HomeMy WebLinkAboutCAP050913CITY OF CENTRAL POINT
Central Point
City Council Meeting Agenda
City Hall
7
541 - 664 -3321
May 9, 2013
City Council
Next Res. 1360
Mayor
Next Ord. No. 1973
Hank Williams
15
Ward
I. REGULAR ME ETI NG CALLE D TO ORDER -7:00 P. M.
Bruce Dingler
II. PLEDGE OF ALLEGIANCE
Ward II
Kelly Geiger
Deanna Casey, City
III. ROLL CALL
Ward III
Recorder
Ellie George
IV. PUBLIC APPEARANCES - This time is reserved for citizens to comment
Ward IV
on items that are not on the agenda.
Allen Broderick
Community
V. SPECIAL PRESENTATION— National Police Week Proclamation
At Large
Development
David Douglas
Rick Samuelson
VI. CONSENTAGENDA
Page 2 - 6
A.
Approval of April 25, 2013 Council Minutes
7
B.
Proclamation for National Police Week
8-14
C.
3rd Quarter Financial Statements
Administration
15
D.
Cancellation of May 23, 2013 Regular Meeting
Chris Clayton, City
Manager
Deanna Casey, City
VII. ITEMS REMOVED
FROM CONSENT AGENDA
Recorder
VIII. PUBLIC HEARING, ORDINANCES, AND RESOLUTIONS
Community
Development
Tom Humphrey,
17 -24
A.
Resolution No. Amending Resolution No.
Director
1138 Providing for Public Procedures and Guidelines for
Naming Public Lands and Facilities (Samitore)
Finance
Bev Adams, Director
26 -41
B.
Resolution No. , Amending the Financial Policy for
Human Resources
the City of Central Point (Adams)
Barb Robson, Director
Parks and Public
IX. BUSINESS
Works
Matt Samitore,
--
A.
Planning Commission Report (Humphrey)
Director
Jennifer Boardman,
43
B.
332 North Second Street Update (Samitore)
Manager
Police
45
C.
Bamboo Ordinance Discussion (Samitore)
Kris Allison Chief
X. MAYOR'S REPORT
XI. CITY MANAGER'S REPORT
XII. COUNCIL REPORTS
13II 9]77,19iOFA1401 i94d9]8&1
XIV. EXECUTIVE SESSION
The City Council may adjourn to executive session underthe 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executive session are not for publication or broadcast.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. ADJOURNMENT
Consent Agenda
CAP050913 Page
CITY OF CENTRAL POINT
City Council Meeting Minutes
April 25, 2013
I. REGULAR MEETING CALLED TO ORDER
Temporary Chairperson Allen Broderick called the meeting to order at 7:00 p.m.
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL: Mayor: Hank Williams Excused.
Council Members: Allen Broderick, Rick Samuelson, David
Douglas, and Ellie George were present. Council Members
Bruce Dingier and Kelly Geiger were excused.
City Manager Chris Clayton; City Attorney Paul Nolte;
Police Chief Kris Allison; Community Development Director
Tom Humphrey; Parks and Public Works Director Matt
Samitore; Flood plain /Stormwater Coordinator Stephanie
Holtey; Public Works Office Assistant Cyndi Weeks, and
City Recorder Deanna Casey were also present.
IV. PUBLIC APPEARANCES - None
V. SPECIAL PRESENTATIONS
A. Swearing in Master Police Officers Jason Godley and Chadd Griffin.
Police Chief Kris Allison read letters of gratitude the office received from citizens
thanking them for their assistance. She explained that both officers are Crater
High School graduates.
B. Crater Foundation Presentation: Mr. Harvey Torn stated that the Crater
Foundation is celebrating their 20" Anniversary on May 13". They are asking all
the cities within School District 6 to proclaim the Month of May as Crater
Foundation Month. He explained the mission of the Foundation and stated the
main focus is to assist all students who apply for a scholarship. They will be
promoting the foundation throughout the month of May with the assistance of the
proclamation.
VI. CONSENT AGENDA
A. Approval of April 11, 2013 City Council Minutes
B. Approval of Crater Foundation Proclamation
C. Approval of Street Closure Request from Bobbio's Pizza
D. Appointment of Silvia Rangel to Multicultural Committee
E. Appointment of Patrick Smith to the Citizen Advisory Committee
CAP050913 Paget
David Douglas made a motion to approve the Consent Agenda as
presented. Ellie George seconded. Roll Call: Allen Broderick, yes; David
Douglas, yes; Ellie George, yes; and Rick Samuelson, yes. Motion approved.
VII. ITEMS REMOVED FROM CONSENT AGENDA- None
VIII. BUSINESS
A. Fire District No. 3 Quarterly Report
Chief Peterson presented the Quarterly Report for Fire District No. 3. He
explained that they have seen a drop in revenue and has been working with the
County Assessor to figure how the low numbers from the last few years. They
are forecasting an increase in taxes for the coming year. He has been told by the
Assessors office that things are on the upturn. There was discussion regarding
Urban Renewal and how those figures might impact the District.
He explained the response times and increase in call activity for Central Point.
They are in the process of hiring for the Central Point Station.
IX. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS
A. Resolution No. _(Continued)_ Amending Resolution No. 1138,
Providing for Public Procedures and Guidelines for Naming Public
Lands and Facilities
Parks and Public Works Director Matt Samitore asked that this item be continued
to another meeting. There have been several questions over the last week
regarding the procedures and guidelines. Staff is not prepared to have these
changes approved.
Item was continued to a future meeting at the request of staff.
B. Resolution No. 1357, Accepting the Hidden Grove /Green Valley
Water System
Mr. Samitore stated that the city has been in negotiations with the Hidden
Grove /Green Valley Home Owners Association (HOA) to assume their water
system. Currently the city has a large master meter that services the entire
complex. The HOA has sub - meters for each unit and bills them separately. The
city bills the HOA. This is the only subdivision in the City that is not served by the
city water system where each tax lot is separately owned.
Staff has investigated the current system and determined it is in fair condition.
The current meters will need to be upgraded. It is estimated that the upgrades
will cost the city $30,000 initially, but the increase in customers is anticipated to
generate $20,000 more on an annual basis.
CAP050913 Page
David Douglas made a motion to approve Resolution No. 1357, Accepting
the Hidden Grove /Green Valley Water System. Ellie George seconded. Roll
Call: Allen Broderick, yes; David Douglas, yes; Ellie George, yes; and Rick
Samuelson, yes. Motion approved.
C. Continued Indefinitely - First Reading — An Ordinance Adding
Section 11.16.095 to the Central Point Municipal Code to Include
Provisions for Stormwater Utility Fee Credits for the School District
This item was continued until action is taken by School District.
Floodplain / Stormwater Coordinator Stephanie Holtey explained the guidelines in
order for the school district to receive a discount in the storm water utility fee. The
District will be required to provide an annual report explaining what was
implemented specifically for this credit. They will provide a report to the City
Manager who will report to the Council. A motion would be required on the
amount of credit in order to continue it each year. The credit could be up to 25%
of their storm water utility fee, it will be up to the city how much of a credit will be
allowed each year.
There was discussion and concern about how the discount would be used within
the district. The full 25% discount would be a couple thousand dollars credit. The
Council was also concerned that the District did not have a curriculum available
for this presentation and they do not have a representative in attendance. If the
Council is going to approve the credit they would like to see the plan prior to
approval of the ordinance.
Ellie George made a motion to continue this item until School District No. 6
provides an outline of where the savings will be used within the District
and the curriculum changes to be made in order to receive the discount.
David Douglas seconded. Roll Call: Allen Broderick, yes; David Douglas, yes;
Ellie George, yes; and Rick Samuelson, yes. Motion approved.
D. Public Hearing — Resolution No. 1358, Annexing 0.92 Acres, West
Vilas Right -of -Way and Land Located at 214 W. Vilas Road and
Identified on the Jackson County Assessor's Map as 37 2W 01BA,
Tax Lot 1000
Community Development Director Tom Humphrey presented the annexation
resolution for city owned property and right -of -way access. He stated that all
annexation criteria have been met. Staff approached adjoining property owners
and they are not interested in annexing at this time and do not have annexation
agreements in place.
Allen Broderick opened the public hearing. No one came forward and the public
hearing was closed.
CAP050913 Page
Ellie George made a motion to approve Resolution No. 1358, Annexing 0.92
Acres, West Vilas Right -of -Way and Land Located at 214 W. Vilas Road and
Identified on the Jackson County Assessor's Map as 37 2W 01 BA, Tax Lot
1000. David Douglas seconded. Roll Call: Allen Broderick, yes; David Douglas,
yes; Ellie George, yes; and Rick Samuelson, yes. Motion approved.
E. Resolution No. 1359, City Council Agreement to Support Operations
of a Community Center
Mr. Samitore explained that Representative Richardson is working on funds to
build a community center in the valley and would like the center to be located in
Central Point. To help him secure these funds he has asked the council approve
a resolution stating that they are in favor of the community center and will support
the operations. Mr. Samitore presented the phases of the proposed center.
Depending on public input and the amount of funding available there are three
options to choose from. The plans are designed to be phased in when funds are
available. The proposed resolution does not commit the Council to any specific
phase or dollar amount. If Mr. Richardson is successful in securing funding by
the state the city will begin a public relations outreach to see what the community
is willing to help support, and the amenities theywould like to see available.
Rick Samuelson made a motion to approve Resolution No. 1359, City
Council Agreement to Support Operations of a Community Center. David
Douglas seconded. Roll Call: Allen Broderick, yes; David Douglas, yes; Ellie
George, yes; and Rick Samuelson, yes. Motion approved.
X. MAYOR'S REPORT - None
XI. CITY MANAGER'S REPORT
City Manager Chris Clayton reported that:
• He attended a Council /Manager /Staff Relations training.
• We are having a retirement lunch on May 7". Council members are
welcome to attend.
• He will be emailing the Council proposed changes for Central Point
Municipal Court.
• Public Works Office Assistant Cyndi Weeks is present and training to be a
backup for City Recorder Deanna Casey.
XII. COUNCIL REPORTS
All members reported that they attended the Budget Committee meetings.
XIII. DEPARTMENT REPORTS
Parks and Public Works Director Matt Samitore reported:
on the Front Street water line project. They had a little difficulty locating a
very old pipe.
CAP050913 Page
The property on North 2 n is scheduled to go before the Judge in May.
There is one Council meeting prior to that court date if alternative action is
recommended.
Community Development Director Tom Humphrey reported that:
• There will be a destination business meeting at 7 a.m. on Monday. He
has a few new people interested in the process.
• There will be a Planning Commission meeting in May to discuss the
economic element of the Comp Plan.
• He is in the process of making adjustments in his department due to
retirement of three of his employees.
Police Chief Kris Allison reported that:
• There was a lock down at Jewett Elementary School on April 15 ". That
was also the day of the Boston Marathon Bombing which is why it was
not reported more throughout the area. A weapon was accidently brought
to school. There were never any students or staff in danger.
• D.A.R.E. graduations are being scheduled. Council members are always
invited to attend these events.
XIV. EXECUTIVE SESSION - None
XV. ADJOURNMENT
Allen Broderick moved to adjourn, all said "aye" and the Council Meeting was
adjourned at 8:06 p.m.
The foregoing minutes of the April 25, 2013, Council meeting were approved by the City
Council at its meeting of May 9, 2013.
UFIM.1
Mayor Hank Williams
ATTEST:
City Recorder
CAP050913 Page
National Police Week Proclamation
WHEREAS, the Congress and President of the United States have designat-
ed May 15t'as Peace Officers' Memorial Day, and the week in which May 15t'
falls as National Police Week; and
WHEREAS, the members of the City of Central Point Police Department play
an essential role in safeguarding the rights and freedoms of this community;
and
WHEREAS, it is important that all citizens know and understand the duties,
responsibilities, hazards, and sacrifices of their law enforcement agency, and
that members of our law enforcement agency recognize their duty to serve the
people by safeguarding life and property, by protecting them against violence
and disorder, and by protecting the innocent against deception and the weak
against oppression; and
WHEREAS, the men and women of the City of Central Point Police Depart-
ment unceasingly provide a vital public service to the citizens of this communi-
ty.
NOW, THEREFORE, I, HANK WILLIAMS, MAYOR OF THE CITY OF
CENTRAL POINT, OREGON call upon all citizens of this community and up-
on all patriotic, civic and educational organizations to observe the week of
May 12 -18th 2013, as NATIONAL POLICE WEEK with appropriate ceremo-
nies and observances in which all of our people may join in commemorating
law enforcement officers, past and present, who, by their faithful and loyal de-
votion to their responsibilities, have rendered a dedicated service to their
communities and, in so doing, have established for themselves an enviable
and enduring reputation for preserving the rights and security of all citizens.
I further call upon all citizens of the City of Central Point to observe
Wednesday, May 15, 2013 as Peace Officers' Memorial Day in honor of those
law enforcement officers who, through their courageous deeds, have made
the ultimate sacrifice in service to their community or have become disabled in
the performance of their duty, and let us recognize and pay respect to the sur-
vivors of these fallen heroes.
IN WITNESS WHEREOF, I hereby set my hand this day of May, 2013
Mayor Hank Wittiams
City of Central Point
CAP050913 Page]
Staff Report
Ni
.A
CENTRAL
POINT
To: Mayor &Council
From: Bev Adams, Finance Director
Date: MaY 9, 2013
Subject: 3rd Quarter Financial Statements
Finance Department
Bev Adams, Finance Director
Background:
Attached are the City's Yd quarter financial statements for the period ending March 31, 2013. As of the end of March,
we are 7S% of the way through the fiscal year.
• General Fund revenues are at 84.75%of budget, and expenses are 69.32%. Taxes, our largest source of
general fund revenue have been received at 8g.16 %. On Page 6 ofthe financial statements (Budget
Compliance Report) please note that all general fund department budgets are on target forthe year and within
acceptable ranges forthe time period.
• High Tech Crime Fund revenues and expenses are almost even, with revenues leading by only 2.29 %. Mostcf
the revenues have been received for the year, so for the rema inter of the year operations will continue to draw
down funds available —bringing the fund balance at year end down to a projected 835,000.
• Street Fund revenues may appear little behind (at 66.22 %) due to the budgeted 8715,000 grant for the Oak
Street parking lot that we have not yet received. This is a reimbursable grant that we will receive as the
project is completed. The parking lot project is due to begin sometime this month, with completion before
June30°M1. Street operating expenses are well within budget at 42.67 %.
• Building Fund revenues are an unexpected and welcome surprise at 98,96% of budget -which reflects the
slight but encouraging upward momentum of economic recovery finally occurring in this area. Building
operating expenses are well within budget forthe time period at 70.73%.
• Water Fund revenues are at 75% for the time period —which may appear to be exactly on target forthe year.
However, this is a little deceiving as water revenue should be somewhat above the 75% period mark since
water use in the July— September months are normally highest usage months and should propel the revenue
over the period to date percentage. Hopefully, days will turn warm quickly, and we will begin to rebuild the
water fund balance. Water operations and capital projects are well within budget expectations for the time
period at 71 %.
• Stormwater Fund revenues are 83 9/0, and operations at a conservative 59.85 % of budget.
• Interna l Services Fu nd revenues are just as expected at 73.27%, and expenses wel l within budget l im its at
67.46 %.
Overall, funds are stable and departments are keeping a close eye on expenses as reflected in this quarterly report.
If you have any questions or wish to discuss this summary or the reports provided, please feel free to stop by my office
anytime or call me at 541.423.1023.
Recommended Action:
That Council accept the 3'd Quarter Financial Statements as presented forthe period ending March 31, 2013.
CAP050913 Page
City of Central Point
Council Financial Statements
For period ending March 31, 2013
Expenditures by Department
Administration
762,550
575,764
Fiscal Year to dab
75.00%
City Enhancement
310,500
Year to Date
67,185
78.36%
Technical Services
2012113
Revenues &
333,484
Percentage
Mayor B Council
Budget
Expenditures
Difference
Received /Used
General Fund - 10
832,250
596,954
235,296
71.73%
Revenues
808,750
575,475
233,275
71.16%
Taxes
$5,885,000
$5,247,291
$637,709
89.16%
Licenses 8 Fees
53,100
51,993
1,108
97.91%
Intergovernmental
528,493
327419
201,074
61.95%
Charges for Service
756,000
583,691
172,309
77.21%
Fines and Forfeitures
149,500
126,013
23,487
84.29%
Interest Income
20,000
26,474
(6,474)
132.37%
Miscellaneous
140,000
26,641
113,359
19.03%
Transfers ln - Housing Fund
10,000
0
10,000
0.00%
Total Revenues
7,542,093
6,389,521
1,152,572
84.72%
Expenditures by Department
Administration
762,550
575,764
186,786
75.51%
City Enhancement
310,500
243,315
67,185
78.36%
Technical Services
621,743
288,259
333,484
46.36%
Mayor B Council
59,750
43,578
16,172
72.93%
Finance
832,250
596,954
235,296
71.73%
Parks B Recreation - Parks
808,750
575,475
233,275
71.16%
Parks B Recreation - Recreation
484,300
284,261
200,039
5870%
Planning
460,200
340,791
119,409
74.05%
Police
3,650,000
2,640,452
1,009,548
7234%
Interdepartmental
280,000
120,245
159,755
42.94%
Transfers Out
417,350
417,350
0
100.00%
Contingency
150,000
0
150,000
0.00%
Total Expenditures by Department
8,837,393
6,126,443
2,710,950
69.32%
Net Change in Fund Balance
263,078
Beginning Fund Balance
2,988,602
3,201,915
213,313
Ending Fund Balance
1,793,302
3,464,993
1,671,691
Counr�11gP05>)H13 51gqR1y3
2012113
Revenues&
Percentage
Budget
Expenditures
Difference
Received /Used
High Tech Crime Fund
Revenues
Intergovernmental Revenue
$618,000
$103,178
$514,822
16,70%
Charges for Services
500
0
500
0.00%
Interfund Transfers
237,350
237,350
0
100.00%
Total Revenues
855,850
340,528
515,322
39.79%
Expenditures
Operations
743,150
278,662
464,468
37.50%
Capital Outlay
0
0
0
0.00%
Contingency
0
0
0
0.00%
Total Expenditures
743,150
278,662
464,488
37.50%
Net Change in Fund Balance
61,866
Beginning Fund Balance
5,000
86,900
81,900
Ending Fund Balance
117,700
148,765
31,065
Counr�11gP05>)H13 51gqR1y3
City of Central Point
Council Financial Statements
For period ending March 31, 2013
Fiscal Year to date 75.00%
2012113
Revenues &
Percentage
Budget
Expenditures
Difference
Received /Used
Street Fund - 20
Revenues
Franchise Taxes
$195,000
$135,600
$59,400
69.54%
Charges for Services
485,000
597,254
(112,254)
123.15%
Intergovernmental Revenue
1,845,750
907,917
937,833
49.19%
Interest Income
7,000
14,346
(7,346)
204.95%
Miscellaneous
2,000
6,476
(4,476)
323.78%
Transfers In
50,000
50,000
0
10000%
Total Revenues
2,584,750
1,711,594
873,156
66.22%
Expenditures
Operations
2,703,815
$1,280,052
1,423,763
47.34%
SDC
297,900
43,536
254,364
14.61%
Contingency
100,000
0
100,000
0.00%
Total Expenditures
3,101,715
1,323,588
1,778,127
42.67%
Net Change in Fund Balance
$388,005
Beginning Fund Balance
2,459,430
2,303,206
(156,224)
Ending Fund Balance
1,942,465
2,691,211
748,746
Housing Fund - 25
Revenues
Interest Income
$150
$107
$43
71.37%
Loan Principal Payments
10,000
417
9,583
4.17%
Total Revenues
10,150
524
9,626
5.16%
Expenditures
Materials and Services
45,925
40,925
5,000
8911%
Transfers Out
10,000
0
25,000
0.00%
Total Expenditures
55,925
40,925
30,000
73.18%
Net Change in Fund Balance
($40,401)
Beginning Fund Balance
40,925
40,401
(524)
Ending Fund Balance
35,445
0
(35,445)
Capital Improvement Fund -30
Revenues
Intergovernmental
$0
$0
$0
0.00%
Charges for Services
25,000
53,551
(28,551)
214.21%
Interest Income
250
501
(25 1)
200.48%
Total Revenues
25,250
54,053
(28,803)
214.07%
Expenditures
Parks Projects
0
0
0
0.00%
Parks Projects - SOO
18,000
14,214
3,126
79.30%
Transfers Out
35,000
18,000
17,000
0.00%
Total Expenditures
53,000
32,274
20,726
60.89%
Net Change in Fund Balance
$21,779
Beginning Fund Balance
60,907
78,238
17,331
Fund Balance
36,157
100,017
63,880
GtrrltSEnding
Courl�,�PM13
5//2/9201
2
City of Central Point
Council Financial Statements
For period ending March 31, 2013
Coun�qRITA1s 512a20113
Fiscal Year to date
75.00%
Year to Date
2012113
Revenues &
Percentage
Budget
Expenditures
Difference
ReceivedlUsed
Reserve Fund- 35
Revenues
Interest
$1,500
$2,980
($1,480)
198.68%
Transfers In
0
0
0
100.00%
Total Revenues
1,500
2,980
0
198.66%
Net Change in Fund Balance
2,980
Beginning Fund Balance
482,100
483,463
1,363
Ending Fund Balance
413,600
486,443
72,843
Debt Service Fund- 40
Revenues
Charges for Service
$344,700
$176,556
$168,144
51.22%
Interest Income
250
272
(22)
108.86%
Intergovernmental
162,900
162,864
36
9998%
Special Assessments
63,000
52,348
10,652
8309%
Transfers In
210,400
210,400
0
100.00%
Total Revenues
781,250
602,439
178,811
77.11%
Expenditures
Debt Service
773,800
538,848
234,952
69.64%
Total Expenditures
773,800
538,848
234,952
69.64%
Net Change in Fund Balance
$63,591
Beginning Fund Balance
26,472
18,040
(8,432)
Ending Fund Balance
33,922
81,631
47,709
Building Fund- 50
Revenues
Charges for Service
$97,300
$95,947
$1,353
98.61%
Interest Income
800
1,130
(330)
141.23%
Miscellaneous
0
0
0
0.00%
Total Revenues
98,100
97,077
1,023
98.96%
Expenditures
Personal Services
119,650
85,887
33,763
71.78%
Materials and Services
13,900
9,984
3,916
71.83%
Contingency
2,000
0
2000 ,
0.00%
Total Expenditures
135,550
95,871
39,679
70.73%
Net Change in Fund Balance
$1,206
Beginning Fund Balance
144,680
145,041
361
Ending Fund Balance
107,230
146,247
39,017
Coun�qRITA1s 512a20113
City of Central Point
Council Financial Statements
For period ending March 31, 2013
Goun5liJM% 5�19°l�
Fiscal Year ro care
75.00%
Year to Date
2012113
Revenues &
Percentage
Budget
Expenditures
Difference
Recelved /Used
Water Fund - 55
Revenues
Charges for Services
$2,730,500
$1,922,429
$808,071
70.41%
Interest Income
5,000
6,915
(1,915)
138.30%
Miscellaneous
1,872,500
1,537,345
335,155
82.10%
Total Revenues
4,608,000
3,466,689
1,141,311
75.23%
Expenditures
Operations
5,161,915
3,789,234
1,372,681
73.41%
SDC Improvements
25,000
0
25,000
0.00%
Contingency
150,000
0
150,000
0.00%
Total Expenditures
5,336,915
3,789,234
1,547,681
71.00%
Net Change in Fund Balance
($322,546)
Beginning Fund Balance
1,853,365
1,657,820
(195,545)
Ending Fund Balance
1,124,450
1,335,274
210,824
Stormwater Fund - 57
Revenues
Charges for Services
$798,500
$661,595
$136,905
82.85%
Interest Income
1,500
3,583
(2,083)
238.88%
Miscellaneous
0
0
0
0.00%
Total Revenues
800,000
665,178
134,822
83.15%
Expenditures
Operations
709,765
449,978
259,787
63.40%
SDC
21,850
11,850
10,000
54.23%
Contingency
40,000
0
40,000
0.00%
Total Expenditures
771,615
461,828
309,787
59.85%
Net Change in Fund Balance
$203,350
Beginning Fund Balance
412,276
476,753
64,477
Ending Fund Balance
343,661
680,103
336,442
Goun5liJM% 5�19°l�
City of Central Point
Council Financial Statements
For period ending March 31, 2013
Council Stints 5/�g0111
Fiscal Year ro date
75.00%
Year to Date
2012113
Revenues &
Percentage
Budget
Expenditures
Difference
ReceivedlUsed
Infernal Services Fund - 60
Revenues
Charges for Services
$1,205,700
$915,244
$290,456
75.91%
Intergovernmental
105,000
51,000
54,000
48.57%
Interest Income
2,000
1,884
116
94.21%
Miscellaneous
15,000
4,570
10,330
31.13%
Total Revenues
1,327,700
972,799
354,901
73.27%
Expenditures
Facilities Maintenance
283,000
188,291
94,709
66.53%
PW Administration
690,015
432,842
257,173
62.73%
PW Fleet Maintenance
400,650
305,526
95,124
76.26%
Contingency
0
0
0
0.00%
interfund Transfers
0
0
0
0.00%
Total Expenditures
1,373,665
926,658
447,007
67.46%
Net Change in Fund Balance
$46,140
Beginning Fund Balance
170,000
228,610
58,610
Ending Fund Balance
124,035
274,750
150,715
Council Stints 5/�g0111
City of Central Point
Budget Compliance Report
For period ending March 31, 2013
Capital Projects Park Projects
Park Projects - SDC
Transfers
Debt Service Debt Service
Building Personnel Services
Materials and Services
Contingency
Water Operations
SOC Improvements
Contingency
Stormwater Operations
SDC Improvements
Contingency
Internal Service! Facilities Maintenance
PW Administration
PW Fleet Maintenance
0
0
0.00%
0
Flecal re a, to aaM
75.00%
57.10%
10,726
2012113
Year to Date
Percent
0
50,000
39,274
_ Budget
Expenditures
Used
Difference
General
Administration
$762,550
$575,764
75.51%
$186,786
773,800
City Enhancement
310,500
243,315
78.36%
67,185
Technical Services
821,743
288,259
46.36%
333,484
Mayor and Council
59,750
43,578
7293%
16,172
Finance
632,250
596,954
7173%
235,296
Parks &Recreation - Parks
808,750
575,475
71.16%
233,275
Parks &Recreation - Recreation
484,300
284,261
56.70%
200,039
Community Development
460,200
340,791
74.05%
119,409
Police
3,650,000
2,840,452
72.34%
1,009,548
Interdepartmental
280,000
120,245
42.94%
159,755
Transfers
417,350
417,350
10000%
0
Contingency
150,000
0
0.00%
150.000
8,837,393
6,126,443
69.32%
2,710,950
High Tech Crime
Personnel Services
216,450
111,762
51.63%
104,688
Materials and Services
526,700
166,899
31.69%
359,501
743,150
278,662
37.50%
464,488
Street
Operations
2,703,815
1,260,052
47.34%
1,423,763
SDC Improvements
297,900
43,536
14.61%
254,364
Contingency
100,000
0
0.00%
100,000
3,101,715
1,323,588
42.67%
1,778,127
Housing
Materials and Services
45,925
40,925
89.11%
5,000
Tmnsfers
10,000
0
0.00%
10,000
55,925
40,925
73.18%
15,000
Capital Projects Park Projects
Park Projects - SDC
Transfers
Debt Service Debt Service
Building Personnel Services
Materials and Services
Contingency
Water Operations
SOC Improvements
Contingency
Stormwater Operations
SDC Improvements
Contingency
Internal Service! Facilities Maintenance
PW Administration
PW Fleet Maintenance
0
0
0.00%
0
25,000
14,274
57.10%
10,726
25,000
25,000
0.00%
0
50,000
39,274
78.55%
10,726
95,971
70.73%
39,679
773,800
638,848
69.64%
234,952
119,650
85,887
71.78%
1,372681
33,763
13,900
9,984
71.83%
150,000
3,916
2000 ,
0
0.00%
3,789,234
2,000
135,550
95,971
70.73%
39,679
5,161,915
3,789,234
7341%
1,372681
25,000
0
0.00%
25,000
150,000
0
0.00%
150,000
5,336,915
3,789,234
71.00%
1,547,681
709,765
449,978
6340%
259,787
21,850
11,850
54.23%
10,000
40,000
0
0.00%
40,000
771,615
461,828
59.85%
309,787
283,000 188,291 66.53% 94,709
690,015 432,842 62.73% 257,173
400.650 305,526 76.26% 95.124
Marchi38tatement 5P2226119
Staff Report
CENTRAL
POINT
TO
Honorable Mayor and City Council
FROM
Deanna Casey, City Recorder
SUBJECT:
Meeting Cancellation
DATE:
May 3, 2013
Administration Department
Chris Clayton, City Manager
Deanna Casey, City Recorder
Barb Robson, Human Resource Manager
Staff is asking Council to consider cancelling the May 23, 2013 Council meeting because of the close
proximity to the Memorial Day holiday. The agenda was schedule to be lite for that week and those
items can be moved to the June 13, 2013 meeting.
This action will avoid any issues associated with staff and Council members who plan to travel that
weekend.
RECOMMENDATION:
Approve the May 9, 2013 Consent Agenda as presented.
CAP050913 Page 15
Resolution
Procedures and
Guidelines for
Naming Public Lands
CAP050913 Page 16
CENTRAL
STAFF REPORT POINT
To: Parks and Recreation Commission
Parks and Recreation Department
Jennifer Boardman, Manager
From: Jennifer Boardman, Manager, Parks and Recreation Department
Subject: Changes to Naming Resolution
Date: May 9, 2013
Purpose: The purpose of this report is to provide information to clarify items in the current
naming ordinance and more clearly specify benefactors to the Parks.
Background: The current naming ordinance was completed in 2006 and went a long
way in ensuring that park naming was defined. After several questions arose on
sponsorship, benefactors and naming of park amenities it was decided to bring revisions
to the Parks Commission to more clearly define the ordinance.
The changes that were done all by addition of words to help clarify present ordinance
wording. The changes were only added in section 3 of the naming criteria and are
highlighted in yellow below:
Section 3. Naming Criteria:
A. City of Central Point public lands, facilities and amenities may be named after a person(s),
corporate sponsor(s), after a place or location, or after an event that has created an
important legacy or achievement. A person's name is eligible for consideration after two
years of their death, with special benefactors excepted. The following criteria may be used
by the City Council in determining the appropriateness of the naming designation:
1. A noteworthy public figure or official; (a person that made a significant contribution
to the City of Central Point or Central Point Parks.)
2. A person, place, or event of historical or cultural significance;
3. Special benefactor(s) lk ing or dead or dead (benefactor will be recognized as a person
or group that provides funding of 50 percent or greater value of the park, or a
person or group that provides "substantially all" of a structure or amenity that they
wish to carry their name.)
4. A person, group, place, or feature, particularly identified with the public land or facility;
5. The wishes of the community in which the park or facility is located will be considered;
6. Exceptions to the naming criteria can be approved by City Council if an occasion to
recognize the outstanding contributions of a living person is determined. The following
criteria may be considered:
a. When 50 percent of the value of the park or facility is donated, or
CAP050913 Page 17
b. When "substantially all" of the development is donated.
c. When public individuals have made a significant contribution over along
period of time to, or have special interest in the park, facility, and /or other
civic programs.
Recommendation: Central Point Parks and Recreation Commission approved the name
change clarifications and are forwarding the recommendation to City Council for final
approval and adoption.
CAP050913 Page 18
RESOLUTION NO.
AMENDING RESOLUTION NO. 1138 PROVIDING FOR PUBLIC PROCEDURES AND
GUIDELINES FOR NAMING PUBLIC LANDS AND FACILITIES
Recitals
A. The City of Central Point adopted guidelines consistent with Resolution No. 1138
and outlined a public process for naming public lands and facilities.
B. Because there are no guidelines for sponsorships or benefactors included in the
current guidelines, the city desires to add such provisions to the current guidelines as
reflected in bold below. [Bracketed words] are to be deleted.
The City of Central Point resolves as follows:
Section 1. Section 3 of Resolution No. 1138 is amended to read:
Section 3. Naming Criteria:
A. City of Central Point public lands, facilities and amenities may be named
after a person(s) or corporate sponsor(s), after a place or location, or after an event
that has created an important legacy or achievement. A person's name is eligible for
consideration after two years of their death, with special benefactors excepted. The
following criteria may be used by the City Council in determining the appropriateness of
the naming designation:
1. A noteworthy public figure or official; (a person that made a significant
contribution to the City of Central Point or Central Point Parks.)
2. A person, place, or event of historical or cultural significance;
3. Special benefactor(s) [living or dead] (benefactor will be recognized as a
person or group that provides funding of 50 percent or greater value of the
park, or a person or group that provides "substantially all" of a
structure or amenity that they wish to carry their name.)
4. A person, group, place, or feature, particularly identified with the public
land or facility;
5. The wishes of the community in which the park or facility is located will be
considered;
6. Exceptions to the naming criteria can be approved by City Council if an
occasion to recognize the outstanding contributions of a living person is
determined. The following criteria may be considered:
a. When 50 percent of the value of the park or facility is donated, or
b. When "substantially all" of the development is donated.
CAP050913 Page 19
C. When public individuals have made a significant contribution over a
long period of time to, or have special interest in the park, facility,
and /or other civic programs.
B. Because temporary "working" designations tend to be retained, the Parks and
Recreation Director will carry out the naming process for a new park facility as early as
possible after its acquisition or development.
Section 2. The City of Central Point Procedures and Guidelines For Naming Public
Lands and Facilities are amended as set forth in Exhibit A.
Passed by the Council and signed by me in authentication of its passage this
, day of , 2013.
Mayor Hank Williams
ATTEST:
City Recorder
CAP050913 Page 20
Exhihit A
City of Central Point
Procedures and Guidelines
For Naming Public Lands and Facilities
Section 1. Purpose: To provide procedures and guidelines whereby City of Central
Point public lands and facilities may be officially named by the City Council.
Section 2. Definitions
Public Land - Lands which are owned or controlled in use by the City of Central Point for the
long -term benefit of the community. These lands may be within or outside of the corporate
limits. Examples include, but are not limited to, parks, open space, and plazas.
Public Facilities - Physical facilities owned or controlled in use by the City of Central Point for
the long -term benefit of the community. Examples include buildings, bridges, rooms, and ball
fields. Street naming procedures are covered by a separate City Council policy.
Section 3. Namine Criteri a:
A. City of Central Point public lands, facilities and amenities may be named after a pemon(s), corporate
sponsor(s), after a place or location, or after an event that has created an important legacy or
achievement. A person's name is eligible for consideration after two years of their death, with special
benefactors excepted. The following criteria may be used by the City Council in determining the
appropriateness of the naming designation:
1. A noteworthy public figure or official; (a person that made a significant contribution to the
City of Central Point or Central Point Parks.)
2. A person, place, or event of historical or cultural significance;
3. Special benefactor(s) [living or dead](benefactor will be recognized as a person or group
that provides funding of 50 percent or greater value of the park, or a person or group that
provides "substantially all" of a structure or amenity that they wish to carry their name.)
4. A person, group, place, or feature, particularly identified with the public land or facility;
5. The wishes of the community in which the park or facility is located will be considered;
6. Exceptions to the naming criteria can be approved by City Council if an occasion to
recognize the outstanding contributions of a living person is determined. The following
criteria may be considered:
Procedures and Guidelines for Naming Public Lands and Facilities
Adopted by Resolution No. (04/25/2013) Page 1
CAP050913 Page 21
a. When 50 percent of the value of the park or facility is donated, or
b. When "substantially all' of the development is donated.
c. When public individuals have made a significant contribution over a long period of
time to, or have special interest in the park, facility, and/or other civic programs.
B. Because temporary `working" designations tend to be retained, the Parks and Recreation Director
will carry out the naming process for a new park facility as early as possible after its acquisition or
development.
Section 4. Procedures:
A. Initiation of Proposed Name
1. Preliminary consideration of naming proposals by City Council may be
initiated by a citizen, Council Advisory Committee, Commission, or City Task
Force, or elected or appointed official. Naming proposals for public facilities
which have not originated from an advisory committee or task force shall be
given directly to the City Council through the City Administrator. The City
Council will then direct the request to the appropriate advisory committee or
task force for the public notification and review.
2. Prior to naming proposals being forwarded to City Council for preliminary
review, naming proposals shall be formally reviewed by the appropriate
advisory committee(s) or task forees(s), as determined by the City Council, in
public meetings with opportunity provided for citizen input requested through
advanced meeting advertisement. The City Council, through the appropriate
department, will solicit public input prior to making a decision on a naming
request not assigned to a committee or task force for preliminary review.
3. Meeting minutes or staff reports shall be prepared that fully document input
received from citizens, committee or task force discussions, and a specific
naming recommendation(s) for preliminary review of City Council.
B. Preliminary City Council Review and Formal Decision
1. The item will be placed on the City Council meeting agenda for discussion and
action. Minutes from committee or task force meetings which include a
naming recommendation, or an appropriate department staff report, will be
transmitted to the City Council for review.
2. City Council, after consideration, by motion and majority vote may;
a. Formally name a public land or facility, or
b. Formally reject a naming proposal, or
Procedures and Guidelines for Naming Public Lands and Facilities
Adopted by Resolution No. (04/25/2013) Page 2
CAP050913 Page 22
c. Hold a public hearing.
3. The decision of City Council to name or reject a recommendation to name,
public lands or facilities at preliminary review is subject to review by appeal.
C. Additional Public Input and Public Hearing
1. If additional public input is needed, the City Council, prior to making a formal
decision on a naming proposal, will hold a public hearing no sooner than 30
days following the Council meeting at which recommendations were received
by the Council. That public hearing will be announced at lcast 10 days in
advance by a block advertisement in a local newspaper.
2. The purpose of the public hearing is to provide opportunity for additional
public input.
3. City council will do one of two things at this time:
a. Formally time a public land or facility, or
b. Formally reject a naming proposal.
D. Formal City Council Decision: A formal decision of a naming recommendation may be made at the
time of.
1. Preliminary review or following;
2. Additional public input and public hearing.
3. Any decision to time a public land or facility or reject a recommendation to time a public
land or facility, is subject to review by appeal.
E. Appeal Procedure
1. Any decision to name or reject a recommendation to time a public land or facility is subject
to review by City Council through appeal. Appeals must be filed in writing with the City
Recorder within 30 days of the formal Council decision.
2. Written appeals shall include:
a. Name and address of persons requesting reconsideration,
b. A statement of specific grounds for appeal,
c. A specific naming recommendation for the subject public land or facility.
3. If written appeal is filed in the appropriate time period, the public land or facility- naming
decision at issue will be suspended until that name is reaffirmed, modified, or deleted by City
Council.
Procedures and Guidelines for Naming Public Lands and Facilities
Adopted by Resolution No. (04/25/2013) Page 3
CAP050913 Page 23
4. Properly filed appeals shall be forwarded to City Council. In considering appeals, the
Council, by motion and majority vote may:
a. Dismiss the appeal with no further review,
b. Acton the appeal upon review without further input, or
c. Set a public hearing date for additional citizen input regarding the appeal, and then
modify, reaffirm or delete the public land or facility name.
5. Once formal action on an appeal has been completed by City Council, the public land or
facility name shall become effective immediately, as applicable and as determined upon City
Council decision. The City Administrator shall determine the appropriate
6. There is no fee associated with an appeal. All citizens are considered to have a standing in
public land and facility naming matters, regardless of residency.
F. Public Notifications
1. The City Council finds widespread public involvement essential in considering naming of
public lands and facilities. It is the intent of this policy that committee or task force meetings
and individual citizen recommendations are adequately advertised and opportunity exists for
citizen input prior to developing recommendations for preliminary Council review.
Advertisements shall specify the public land or facility being discussed and any proposed
recommendations which may exist.
2. If additional input is desired by Council, advance notice will be provided for City Council
public hearings.
3. Chairs of the advisory committees, task forces, and appropriate city departments, on behalf of
the City Council, are charged with the responsibility of ensuring adequate opportunity is
provided for citizen input throughout the process.
4. The City Council may amend the naming procedures at any time to facilitate appropriate
levels of citizen involvement.
Procedures and Guidelines for Naming Public Lands and Facilities
Adopted by Resolution No. (04/25/2013) Page 4
CAP050913 Page 24
Resolution
Amending Financial
Policy
CAP050913 Page 25
CENTRAL
Staff Report POINT
To: Mayor &Council
From: Bev Adams, Finance Director
Date: May B, 2013
Subject: Financial Policy revision
Background:
Finance Department
Be, Adams, Finanw Director
During recent budget committee meetings, the subject of proposed carryovers became a point of discussion and
concern. Unfortunately, declining funds have made it unreasonable for some funds to meet the carryover standards
set forth in the City Financial Policy. At the time the Financial Policy wasfirst written and adopted (September zooq)
the City had for many years retained strong fund balances. Therefore, the policy reflected reasonable percentages
based on historic information at that time.
Following several years of recession, we have come to the second budget yearthat we are unable to predict an ending
carryover as set forth by our policy— specifically forthe General Fund. Although we could not project a year end
carryover of at least zo %, it is our intention to do all that we can to economize and through efficiencies increase the
projected carryover of 16.5 %.
We also recognize that a 20% carryoverfor the General Fund (while conservative and nice to have) may not be entirely
reasonable following several years of economic adversity.
We are also including a revision forthe High Tech Crime Fund, which modifiesthe fund carryoverfrom a minimum of
io %carryoverto a "5 to io percent' carryover. This fund is used solely to track the high tech lab revenues and
operating costs, and is over 8o% dependent upon the City of Central Point funding to operate. Because the majority of
operating costs are provided by the City's general fund, it is unnecessary to require that a full io% carryover be held
from yearto year.
Therefore, we ask for Council approval to make the following revisions to the City Financial Policy:
• General Fund revision— Page g of the attached financial policy:
`The General Fund will maintain a fund balance carryover of 15 to 25 percent of total revenues, not including
grant or loan monies'.
• High Tech Crime Fund revision— Page 6 of the attachment:
"The High Tech Crime Task Force Fund will maintain a fund balance carryoverof5 to io percent of total annual
revenues ".
Recommended Action:
That Council, adopt the attached resolution revising the City's Financial Policy.
CAP050913 Page 26
RESOLUTION NO.
A RESOLUTION AMENDING THE FINANCIAL MANAGEMENT POLICY
FOR THE CITY OF CENTRAL POINT
RECITALS:
A. The Mayorand City Council are committed to high standards of financial managementand
therefore periodic updating of financial policies is necessaryto assure consistentand
rational financial management.
B. The Mayor and Council have reviewed the attached Financial Management Policy and wish
to elucidate financial procedures that govern the operations of the City of Central Point.
THE CITY OF CENTRAL POINT RESOLVES:
Section is To adoptthe amended Financial Management Policyforthe Cityof Central Point.
• General Fund revision— Page 5 of the attached financial policy:
"The General Fund will maintain a fund balance carryover of 15 to 25 percent oftotal revenues,
not including grantor loan monies ".
• High Tech Crime Fund revision— Page 6 of the attachment:
"The High Tech Crime Task Force Fund will maintain a fund balance carryoverof5 to io percent
of total annual revenues ".
Passed bythe Council and signed by me in authentication of its passagethis May g, 2013.
Hank Williams, Mayor
ATTEST:
Deanna Casey, City Recorder
CAP050913 Page 27
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 ensurethe legal useof all City funds through efficient systems of financial security
and internal control.
• To carry cutthe City Council's goals and pcliciesthrough the budgetprocess.
• To provide and maintain essential public programs, services, facilities, utilities,
infrastructure, and capital equipment.
• To employ revenue policies that prevent undue orunbalanced 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.
Cash Management
• The Finance Director will forecast the City's cash inflows and outflows that will allow
the City to keep its debt service to a minimum and to maximize the yield on temporary
investments.
• Revenue and expenditure projectionswill be reviewed bythe Finance Directorona
monthly basis to determine the validity of assumptions, new information, and accuracy
of seasonal or periodic fluctuations.
• The City's cash flow shall be managed with the goal of maximizing the total return on
investments.
c-1
v
m
Financial Management Policy a
Res. No.
May 9, 2019
CAP050913 Page 28
Investments
• All Cityfunds 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.
• Cash may only be investment as authorized by ORS. 294 035 to 294.046, and 294135
to 294155, which includes the requirement that investments shall mature within 18
months of the acquisition date. The City will not invest in stocks nor shall it speculate or
deal in futures or options.
• The City wi II conduct business only with financial institutions such as the Local
Government Investment Pool, banks, investments brokers, investment bankers,
trustees, paying agents and registrants that are deemed credit worthy.
• Manage me nt responsibiI ity for the investment program shat l rest with the City's
Finance Director or delegate who shall adhere to ORS. 294.145 in managing the
investment program fort he City.
• Objectives:
a. Safety: Safety of principa l is the foremost objective of the City. Each
investment transaction shall be undertaken in a mannerwhich seeks to
ensure preservation of capital and avoidance of capital losses through
securities defaults, erosion of market value or other risks.
b. Liquidity: The City's Finance Directorshall match the investment portfolio
with cash flow requirements. Duetothe changing requirementsof cash
flow caused by factors not total ly within the control of the City's Finance
Director, the ability to convert a security into cash must be considered.
c Yield: Investments of the City shall be acquired in a manner designed to
attain the maximum rate of return through all budget and economic cycles
while taking into account restraints on investment instruments, cash flow
characteristics of transactions and safety of principal.
d. Reporting: The Finance Director shall maintain detail records of each
investment in a form that allows for periodic reporting. On a quarterly
basis, the City's outstanding investments and fiscal year to date investment
income will be presented to City Council.
Accounting
• The City will maintain a fund 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.
Financial Management Policy
Res. No.
May 9, 2o13
CAP050913 Page 29
N
v
m
A
a
Pursuant to state law, the City shall have an annual financial and compliance audit, and
prepare financial statements based on the audited financial information. The audit
shall be performed by certified public accounting (CPA) firm, licensed to practice a5
Municipal Auditors in the State of Oregon. This report, including the auditor's opinion
and specific reports as required by Oregon state regulations, shall be filed no laterthan
six (6) months following the end of the fiscal year. The Finance Director shall be
responsible for establishing a process to ensure timely resolution of audit
recommendations, if any.
• Full disclosure will be provided in financial statements and bond representations.
• The accounting system will be maintained to monitor expenditures and revenueswith
thorough analysis by the City Manager and Finance Director.
• Monthly financial reports will be provided to management containing department
revenues and expenditures actual to date with comparison to the budget.
• Ouarterly summary financial reports will be provided to City Council and management
with revenues and expenditures in summaryform foreach operating fund with
explanations of significant financial variations to budget.
• Fund balances and reserves will be maintained in accordance with GASS Sy, the
Governmental Accounting Standards Board ruling for reporting dedicated resources.
Categories for reporting fund balances are
a) Non - spendable —these are nonliquid assets (i.e, inventory, prepayments) and liquid
assets that have legal constraints preventing their use (i.e. principal of an
endowment)
b) Restricted — assets which are constrained by an external entity (i.e. covenants in
bond contracts)
(As it is the City's policy to fully comply with bond documents, covenants, inter-
agency agreements, or contracted service agreements, amounts specified in any of
these documents shall be included as restricted fund balance.)
c) Committed — constraints created by the City Council. Constraints are enacted by
resolution and must be in place priorto the end of the fiscal year.
d) Assigned — similar to committed except constraint is not legally binding. Maybe
created by the City Councilor staff and can be created after the end of a fiscal
period.
e) Unassigned —only the General Fund has an unassigned category. This represents
any excess of total fund balance afterthe prior four categories are deducted.
General Fund:
The General Fund balance may contain committed resources beyond those stipulated
in this financial policy for contingency and fund carryover purposes. The City Council
shall adopt by resolution the commitment specifying the purpose, dollar amount and
duration of the committed amount.
General Fund cash reserves may be set aside for purposesthat create a sound financial M
operating environment, and may be assigned by the City Council, City Manager, orthe m
Financial Management Policy a
Res. No.
May 9, 3013
CAP050913 Page 30
Finance Director. Assignments generally are to build cash reserves for a one -time or
limited duration purchase
Special Revenue Funds:
Street, High Tech Crime Unit, and Housing Funds have restricted balances forthose
resources received and dedicated to be used for a specific purpose.
Underthis financial policy, these funds shall maintain a committed fund balance for
contingency and ending fund balance in the amount stated foreach fund.
Assigned balances may also be created as necessary underthe same policy as forthe
General Fund.
Enterprise Funds:
Water, Stormwater, and Building Funds must retain any debt service reserve
obligations as restricted. Terms of the reserves are generally specified in the associated
bond documents, covenants, or agreements.
Under this financial policy, these funds shall maintain a committed fund balance for
contingency and ending fund balance in the amount stated for each fund.
Assigned balances may also be created as necessary under the same poldyas for the
General Fund
Debt and Capital Project Funds
General obligation debt service balances are restricted by state statue and are always
categorized as restricted.
Capital projectfund balances (whethergeneral government orenterprise) should be
nominal and sufficient to cover any short term liabilities. Larger balances may occur if
the City receives cash for restricted purposesto be expended in future years, such as
proceeds received from debt issuance or receipts from developers in lieu of current
construction of infrastructure.
The order in which categories are expended can affect future financial flexibility.
Generally, more restricted resources shall be expended prior to less restricted resources
• 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 ORS 294.414. 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 another financial issues as delegated by
the City Council.
• 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 dr
on programs being funded; what each program is committed to accomplish in long m
Financial Management Policy a
Res. No.
May 9, 2013
CAP050913 Page 31
term goals and in short-term objectives, and provide performance measures that will
demonstrate the achievement of program objectives.
• 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.
• The City Council shall delegate authoritytothe City Manager in managing the budget
after it isformally adopted by the City Council. The City Manager mayfurther delegate
levels of authority for the daily operations of the budget to department directors as
deemed appropriate.
• Adjustments tothe annual budget will be made when needed with changes approved
and adopted by the City Council in accordance with ORS 294 471 -473
• 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 mayallocate direct and administrative coststo each fund based upon the cost
of providing these services; and will recalculate the cost of these services at least bi-
annuallyto identifythe impact of inflation and othercost increases.
• The City's designation for capital outlay items that are considered fixed assets are
expected to last more than one year and cost over s5,000.
• 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 another fund. Resources include working capita 1, carryover, taxes,
licenses and permits, intergovernmental revenue, fines and forfeitures, charges for services,
miscella neous revenues, and inter -fund transfers. Expenditures are for Ad min istration ,Mayor
and Council, Finance, Parks and Recreation, Community Development, Police, and
Interdepartmental departments. The General Fund usesthe modified accrual method of
accounting.
Minimum Fund Balance
• The General Fund will maintain a fund balance carryover of at leasta,i5to 25 Per cent
of total annual revenues, not including grant or loan monies. This is the minimum
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CAP050913 Page 32
determined to be needed to maintain the City's creditworthiness and to adequately
provide foreconomic uncertainties and cash flow needs..
• The City will budget a contingency appropriation to provide for unanticipated
expenditures of a non recurring nature or shortfalls in projected revenues. The
minimum contingency will be maintained at not less than 2 percent of annual revenues
less budgeted prior year carryover.
High Tech Crime Fund
The High Tech Crime Fund was established to account for resources and expenditures used to
fulfill the mission ofthe Southern Oregon High Tech Crimes task force which is to hold
accountable those who commit criminal acts through the use of technology and the Internet.
This fund uses the modified accrual method of accounting
• The High Tech Crime Task Force Fundwill maintain afund balance carryoverofat 'egg
E
5 t io percent of total annual revenues. This is the minimum determined to be needed
to adequately provide for economic uncertainties and cash flow needs.
• The High Tech Crime Task Force Fund balance generally will contain assigned reserves,
other than those provided by grants and from governmental agencies which are
restricted for use on special projects.
• The City will budget a contingency appropriation to provide for unanticipated
expenditures of a non - recurring nature or shortfalls in projected revenues. The
minimum contingency will he 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 forthe maintenance, repair, surfacing
and construction of city streets and associated infrastructure.
• The Street Fund will maintain a fund balance carryover of at least 25 percent of total
annual revenues, not including grant or loan monies. 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 fortransportation are included in the Street Fund
balance. This portion of the fund balance is restricted and shall not be used in
determining the minimum fund balance.
Financial Management Policy
Res. No.
May g, 2013
CAP050913 Page 33
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The Citywill budget a contingency appropriation to provide for unanticipated
expenditures of a non- recurring nature or shortfalls in projected revenues. The
minimum contingency will be maintained at not less than S percent of annual revenues
less budgeted prior year carryover.
Housing Fund
The Housing Fund revenues are from the repayment of interest free loans. The initial loans
were from Community Development Block Grantfunds used for home weatherization and
wood stove replacement programs. Expenditures can only he used for an eligible CDBG
project; donated to a food bank that receives USDA funding; food purchased and donated to a
smaller local food pantry, or donated to an eligible non -profit housing rehabilitation
organization.
• 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 a non - 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 shortterm 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 ofthe fund balance.
• The City may budget a contingency appropriation to provide for unanticipated
expenditures of a non- recurring nature or shortfalls in projected revenues. There is no
required minimum contingency for this fund. I�
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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 a 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.
Reserve Fund
The Reserve Fund accounts for the accumulation of resources to pay for any service, project,
property, or equipment that the City can legally perform or acquire. Specific projects or
services must be specified and reserves can only be spent for those purposes and directly from
the fund. Money cannot be transferred out of the reserve fund into another fund. Expenditures
and revenues are accounted for on the modified accrual method of accounting.
• The purpose of the Reserve Fund is to accumulate funds for future needs; therefore,
there is no set minimum fund balance.
• 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, or other purposes.
Financial Management Policy
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May 9, 2013
CAP050913 Page 35
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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.
Building Fund
The Building Fund accounts for building safety operations. Revenues are from the issuances of
building permits. Expenditures are forthe operations ofthe building division. The city provides
structural, plumbing, electrical and mechanical inspections.
• The Building Fund will maintain a carryover balance of at least 25 Percent of total
annual revenues, not including grant or loan monies, This is the minimum determined
to be needed to maintain the City's creditworthiness and to adequately provide for
economic uncertainties and cash flow needs.
• The City will budget a contingency appropriation to provide for unanticipated
expenditures of a non - recurring nature orshortfalls in projected revenues. The
minimum contingency will be maintained at not lessthan 2 percent of annual revenues
less budgeted prior year carryover.
Water Fund
The Water Fund accounts forwater 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 a carryover balance of at least zs percent of total annual
revenues, not including grantor loan monies. This is the minimum determined to be
needed to maintain the City's credit worthiness and toad equate ly provide for economic
uncertainties and cash flow needs.
• System Development Charges are included in the Waterfund 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 a non - recurring nature or shortfalls in projected revenues. The
minimum contingencywill be maintained at not less than 5 percent of annual revenues
less budgeted prior year carryover,
Stormwater Fund
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May 9, 2013
CAP050913 Page 36
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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 a carryover balance of at least 25 percent of total
annual revenues, not including grant or loan monies. 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 Citywill budget a contingency appropriation to provide for unanticipated
expenditures of a non - recurring nature or shortfalls in projected revenues. The
minimum contingency will be maintained at not lessthan 5 percent of annual revenues
less budgeted prior year carryover,
Internal Services Fund
The Internal Services Fund is used forthe accounting of goods orservices 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, for
budgetary purposes accounting is on a modified accrual basis. 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 cha rgesforservices to other direct service depart ments and
divisions throughout the city.
• The Public Works Services Fund is an internal service fund and is supported by other
funds on a cost reimbursement basis for services provided; therefore, there is no set
minimum fund balance.
• No contingency is required for this fund
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 p
conservative. c"1
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• The City wiI l make every effort to maintain a diversified and stable revenue base to
protect its operations from short-term fluctuations in anyone revenue source.
• The Citywill establish charges for enterprise funds that fully support the total costof
the enterprise. Utility rates will be reviewed 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 to insure that direct and overhead costs are being recovered.
• 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.
Financial Management Policy
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May 9, 2013
CAP050913 Page 38
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• 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
community.
• 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 notto
exceed the useful life of the project.
• Whenever possible, enterprise debt will be self- supporting. Regardless of the type of
debt issued, the City will establish a one -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 20 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.
Financial Management Policy
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May g, 2013
CAP050913 Page 39
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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.
• In the event that conditions are such that the City is unable to meet carryover limits as
set forth and approved by Council as stated within this policy; staff will then apprise
Council of the shortfall and immediately take action for remedy by initiating additional
revenue sources or by curtailment of expenses.
Glossary of Terms
Capital Expenditure
A capital expenditure is an item which generally hasa useful life of one or more years, suchas
machinery, land, furniture, equipment or buildings, and is valued at more than $S,000.
Capital Proiect
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 bythe City farthe programs and projects included
within the annual budget.
Fund
A fund is an accounting based division within the budgetfor 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 Accounting
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 m
Revenues are monies received bythe Cityfrom both tax and non -tax sources. r_-
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System Development Charges
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.
Financial Management Policy
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May 9, 2013
CAP050913 Page 41
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Business
North 2nd Street
Update
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Parks & Public Works Department A#V%k
POINT
Parks & Public Works Department
MEMORANDUM
TO: CITY COUNCIL
FROM: MATTSAMITORL
SUBJECT: 332 NORTH SLCOND STRLLT
DATE: MAY 3, 2013
Mayor /City Council,
Matt Samitore, Director
I have received a phone call and email from Karen Larsen from Windermere Van Vleet. She has been
approached by the Olson's to get 332 North Second listed on the real estate market. I informed Mrs. Larsen
about the issues with the house and its upcoming court hearing on May 22, 2013. She informed me she would
have a listing price and contract for listing it immediately to the City Council at your May 9, 2013 meeting. If
materials arrive they will be handed out at the meeting.
CAP050913 Page 43
Business
Bamboo Ordinance
Discussion
CAP050913 Page 44
Parks & Public Works Department Matt Samitore, Director
CENTRAL 140 South 3` Street I Central Point, OR 97502 1 541.664.7602 1 www.centraIpointomgon.gov
POINT
May 3, 2013
TO
Honorable Mayor and City Council
FROM
Matt Samitore, Parks & Public Works Director
SUJECT:
Bamboo in the City
PURPOSE:
Review potential ordinance for Bamboo limitations
SUMMARY
Recently the council was updated regarding bamboo in the City from a resident who has
concerns about the expansive nature of it. After doing research, some City's have initiated
ordinances to restrict bamboo on its planting and where it can be planted. At this point is not a
prohibited on the state.
A draft Ordinance is attached
Staff is also in the process of updated the tree guidelines for introduction to Council this
summer. Staff is looking for discussion of this item and feedback on which options the council
would prefer.
BAMBOO INFORMATON:
According to Portland State University Invasive and Risk Exotic Plants research, Bamboo has not
aroused enough awareness to be defined as invasive yet, but several researches and studies
found it aggressive in the Pacific Northwest. That being said, bamboo is one of the most
difficult plants to get rid of. There are several ways in which to remove bamboo including
mowing it down, but it will undoubtedly come back to haunt you later.
The two most effective ways are
1. Spraying a herbicide to kill the bamboo will only kill the shoots not the roots.
2. Pulling by roots -but this again will only delay the problem because it will not kill all of
the bamboo roots which are called rhizomes
There are two major types of bamboo.
• The first type is called running bamboo. Running bamboo gets this name because the
rhizomes spread out quickly and will create a wall of bamboo in a short time. Running
CAP050913 Page 45
bamboo is the most hated type of bamboo, but it is also the most effective if you want
to create a privacy wall.
• The second is clumping bamboo which stays in a tighter clump and grows more slowly
than does running bamboo. Clumping bamboo can be just as difficult to kill.
Kill bamboo with herbicide:
To kill bamboo with herbicide you will need shears, a brush and a pale of herbicide (I have
heard that vinegar will work). First, cut the shoot six inches from the ground then within 15
seconds you must paint the herbicide onto the shoot. It is important to paint the herbicide onto
the shoot as soon as possible if you do not then you will not kill the bamboo. This is because
the sap will retreat back down into the rhizome within 15 seconds and you want the sap to
carry the herbicide with it and kill the rhizome. To kill bamboo this way you will want to have
only a few shoots.
1011 bamboo by containment and starvation:
This is to kill large groves of bamboo. To kill bamboo this way you will need to spend some
money. You will need a backhoe! Use the backhoe to dig out all of the bamboo. Go down about
16 inches. Now, create a trench at least 30 inches deep around the perimeter of the bamboo,
and the width of the bucket. Fill the trench with concrete or gravel. This will contain the
remaining rhizomes. Spread at least two inches of concrete or gravel on top of the pad. If you
use gravel then place black plastic on the gravel. This will keep all of the rhizomes contained
below the surface and they will eventually starve without reaching sunlight and die. Next fill soil
to ground level and plant grass to cover the area where the bamboo used to be.
You can use these techniques to kill running bamboo or to kill clumping bamboo. If you do not
want to kill all of the bamboo but simply want to contain it the dig the containment trench and
fill it with concrete. Some types of bamboo have been known to grow through concrete but if it
Is wide enough this method should work well. To kill bamboo shoots that get through the
barrier use the herbicide method.
Even if you're successful, there will inevitably still be rhizomes left behind in the soil. So
carefully excavate down and around your original hole in pursuit of those fugitives! It may help
to have a sifter, so that you can sift through the soil as you inspect it to locate the rhizomes.
Any fraction of a rhizome left behind now will result in a new shoot later, thus mocking your
efforts to get rid of bamboo. Indeed, you'll probably have to repeat the process many times.
Getting Rid of Bamboo Using Tarps, Barriers
Another tactic used for getting rid of bamboo is smothering with tarps. However, note that the
bamboo may be able to outflank the tarps by spreading beyond their perimeters. Therefore,
employing tarps can result in the bamboo's popping up somewhere else in the yard -- clearly not a
desirable result!
To prevent such a result, consider using the tarp tactic in conjunction with burying barriers. That is,
many people contain rhizomatous bamboos by sinking plastic barriers into the ground all around
them, effectively "fencing" the bamboo in Barriers should run 30" deep; also make sure a couple of
CAP050913 Page 46
inches of barrier extend above the surface. Using such a barrier in conjunction with the application of
a tarp makes sense: the two tactics complement each other.
Getting Rid of Bamboo by Cutting
The American Bamboo Society recommends a different approach to getting rid of bamboo:
cutting. Since their specialty is bamboo, I would lend the most credence to their advice, which,
In sum, runs as follows:
Cut the bamboo shoots down
Apply water to the area
Cut down the new crop of bamboo resulting from #2
Repeat the process
In conclusion, the American Bamboo Society writes:
Keep doing this until no more shoots come up. This will exhaust the energy stored in the
rhizomes underground. Without green leaves to photosynthesize and produce new energy, they
will no longer be able to send up new shoots. The rhizomes will be left behind, but will rot
away.
RECOMMENDATION:
No recommendations at this time.
CAP050913 Page 47
ORDINANCE NO.
AN ORDINANCE ADDING SECTION 8.04.025 TO
THE CENTRAL POINT MUNICIPAL CODE
DEFINING WHEN RUNNING BAMBOO IS A NUISANCE
AND PROVIDING PENALTIES
Recitals:
A. Running bamboo (genus Phyllostachys) has a root system with rhizomes that
run underground and can quickly spread from one property to another unless carefully
maintained.
B. Running bamboo has the potential to cause significant damage to residential
properties when not
properly installed and
maintained.
C. The council encourages the proper planting and maintaining of running
bamboo by requiring property owners to install proper containment in order to prevent
the spread of running bamboo onto neighboring properties.
The people of the City of Central Point do ordain as follows:
Section I. The following Section 18.04.025 is added to the Central Point Municipal
Code:
18.04.025 Running bamboo.
A. For the purpose of this section, 'running bamboo" means any bamboo in the
genus Phyllostachys, including Phyllostachys aureosulcata.
B. No person who plants running bamboo or who allows running bamboo to be
planted on his or her property shall permit such bamboo to grow beyond the
boundaries of his or her property.
C. Running bamboo growing in violation of this section is declared to be a
nuisance and may be removed and abated according to this chapter
D. Any person who violates the provisions of this section shall be liable for any
damages caused to any neighboring property by such bamboo, including, but not
limited to, the cost of removal of any running bamboo that grew beyond the
boundaries of his or her property.
E. No person shall plant running bamboo or allow running bamboo to be planted
on his or her property at a location that is one hundred feet or less from any
CAP050913 Page 48
abutting property or public right -of -way unless such planting is contained by a
properly constructed and maintained barrier system or such running bamboo is
planted above - ground in a container or planter such that the running bamboo
does not come in contact with the surrounding soil. A person who has running
bamboo on his or her property in violation of this subsection, on the effective
date of this subsection, shall have 30 days from the effective date to remove,
construct a barrier or replant in a container.
F. A violation this section shall be punishable under and subject to the terms of
the general penalty section contained in Chapter 1.16 of this code.
Passed by the Council and signed by me in authentication of its passage this
day of '12013.
Mayor Hank Williams
ATTEST:
City Recorder
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