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HomeMy WebLinkAbout08/28/25 CC MinutesCITY COUNCIL MEETING MINUTES August 28, 2025 6:00 PM Central Point City Hall, Council Chambers 140 S 3rd St, Central Point, OR www.centralpointoregon.gov 1 Meeting Called to Order 2 Pledge of Allegiance 3 Roll Call The following members were present: Mayor Taneea Browning, At Large Rob Hernandez, Ward II Kelley Johnson, Ward I Neil Olsen, Ward IV Brian Whitaker, Board Member Michael Quilty The following staff members were also present: City Manager Chris Clayton, Acting City Attorney Garrett West, Parks and Public Works Director Matt Samitore, Police Captain Greg Bruce, Finance Director Tessa DeLine, and City Recorder Rachel Neuenschwander 4 Presentations A. Annual Audit Fiscal Year 2022/2023 See below. B. Annual Audit Fiscal Year 2023/2024 Amanda Moore, Principal with Baker Tilly (formerly Moss Adams), and Kim Reno presented the results of the city's annual audits for both 2023 and 2024. Ms. Moore explained that Baker Tilly merged with Moss Adams on June 3rd. She introduced their team and outlined the audit process. They detailed the scope of services, which included auditing the city's financial statements in accordance with generally accepted auditing standards and governmental standards, auditing the development commission's financial statements, and performing procedures related to Oregon minimum audit standards. Docusign Envelope ID: 54F4E9CE-A4EA-4B11-A81A-84D3A85671F6 Central Point City Council August 28, 2025 Meeting Page 2 of 8 The auditors explained they had identified management override of controls as a significant risk, which is inherent in all entities. For both fiscal years 2022/2023 and 2023/2024, they issued a "clean" or unmodified opinion for both the city and the development commission, meaning the financial statements were materially correct under the modified cash basis of accounting. Regarding the uniform guidance report for federal awards, specifically the coronavirus state and local fiscal recovery funds, they issued a clean opinion for 2023. For 2024, they identified one finding related to reporting, where accounting records didn't match the report filed. Management provided a response and corrective action plan to correct these reports going forward. For the Oregon minimum standards audit report, they noted instances of non-compliance for both years. For 2023, the city was late on filings with the state and had a few identified over-expenditures, likely resulting from changing the accounting basis. For the develo pment commission in 2023, there was no evidence of approval of the budget. The auditors confirmed they did not identify any uncorrected or material errors that required correction. City Manager Clayton thanked the audit team for their work in completing three audits in a short timeframe, noting the city expects to be back on track with the 2025 audit. 5 Public Comments 6 Public Agency Comments 7 Consent Agenda A. Approval of August 14, 2025, Meeting Minutes B. Central Market - 750 Hopkins Rd Docusign Envelope ID: 54F4E9CE-A4EA-4B11-A81A-84D3A85671F6 Central Point City Council August 28, 2025 Meeting Page 3 of 8 Motion: Approve Consent Agenda Moved By: Michael Quilty Seconded by: Brian Whitaker Roll Call: Members Taneea Browning, Rob Hernandez, Kelley Johnson, Neil Olsen, Brian Whitaker, Michael Quilty voted yes. None voted no. 8 Items Removed from the Consent Agenda 9 Ordinances and Resolutions A. Resolution Initiating Vacation - Public Works Yard Alley Parks and Public Works Director Matt Samitore explained that the city needed to vacate an alley right-of-way that runs through the middle of the old corporation yard at Cedar and Fifth. He noted that although the city had operated on the site for nearly 60 years and had built several structures on it, the alley had never been formally vacated. The right- of-way is approximately 20 feet by 221.12 feet. The vacation is necessary to have clear title for a potential property sale transaction. Motion: Approve Moved By: Neil Olsen Seconded by: Kelley Johnson Roll Call: Members Taneea Browning, Rob Hernandez, Kelley Johnson, Neil Olsen, Brian Whitaker, Michael Quilty voted yes. None voted no. Neil Olsen moved to approve Resolution No. 1845, a Resolution of the City Council of the City of Central Point authorizing a city- initiated vacation of a portion of that 20-foot wide alley right-of- way within Block 34 of the "Town of Central Point" plat. B. Resolution Authorizing Financing of Preschool Play Area Parks and Public Works Director Matt Samitore presented a resolution to authorize financing for the preschool play area at the multi-use pandemic response center being constructed at the Expo grounds. He explained that there are two playgrounds planned at the center, with this resolution addressing the gated, secured playground specifically associated with the preschool. Matt stated that the project was included in the 2025-2027 budget. The Docusign Envelope ID: 54F4E9CE-A4EA-4B11-A81A-84D3A85671F6 Central Point City Council August 28, 2025 Meeting Page 4 of 8 resolution would authorize an agreement between the city and the development commission to allow future reimbursement of funds spent on this project from the urban renewal agency back to the city. He clarified that this is a standard authorization that has been done for all elements associated with the pandemic response center, but this was a late addition that wasn't in the initial request. Council asked about the nature of the intergovernmental payment. Matt explained it was simply a mechanism that allows the development commission, which will have substantial funds in the future, to reimburse the city for costs associated with projects within the development commission boundaries. Motion: Approve Moved By: Michael Quilty Seconded by: Brian Whitaker Roll Call: Members Taneea Browning, Rob Hernandez, Kelley Johnson, Neil Olsen, Brian Whitaker, Michael Quilty voted yes. None voted no. Michael Quilty moved to approve Resolution No. 1846, a Resolution of the City of Central Point authorizing the financing of the Community Center Preschool play area project through the use of an Intergovernmental Agreement with the Central Point Development Commission. C. Resolution of Intent to Sale PW Corp Yard City Manager Chris Clayton presented a resolution to declare the Public Works Corporation Yard as surplus property and authorize its sale to Rogue Valley Council of Governments (RVCOG). He explained that Pathway Enterprises, which had been leasing the facility since the city constructed the new Public Works Corporation yard, had purchased a facility and would be moving out. At the same time, RVCOG's Food and Friends program, which had previously prepared meals at the Access Kitchen, was seeking a new location. The city approached RVCOG to gauge their interest in purchasing the property, and they expressed interest. An appraisal was conducted with three different approaches (sales, cost, and income). The city chose the cost approach, which valued the property at $1,050,000. Docusign Envelope ID: 54F4E9CE-A4EA-4B11-A81A-84D3A85671F6 Central Point City Council August 28, 2025 Meeting Page 5 of 8 To assist the Food and Friends program, the city offered to carry the financing for 15 years at an investment rate of 5 percent, resulting in annual payments of just over $100,000 beginning in late 2026. The RVCOG board unanimously approved the purchase on the previous day. Once they close on the property, RVCOG plans to retain ORW Architecture to design improvements to turn the facility into a food storage and kitchen facility. Chris noted that state statute requires the city to declare the property surplus before selling it. The resolution would deem the property surplus, with the purchase and sale agreement to be brought back for final approval later. Council asked about the city's process for selling property to the public and ensuring a fair price. Chris explained that the city hires a licensed professional appraiser to determine the property's value, as was done in this case. He also noted that the city would retain an easement for access to a water reservoir and pump control room on the property. The reservoir is planned to be decommissioned around 2035, but some access may be needed indefinitely for underground infrastructure. Motion: Approve Moved By: Michael Quilty Seconded by: Brian Whitaker Roll Call: Members Taneea Browning, Rob Hernandez, Kelley Johnson, Neil Olsen, Brian Whitaker, Michael Quilty voted yes. None voted no. Michael Quilty moved to approve Resolution No. 1847, a Resolution declaring certain real property located at 399 South Fifth Street (Map No. 372W11BB Tax Lots 6300 & 8200) surplus and authorizing the city manager to sell the property to RVCOG. 10 Business A. Food and Friends Grant Application City Manager Chris Clayton provided an informational update regarding a potential Community Development Block Grant (CDBG) application. He explained that once RVCOG felt confident their board Docusign Envelope ID: 54F4E9CE-A4EA-4B11-A81A-84D3A85671F6 Central Point City Council August 28, 2025 Meeting Page 6 of 8 would approve the purchase of the Public Works facility, they began seeking revenue streams to help with remodeling the facility to meet their needs. RVCOG identified a CDBG program that could potentially fund the Food and Friends program's facility modifications. Since the City of Central Point, though not an entitlement city, would be eligible for these funds, RVCOG was planning to have the city sponsor the grant application and serve as a pass-through to RVCOG. However, after preparing the agenda item, RVCOG informed the city they would not be able to meet the timelines for the 2025 grant application and would instead pursue the 2026 grant application process. Chris explained that the item would likely return in 2026 for council approval. He emphasized there would be no cost to the city for the grant application process, as RVCOG would handle all administrative work. 11 Mayor’s Report The Mayor reported on attending several meetings since the last council meeting, including the CIS (City County Insurance Services) board meeting as a trustee, the Mayor's Conference in Baker City, and a stabilization center meeting facilitated by United Way. She also started holding in-office hours on Tuesdays at City Hall from approximately 11:00 AM to 2:00 PM. The Mayor mentioned a fruitful meeting with an SBA teacher from Crater High School and plans to give a presentation to students. She also attended a study session to review plaza designs and fielded inquiries from small business owners about promoting their businesses downtown, referring them to the Central Point Chamber of Commerce. 12 City Manager’s Report City Manager Chris Clayton reported on several items: 1. The Parks Commission is going to recommend to City Council naming a gazebo in one of the parks after Mike Parsons. 2. There has been increased development activity downtown, including inquiries about the horse blanket building, the block between 8th and 9th Street, and the old Mary's Barbecue building. Docusign Envelope ID: 54F4E9CE-A4EA-4B11-A81A-84D3A85671F6 Central Point City Council August 28, 2025 Meeting Page 7 of 8 3. Staff is working on an ordinance to routinely update SDCs (System Development Charges) by the CPI (Consumer Price Index). 4. Changes to the snow removal ordinance for sidewalks are being prepared following last year's snow event. 5. Financial statements for July, the first month of the budget cycle, will be shared in his next report. 13 Council Reports Councilor Johnson reported attending the study session and a monthly board meeting the previous day. She forwarded a fire hazard presentation to the City Manager for inclusion in the council weekly report. Councilor Quilty attended the study session and the RVMPO (Rogue Valley Metropolitan Planning Organization) meeting. He was asked to represent RVACT (Rogue Valley Area Commission on Transportation) with the state aviation group. Councilor Whitaker attended a Chamber of Commerce meeting and mentioned the Jackson County Library System invited him to their strategic meeting to discuss adult literacy. He also reported being invited to a FEMA meeting on September 9th via Zoom for council members in Southern Oregon. Councilor Olsen had nothing to report. 14 Department Reports Parks and Public Works Director Samitore thanked the community for complying with water curtailment measures, noting they were able to stay under the threshold for Big Butte Springs. He reported on paving work at Hamrick and Don Jones Road, noting some issues with truck traffic. He mentioned the Parks Commission's recommendation to discuss allowing dog parks in the city. Mr. Samitore also identified an issue with the Oregon building code not addressing lot grading, and said they would be fast- tracking a grading permit ordinance based on Medford's code. Captain Greg Bruce reported that a new officer graduated from the academy on Friday and started patrol on Sunday, with two more officers currently in training. Finance Director Tessa Deline is looking forward to completing the 2024- Docusign Envelope ID: 54F4E9CE-A4EA-4B11-A81A-84D3A85671F6 Central Point City Council August 28, 2025 Meeting Page 8 of 8 2025 audit and submitting it to the state by the end of the year. Garrett West, representing the Legal Department, stated that all legal matters were proceeding normally. 15 Adjournment Neil Olsen moved to adjourn, all said aye and the meeting was adjourned at 6:58 PM. The foregoing minutes of the August 28, 2025, Council meeting were approved by the City Council at its meeting of September 25, 2025. Dated: 09/25/2025 _________________________ Mayor Taneea W. Browning ATTEST: __________________________ City Recorder Docusign Envelope ID: 54F4E9CE-A4EA-4B11-A81A-84D3A85671F6