HomeMy WebLinkAboutCAP091009Central Point
City Hall
664-3321
City Council
Mayor
Hank Williams
Ward I
Bruce Dingier
Ward II
Mike Quilty
Ward III
Matthew Stephenson
Ward IV
Allen Broderick
At Large
Carol Fischer
Kay Harrison
Administration
Phil Messina,
City Administrator
Community
Development
Department
Tom Humphrey, Director
Finance Department
Bev Adams, Director
Parks and Recreation
Department
Matt Saxnitoxe, Manager
Police Department
Jon Zeliff, Chief
Public Worlcg
Department
Bob Pierce, Director
CITY OF CENTRAL POINT
City Council Meeting Agenda
September 10, 2009
Next Res. 1224
Next Ord. No. 1931
I. REGULAR MEETING CALLED TO ORDER - 7:00 P.M.
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. PUBLIC APPEARANCES
V. CONSENT AGENDA
pg 1 - 5 A. Approval of August 13, 2009, City Council Minutes
6 - 8 B. Approval of Proclamation for "Eat Local Week"
September 11 - 20, 2009
C. Approval of Street Closure for Central Point D.A.R.E. to
Cruise September 12, 2009
D. Approval of Street Closure for Battle of the Bones Event
September 12 and 13, 2009
VI. ITEMS REMOVED FROM CONSENT AGENDA
VII. PUBLIC HEARING, ORDINANCES, AND RESOLUTIONS
9 - 11 A. Resolution No. , A Resolution Adding Leaf
Pick-up to Exhibit B of the Solid Waste Franchise
Agreement with Rogue Disposal and Recycling (Pierce)
12 - 24 B. Resolution No. , A Resolution Adopting the
Financial Management Policy for the City of Central Point
(Adams)
VIII. BUSINESS
25 - 28 A. Appointment of Multicultural Committee Member (Mayor)
29 B. Planning Commission Report (Humphrey)
IX. COUNCIL BUSINESS
X. MAYOR'S REPORT
XI. CITY ADMINISTRATOR'S REPORT
XIL COUNCIL REPORTS
XIII. DEPARTMENT REPORTS
XIV.. EXECUTIVE SESSION
The City Council may adjourn to executive session under the provisions of ORS 192.660.
Under the provisions of the Oregon Public Meetings. Law, the proceedings of an executive
session are not for publication or broadcast.
XV.. ADJOLn2KMENT
Consent Agenda
CITY OF CENTRAL POINT
City Council Meeting Minutes
August 13, 2009
1, REGULAR MEETING CALLED TO ORDER
Mayor Williams called the meeting to order at 7:00 p.m.
11. PLEDGE OFALL,EGIANCE
III. ROLL CALL: Mayor: Hank Williams '
Council Members: Allen Broderick, Bruce Dingler, Carol
Fischer, Kay Harrison, Mike Quilty, and Matthew
Stephenson were present.
Assistant City Administrator Chris Clayton; City Attorney
Doug Engle; Police Chief Jon Zeliff; Community
Development Director Tom Humphrey; Parks and
Recreation Manager Matt Samitore; Human Resource
Manager Barb Robson; and City Recorder Deanna Casey
were also present.
lV. SPECIAL PRESENTATION
Police Chief Jon Zeliff introduced and swore in Corporal Greg Bruce.
V. PUBI~IC.APPEARANCES -None
VI. CONSENT AGENDA
A. Approval of July 23, 2009, City Council Minutes.
B. Approval of Fuel Distributor Request for Proposal
C. Approval of Traffic Safety Committee Recommendations
D. Approval of OLCC Application for Roy's Pioneer Club
E. Acceptance of Financial Statement Ending June 31, 2009
Bruce Dingler made a motion to approve the Consent Agenda as
presented. Mike Quilty seconded. Roll call: Allen Broderick, yes, Bruce Dingler,
yes; Carol Fischer, yes; Kay Harrison, yes; Mike Quilty, yes; and Matt
Stephenson, yes. Motion approved.
VII. ITEMS REMOVED FROM CONSENT AGENDA -None
VIII. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS
A. Second Reading, Ordinance No. 1930, An Ordinance Adding Chapter
2.59 to the Central Point Municipal Code Pertaining to the
Establishment of an Arts Commission
,,
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City of Central Point
City Council Minutes
August 13, 2009
Page 2
Parks and Recreation Manager Matt Samitore stated that this is the second
reading. of an ordinance to establish an Arts Commission for the City of Central
Point. At the first reading there were questions regarding murals. He stated that
murals would be reviewed by the Arts Commission. Currently murals are
reviewed by the Planning Commission requiring an unnecessary public notice or
an architectural review board. The Arts Commission would b~ that board if this
ordinance is approved. They will make recommendations to the Council, and will
not have authority to approve or deny any projects. They will review and make
recommendations. The final decision will rest with the City Council. He stated
that a definition of Public Art has been added to the ordinance as requested at
the first reading.
Kay Harrison made a motion to approve Ordinance 1930, An Ordinance
Adding. Chapter 2.59 to the Central Point Municipal Code Pertaining to the
Establishment of an Arts Commission. Mike Quilty seconded. Roll call: Allen
Broderick, yes, Bruce Dingler, yes; Carol Fischer, yes; Kay Harrison, yes; Mike
Quilty, yes; and Matt Stephenson, yes. Motion approved.
B. Resolution No. 1223, to Establish a Bank Account for the City of
Central Point's Annual "Battle of the Bones" Event
Mr. Samitore stated the City Auditor recommends a separate checking account
be created for the Battle of the Bones festival. An account has been opened but
needs Council approval before it can be finalized. He updated the Council on
details regarding the event. Staff is keeping good records on the planning for this
event which should.make. it smoother in the future.
Matt Stephenson made a motion to approve Resolution No. 1223, to
Establish a Bank Account for the City of Central Point's Annual "Battle of
the Bones" Event. Carol Fischer seconded. Roll call: Allen Broderick, yes,
Bruce Dingler, yes; Carol Fischer, yes; Kay Harrison, yes; Mike Quilty, yes; and
Matt Stephenson, yes. Motion approved.
lX. BUSINESS
A. Planning Commission Report
Mr. Samitore provided the August 4, 2009, Planning Commission report:
The Planning Commission approved an amendment for the Falcon
Landing PUD. The property. is located in an R-1-6 zoning district. The
project area is located north and east of the intersection of Beebe and
Gebhard Roads. The discussion focused on the timing of the construction
phases, development of a public park and development of nine lots as
Pad-lots.
The Commission discussed the Urbanization, Economic and Housing
elements of the Comprehensive Plan.
City of Central Point
City Council Minutes
August 13, 2009
Page 3
Matt Stephenson made a motion to approve the Planning Commission
report as presented for August 4, 2009. Mike Quilty seconded. Roll call: Allen
Broderick, .yes, Bruce Dingier, yes; Carol Fischer, yes; Kay Harrison, yes; Mike
Quilty, yes; and Matt Stephenson, yes. Motion approved.
B. Solar Array.Project Report
Assistant City Administrator Chris Clayton stated that one of the cities strategic
priorities is to become a model community in terms of energy efficiency and
conservation of natural resources. Staff has begun exploring the possibility of a
solar array, project to be located at City. Hall. He presented the proposition of a
photovoltaic awning on the south side of old City Hall to cover the police
department parking areas. The carport is designed to extend outward 18 feet
from an elevation near the bottom of the second story windows. The solar project
would consist of four arrays and would produce approximately 27,000 to 30,000
kilowatt hour of energy on an annual basis. The old city hall building consumes
roughly $16,000 in electricity each year. If constructed, the proposed project
could reduce energy cost by 20%. The initial capital investment required to
construct the project is $206,000. Credits from Energy. Trust of Oregon would
reduce that cost by $36,288. The remaining funds could be satisfied by an
Oregon Department of Energy Loan.
Mr. Clayton stated there are two options for the Council tonight. Option one is to
direct staff to pursue the solar project immediately by making .concession in the
2009/2010 facilities capital construction budget. Option two is to prepare
necessary project permits, applications and design documents during the current
year with the intention of programming the proposal for the 2010/2011 budget
cycle.
There was discussion that the project would not pay for itself over 50 years, in
that time there will be new areas where the city could have invested the funds.
The awning would not last 50 years in order to recoup our cost in building it.
Bruce Dingier made a motion to go with option two, directing staff to return
with information and go through the budget process next year. Carol
Fischer seconded. Roll call: Allen Broderick, yes, Bruce Dingier, yes; Carol
Fischer, yes; Kay Harrison, yes; Mike Quilty, yes; and Matt Stephenson, yes.
Motion approved.
X, COUNCIL BUSINESS
Mayor Williams asked what the digging is at Twin Creeks park. Mr. Samitore
stated that it is electrical lines that are needed for events at the park.
Matt Stephenson asked about the landscaping at Don Jones Park. Mr. Samitore
stated that they are ready, to finalize the current contract and take over any
remaining landscape issues. The city will no longer use this landscaper for any
projects.
City of Central Point
City Council Minutes
August 13, 2009
Page 4
XL MAYOR'S REPORT
Mayor Williams reported that he attended the Mayors Conference in Forest
Grove.
Xll. CITY ADMINISTRATOR'S. REPORT
Assistant City Administrator Chris Clayton reported that:
• There. will be a joint Study Session with the Planning Commission on
Monday August 17~' to discuss the RPS process and Wilson Road area.
• Staff will be rescheduling the Finance Policy Ad Hoc Committee to a later
date.
• He attended the Medford Water Commission meeting regarding SDC
increases.
• The City has received a thank you letter from residents at the Meadows
for the help in getting Freeman Road improvements'completed.
• Currently we have no items for the August 24"' Council meeting.. If it is ok
with the Council staff is asking for a motion to cancel that meeting.
Matt Stephenson made a motion to cancel the Regularly Scheduled Council
Meeting on August 27, 2009. Kay Harrison seconded. Roll call: Allen Broderick,
yes, Bruce Dingier, yes; Carol Fischer, yes; Kay Harrison, yes; Mike Quilty, yes;
and Matt Stephenson, yes. Motion approved.
XIII. COl1NCll_ RI=PORTS
Mike Quilty reported that:
• He attended an ODOT Stake Holders meeting in Salem where they
discussed revising the criteria for STIP Funds.
• He is working with Metro Quest on a community modeling project.
• He attended the RPS meeting.
Allen Broderick reported that he attended a School Board meeting.
Carol Fischer reported she had been working with the student that wanted to
raise a miniature horse in the city limits, they have decided a rabbit will do. She
attended a Medford Water Commission meeting.
Matt Stephenson reported that he attended a SOREDI Board meeting
XIV.. DEPARTMENT REPORTS
Parks and Recreation Manager Matt Samitore reported that:
• There will be a FEMA Flood Plain meeting in Medford. This meeting will
encompass regional flood map revisions.
• Parks and Recreation Coordinator Jennifer Boardman secured a grant to
install restrooms in Forest Glen Park.
• Mr. Wally Skyrman has done papenivork to deed his property on Hwy 99
to the city as a Park upon his passing.
,,
Cify of Central Point
City Council Minutes
August 13, 2009
Page 5
Police Chief Jon Zeliff reported that:
• They have reserved a spot in the Police Basic Training Academy. Two
applicants are having back ground checks done.
• After an in house interview process Jarod Pomeroy was chosen to be
Central. Points next Detective.
Community Development Director Tom Humphrey reported that he was glad to
be home and expressed his thanks to the Planning Department Staff for all the
hard work they have done during his deployment.
XV. EXECUTIVE SESSION -None
XVI. ADJOURNMENT
Mike Quilty moved to adjourn, Bruce Dingier seconded, all said "aye" and the
Council Meeting was adjourned at 8:06 p.m.
The foregoing minutes of the August 13, 2009, Council meeting were approved by the
City Council at its meeting.of September 10, 2009.
Dated:
Mayor Hank Williams
ATTEST:
City Recorder
`.
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Release Date: July 24, 2009
Contacts: Wendy. Siporen 541-488-7272
Annie Hoy, Ashland Food Cooperative 482-2237
Event: Eat Local Challenge 2009
Rogue Valley residents are invited to celebrate locally produced food by pledging to eat from the greater
Rogue Valley during the week of September 11-20. This fun event is organized by Thrive and the Rogue Fla-
vor Campaign, with community sponsors: the City of Ashland, the Ashland Food Co-op, Club Northwest, the
Rogue Creamery, People's Bank of Commerce and Dutch Bros. Coffee. Food producers, restaurants and gro-
cers all over Southern Oregon will offer a week full of delicious food events highlighting ingredients grown,
raised or produced in our region.
The "Eat Local Challenge" September 11th through 20th is a week of fun activities that raise awareness about
the benefits of eating_locally. Food films, restaurant specials, store tastings, cooking classes, a farm tour and
the Rogue Flavor Dinner and Auction at RoxyAnn Winery are included in the festivities. Full details on the
web at www.rogueflavor.org and www.ashlandfood.cooa
How much are you willing to commit to eating local? It's up to you. New this year, the Eat Local Challenge
offers three levels of participation:
The Purist -All meals during the entire week must be grown, raised or produced within 200 miles.
The Idealist -All foods in one meal per day during the week must be grown, raised or produced within
200 miles.
The Optimist -All foods in two meals during the week must be grown, raised or produced within 200
miles.
Throughout the month of August, Ashland Food Co-op will be gearing up for Eat Local Week through a series
of "Eat Local Blogs" and "Local Solutions" Culinary Demos. The Co-op's Culinary Educator, Mary Shaw, and
her assistant Matthew Domingo will spend the month exploring local farms, sharing food preservation tech-
niques and local food recipes. They will even take a stab at making their own sea salt! You can fmd a link to
their blogs by going to the Co-op's website: www.ashlandfood.coop
Ashland Food Co-op will also host the 2009 Eat Local Festival on Sept. 12th (time TBD). The Eat Local Festi-
val will feature live music (from the Mighty Lonesomes and others), guest speakers (Ashland's Mayor John
Stromberg, State Representative Peter Buckley, and others), local food tastings, kids activities, and signups for
the highly anticipated Eat Local Challenge.
When you pledge online at www.rogueflavor.org or by filling out an Eat Local Challenge Card at Eat Local
Challenge events, you will be entered in a drawing for two complementary tickets to the Rogue Flavor Dinner
Sept. 20. All participants will receive a packet of resources including:
Roque Flavor 340 A Street suite 205 • Ash/and. OR 97520 • www.RogueFlavor.orq • info(g?roqueflavor.org
6
Eat Local Week page 2
1. Local food recipes
2. Weekly local food menu plan
3. Listing of basic food items and where to find food staples
4. Eat Local Week Calendar of Events
5. Rogue Flavor guide
6. Eat Local Challenge 2009 Official Certificate of Participation
In addition, participants pledging at the Purist level will receive:
1. Essential local foods kit including Port Orford Sea Salt, Rogue Valley vinegar and herbs
2. Complementary local foods cooking class and wine tasting at the Ashland Food Co-op. (limited to first 10
purists)
3. Award ceremony at the Friday Sept. 18 Hillcrest Growers Market
Save the date for these Eat Local Week events (with lots more to come):
• August 7 deadline for submission in the Eat Local Week Art Competition
• 11 am-3pm Sept. 5 & 6 -Taste of Harry & David preview to Eat Local Week. Pick up a schedule
of events and taste the best of the Rogue Valley in the Harry & David Perfect Pairing chef chal-
lenge where local chefs showcase their culinary expertise using all local products and pairing their
creations with medal award winning wines. The Taste also features live music, over 50 sampling
stations, 20 wineries and special sales.
• 7pm Sept. 11 -Food Film Screening, Ingredients: Who's Your Farmer? at the Headwaters build-
ing in Ashland
• Sept. 12 -Ashland Food Cooperative Eat Local Festival
• 9-1 Sept. 12 -Tomato Taste-Off at the Rogue Valley Growers & Crafters Market in Ashland
• Sept. 12 -Talent Harvest Festival
• Sept. 13 -Rogue Flavor Food & Farm Tour focused on the Talent area $25 including a local ca-
tered lunch
• 9-1 Sept. 15 -Tomato Taste-Off at the Rogue Valley Growers & Crafters Market in Ashland
• 7pm Sept. 16 -Food Film Screening, Ingredients: Who's Your Farmer? at Club Northwest in
Grants Pass.
• 9-1 Sept. 17 -Tomato Taste-Off at the Rogue Valley Growers & Crafters Market in Medford
• Sept. 18 -Eat Local Challenge award ceremony and drawing at RoxyAnn Winery in Medford
• 7pm Sept. 18 -Food Film Screening, Ingredients: Who's Your Farmer? at the Medford Library
• Sept. 19 -Ashland Food Cooperative Farm Tour
• Sept. 20 -Rogue Flavor Dinner & Auction at RoxyAnn Winery
###
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Proclamation
~, - City of Central Point
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~ "Eat Local Week"
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WHEREAS, the Rogue Valley economy was built around its agricultural
~~ bounty; and
~;; WHEREAS, small farms and ranches continue to nourish our bodies with fresh
~` quality meat and produce; and
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WHEREAS, local farms and ranches contribute to -the beauty and rural charac-
ter of our region, protecting open space and striking views; and
WHEREAS, a unique array of locally owned food businesses enhances the
character of the Rogue Valley and creates a strong sense of place, bringing
visitors from across the nation; and
WHEREAS, we laud the contribution of the region's food businesses to our
economy and community.
NOW, THEREFORE, the City Council and Mayor on behalf of the citizens of
Central Point hereby proclaim September 11 through September 20, 2009,
as:
Eat Local Week
In the City of Central Point, and in doing so, encourage every citizen of Cen-
tral Point to support our local farms, ranches and restaurants by eating locally
produced foods.
1N WITNESS WHEREOF, I hereby set my hand this ,day of
2009.
;:,
Mayor Hank Williams
City of Central Point
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STAFF REPORT
155 South Second Street • Central Point, OR 97502
Ph: (541) 664-5578 • Fax: (541) 664-2705 • www.cp-pd.com
To: The Honorable Mayor and City Council
From: Jon D. Zeliff, Chief of Police
Chief
SUBJECT: CLOSURE OF EAST PINE STREET FROM HWY. #99 TO N. 10T" STREET FOR
THE 11T" ANNUAL D.A.R.E. TO CRUISE
Date: September 10, 2009
Summarv•
Each year, the City of Central Point Police Department facilitates and helps to manage the highly
anticipated "D.A.R.E. to Cruise" community fund raising event. To help assure the safety of both cruise
participants and spectators, it is necessary to close the Pine Street cruise corridor between Hwy. #99
and N. 10t" Street during the hours of 5:00 pm and 10:00 pm, on September 12, 2009, or, until the
conclusion of the cruise.
Recommendation:
Staff recommends that the City Council approve the above described street closure for
September 12, 2009.
Jon D, Ze/iff
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City Administrator Staff Report
MEETING DATE: September 10, 2009
TO: Honorable Mayor and City Council
FROM: Phil Messina, City Administrator
SUBJECT: Street Closure for Battle of the Bones Fund Raising event
SUMMARY: With all the other details that staff have been dealing with for
this event, we forgot to request the attached street closure. I apologize for
this being alast-minute item. Thank you for your help.
RECOMMENDATION: Request that Council approve the attached list
of street closures for the Battle of the Bones Parks & Recreation
fundraising event.
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Resolution
Adding Leaf
Pickup to
Franchise
Agreement
INTEROFFICE MEMO
CENTRAL
POINT
TO: Honorable Mayor and City Council
FROM: Bob Pierce, Public Works Director/~~
DATE: September 3, 2009
SUBJECT: ANNUAL FALL LEAF PICK-UP
Bob Pierce, Director
Chris Clayton, Deputy Director
Public Works Staff has estimated the cost of the annual Fall Leaf Pick-up to be approximately $15,500.
In an attempt to reduce costs, Public Works has solicited bids to provide leaf pick-up services from all
interested parties. We received two responses Hilton Fuel and Rogue Disposal. Rogue Disposal was the
low bidder at $7,900.
Staff is recommending that the City Council pass the attached resolution authorizing the amendment of
Exhibit B to the Solid Waste Agreement with Rogue Disposal, adding additional services: leaf pick-up.
Public Works Department
g
RESOLUTION NO.
A RESOLUTION ADDING LEAF PICK-UP TO EXHIBIT B OF THE SOLID
WASTE FRANCHISE AGREEMENT WITH
ROGUE DISPOSAL AND. RECYCLING
WHEREAS, the City of Central Point has previously entered into a Solid Waste
Agreement with Rogue Disposal; and
WHEREAS, the parties are desirous of amending the Agreement to add additional
services to Exhibit B, involving a leaf pick-up program.
NOW, THEREFORE, IT IS HEREBY RESOLVED that the Addendum to Exhibit B
adding a leaf pick-up program, as set forth on the Addendum attached hereto and, by this
reference, incorporated herein, is approved.
Passed by the City Council of the City of Central Point and signed by me in
authentication of its passage this day of , 2009.
ATTEST
City Representative
Henry C. Williams, Mayor
Approved by me this day of , 2009.
Henry C. Williams, Mayor
~.
THIRD ADDENDUM TO SOLID WASTE
COLLECTION FRANCHISE AGREEMENT
EXHIBIT B (Revised September 2009)
Additional Services: Leaf Pick-up
A. Contractor shall commence a leaf pick-up program to begin on
November 23, 2009, and end December 31, 2010, for a total cost not to exceed
$7,900.00 each year of the two year period. This program maybe extended
provided the Contractor maintains adequate service and funds are budgeted.
B. For the 2009 season, the first collection event will be Monday,
November 23, 2009. The Contractor will provide one complete pass through the
city limits, picking up leaf bags that have been properly prepared for disposal.
The Contractor will then provide a second collection pick-up that would begin and
end December 18, 2009.
C. Customers are required to provide their own bags for leaf pick-up. The
bags must contain only leaves and must be placed on the roadway behind the curb.
D. The City of Central Point will be responsible for notifying the public of
the scheduled pick-up dates.
E. Notwithstanding the above terms, if the Contractor performs this
service for an amount less than the maximum not-to-exceed price set forth above,
the City of Central Point will only be charged the lesser amount.
F. The Contractor is responsible for proper disposal of bagged leaves and,
as part of the leaf pick-up program, the Contractor will not be responsible for or
required to pick-up any debris, bagged or otherwise, not covered by this
paragraph.
ROGUE DISPOSAL AND
RECYCLING, INC.
CITY OF CENTRAL POINT,
OREGON
By:
Wendel Smith, General Manager
Henry C. Williams, Mayor
Attest:
City Representative
Page 1 THIRD ADDENDUM TO SOLID WASTE COLLECTION
FRANCHISE AGREEIVIENT
1.~
Resolution
Adopting
Financial Policy
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Staff_Rep_or__t______--------------------_---- ~ENT~L--------- ----min-an~e_D_ep~r_tm-gin-t-
PC~I NT Bev Adams, Finance Director
Oregon
To: Honorable Mayor and City Council
From: Bev Adams, Finance Director
Date: September 4, 2009
Subject: Financial Management Policy
Summary:
The City's Financial Management Policy is attached for your review.
In addition to the objectives stated within the policy, our main objective for adopting a formal policy is
to clearly define the guidelines by which the Mayor, Council, and management hold as a standard for
the financial operations of the City.
As you review, you will recognize that these are not "new" policies, just a formal accounting of the
unwritten procedures that have been in place for some time.
Also attached is a worksheet with historic averages for fund balances and contingencies. This
worksheet was used to determine what standard percentages should be for the prominent operating
funds.
You may notice that in the prosperous years there were some rather high carryovers; and that in this
budget year (2010) a couple of the carryovers are below the percentage as proposed within this
policy. In order to assess a reasonable and prudent carryover and contingency standard for each
fund, the following considerations were used. For what function does the fund exist? What is the
revenue source and flow to the fund? What possible contingencies may arise from the operations of
the fund? Using this criterion, carryover and contingencies were determined for each fund.
If during your review you have questions on any part of the policy, please feel free to call me at any
time. And if you need additional information prior to the meeting I can provide that for you as well.
(423-1023)
Recommended Action:
That Council adopts a resolution setting forth the "Financial Management Policy" for the City of
Central Point.
:, . ~:
RESOLUTION NO.
A RESOLUTION ADOPTING THE FINANCIAL MANAGEMENT
POLICY FOR THE CITY OF CENTRAL POINT
THE CITY COUNCIL OF THE CITY OF CENTRAL POINT, OREGON, HEREBY
RESOLVES AS. FOLLOWS:
WHEREAS, the Mayor and City Council are committed to high standards of financiaf`
management; and
WHEREAS, adopting and periodically updating financial policies are important actions
that help to assure consistent and rational financial management; and
WHEREAS, the Mayor and City Council have reviewed the attached financial policies
and wish to clarify and place these financial guidelines to govern the operations of the
City;
NOW, THEREFORE, the Mayor and Council are authorized and do hereby, adopt the
Financial Management Policy for the City of Central Point.
Passed by the Council and signed by me in authentication of its passage this
the day of September, 2009.
Hank Williams, Mayor
:ATTEST:
Deanna Casey, City Recorder
Approved by me this day of September, 2009.
Hank Williams, Mayor
3• ~~`
4 J
City of Central Point
Financial Management Policy
Scope
This financial management policy applies to all fiscal activities of the City of Central Point.
Objectives
The objective of this financial policy is as follows:
• To ensure the legal use of all City funds through efficient systems of financial security
and internal control.
• To carry out the City Council's goals and policies through the budget process.
• To provide and maintain essential public programs, services, facilities, utilities,
infrastructure, and capital equipment.
• To employ revenue policies that prevent undue or unbalanced reliance on any one
source, distribute the cost of municipal services fairly, and provide adequate funds to
operate desired programs.
• To protect and enhance the City's credit rating.
Investments
• All City funds shall be invested to provide safety of principal, a sufficient level of
liquidity to meet cash flow needs, and to provide the maximum yield possible. Apart
from petty cash and allowance for normal movement and transfer of cash as needed,
one hundred percent of all idle cash will be invested.
Accounting
• The City will maintain an accounting and financial reporting system that conforms with
Generally Accepted Accounting Principles (GAAP) and Oregon Local Budget Law, and
will issue a Comprehensive Annual Financial Report (Audit report) each fiscal year. The
Comprehensive Annual Financial Report will show fund expenditures and revenues on ~
both a GAAP and budget basis for comparison purposes.
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Financial Management Policy
09/04/2009
~~ ` - 1~
s.
• An independent annual audit will be performed by a certified public accounting firm
that will issue an official opinion on the annual financial statements and a management
letter detailing areas that need improvement.
• Full disclosure will be provided in financial statements and bond representations.
• The accounting system will be maintained to monitor expenditures and revenues on a
monthly basis with thorough analysis by the City Administrator and Finance Director.
Adjustments to the annual budget will be made when appropriate.
• The accounting system will provide monthly information about cash position and
investment performance.
• Annually, the City may submit documentation to obtain the Certificate of Achievement
for Excellence in financial reporting from the Government Finance Officers Association
(GFOA). (Determination to participate will be based on the cost not outweighing the
benefit.)
Operating Budgetary Policy
• A Budget Committee will be appointed in conformance with state statutes. The Budget
Committee's chief purpose is to review the city's proposed budget and to approve a
budget and maximum tax levy for City Council consideration. The Budget Committee
may consider and develop recommendations onother financial issues as delegated by
the City Council.
• The City will finance current expenditures with current revenues; and will avoid
budgetary practices that obligate future resources to cover current expenditures.
• The City budget will support City Council goals and priorities and the long-range needs
of the community.
• In addition to a line-item budget that focuses on items to be purchased (such as
supplies and equipment), departments will provide the Budget Committee information
on programs being funded; what each program is committed to accomplish in long
term goals and in short-term objectives, and provide performance measures that will
demonstrate the achievement of program objectives.
• To maintain fund integrity, the City will manage each fund as an independent entity in
accordance with applicable statutes and with generally accepted accounting principles.
• The City may allocate direct and administrative costs to each fund based upon the cost
of providing these services; and will recalculate the cost of these services at least bi-
annually to identify the impact of inflation and other cost increases.
N
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Financial Management Policy
09/04/2009
N .~~. J
• Annually, the City may submit documentation to obtain the Award for Distinguished
Budget Presentation from the Government Finance Officers Association. (GFOA)
(Determination to participate will be based on the cost not outweighing the benefit.)
Fund Structure and Fund Balance
General Fund
The General Fund will be used to account for all financial resources and expenditures except
those to be accounted for in anotherfund. Resources include working capital, carryover, taxes,
licenses and permits, intergovernmental revenue, fines and forfeitures, charges for services,
miscellaneous revenues, and inter-fund transfers. Expenditures are for Administration, Mayor
and Council, Finance, Parks and Recreation, Community Development, Police, and
Interdepartmental departments. The General Fund uses the modified accrual method of
accounting.
Minimum Fund Balance
The General Fund will maintain an unrestricted and undesignated balance of annual
revenue of at least zo percent of total revenues. This is the minimum determined to be
needed to maintain the City's credit worthiness and to adequately provide for economic
uncertainties and cash flow needs.
The General Fund balance does not retain restricted funds for use on special projects
other than grants or donations.
• The City will budget a contingency appropriation to provide for unanticipated
expenditures of anon-recurring nature or shortfalls in projected revenues. The
minimum contingency will be maintained at not less than z percent of annual revenues
less budgeted prior year carryover.
Street Fund
The Street Fund revenues are from state and local fuel tax, grants, franchise fees, charges for
services and miscellaneous sources. Expenditures are for the maintenance, repair, surfacing
and construction of city streets and associated infrastructure.
• The Street Fund will maintain an unrestricted and undesignated balance of annual
revenue of at least 35 percent of total revenues. This is the minimum determined to be
needed to maintain the City's credit worthiness and to adequately provide for economic
uncertainties and cash flow needs.
M
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Financial Management Policy
09/04/2009
S'
`~ ~ t
• System development charges for transportation are included in the Street Fund
balance. This portion ofthe fund balance is restricted and shall not be used in
determining the minimum fund balance.
• The City will budget a contingency appropriation to provide for unanticipated
expenditures of anon-recurring nature or shortfalls in projected revenues. The
minimum contingency will be maintained at not less than 5 percent of annual revenues
less budgeted prioryearcarryover.
Housing Fund
The Housing Fund revenues are from the repayment of interest free loans. The initial loans
were from Community Development Block Grant funds used for home weatherization and
wood stove replacement programs. Expenditures can only be used as described in the initial
grant program. Current expenditures are for administrative costs.
The purpose of the Housing Fund is to account for funds from a grant program. There is
no minimum fund balance.
• The City may budget a contingency appropriation to provide for unanticipated
expenditures of anon-recurring nature or shortfalls in projected revenues. There is no
required minimum contingency for this fund.
Capital Improvement Fund
The Capital Improvement Fund was established to account for resources used for the
acquisition or construction of major capital projects. This fund uses the modified accrual
method of accounting.
This fund accounts for revenues from unbonded assessment payments, construction grants,
parks system development fees, and other resources. Expenditures are for construction,
property and equipment acquisition and replacement, improvements and related purposes, and
the repayment of short term debt principal and interest incurred in financing improvements.
• The purpose of the Capital Improvement Fund is to accumulate funds prior to a large
construction project; therefore, there is no set minimum fund balance.
• System Development Charges (SDCs) for parks are included in this fund balance. This
portion of the fund balance is legally restricted and shall be accounted for separately
from the unrestricted portion of the fund balance.
The City may budget a contingency appropriation to provide for unanticipated
expenditures of anon-recurring .nature or shortfalls in projected revenues. There is no
required minimum contingency for this fund.
oA
a
Financial Management Policy
09/04/2009
f, `Y ~: .i
Debt Service Fund
The Debt Service Fund accounts for the accumulation of resources for the payment of general
long-term debt principal and interest. Expenditures and revenues are accounted for on the
modified accrual method of accounting.
• All of the monies within the Debt Service Fund are restricted for debt service until the
specific debt is repaid in full. Oregon State Statutes prohibit cities from using this
money for any other purpose.
• The Debt Service Fund will maintain an unrestricted and undesignated balance of
annual revenue as required by the specific debt instrument. This is the minimum
needed to maintain the City's credit worthiness and to adequately provide for economic
uncertainties and cash flow needs.
• No contingency is required for this fund.
Enterprise Funds
Enterprise funds account for operations: (a) that are financed and operated in a manner similar
to private business enterprise, where costs (expenses, including depreciation) of providing
goods and services are financed primarily through user charges; or (b) where the governing
body has determined that periodic determination of revenues earned, expenses incurred,
and~or net income is appropriated for capital maintenance, public policy, management control,
accountability, orother purposes.
Enterprise funds use full accrual basis of accounting for annual financial statement purposes.
However, the enterprise activities use a modified accrual basis of accounting for budgetary
purposes. This assures budgetary compliance with such expenditures as capital construction
and acquisition, as well as debt principal transactions.
Buildins~ Fund
The Building Fund accounts for building safety operations. Revenues are from the issuances of
building permits. Expenditures are for the operations of the building division. The city provides
structural, plumbing, electrical and mechanical inspections.
• The Building Fund will maintain an unrestricted and undesignated balance of annual
revenue of at least 35 percent of total revenues. This is the minimum determined to be
needed to maintain the City's credit worthiness and to adequately provide for economic
uncertainties and cash flow needs.
• The City will budget a contingency appropriation to provide for unanticipated
expenditures of anon-recurring nature or shortfalls in projected revenues. The ~
minimum contingency will be maintained at not less than z percent of annual revenues ~
less budgeted prior year carryover. a
Financial Management Policy
09/04/2009
t: ~ ~ v
Water Fund
The Water Fund accounts for water distribution operations. Revenues are from sales of water,
.charges for services, and miscellaneous sources. Expenditures are for operations, capital
construction, and retirement of debt.
• The Water Fund will maintain an unrestricted and undesignated balance of annual
revenue of at least 35 percent of total revenues. This is the minimum determined to be
needed to maintain the City's credit worthiness and to adequately provide for economic
uncertainties and cash flow needs.
System Development Charges are included in the Water fund balance. This portion of
the fund balance is restricted and shall not be used in determining the minimum fund
balance.
• The City will budget a contingency appropriation to provide for unanticipated
expenditures of anon-recurring nature or shortfalls in projected revenues. The
minimum contingency will be maintained at not less than 5 percent of annual revenues
less budgeted prior year carryover.
Stormwater Fund
The Stormwater Fund accounts for storm drain maintenance operations. Revenues are from
charges for services. Expenditures are for operations, capital construction, and retirement of
debt.
• The Stormwater Fund will maintain an unrestricted and undesignated balance of
annual revenue of at least i5 percent oftotal revenues. This is the minimum
determined to be needed to maintain the City's credit worthiness and to adequately
provide for economic uncertainties and cash flow needs.
System Development Charges are included in the Stormwater fund balance. This
portion of the fund balance is restricted and shall not be used in determining the
minimum fund balance.
• The City will budget a contingency appropriation to provide for unanticipated
expenditures of anon-recurring nature or shortfalls in projected revenues. The
minimum contingency will be maintained at not less than 5 percent of annual revenues
less budgeted prioryear carryover.
~n
a
Financial Management Policy
09/04/2009
`~ 19
Public Works Services Fund
The Public Works Services fund is an internal service fund used for the accounting of goods or
services provided to other internal departments and supported on a cost reimbursement basis.
Internal service funds use full accrual accounting methods for annual financial statement
purposes. However, the Public Works Service s Fund uses a modified accrual basis of
accounting for budgetary purposes. This assures budgetary compliance with such expenditures
as capital construction and acquisition as well as debt principal transactions.
The fund is divided into Facilities Maintenance, Administration, and Fleet Maintenance
divisions. Expenditures are for personnel, materials and services and capital outlay. These
functions are supported by charges for services to other direct service departments and
divisions throughout the city.
• The Public Works Services Fund will maintain an unrestricted and undesignated balance
of annual revenue of at least zo percent of total revenues. This is the minimum
determined to be needed to maintain the City's credit worthiness and to adequately
provide for economic uncertainties and cash flow needs.
• The City will budget a contingency appropriation to provide for unanticipated
expenditures of anon-recurring nature or shortfalls in projected revenues. The
minimum contingency will be maintained at not less than z percent of annual revenues
less budgeted prior year carryover.
Revenues
• The City will estimate its annual revenues by an objective, analytical process. Because
most revenues are sensitive to conditions outside the City's control, estimates will be
conservative.
• The City will make every effort to maintain a diversified and stable revenue base to
protect its operations from short-term fluctuations in any one revenue source.
• The City will establish charges for enterprise funds that fully support the total cost of
the enterprise. Utility rates will be reviewed bi-annually and will be adjusted as needed
to account for major changes in consumption and cost increases.
• The City will charge user fees to the direct beneficiaries of city services in an attempt to
recover all or part of the cost of providing that service. User fees will be reviewed bi-
annually toinsure that direct and overhead costs are being recovered.
an
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Financial Management Policy
09/04/2009
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• To the extent practicable, new development shall pay necessary fees to meet all
identified costs associated with that development.
The City will aggressively pursue collection of all delinquent accounts receivable. When
necessary, collection procedures will include termination of service, submission to
collection agencies, foreclosure, and other available legal remedies.
Expenditures
• The City will provide employee compensation in accordance with collective bargaining
agreements, approved compensation strategies, and applicable state and federal law.
• Estimated wage increases and changes in employee benefits will be included in the
proposed budget under Personnel Services.
• The City is committed to maintaining and improving the productivity of its staff by
providing a proper working environment, adequate equipment and supplies, and
appropriate training and supervision.
• A "social service" appropriation will be included in the proposed budget; and will
increase or decrease relative to the overall revenues available.
• A "tourism promotion" appropriation will be included in the proposed budget. This
appropriation will increase or decrease relative to the overall available hotel tax
revenues.
Purchasing
• The City will purchase materials, supplies, and equipment through a competitive
process that provides the best product for the least cost.
• The City will implement, maintain and abide by an approved purchasing policy. The
policy shall clearly state approved purchasing limits for all staff members; and the
process and method by which purchases will be made.
Capital
• The City will provide for adequate maintenance of equipment and capital assets by
making available contributions for future capital improvements to ensure that monies
will be available to replace City vehicles and facilities.
The City will update its five-year capital improvements program bi-annually; identifying
capital needs and potential capital funding sources. The capital improvements
program will reflect the priorities of the City Council and the long-range needs of the QQ
community.
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Financial Management Policy
09/04/2009
The City will determine and use the most appropriate method for financing all new
capital projects.
• Special accounts dedicated for capital improvements will be segregated in the
accounting system and used onlyforthe intended capital purposes.
Debt
• The City shall not use long-term borrowing to finance current operations.
• Capital projects financed through bond proceeds will be financed for a period not to
exceed the useful life of the project.
• Whenever possible, enterprise debt will be self-supporting. Regardless ofthe type of
debt issued, the City will establish aone-year reserve for all self-supporting debt.
• The City will seek to maintain and improve its bond rating to minimize borrowing costs
and to ensure access to credit markets.
• The City will keep the final maturity of general obligation bonds at or below zo years,
with the exception of water supply and land acquisition which will be limited to 30
years.
• The City will maintain good communications with bond rating agencies about its
financial condition.
Risk Management
• The City will provide an active risk management program that protects City assets
through loss prevention as well as appropriate levels of insurance.
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Financial Management Policy
09/04/2009
~~
Glossary of Terms
Capital Expenditure
A capital expenditure is an item which generally has a useful life of one or more years, such as
machinery, land, furniture, equipment or buildings, and is valued at more than X5,000.
Capital Project
A capital project is a major construction or purchase which often requires either an outside
revenue source such as a grant, bond, loan or other source of funding.
Depreciation
Depreciation is a system of accounting which distributes the cost of a capital asset over the
useful life of the asset. In accordance with Oregon local Budget Law, depreciation is not
budgeted by the City.
Expenditure
An expenditure is a term for money spent by the City for the programs and projects included
within the annual budget.
Fund
A fund is an accounting based division within the budget for independent fiscal and accounting
requirements.
Infrastructure
Infrastructure refers to the large-scale system and services that are necessary for economic
activity; such as the City's streets, water lines, storm drains, etc.
Modified Accrual Accountine
Revenues are recorded within the accounting period in which they become available and
measurable; and expenditures are recorded in the accounting period in which the liability is
incurred.
Revenue
Revenues are monies received by the City from both tax and non-tax sources.
Svstem Development Charees ~
System Development Charges are fees assessed on new construction to cover the demands
placed on city services; and typically cover water, streets, storm drains and park costs.
a
Financial Management Policy
09/04/2009
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Appointment to
Multicultural
Committee
STAFF REPORT
CENTRAL
POINT
TO: Honorable Mayor and City Council
FROM: Deanna Gregory, City Recorder
SUBJECT: Appointment of Multicultural Committee member
DATE: September 10, 2009
Phil Messina, City Administrator
Deanna Gregory, City Recorder
Appointments to the Multicultural Committee are three-year terms which expire on December
31 of each year. Committee member Linda Lochard has resigned her position due other
responsibilities at this time.
After advertising for the vacant position staff received two applications. One applicant was
ineligible because she lives outside the city limits.
Mayor Williams and Chair Shannon Moulin recommend appointing Autumn Chadborne to fill
the remainder of the term which ends December 31, 2009.
Ms. Chadbourne has been participating as a member of the Education sub-committee and has
attended several of the committee meetings as an interested citizen. Attached is her
application and qualifications.
RECOMMENDATION:
Appoint Autumn Chadborne to the Multicultural Committee expiring December 31, 2009.
Administrator's Office
~~
City of Central_Point,_Oregon_ _. CENTRAL----------Administration Department
140 S 3rd Street, Central Point, OR 97502 p01 NT Phil Messina, City Administrator
541.664.3321 Fax 541.664.6384 Or.e on Deanna Casey, City Recorder
www.ci.central-point.or.us S
APPLICATION FOR APPOINTMENT TO
CITY OF CENTRAL POINT COMMITTEE
Name: l~1 ~~~,J3"+,~'U ~~i~.~.~~-l ~ Date: ~ ~ 2Ci0
Address: ~~
i~
Home Phone: '7 ~.. ~~,~j~-- Business Phone: !.~-~ ~ ~ J ~~ Cell Phone: ~7g°" Z~,~
Fax: ~ E-mail: ~xxu~,r1 r'C C//t~~7'nG(if~~ • ~~~yr~'
Are you a registered Voter with the State of Oregon? Yes 1/ No
Are you a city resident? Yes ~_ No
Which Committee(s) would you like to be appointed to: ~~j .-~~k,~~/~( ~,~~~'j~,~•~RI~Lt~~,
(Dates of meetings are listed at the end of this application. Please make sure those dates work with your
schedule before you apply. Council and Planning Commission members are required to file
Quarterly Ethics reports to the State of Oregon.)
Employment, professional, and volunteer background:
~~ ~~ ~~ . ~ P~~ ~~
.- ~ -f~
~ ~ru.~tiv ~ ~ S
Community affiliations and activities:
Sk:~t-f.~o ~c~ ~LC.~ 1 r ~L d~2~,
Previous City appointments, offices, or activities: ~~~
.1'-.- ~~
Central Point Committee Application
Page 2
As additional background for the Mayor and City Council, please answer the following questions.
1. Please explain why you are interested in the appointment and what you would offer to the community.
%c.: fer~~fr,~C ,w:~ --~-L...e_, M ~ ~8cerrL~vc~r`f f~, ~~- .
ct,~.ec... .~~--1-r~-~-~' -~,~c_. Porn -~....- -~- v~-~r~~~~; J
2. Please describhat you believe are the major concerns of the City residents and busines"ses that this
committee should be concerned about. /Yf 1g~.-~~C~~ 1,., „~'1..t~ ~~~
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3. Please provide any additional information or comments which you believe will assist the City Council in
considering your application.
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4. Do ou antici ate that an conflicts of interest will arise if . ou area ointe and f so how wou
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Meeting Dates (All meeting dates are subject to change or additions, times vary for each committee):
Citizens Advisory Committee: 2nd Tuesday of every quarter.
Council Meetings: 2nd and 4`s Thursday of each month
Council Study Sessions: 3rd Monday of each month
Multi-Cultural Committee: Quarterly in February, May, August, and November
Planning Commission: ls` Tuesday of each month
Parks and Recreation Committee/Foundation: -3rd Thursday of every quarter
Traffic Safety Committee: 4`h Tuesday of every quarter
My signature affirms that the information in this application is true to the best of my knowledge. I
understand that misrepresentation and/or omission of facts are cause for removal from any council,
advisory committee, board or commission I may be appointed to. All information/documentation
related to service for this position is subject to public record disclosure.
Date: ~ Signature:
~~~:{,~~
Autumn Chadbourne
534 Laurel Street Central Point, OR 97502
(541)727-7450
SUMMARY
Community education and public affairs professional with over three years
experience organizing community events, managing volunteer programs,
developing programs and presentations, fundraising and public speaking.
EDUCATION
University of Utah, Salt Lake City, Utah
B.S. Political Science, B.S. Gender Studies, 2004
EXPERIENCE
PROGRAM DEVELOPMENT
Increased the Planned Parenthood Jackson County volunteer base from 100 to 550
volunteers in 1.5 years
Managed and developed over four volunteer programs in Jackson County for
Planned Parenthood, including a Youth Action Council
Developed four statewide campus groups for Planned Parenthood Assoc. of Utah
COMMUNICATION & PUBLIC SPEAKING
Presented at the national `Right's, Respect, Responsibility' conference in August
2006
Delivered numerous presentations to various community groups and public schools
throughout Jackson and Josephine counties.
EDUCATION & TRAINING
Presented numerous classroom presentations at Crater, Phoenix and Ashland High
Schools
Lead numerous volunteer trainings aimed at educating volunteers on organizational
policies and procedures
Taught afourth-grade geology class as a volunteer instructor at the Utah Museum
of Natural History
EMPLOYMENT HISTORY
Harper's Restaurant, Waitress September 2008-present
Planned Parenthood of Southwestern Oregon, Community Educator/ Teen Theatre
Program Assistant, Oct. 2006- June 2008, Public Affairs Fie/d Organizer, April 2005-Oct.
2006
Utah State Courts-Salt Lake City, UT Court Clerk July 2004-April 2005
INTERESTS
Playing with my 14-month-old daughter, gardening, reading, listening to music,
going to the grower's market, organic food, cooking, going for walks, politics and
current affairs.
Planning
Commission
Report
City of Central Point, Oregon
140 So.Third St., Central Point, Or 97502
541.664.3321 Fax 541.664.6384
www.ci.central-poi nt.or.us
Tom Humphrey, AICP,
Community Development Director/
Assistant City Administrator
PLANNING DEPARTMENT MEMORANDUM
Date: September 4, 2008
To: Honorable Mayor & Central Point City Council
From: Tom Humphrey, Community Development Director
Subject: Planning Commission Report
A. File No. 09003. A public meeting was held to consider an extension of tentative plan
approval for Table Rock Business Park, a twenty (20) lot industrial subdivision comprised of
18.03 acres located in an M-1, Industrial zoning district south of Hamrick Road and Federal
Way, and west of Table Rock. The Planning Commission approved aone-year extension
of the tentative plan approval which will now be September 1, 2010.
B. File No. 09025(3). Urbanization Element Memos No. 2, 3 and 4. Planning Manager Don
Burt distributed urbanization technical memorandum no. 2 addressing urban reserve areas,
and urbanization technical memorandum no. 4 pertaining to residential densities. Mr. Burt
briefly explained the differences between zoning districts and how they affect densities,
adding that the Citizens Advisory Committee would also be discussing residential densities
and land use distributions at their October meeting.
Mr. Burt said that the comprehensive plan is comprised of a number of elements which deal
with specific planning issues. The urbanization element establishes how lands will be
provided to meet needs. The goals, objectives and policies have been inspired by statewide
planning goal 14, the comprehensive plan that was adopted in the early 1980s, the Central
Point Strategic plan and the Greater Bear Creek Valley Regional Plan.
Tom Humphrey, Community Development Director, distributed proposed additions to the
memorandum of goals, objectives and policies recommending that the City would modify
and adjust its comprehensive plan to incorporate the goals of the Regional Plan. In addition,
the City of Central Point will enter into Urban Reserve Management Agreements (URMAs)
with the County so that some of the areas in the urban reserves can be master planned. A
further suggestion was for creating a transition between Central Point and the County by
encouraging small scale agriculture within city limits
Commissioners and staff then discussed the proposed schedule of the RPS process, the
timing of open houses locally for the public to come in and provide comment on the plan,
and obtaining input from the Citizens Advisory Committee, the Planning Commission, and
the City Council. No action was required of the Planning Commission at this time.
Planning Department
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