank Williams, 4th Tuesday each month, 2:00 p.m. Smullin Center
Contact: Vickie Guarino 541-423-1333
12. Airport Advisory Committee, Tom Humphrey
3rd Monday of each month, Noon at Airport Terminal
Contact: Vicki Waltner 541-776-7222
13. Medford-Ashland Air Quality Maintenance Area,
Meeting dates and times vary
10.B.a
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14. Rogue Valley Area Commission on Transportation, (RVACT) Tom
Humphrey
2nd Tuesday each month, 9:00 a.m. Location varies
Contact: Stephanie Thume 423-1368
15. Jackson County Fire District No. 3 Board, Taneea Browning
3rd Thursday each month, 5:15 p.m. White City Station
Contact: 541-826-7100
16. RVTD Board Meetings, Brandon Thueson
last Wednesday of the month 5:30 p.m. at Medford Court House
17. Visitor Information Center,
2nd Tuesday each month, 12:00 p.m.
Contact: Chamber 664-5301
Not represented at this time:
Regional Sewer Rate Committee, _______________
Quarterly on the 2nd Monday of the Month, 12:00 p.m. Avista Utility
Contact: Carl Tappert, 541-779-4144
Rogue Valley Sewer Systems, ________
4th Wednesday each month, 7:30 p.m. 2915 S. Pac Hwy
Contact: 541-779-4144
RVCOG Executive Committee, _____________________________
4th Weds each month, 11:00 a.m. at Avista Utilities Rm B
Contact: 664-6676 ext 202
Central Point Citizens Advisory Committee
6:30 p.m. 2nd Tuesday - January, April, July, October (Subject to
Change) Contact: Tom Humphrey 541-423-1025
Parks and Recreation Commission,
Quarterly, Council Chambers
Contact: Dave Jacobs 541-423-1042
Parks and Recreation Foundation,
Meetings vary Contact: Dave Jacobs 541-423-1042
10.B.a
Packet Pg. 45 Attachment: 2019 Local Committee Representatives (1080 : Council Assignments to Local Committees)
City of Central Point
Staff Report to Council
ISSUE SUMMARY
TO: City Council
DEPARTMENT:
Administration
FROM: Chris Clayton, City Manager
MEETING DATE: January 10, 2019
SUBJECT: Appointment of Transportation Representative - 2019
ACTION REQUIRED:
Motion
RECOMMENDATION:
Approval
BACKGROUND INFORMATION: Historically, at the first meeting in January, the Central Point
City Council appoints council representatives to serve on a variety of local and regional
committees, commissions and policy boards. One of the most complex areas of council
representation involve federal, state, and regional transportation/transportation
policy/transportation infrastructure.
In recent years, the City Council has been extremely fortunate to have the skills, expertise, and
knowledge of councilman Mike Quilty to represent the city on transportation-related policy work
groups, which has served the city's interests/needs well. However, with Mr. Quilty's city council
term ending December 31, 2018, staff is recommending that Mr. Quilty be appointed as City of
Central Point transportation representative for the 2019 calendar year. Approving this
appointment would ensure the city's representation in transportation-related areas would
continue at a high level for the foreseeable future and provide additional time for interested
council members to acquire the necessary knowledge and expertise in the field of public
transportation.
If appointed as transportation representative for the calendar year 2019, Mr. Quilty would
continue to serve the City of Central Point on the Rogue Valley Metropolitan Planning
Organization (RVMPO) Policy Committee, Oregon Rail Leadership Group, Oregon Metropolitan
Planning Organization Consortium, Oregon Freight Advisory Group, Oregon State
Transportation Improvement Program Stakeholders Group, West Coast Corridor Coalition and
Rogue Valley Area Commission on Transportation (RVACT) (As Representative of RVMPO).
FINANCIAL ANALYSIS: Staff is recommending the position of transportation representative
receive a monthly stipend equivalent to that of an active city council member, and that all travel-
related expenses be reimbursed per city policy.
All funds required to cover the above-described position related cost would be appropriated
from the Mayor & Council fund.
LEGAL ANALYSIS: Chapter two of the Central Point Municipal Code describes the procedure
for appointing city council liaisons. However, the position of council liaison is specifically related
10.C
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to service on boards and commissions that are created by City Council Ordinance or
Resolution. Given the position of transportation representative will serve on no committees
created by council ordinance or resolution, the term liaison was intentionally excluded from
consideration.
COUNCIL GOALS/STRATEGIC PLAN ANALYSIS: Continuing the appropriate level of
representation in the area of transportation would allow the city to further achieve our
transportation-related goals as described in the 2020 strategic visioning plan.
Transportation Goal 1- Ensure citizens can get where they want to be, when they want to be
there, enjoy the trip, and eliminate the stress of travel.
STAFF RECOMMENDATION: Staff is recommending that City Council-via motion-appoint Mr.
Mike Quilty as council transportation representative for the calendar year 2019.
RECOMMENDED MOTION: I move to approve Mr. Mike Quilty as council transportation
representative for the calendar year 2019.
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City of Central Point
Staff Report to Council
ISSUE SUMMARY
TO: City Council
DEPARTMENT:
Public Works
FROM: Matt Samitore, Parks and Public Works Director
MEETING DATE: January 10, 2019
SUBJECT: Skyrman Arboretum Landscaping Phase 2
ACTION REQUIRED:
Motion
RECOMMENDATION:
Approval
BACKGROUND INFORMATION: The City conducted a formal bid letting for Phase 2 of the
Skyrman Arboretum landscaping project. The City only received one bid from Overstreet
Landscaping & Hydroseeding, Inc. for $63,869.00. The City Budgeted $60,000 for the project
and staff is prepared to adjust operational funding to cover the cost difference.
FINANCIAL ANALYSIS: The project was budgeted for in the FY 2017/19 City of Central Point
Budget. No additional budget appropriation is needed to complete the project.
LEGAL ANALYSIS: The Skyrman Park Phase II bid letting was legally noticed/advertised per
the requirements of Oregon Revised Statute Chapter 279.
COUNCIL GOALS/STRATEGIC PLAN ANALYSIS:
Recreation Priority: Goal 2- Provide high-quality facilities, parks, and open spaces that attract
resident and non-resident use.
STAFF RECOMMENDATION: Approval of the bid.
RECOMMENDED MOTION: Approval of the bid to Overstreet Landscaping & Hydroseeding
Inc. for $63,869.00 for Phase 2 landscaping of Skyrman Arboretum.
ATTACHMENTS:
1. Skyrman Bid
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CENTRAL
POINT
Department of Parks and Recreation
ADWRTISEMENT FOR BIDS
NOTICE TO CONTRACTORS
PUBLIC IMPROVE,ME,NT PROJECT:
SKYRMAN ARBORETUM I-ANDSCAPIN G AND IRRIG,\TION INSTAIIATION
PROJECT #
Sealed bids will be opened and publicly read at the City of Centtal Point, City l{all, 1.40 S. 3'd Stteet, Central
Point, OR 97502 at 2:00 PDT on Thursday, December 6,2018 fot the above referenced project. Bids must
be submitted to Matt Samitore, Parks and Public Works Director, at the same address prior to 2:00 PDT on
the above date. Subcontractor Disclosure forms must be submitted prior to 4:00 PDT on the same date.
Bidders must be prequalihed in order to be eligible for awatd. Pre-qualiFtcation may be with the City of
Central Point, City of Medford or the Oregon Depattment of Transportation. If the bidder is disqualified in
any of these jurisdictions, the bidder will be ineligible fot this conttact.
Awatd of contract will not be hnal until the latet of: 1) three business days after the City of Central Point
ânnounces Notice of Intent to Awatd, ot 2) the City of CentÍal Point provides a written response to each
timely protest, denying the protest and affitmins the au/ard.
On all ptojects, work perfotmed by the Conttactot's own organization must be at least 30o/o of the awarded
contfact amount.
Plans and soeciFtcations will be available online onlv at www.centtaloointoreson.gov or wv/u/.ouestcdn.com
beginning Novembet 1.0,2018. Any addenda issued will be posted on the above websites.
COST ESTIMATE: $65,000
This project consists of landscaping and installation of an lrriga:don system. This is a City funded project.
Work shall begin no earlier than January l4r2019 and must be completed no late¡ than May lr2019.
Please di¡ect all questions to DaveJacob at (541) 423-1,01,2 ot dave.jacob@centralpointoregon.gov
No bid will be teceived or consideted by the City of Centtal Point unless biddet signs the bid statement.
The contract is for public work subject to ORS 279C.800 to 279.870. This project is subject to Oregon
prevailing wage rates. The City of Central Point may reject any bid not in compliance v¡ith all public bidding
ptocedures and tequirements, and nay reject fot good câuse any or all bids upon a Frnding by the City of
Central Pont that it is in the public interest to do so.
CITY OF CENTR.\L POINT
Matt Samitore, Parks and Public Wotks Director
10.D.a
Packet Pg. 49 Attachment: Skyrman Bid (1085 : Skyrman Arboretum Landscaping Phase 2)
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10.D.a
Packet Pg. 50 Attachment: Skyrman Bid (1085 : Skyrman Arboretum Landscaping Phase 2)
City of Central Point
Staff Report to Council
ISSUE SUMMARY
TO: City Council
DEPARTMENT:
Public Works
FROM: Matt Samitore, Parks and Public Works Director
MEETING DATE: January 10, 2019
SUBJECT: Rogue Valley Transit District request for revised bus stop
ACTION REQUIRED:
Information/Direction
RECOMMENDATION:
None Forwarded
BACKGROUND INFORMATION:
The Rogue Valley Transit District (RVTD) has been working with the City to revise their Route
40 service. Route 40 historically involved a bus traveling eastbound on Pine Street and
included bus stops/pickups at 5th Street & Pine, as well as a second bus stop near the
shelter/public parking lot located near the intersection of 2nd Street & Manzanita. Although this
has been the historical route, RVTD recently expressed concerned regarding the northbound
turning movement required at the intersection of 2nd Street and Pine. After discussion between
RVTD and City staff members, it was decided to reverse the path of Route 40, which has
eliminated any turning movement related issues but did require relocation of the bus stop
located near the intersection of 5th Street & Pine.
After the initial changes to Route 40, RVTD was asked by one of their riders to move the stop
back to between 3rd and 5th Streets. The individual making the request is blind, and the stop at
6th is more difficult for her to access. City staff has compared the new stop with the previous
location. There are multiple options for establishing a bus stop between 3rd & 5th Streets, and
staff has ranked them in order of preference.
1. 5th Street at Key Bank – The bus stop would be between the driveways of Key Bank (see
picture). It would require removal of one parking space and relocation of the “way
finding” sign that directs drivers to the Post Office and Central Point Chamber of
Commerce. A stop at this location would also require RVTD to install a new access ramp
at this location. City staff agrees this would be the location best suited for a bus stop;
however, the staff is hesitant to make any changes without the consent of the council
and adjacent property owners.
2. 4th Street Bulb Out at Banner Bank – In the second preferred option, RVTD could make
efficient use of the existing bulb out ramp located near the intersection of 4th Street &
Pine. However, it would require one parking space to be eliminated because of bus “tail-
swing.” Additionally, one above-grade planter pot would have to be eliminated to
accommodate a secondary ramp. RVTD prefers this option because it eliminates the
bus having to merge back into the travel lane and provides a safe refuge for their
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passengers.
3. 3rd Street Bulb Out at Print Quick - Similar to option number two, RVTD could use the
existing bulb out located at the intersection of 3rd Street & Pine (this would also require
the construction of a secondary ramp). This scenario would also require one parking
space to be eliminated because “of tail-swing.” Additionally, one planter pot would have
to be removed to accommodate the secondary ramp. City staff does not find this option
attractive because area represents the “heart” of our new downtown, and the amount of
foot traffic occurring in this area is critical to all downtown businesses.
4. No Change – This would keep the pickup/drop off location at 6th Street.
FINANCIAL ANALYSIS:
All above-described options, excluding option 4, would require a small amount of capital funding
to be contributed by the City’s Street Fund.
LEGAL ANALYSIS: N/A
COUNCIL GOALS/STRATEGIC PLAN ANALYSIS:
The City’s Current strategic plan supports both public transportation and downtown
beautification.
STAFF RECOMMENDATION:
Staff recommends that council consider providing direction on options 1 & 2.
RECOMMENDED MOTION:
I move to approve option #______as presented by staff.
ATTACHMENTS:
1. rvtd
2. 5th block
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10.E.a
Packet Pg. 53 Attachment: rvtd (1084 : RVTD Request for revised bus
10.E.b
Packet Pg. 54 Attachment: 5th block (1084 : RVTD Request for revised bus stop)
City of Central Point
Staff Report to Council
ISSUE SUMMARY
TO: City Council
DEPARTMENT:
Public Works
FROM: Matt Samitore, Parks and Public Works Director
MEETING DATE: January 10, 2019
SUBJECT: Snowy Butte Station Property Acquisition
ACTION REQUIRED:
Information/Direction
RECOMMENDATION:
None Forwarded
BACKGROUND INFORMATION: City Staff met with Daniel Bunn of Investors II LLC just prior
to the Christmas holiday about the potential of purchasing five acres of his land for a new
Corporation Yard (located on South Haskell – site map attached). Mr. Bunn expressed interest
in selling the property but stipulated that his preference would be to sell the entire five acres and
not just the three acres necessary to accommodate a new corporation yard facility. Additionally,
Mr. Bunn asked if there was a way to buffer the Corporation Yard from the residences on the
west side of South Haskell Street. Mr. Bunn stated he would be willing to sell the entire 5.06
acres for 1 million dollars or $200,000 an acre.
City Staff has been looking at various properties zoned industrial in the greater Central Point
area for the past two years. Staff believes the price offered is very competitive. More
specifically, current pricing/market conditions are suggesting that most industrial land of this
nature is valued in a range of $205,000-$350,000 per acre.
Mr. Bunn’s property has a mix of zoning. The underlining base zoning is M-1 (Light Industrial).
Additionally, there is also a TOD Corridor zoning of TOD-GC, which is general commercial.
Zoning requirements can be satisfied if proposed development meets the requirement of either
relevant zoning standards. As for the new Public Works corporation yard facility, the M-1 zoning
is a perfect match. Moreover, the remaining four lots could be planned for commercial/industrial
or mixed-use, which would alleviate Mr. Bunn’s concerns regarding a buffer on the west side of
Haskell Street.
The staff has prepared a preliminary map showing how the property can be developed by both
Public Works and potentially the Development Commission (mixed-use or
commercial/industrial). If split per acre, Public Works would budget $600,000 for the three
acres necessary for the Corporation Yard and Development Commission an additional
$400,000 for the front four parcels for redevelopment purposes.
Overall final financing would be based upon 2019-2021 budget approval with escrow closing
July 1, 2019.
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FINANCIAL ANALYSIS: Staff would prepare the 2019-2021 FY budget to include outright
purchase of the property from the city’s three primary enterprise funds (streets, water, and
stormwater). The $400,000 related to the two acres for future Urban Renewal/Development
Commission use would be repaid to the enterprise funds through an agreement with the
Development Commission.
LEGAL ANALYSIS: N/A
COUNCIL GOALS/STRATEGIC PLAN ANALYSIS: N/A
STAFF RECOMMENDATION: Staff recommends including the above-described property
purchase in the 2019-2021 budget proposal.
RECOMMENDED MOTION: I move to direct staff to include the above-described property
purchase in the proposed 2019-2021 budget proposal
ATTACHMENTS:
1. Proposed Shop
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CONFIDENTIAL 15.A.a
Packet Pg. 57 Attachment: Proposed Shop (1086 : Snowy Butte Station Property Acquisition)