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HomeMy WebLinkAboutCM012320 CITY OF CENTRAL POINT oreyow City Council Meeting Minutes Thursday, January 23, 2020 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 Neil Olsen Ward I Present Kelley Johnson Ward II Present Melody Thueson Ward III Present Taneea Browning Ward IV Present Rob Hernandez At Large Present Michael Parsons At Large Present Staff members present: City Manager Chris Clayton; City Attorney Sydnee Dreyer; Finance Director Steve Weber; Police Chief Kris Allison; Police Captain Dave Croft; Parks and Public Works Director Matt Samitore; Community Development Director Tom Humphrey; and City Recorder Deanna Casey. IV. SPECIAL PRESENTATIONS 1. Knife River Special Recognition Parks and Public Works Director Matt Samitore and Council member Rob Hernandez presented a special recognition plaque to Knife River for their willingness to deliver value and excellence to Central Point in regards to the Twin Creeks Rail Crossing. It was a challenging project to step in and complete. V. PUBLIC COMMENTS - None VI. CONSENT AGENDA RESULT: APPROVED [UNANIMOUS] MOVER: Michael Parsons, At Large SECONDER: Taneea Browning, Ward IV AYES: Williams, Olsen, Johnson, Thueson, Browning, Hernandez, Parsons j A. Approval of January 9, 2020 City Council Minutes B. 2020 Committee Re-appointments VII. ITEMS REMOVED FROM CONSENT AGENDA City of Central Point City Council Minutes January 23, 2020 Page 2 VIII. BUSINESS A. Presentation and Discussion of Vilas Road Interchange Study and Traffic Analysis by ODOT Staff. Tom Guevara and Katie Brown from ODOT updated the Council on a proposal to build an interchange at Vilas Road and the Rogue Valley Expressway. They explained the current traffic issues at signals on Table Rock, Hamrick, and Vilas Roads. A study on the proposed interchange indicates that service levels will decrease at these signals if an interchange is built on Vilas Road. There was discussion that interchanges on the express way would defeat the purpose of an express way. The express way was created to support the longer trip travelers so they could bypass the congestion on Crater Lake Hwy. The study also indicates the cost to the surrounding communities would be delays on the express way, increase in emissions and an increase in crashes due to congestion and traffic getting on and off the express way. ODOT recommends a No-Build on the Vilas Interchange scenario. If the express way interchange is approved it would affect traffic circulation in Central Point and necessitate improvements to various intersections that the State expects local jurisdictions to pay for and construct. Central Point would be responsible for improvements at the Table RockNilas, Table Rock/Pine-Biddle and Pine/Hamrick intersections. In some cases Transportation System Plans would need to be amended and funding for projects rearranged at the cost of the local jurisdictions. City Manager Chris Clayton stated that it will be difficult to justify funding the interchange to the citizens of Central Point. If built Central Point, Medford and Jackson County would be required to reevaluate current transportation plans and improvements because funding and grants from ODOT would not be available. There was discussion that the interchange is working for the purpose it was built. It would be inadvisable to create an interchange and take funds away from other projects in the valley. There was a question about how the Foothills Road improvements could affect the express way. Larry Martin, TAC Member Mr. Martin stated that the Foothills project is just widening the road and should not affect the express way. He explained some of the projects that will be affected if funds are not available for the City of Medford. Michael Parsons moved to direct staff to bring back a resolution for No-Build of the Vilas Road Interchange. RESULT: APPROVED [UNANIMOUS] MOVER: Michael Parsons, At Large SECONDER: Taneea Browning, Ward IV AYES: Williams, Olsen, Johnson, Thueson, Browning, Hernandez, Parsons B. Water Account Changeover Policy City of Central Point City Council Minutes January 23, 2020 Page 3 Finance Director Steve Weber explained that there has been some discussion regarding the current policy and code where delinquent account balances become a lien on the property until paid by the responsible party. In most cases that is the property owner. There have been instances where property owners have felt that the City was trying to bill them for a tenant or previous owner's outstanding balance and that their property should not be assessed for someone else's bill. In most cases the concern is over a letter indicating we will lien the property if not paid. City Staff does not always get informed when property changes owners and we send out the notices to the owner on record with us. An internal process change that occurred was a documentation requirement for starting/stopping water service. This documentation provides us with a listing of who the responsible party will be on the new account as well as the effective date of the change. If a notice is sent to a new property owner they can prove that the outstanding bill does not belong to them. This helps us determine who should be responsible if there is a change in responsible party and they do not come in to discontinue service with the city. Unfortunately title companies do not always do a final check with the city in regards to updated account balances. There was discussion about how other utilities start/stop service without requiring a lease or settlement statement. There is some concern about the wording in the notice to property owners that their property will be assessed unless the bill is paid. It does not make it clear that the new owner should contact the city to clear up the bill. We have been working with title companies and staff regarding title searches, but there are situations that slip through. This week we are updating our finance software and should have the ability to personalize letters. Staff should have the authorization to write off balances under a certain amount when the situation warrants it. We can reword the current letter and work on notifications to title companies to make sure they complete their searches. Staff will bring back proposed language for the notices. Mr. Clayton stated that he is not opposed to writing off small amounts, but we need to remember when we do that the other citizens of Central Point are paying for these delinquent bills. RESULT: FOR DISCUSSION ONLY C. Central Point Community Center Update Parks and Public Works Director Matt Samitore presented the conceptual plans for the proposed Community Center. The Adhoc Committee has been working over the last few months to incorporate two multi-use gyms, a competition gym, multi- generational center, classrooms, meeting rooms, administrative offices, a snack bar and warming kitchen. We hope to be able to include a walking track above the multi- use gym but it will depend on our funding options. He stated that we are ready to start the open house process to receive input from the community. The first open house will be February 20, 2020 with the Parks and Recreation Commission. The second open house will be in March on a Saturday to try and get a larger draw of citizens. Staff will then work on the funding and a budget for presentation to the City Council. After the meetings with the community we will decide if we can move forward with the plan as presented City of Central Point City Council Minutes January 23, 2020 Page 4 or if there should be changes. The plan is to design the center with an additional phase to install a community pool if that is what the citizen's request. We do intend to include a spray park at this location similar to Don Jones Spray Park. We may need to redesign the skateboard park to make room for seating in the competition gym. This discussion will be included in the public meetings. RESULT: FOR DISCUSSION ONLY IX. MAYOR'S REPORT Mayor Williams reported that: • He attended the Medford Chamber Forum. • Jewett Elementary School is asking the Council to approve a Proclamation for The Great Kindness Challenge Week January 27 - 31, 2020. A. Motion to: Empracing The Great Kindness Challenge Week for January 27 - 31, 2020 Taneea Browning moved to approve The Great Kindness Challenge Week Proclamation encouraging Central Point Citizens to embrace this week with kindness. RESULT: APPROVED [UNANIMOUS] MOVER: Taneea Browning, Ward IV SECONDER: Michael Parsons, At Large AYES: Williams, Olsen, Johnson, Thueson, Browning, Hernandez, Parsons X. CITY MANAGER'S REPORT City Manager Chris Clayton reported that: • Our Franchise Agreement with Century Link expired at the end of last year. Staff will be working on an updated agreement and return to Council for approval. • He attended the Medford Water Commission meeting where they explained how they manage the watershed. He is hoping to get the same presentation for a City Council meeting in the near future. • He attended the Other Cities Water meeting today. They are finalizing the Water rights strategy. • There has been a complaint about the two properties next to Don Jones Memorial Parks on Vilas Road. Although the property may need repairs they have cleaned up the accumulation of junk that was there a few years ago when we initiated the forced annexation. The Police Department is continuing to work with the owners to improve the look of the properties. Xl. COUNCIL REPORTS Council Member Rob Hernandez reported that: City of Central Point City Council Minutes January 23, 2020 Page 5 • He attended the School Bond Committee meeting. They have a good plan in place right now and are focusing on the old Asante property. • He attended a School District Board meeting. • He will be going with the Parks Department to check out the new facility at Southern Oregon University. It is similar to what we are proposing for our community center. Council Member Taneea Browning reported that: • She attended an RVCOG meeting. They have been having a problem getting a quorum for the last few meetings. • She is working on training for the council members. • The LOC meeting with Governor Brown went well. They had discussed the new ADU requirements and that not every city should have the same rules. Council Member Michael Parsons reported that he attended the Citizens Advisory Committee Meeting and the RVSS Board meeting. XII. DEPARTMENT REPORTS Finance Director Steve Weber reported that the finance software program is being upgraded this week. They are hoping it will be completed enough tomorrow to do some tests and go live with it on the 27tH Community Development Director Tom Humphrey reported that: • The Planning Commission meeting will be discussing a few annexations at their next meeting. Their recommendations will be at the next Council meeting. • The owners of the Rogue Bin are talking with adjoining property owners to split the property among them. • He updated the Council in regards to expansions and future businesses that are looking to redevelop in Central Point. • The Urban Growth Boundary expansion is moving forward. Police Chief Kris Allison reported that she attended a meeting with the Central Point Library regarding safety issues and offering training. She also updated the Council on several services she found out that are available if you have a library card. Parks and Public Works Director Matt Samitore reported that they will be going to Salem next week for mediation meeting with TYLNN. XIII. EXECUTIVE SESSION ORS 192.660 (2) (h) Legal Counsel City of Central Point City Council Minutes January 23. 2020 Page 6 Taneea Browning moved to Adjourn to Executive Session under ORS 192.660(2)(h) Legal Counsel. Rob Hernandez seconded. All said Aye and the meeting was adjourned into Executive Session at 8:44 p.m. XIV. ADJOURNMENT The regular meeting reconvened at 9:30 p.m. no further action was taken. Taneea Browning moved to adjourn. Neil Olsen seconded. All said aye and the meeting was adjourned at 9:32 p.m. The foregoing minutes of the January 23, 2020, Council meeting were approved by the City Council at its meeting of Fp bnvn 1 ', 2020. Dated: 0340,6 Mayor Hank Williams ATTES . City—Recorder ,