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HomeMy WebLinkAboutCM 012722 CITY OF CENTRAL POINT Oregow City Council Meeting Minutes Thursday, January 27, 2022 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 (Remote); Police Chief Kris Allison (Remote); Police Captain Dave Croft; Police Captain Scott Logue (Remote); Parks and Public Works Director Matt Samitore; Planning Director Stephanie Holtey; Finance Director Steve Weber; IT Director Jason Richmond (Remote); and Accounting Business Services Coordinator Rachel Neuenschwander. IV. PUBLIC COMMENTS Mr. Bogenoff spoke to the council regarding someone breaking windows of houses and cars along Freeman Rd, and someone parking a trailer and van in front of his and his neighbors house for an extended period of time. V. CONSENT AGENDA RESULT: APPROVED [UNANIMOUS] MOVER: Rob Hernandez, At Large SECONDER: Taneea Browning, Ward IV AYES: Williams, Olsen, Johnson, Thueson, Browning, Hernandez, Parsons A. Approval of January 13, 2022 City Council Minutes VI. ITEMS REMOVED FROM CONSENT AGENDA VII. PUBLIC HEARING A. Resolution Authorizing Exemption from Competitive Solicitation - RH2 Engineering, Inc. City of Central Point City Council Minutes January 27, 2022 Page 2 City Attorney Sydnee Dreyer presented a resolution authorizing exemption from competitive solicitation - RH2 Engineering Inc. Under city code the contracting board is authorized to exempt a contract from competitive bidding, if certain factors in your code are met. In this case there would be substantial cost savings to grant the exemption from competitive bidding. Exemption is sought for a Design and Engineering contract for the improvements to the Central Point Little League Property. Much of the work toward these improvements was previously completed by RH2, the City's engineer, on the basis of previously authorized contracts for a conceptual plan, detailed cost estimate, project schedule and summary of tasks to be performed to complete the project. The estimated cost for the design and engineering work is $275,858.00 (scope and project estimate attached). Exempting this project is likely to result in significant cost savings given that the initial conceptual plan, budget and detailed summary of tasks has already been prepared by RH2, which result in lower costs to finalize the design and engineering of the improvements. Additionally, this project is subject to significant time restraints given that a portion of the funding is subject to the American Rescue Plan Act (ARPA) guidance. Awarding the contract to RH2 will allow the design and engineering to be completed much more quickly as RH2 is already in possession of a portion of the information, analysis and survey it will need to finalize these plans. Council was concerned on how the contingency is handled the $25,000, Parks and Public Works Director Matt Samitore stated that they have to make a request to use the contingency. In the past RH2 has been really good at not needing to use the contingency. Council asked if the project schedule completion date of September 2022 is accurate. Mr. Samitore stated that this is what they were wanting but in this day and time it is not realistic. Summer of 2023 construction, product will be the biggest issue. City Manager Chris Clayton stated the design will get done but as we work on the design if bid is completed in the first halve of the summer will contractors work during the summer. They will be meeting with the little league in the next couple of weeks. Everyone is working towards doing this as soon as possible, however the most likely it will be done the following year. The Planning Dept. will be starting the land use component, this is EFU lands with their being an existing facility it should be fine. Kelley Johnson moved to approve Resolution No. 1696 Adopting Findings Authorizing an Exemption from Competitive Solicitation and Awarding a Contract to RH2 Engineering, Inc. For Design and Engineering of Little League Fields. City of Central Point City Council Minutes January 27, 2022 Page 3 RESULT: APPROVED [UNANIMOUS] MOVER: Kelley Johnson, Ward II SECONDER: Taneea Browning, Ward IV AYES: Williams, Olsen, Johnson, Thueson, Browning, Hernandez, Parsons VIII. ORDINANCES, AND RESOLUTIONS A. Ordinance No. , An Ordinance amending Central Point Municipal Code Chapter 13.20 in Part Regarding Backflow Prevention Devices Mr. Samitore presented the second reading of an Ordinance amending the Central Point Municipal code regarding backflow prevention devices. No changes since the first reading. Council wanted clarification that this matches what Medford Water Commission, Matt stated yes and the City of Ashland adopted something similar this last year, and Eagle Point has already updated there requirements. Melody Thueson moved to approve Ordinance No 2083 an Ordinance Amending Central Point Municipal Code Chapter 13.20 in Part Regarding Backflow Prevention Devises. RESULT: APPROVED [UNANIMOUS] MOVER: Melody Thueson, Ward Ill SECONDER: Michael Parsons, At Large AYES: Williams, Olsen, Johnson, Thueson, Browning, Hernandez, Parsons B. Ordinance No. , An Ordinance Amending in Part Central Point Municipal Code Chapters 5.34.010 and 5.34.020 Pawnbrokers and Secondhand Dealers City Attorney Sydnee Dreyer presented the second reading of ordinance amending in part CPMC 5.34.010 and 5.34.020 Pawnbrokers and Secondhand Dealers requires pawnbrokers and secondhand dealers to maintain a report of all property received on deposit, pledged or purchased and to submit that electronic report to the City. There were no changes since the first reading. Council was concerned if the current businesses know this is coming. Captain Croft stated that other cities are doing this and that they will be notified of this change. Council questioned secondhand clothing stores having to do this. Mrs. Dreyer stated that if they are not currently using the electronic system then they would not need to do this. Mike Parsons moved to approve Ordinance No 2084 an Ordinance Amending -- in Part Central Point Municipal Code 5.34.010 and 5.34.020 Pawnbrokers and Secondhand Dealers City of Central Point City Council Minutes January 27, 2022 Page 4 RESULT: APPROVED [UNANIMOUS] MOVER: Michael Parsons, At Large SECONDER: Rob Hernandez, At Large AYES: Williams, Olsen, Johnson, Thueson, Browning, Hernandez, Parsons C. Ordinance No. , An Ordinance Establishing a Franchise Agreement Between United States Cellular Operating Company of Medford for Use of the Public Right of Way Relating to Small Cell Wireless Facilities Sydnee Dreyer presented the second reading of an Ordinance Establishing a Franchise Agreement Between United States Cellular Operating Company of Medford ("USCC") for use of Public Right of Way Relating to small cell wireless facilities. No changes were made since the first reading. Council was concerned if these towers interfere with the airport, Jeff Colantino with USCC answered that the proposed locations will not have any impact on air travel. Rob Hernandez moved to approve Ordinance No. 2085 an Ordinance Establishing a Franchise Agreement Between United States Cellular Operating Company of Medford for use of the Public Right of Way Relating to Small Cell Wireless Facilities. RESULT: APPROVED [UNANIMOUS] MOVER: Rob Hernandez, At Large SECONDER: Kelley Johnson, Ward II AYES: Williams, Olsen, Johnson, Thueson, Browning, Hernandez, — Parsons D. Public Hearing and First Reading -An Ordinance Amending the Transportation System Plan (TSP) of the Central Point Comprehensive Plan to Add Road Diet Improvements to Project No. 230 Planning Director Stephanie Holtey presented the first reading of an Ordinance Amending the transportation system plan of Central Point Comprehensive plan to add road diet improvements to Project No 230 at the intersection of Scenic Avenue and Highway 99 when warrants are met. The project is identified in the TSP to address safety issues at the intersection. A traffic report performed by the Oregon Department of Transportation (ODOT) documented 36 accidents over a 10-year period that resulted in serious injuries and one (1) fatality. The traffic analysis shows that the current five (5) lane road configuration does not meet warrants and that adding road improvements reconfiguring Highway 99 to three (3) lanes allows signal warrants to be met as needed for the project to proceed. There is no cost for the proposed amendment other than in-kind staff expenses associated with processing the application. It is important to note, however, that approval of the proposed amendment will allow ODOT to apply grant funds authorized through the All Roads Transportation Safety (ARTS) Program to construct Project No. 230 improvements. The total project cost is $3M and the City, per a revised Intergovernmental Agreement, is contributing $650K. The City was previously obligated to fund the project in its entirety as a condition for opening a new railroad crossing in Twin Creeks. Approval of the proposed TSP Amendment will allow grant fund disbursement allowing the City meet its obligation for the Twin City of Central Point City Council Minutes January 27, 2022 Page 5 Creeks Rail Crossing at significant cost savings. Council was concerned as to why it needs to be a three lane rd. Mr. Samitore stated that there is not enough traffic to install a light with five lanes but with three lanes this would warrant a light to be installed Melody Thueson moved to approve the first reading of Ordinance Amending the Transportation System Plan (TSP) of the Central Point Comprehensive Plan to Add Road Diet Improvements to Project No. 230. RESULT: 1ST READING [UNANIMOUS] MOVER: Melody Thueson, Ward III SECONDER: Taneea Browning, Ward IV AYES: Williams, Olsen, Johnson, Thueson, Browning, Hernandez, Parsons IX. BUSINESS A. ARPA Project Eligibility Update Finance Director Steve Weber presented an update on the ARPA Project Eligibility and that at the September 9, 2021 City Council meeting, staff presented a revised spending plan based on the City's updated allocation ($4.184 million) of the __.. American Rescue Plan Act (ARPA) stimulus package that was approved by the Federal Government. The spending plan was compiled based staff's interpretation of the U.S. Treasury guidelines issued at the time. For two of the projects, staff sought input from legal counsel that the projects are permitted under the referenced categories in the guidelines. The two projects are the Dennis Richardson Memorial Project and the Central Point Little League Project, the City Attorney reviewed these projects in categories that were identified and these two projects fit in the treasury guidelines. The American Rescue Plan Act (ARPA) award is included in the City's 2021-23 biennial budget. B. Discussion of 2022 Water Rates Matt Samitore presented Water Rate Study - The City rehired the FCS group to determine what rate structure adjustments the City of Central Point would need for the next decade. The revised rate would be based upon four dynamics. 1) is the projected annual increases from the MWC. 2) is that we did not achieve our water fund revenue projections/targets for FY 2020-2021. 3) dynamic involves the increasing price for goods and services. 4), with the UGB expansion forthcoming (and the associated need for a new reservoir), we need to plan for retiring debt service from the Vilas Pump Station and Reservoir by 2031, two years before what was initially planned. Current water rates are based more on consumption then the base rates. Tiered rates are causing the consumption to go down, other cities are increasing the base rate $1 every year. Central Point now has the 2nd lowest rates in Southern Oregon. Two options were presented, A) is to continue to increase rates based on annual review of MWC Rate, inflation, previous water season revenue. B) would be to City of Central Point City Council Minutes January 27, 2022 Page 6 increase the base rate from $15.57 to $18.58, with the next potential increase in March of 2026. Base on the math increasing the base rate is the best option, it is not popular for those who do not use much water and does not give them a chance to save. Right now the City's rates are 1/3 on base 2/3 on consumption. Consultants state you want 2/3 base and 1/3 consumption. Tiered rates encourages conservation, and certain amount of blight, base rates are regressive for residential customers on fixed incomes, we have a hardship program available. The state of Oregon has changed there metric of who is low income to 200% of the federal poverty level. Council would like to see a stronger presentation on the Hardship Program to the seniors. City Manager Chris Clayton stated that a phased approach to the base rate, if the council passed the plan and not implement it all at once, $2 this year, $2 next year, and $1 the third year would still accomplish the city's goals. Council shared that inflation is understandable, and cost of water. Council would like to see what a $2 raise would do and what other options may look like. City Manager Chris Clayton stated that this money is not eligible to be spent on anything outside of the water system, the only debt the water fund has is the water reservoir, and it will be taking on part of the corporation yard. Shortening the debt by 2yrs is to keep from having more debt on the water fund. Currently the city can only handle so much growth before we need another reservoir. .__. X. MAYOR'S REPORT Mayor Hank Williams reported that he attended the Study Session. XI. CITY MANAGER'S REPORT City Manager Chris Clayton reported that: • He received and email followed by a letter to the editor in the Mail Tribune about the City not displaying flags on Martin Luther King Day. Currently the flags are displayed on Presidents Day, Oregon's Birthday, Peace Officers Memorial Day, Armed Forces Day, Memorial Day, Flag Day, Independence Day, Labor Day, 9/11 Remembrance Day, Veterans Day and Pearl Harbor Day. With councils recommendation we can add Martin Luther King Day. Discussion was made to amend the list and include MLK day. • February Council Meeting changes, Council meeting will be on the February 17th and a Study Session on February 28th • Changes made with opportunities for recycling electronic waste in the valley • Dr. Bruce Dingier passed away. City of Central Point City Council Minutes January 27, 2022 Page 7 • The RVCOG board approved the transition and the purchase of the senior center. Staff met with COG staff today and are working on a the plan for social and recreational opportunities for seniors. • He has information on who is planning on purchasing the Banner Bank property • MWC made an error in the cities favor in the amount of $12,000 on the city's monthly statements. XII. COUNCIL REPORTS Council Member Kelley Johnson reported that she attended the study session, and appreciated seeing the public works building. Council Member Neil Olsen reported that he attended the study session. Council Member Taneea Browning reported that: • Attended listening session in Vale, great attendance and participation from the region including Sen. Finley, several representatives from each city, including Nyssa, Burns, Ontario. Learned about the boarder board that addresses issues that arise specifically .._ from being located near the border of Idaho and Oregon. The Board has additional tools available to these communities. Specifically, they had two onion sheds relocated to Idaho due to significant additional cost to rebuild in Oregon. • March 10th listening session here in CP - much shorter car ride than when we all traveled to GP in my Subaru to elected essentials. • She will be flying into DC next week for the State League Presidential fly in for NLC, this meeting along with the appointment to the state cabinet on infrastructure logistics is going to assist all of our Oregon cities in hopes to see the fed funding monies. • Study session touring the new public works facility, very excited! Council Member Rob Hernandez reported that: • He attended by Zoom Jackson County/Central Point Community Center meeting. • He attended the study session • District 6 Bond Oversite Committee went and looked at new gym and Jewett and the new learning center. Council Member Mike Parsons reported that: • Attended the January Rogue Valley Services Board meeting. Housekeeping issues, ._, personal policies updates, adjustments to the compensation plan were performed, and appointments to the budget committee were made. • Attended the Study Session, tour of Public Works Building. City of Central Point City Council Minutes January 27, 2022 Page 8 • Attended the Jackson County Public Safety Coordinating Council meeting. Funding mechanisms and collaborations to address behavior health housing needs were addressed by Julie Jackson with Jackson Care Connect. — Council Member Melody Thueson reported that she attended the study session. XIII. DEPARTMENT REPORTS Planning Director Stephanie reported that: • The City's UGB Amendment is being reviewed by the State Department of Land Conservation and Development (DLCD) and the Department of Justice. The deadline for UGB Acknowledgement is February 23, 2022. Due the fact an objection was filed, the UGB Amendment is subject to more rigorous review. However the objection had to with the State allowing prime farmland to be included in the City's urban reserves and not the City's application of criteria governing UGB Amendments. As such, no delay in the acknowledgement process is anticipated by the State. Once in the UGB, the newly added lands are not eligible to be annexed until the Transportation System Plan (TSP), Environmental Element and zoning code update and complete. All three projects are currently underway and scheduled to be completed concurrently within the next 18-24 months. • All spaces at the new commercial building located at 98 Freeman Road are full except for one 1,100 square foot space that is seeing interest from a bagel shop and shipping center. Other spaces are leased to a dental office, physical therapy office, real estate office, Mazatlán Grill restaurant and Edward Jones office. — • Smith Crossing Phase 3 is scheduled for a Pre-Application Conference in mid-February. The development objective is to expand Smith Crossing into another phase East of Pear Valley. The site has several challenges associated with access, easements and floodplain impacts. The purpose of this meeting is to identify viable solutions to advance the project. Police Captain Dave Croft reported that: • A couple weeks ago the Police Department launched a pod cast called The Wide Blue Line. 1st episode was launched a couple of weeks ago, and Wednesday the 26th the 2nd episode was launched. • In the last 2-3 weeks there was bank robbery and a robbery at the Purple Parrot, they have some good leads and good information on the vehicles and hope to have some conclusion to those soon. Parks and Public Works Director Matt Samitore reported that: • The restroom at Pfaff Park contractor is having some supply and demand issues, restroom not to be installed until the end of April. Temporary porta-potties will be setup. • Meeting with ODOT and Jackson County regarding Beebe Rd extension UGB Expansion and Community Center. — City of Central Point City Council Minutes January 27, 2022 Page 9 • Attended a kickoff meeting on the Bear Creek Greenway plan. Finance Director Steve Weber reported that the amended financing for the Public Works Operations Center closed Jackson County Commissioner Dave Dotterer reported that: • Greenway project was a great meeting. • Special Session of the Oregon Legislature on the Marijuana and Hemp issues went well. XIV. EXECUTIVE SESSION XV. ADJOURNMENT Rob Hernandez moved to adjourn. All said aye and the meeting was adjourned at 8:55 p.m. The foregoing minutes of the January 27, 2022, Council meeting were approved by the City Council at its meeting of icebrzen (7) , 2022. --Z2. Dated: 2 j l'I r�cr 1 Mayor Hank Williams ATTE: 10 66Str— City Recorder