HomeMy WebLinkAboutCAP062614CITY OF CENTRAL POINT
City Council Meeting Agenda
June 26, 2014
Next Res. 1402
Next Ord. 1990
I. REGULAR MEETING CALLED TO ORDER – 7:00 P.M.
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. PUBLIC APPEARANCES - This time is reserved for citizens to comment
on items that are not on the agenda.
V. CONSENT AGENDA
Page 2 - 9 A. Approval of June 12, 2014 Council Minutes
10 - 11 B. Parks and Recreation Commission Report
VI. ITEMS REMOVED FROM CONSENT AGENDA
VII. PUBLIC HEARING, ORDINANCES, AND RESOLUTIONS
13 - 16 A. First Reading and Public Hearing – An Ordinance
Amending CPMC 9.68.230 Smoking in Park Facilities
(Samitore)
18 - 22 B. Resolution No. ________, Adopting General Procedures
for Fiscal Year 2014-2015 (Clayton)
24 - 25 C. Resolution No. ________, Scheduling Biennial Election
of Central Point City Officers on November 4, 2014
(Clayton)
27 - 29 D. Resolution No. _______, Extending Workers’
Compensation Coverage to Volunteers of the City of
Central Point (Robson)
VIII. MAYOR’S REPORT
IX. CITY MANAGER’S REPORT
Central Point
City Hall
541-664-3321
City Council
Mayor Hank Williams
Ward I Bruce Dingler
Ward II Kelly Geiger
Ward III Ellie George
Ward IV Allen Broderick
At Large David Douglas Rick Samuelson
Administration Chris Clayton, City Manager Deanna Casey, City Recorder
Community Development Tom Humphrey, Director
Finance Bev Adams, Director
Human Resources Barb Robson, Director
Parks and Public Works Matt Samitore, Director Jennifer Boardman, Manager
Police Kris Allison Chief
X. COUNCIL REPORTS
XI. DEPARTMENT REPORTS
XII. EXECUTIVE SESSION ORS 192.660(2)(d) Labor Negotiations
The City Council may adjourn to executive session under the provisions of ORS 192.660
(2)(d) Labor Negotiations. Under the provisions of the Oregon Public Meetings Law, the
proceedings of an executive session are not for publication or broadcast.
XIII. ADJOURNMENT
Consent Agenda
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CITY OF CENTRAL POINT City Council Meeting Minutes
June 12, 2014
I. REGULAR MEETING CALLED TO ORDER
Mayor Williams called the meeting to order at 7:00 p.m. II. PLEDGE OF ALLEGIANCE III. ROLL CALL: Mayor: Hank Williams
Council Members: Allen Broderick, Bruce Dingler, Kelly Geiger, Rick Samuelson, and Ellie George were present.
David Douglas was absent.
City Manager Chris Clayton; City Attorney Sydnee Dreyer;
Police Chief Kris Allison; Community Development Director
Tom Humphrey; Finance Director Bev Adams; Parks and Public Works Director Matt Samitore; and City Recorder
Deanna Casey were also present.
IV. PUBLIC APPEARANCES
Harmony Reeff and Jill Wright from Arroyo Drive. See Agenda Item VII. Business, A. Approval of Temporary Street Closure for
Arroyo Drive Block Party. V. CONSENT AGENDA
A. Approval of May 6, 2014 Council Minutes
B. Temporary Street Closure for Battle of the Bones
C. Temporary Street Closure for Fourth of July Parade/Celebration D. Approval of OLCC Application for The Rogue Creamery for Limited On-
Premises Sales
Allen Broderick made a motion to approve the Consent Agenda as
presented. Ellie George seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes; Kelly Geiger, yes; Allen Broderick, yes; Rick Samuelson, yes; and Ellie George, yes. Motion approved.
VI. ITEMS REMOVED FROM CONSENT AGENDA - None
VII. PUBLIC HEARINGS, ORDINANCES AND RESOLUTIONS
A. Resolution No. 1397, A Resolution Certifying the Provision of Municipal Services by the City of Central Point Oregon
Finance Director Bev Adams stated that this is an annual resolution that certifies
the provisions of City services and is required in order to receive state cigarette, liquor, and highway taxes. The City expects to receive $1,246,000 from these
resources in the next budget year.
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City of Central Point City Council Minutes June 12, 2014
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Rick Samuelson moved to approve Resolution No. 1397, A Resolution Certifying the Provision of Municipal Services by the City of Central Point Oregon. Allen Broderick seconded. Roll call: Hank Williams, yes; Bruce Dingler,
yes; Kelly Geiger, yes; Allen Broderick, yes; Rick Samuelson, yes; and Ellie
George, yes. Motion approved.
B. Public Hearing - Resolution No. 1398, A Resolution Electing to Receive State Revenue Sharing Funds for Fiscal Year 2014/2015
Mrs. Adams explained that this resolution requests and qualifies the city to
receive state revenue sharing funds. The City expects to receive $168,000 from this source next year. A Public Hearing is required for this resolution.
Mayor Williams opened the Public Hearing. No one came forward and the public hearing was closed.
Allen Broderick made a motion to approve Resolution No. 1398, A
Resolution Electing to Receive State Revenue Sharing Funds for Fiscal Year 2014/2015. Rick Samuelson seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes; Kelly Geiger, yes; Allen Broderick, yes; Rick Samuelson, yes; and Ellie George, yes. Motion approved.
C. Public Hearing - Resolution No. 1399, A Resolution to Adopt the Budget, Make Appropriations and Levy Taxes for Fiscal Year July 1, 2014 to June 30, 2015
Mrs. Adams explained that this resolution is to adopt the budget, make appropriations, and levy taxes for the 2014/15 fiscal year. The total budget to be
appropriated is $22,830,935. The tax levy is for $4.47 per thousand of assessed
value; with a total of $4,506,000 current taxes estimated to be collected in the fiscal year.
There was a brief discussion regarding a grant in the Police Department and filling that position. It was explained that the grant opportunity would be to cover
one position; it does not require changing the budget to add an additional position. Mrs. Adams stated that if we receive the grant she will return with a supplemental budget to accept the funds.
Mayor Williams opened the public hearing. No one came forward and the public
hearing was closed.
Kelly Geiger moved to approve Resolution No. 1399, a Resolution to adopt
the budget, make appropriations and Levy Taxes for Fiscal Year July 1, 2014 to June 30, 2015. Ellie George seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes; Kelly Geiger, yes; Allen Broderick, yes; Rick Samuelson, yes;
and Ellie George, yes. Motion approved.
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City of Central Point City Council Minutes June 12, 2014
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D. Resolution No. 1400, to Close the Housing Fund and Transfer
Receivables to the General Fund Mrs. Adams explained that in 2012 the State of Oregon revised the administrative rules for community block grant remaining cash distributions. The
City is no longer able to transfer loan receivables to the general fund to offset the low income discount program as we have in the past. The city was directed to
disburse all cash on hand to a local food bank, or as a sub-grant to a non-profit
housing rehabilitation. The Council elected to donate the remaining cash to Food and Friends in February 2013.
The Oregon Infrastructure Finance Authority has sent a letter stating that we have met all the expenditure requirements and necessary paperwork to officially
close the file and no further reporting will be required.
The Housing Fund balance is currently at zero. The outstanding owed on the
remaining loans is approximately $53,103. These loans may take years to be repaid. If the city does receive payment of the outstanding loans, the money will go into the general fund to help offset the low income discount program.
Allen Broderick moved to approve Resolution No. 1400, to close the
Housing Fund and Transfer Receivables to the General Fund. Kelly Geiger
seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes; Kelly Geiger, yes; Allen Broderick, yes; Rick Samuelson, yes; and Ellie George, yes. Motion
approved.
E. Ordinance No. 1989, An Ordinance Amending CPMC Chapter 17.05,
Applications and Types of Review Procedures; Chapter 17.08, Definitions; Chapter 17.10, Zoning Map and Text Amendments and Chapter 17.96 Amendment to the Comprehensive Land Use Plan
Community Development Director Tom Humphrey explained that this is the second reading of an Ordinance updating code language relative to changes in
the state land use law. Inconsistencies with the city’s code were brought to our attention upon the submission of an Urban Growth Boundary Amendment.
There were minor changes recommended at the first reading which have been incorporated with this ordinance. Allen Broderick moved to approve Ordinance No. 1989, An Ordinance Amending CPMC Chapter 17.05, Applications and Types of Review
Procedures; Chapter 17.08, Definitions; Chapter 17.10, Zoning Map and Text Amendments and Chapter 17.96 Amendment to the Comprehensive Land Use Plan. Kelly Geiger seconded. Roll call: Hank Williams, yes; Bruce
Dingler, yes; Kelly Geiger, yes; Allen Broderick, yes; Rick Samuelson, yes; and
Ellie George, yes. Motion approved.
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City of Central Point City Council Minutes June 12, 2014
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F. Public Hearing – Resolution No. 1401, A Resolution Amending the
Community Development Department Fee Schedules for Building Permit Related Fees and Planning Fees
Community Development Director Tom Humphrey and Building Division Manager
Derek Zwageman explained that the proposed resolution updates the fee schedule for the Community Development Department.
Some fee changes address instances where the City has been using a flat “Special Inspection” fee where it should be used for more specific methodology
for things like changes of occupancy, tenant improvements, fire alarm permits,
etc. The last time the Building Fee Schedule was amended was in June, 2001. The State is recommending that all cities have the same fee methodology and
names. This helps developers know what fees they will be paying no matter
where they are building.
The Planning Fee Schedule revisions are largely intended to simplify fees by rounding off the fee. There is one case where a category has been added to recover costs that weren’t being charged for map and plan extensions.
Allen Broderick made a motion to approve Resolution No. 1401, A
Resolution Amending the Community Development Department Fee Schedules for Building Permit Related Fees and Planning Fees. Rick Samuelson seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes; Kelly
Geiger, yes; Allen Broderick, yes; Rick Samuelson, yes; and Ellie George, yes.
Motion approved.
VIII. BUSINESS A. Approval of Temporary Street Closure for Arroyo Drive Block Party
Parks and Public Works Director Matt Samitore explained that there are several residents on Arroyo Drive who are requesting that the City close the street for a
July 4th Block party. Five of the residents in the area have signed an agreement
to petition the city for this closure. They are requesting barricades from 12 pm to 12 am. Because this is a big holiday the City does not have the barricades or
available staff to provide for this request. If approved by the City Council the
residents would be required to rent and place the barricades themselves. Mr. Samitore requested a half street closure and to allow one lane open for
emergency vehicles if needed. Harmony Reeff and Jill Wright Arroyo Drive residents
Mrs. Reeff asked the council to approve the request for Arroyo Drive. There are times that drivers coming from 10th Street do not slow down and they are
concerned with children playing in the street. They do not plan to have structures
of any kind in the street. They appreciate that the city is busy that evening and they will take care of the barricades themselves. They only need the closure from
4:00 pm to 10:00 pm. They would be fine with the half street closure if that is the
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decision of the Council. They are only requesting the street closure from N. 10th Street to Terra Linda Drive.
City Manager Chris Clayton stated that this is a good compromise. The Council will be discussing these types of event requests at a study session on June 30th.
The property owners can decide which side of the street would work best for them.
There was discussion about traffic issues all over the city on the 4th of July. There are always kids and fireworks in the street. There is concern that this request will
start a flood of street closure requests so that people can do their fireworks and
not have to worry about traffic coming down their streets.
Allen Broderick made a motion to approve the half street closure request for Arroyo Drive on the Fourth of July during the hours of 4:00 pm to 10:00 pm. Ellie George seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes;
Kelly Geiger, yes; Allen Broderick, yes; Rick Samuelson, no; and Ellie George, yes. Motion approved.
B. Discussion on Ornamental Street Light Fee
Mr. Samitore explained that in 2001 the City adopted requirements for
ornamental street lights to be used with in the Transit Oriented Development (TOD) of Twin Creeks. In monitoring the power usage, it has been determined
that on average the cost for replacing utility poles, and maintenance of the 300+
lights is costing the city $6,000 a year. This does not take into account staff hours.
Staff would like council to consider adopting a fee for all new subdivisions where ornamental streetlights will be placed. This fee would be implemented prior to the
completion of the last subdivisions in the Twin Creeks Development as well as
the new East Side TOD.
Staff would also like to propose a “walk-in” decorative street light fee for those areas where ornamental streetlights already exist. These neighborhoods include Twin Creeks, Blue Grass Downs, and Pheasant Creek Estates. Staff is
recommending a five-year walk-in on the fee for current residents. The City of Medford established a similar fee called a Pedestrian Street Light
Utility in 2002. Their cost was established at $4.50 per dwelling. Central Point’s costs are significantly less than that. In analyzing the current amount spent per
year, the cost per existing unit is $0.24 cents per month.
There was discussion regarding the requirement to put in the decorative street
lights, and that the current residents were not aware that these would cost more
money. They are paying for them through higher assessment value in taxes because of the neighborhoods they live in. Council was not in favor of
implementing a fee on current residents but were in favor of the fee for new
subdivisions. Those residents would be aware when they purchased their homes
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City of Central Point City Council Minutes June 12, 2014
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of the fee, it would not be a surprise to them. They are in favor of grandfathering in the current subdivisions, but new developments should be required to pay a
fee. Mr. Samitore stated that if the current subdivisions are grandfathered in the fee
for the new subdivisions would be approximately $.13 cents per unit.
C. Planning Commission Report Community Development Director Tom Humphrey presented the Planning
Commission Report from June 3, 2014:
• Approved Resolution No. 802, a Resolution of Intent to Amend the
Comprehensive Land use Plan and Add Land from Urban Reserve Area CP-4D to the City’s Urban Growth Boundary.
• Approved Resolution No. 803, forwarding a favorable recommendation to the City Council to consider amendments Adding Section 17.60 Interim
Water Service/Development Standards to the Zoning Code. This was an
introduction of these changes to the municipal code that would allow an interim water service solution to those individuals currently pursuing a
UGB expansion in to the Tolo Area. It will take time to provide city water
service to that area.
• Continued a discussion of an Ordinance to amend CPMC Title 15
Buildings and Construction, to conform to State Building Code Revisions and Updates. The commission reviewed the changes being proposed and
questioned whether more substantial changes should be made. There
appears to be outdated sections that should be removed at the same time these changes are approved.
• The Commission is now opening their meeting with the pledge of allegiance and will continue their discussion about an invocation.
IX. MAYOR'S REPORT
Mayor Williams reported that he:
• Attended two DARE Graduation Ceremonies. He is always impressed at
how well that program is attended.
• Attended the FEMA ICS training in Medford.
• Attended a couple of water commission meetings and their budget committee meeting. He was the only person who commented or
questioned any of the budget allocations.
• Attended the Rodeo Sponsor Dinner, Branding Event, and two nights of
the Rodeo. It is an event that everyone should be attending.
• Attended the Medford Chamber Forum on the State of the County.
• Attended the League of Oregon Cities Regional Meeting. It was well attended and the largest audience they have had in the State. There was
a presentation on Medical Marijuana.
• Attended the Mayor’s United Breakfast kick off.
• Attended a meeting with Mark VonHolle regarding economic development strategy.
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City of Central Point City Council Minutes June 12, 2014
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X. CITY MANAGER’S REPORT City Manager Chris Clayton reported that:
• The process to revamp the City Website is underway. Staff attended two
meetings this week to work on a theme and learn how to transfer information to the new site.
• He attended the Mark VonHolle presentation with the Mayor.
• He attended the LOC Regional meeting, they will be having another one
in September to discuss PERS and Medical Marijuana.
• He is asking for an Executive Session tonight to get legal opinion.
• June Study Session is on the 30th.
XI. COUNCIL REPORTS
Council Member Allen Broderick reported that:
• He attended the Parks and Recreation Foundation meeting. They have
lost another member and having trouble getting members to attend for a
quorum. He thinks that the Council should reconsider the voting ability of a Council liaison. If he had the authorization to vote, they would be able to
get more accomplished in their meetings.
• He attended the Multicultural Committee meeting. They have also lost a
couple of members. They are a very active group and it would be a
shame to get rid of this committee. They volunteer and help at all the events in Central Point.
Council Member Kelly Geiger reported that he attended the SOREDI meeting and the Rodeo. Chamber members are working hard on getting everything in
place for the 4th of July festival.
Council Member Rick Samuelson reported that he attended the LOC Regional
meeting and a presentation from RCC to discuss their push to train for jobs not just education. He also attended the website workshop for the new City Website.
Council Member Ellie George reported that she attended the Crater Graduation.
XII. DEPARTMENT REPORTS
Parks and Public Works Director Matt Samitore reported that:
• He is finishing up a grant application for a waterline to the Tolo area.
• He wanted to thank everyone who is volunteering for the Battle of the
Bones. The volunteer schedule and some events are a little different this year. We are officially a Kansas City BBQ competition.
Police Chief Kris Allison reported that:
• The department has filled their School Resource Officer position and Jeff
Britton will be going to the schools next year. It is important that we continue with this program.
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City of Central Point City Council Minutes June 12, 2014
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• She has been selected to participate on a legislative committee to make
recommendations for school safety.
• There are several new officers graduating from the academy. Staff
members will be going to Salem to attend the graduation ceremonies.
• The department is gearing up for Battle of the Bones.
• There are changes coming for the High Tech Crimes Unit. It has been decided that the employees assigned to this unit will be best served from their own jurisdictions. The investigations that they do are still very high
priority, but there is no longer the need to locate them in one building. Each jurisdiction has agreed to support the program and continue the
training to help with High Tech Crimes.
Finance Director Bev Adams reported that her department has been working on
their staff goals.
Community Development Director Tom Humphrey reported that there will be a
Planning Commission in July, and the Citizens Advisory Committee has been moved to August. He will be out of town for a couple weeks in July.
XIII. EXECUTIVE SESSION ORS 192.660(2)(h) Legal Counsel
Rick Samuelson moved to adjourn to Executive Session at 8:50 pm under ORS 192.660(2)(h). Bruce Dingler seconded. Roll call: Hank Williams, yes; Bruce Dingler, yes; Kelly Geiger, yes; Allen Broderick, yes; Rick Samuelson, yes;
and Ellie George, yes. Motion approved.
Council returned to regular session at 9:35 pm. No further action was taken.
XIV. ADJOURNMENT
Rick Samuelson moved to adjourn, Kelly Geiger seconded, all said “aye” and the
Council Meeting was adjourned at 9:36 p.m.
The foregoing minutes of the June 12, 2014 Council meeting were approved by the City Council at its meeting of June 26, 2014.
Dated: _________________________
Mayor Hank Williams
ATTEST:
__________________________ City Recorder
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To: City Council Members
From: Jennifer Boardman, Central Point Parks and Recreation
Subject: Park Commission Review – Meeting 5/13/14
Date: 5/13/14
Items Discussed: Smoking Ban in Parks, Arboretum Update and vending in the parks
and general updates on recreation and parks.
Smoking Ban in Parks: All but one Parks Commission member was in favor of a
smoking ban in the park. The concern the dissenting member had was with placing a
ban and enforcement.
Arboretum Update: The Parks Commission would like to see some projects at the
arboretum begin to ensure that the property remains as part of the Central Point Park
System. They suggested that the Foundation raise money for helping to begin projects.
Vending in Parks: 9.68.130 Soliciting or Vending in Parks.
As it stands the current ordinance does not allow vending in the park. The Parks
Commission discussed in January the need for a vending ordinance after having two
vendors ask specifically to be allowed into the parks to vend. Jennifer was tasked with
providing an application as well as ordinance revision to cover the issue of vending in
the parks. The ordinance revision was a compilation of information gathered from cities
that have current vending policies in place.
In the parks there are currently mobile vendors without either city license or park
approval vending. This creates safety issues both in the fact these vendors do not have
background checks, and they park and drive which attracts children to run into traffic.
The original point of adding the vending in the park was to provide the means in which
to regulate these individuals for safety and to strengthen the Police Departments ability
to enforce an activity that is currently not allowed, but asked for by citizens and vendors
alike.
Discussion was varied among the commission members, with the majority of individuals
wanting to keep it simple and limit types and quantity of vendors. Others wanted to
Matt Samitore, Director
140 South Third Street • Central Point, OR 97502 • 541.664.3321 • Fax 541.664.6384
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allow all vendors in the parks while others just wanted to ban this activity. One item
that was brought up is that even if we regulate vendors with permits, the parks currently
all have neighborhoods and city streets around them, thus mobile vendors could still
vend if they stay out of the parks and on the city streets. This also creates safety
concerns.
In the end park commission members voted to keep the ordinance as it stands and not
allow vending in the park. They expressed the need for enforcement of the ordinance as
it stands.
Parks Commission Recommendation: Park Commission recommended that we keep
ordinance as it stands and to not allow vending in the park.
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Ordinance
Smoke Free Park
Facilities
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STAFF REPORT
June 26th, 2014
AGENDA ITEM: Ordinance No. _ An ordinance amending section of 9.68.230 of the
Central Point municipal code pertaining to smoking in public parks and associated facilities.
Consideration of Ordinance No. Recommending: consideration of amending Central
Point municipal code in order to establish tobacco and smoke free park facilities. The code
amendments also provide for enforceable penalties as described in Central Point municipal code
section 1.16.010. STAFF SOURCE:
Chris Clayton, City Manager
BACKGROUND/SYNOPSIS:
After receiving public feedback on smoking and tobacco use in city parks, staff brought the matter
to the City’s Parks Commission. The Parks Commission recently made a recommendation to City
Council that the attached ordinance amendment be considered/adopted in an effort to eliminate
smoking/tobacco use in the Central Point parks system.
If approved, city staff will work to educate the public regarding the new policy before any penalties
are imposed. Furthermore, compliance, and not regulation, will be the focus of the new policy.
FISCAL IMPACT:
Positives: Each year the City’s parks & recreation staff spend considerable time and resources
mitigating the impact of smoking and tobacco use in city parks.
Negatives: City staff estimates a cost of $500.00 dollars to update park signage to reflect the
associated ordinance amendments.
ATTACHMENTS:
1. Ordinance amending section 9.68.230 of the Central Point municipal code to prohibit
smoking and the use of tobacco in city parks.
RECOMMENDATION:
Park’s Commission: The City Park’s Commission is recommending adoption of the attached ordinance amendments.
City Staff: City staff is recommending adoption of the attached ordinance amendments.
ADMINISTRATION DEPARTMENT 140 South 3rd Street · Central Point, OR 97502 · (541) 664-7602 · www.centralpointoregon.gov
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PUBLIC HEARING REQUIRED:
Yes SUGGESTED MOTION:
I move to approve the first reading of Ordinance number ____ amending the Central Point Municipal Code section 9.68.230.
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ORDINANCE NO. _______
AN ORDINANCE AMENDING CPMC 9.68.230
SMOKING IN PARK FACILITIES
Recitals:
A. Words lined through are to be deleted and words in bold are added.
B. The City’s parks and recreation staff spend considerable time and resources mitigating the impact of smoking and tobacco use in city parks.
C. The Central Point Parks Commission recommends making the parks
and open spaces in Central Point tobacco and smoke free. THE PEOPLE OF THE CITY OF CENTRAL POINT DO ORDAIN AS
FOLLOWS:
Section 1. Section 9.68.230 of the Central Point Municipal Code is amended to read:
Chapter 9.68
RULES AND REGULATIONS OF PUBLIC PARKS – DEFINING AND
PUNISHING CERTAIN OFFENSES AGAINST THE PUBLIC GENERAL WELFARE
9.68.230 Smoking in Park Facilities
1. Definitions. For the purposes of this section, and unless the context requires the subject terms are defined as follows:
A. Smoke Free. Possessing or to possess a lighted tobacco product,
lighted tobacco paraphernalia, or any other lighted weed or plant
(including but not limited to a lighted pipe, hookah pipe, cigar, or cigarette of any kind) and including any device that simulates smoking of tobacco that produces a smoke or vapor.
B. Tobacco and Smoke Free Facilities. All Parks and Recreation
Department managed properties including the adjacent pedestrian rights-of-way and/sidewalks.
Ordinance No. _______ (041014)
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2. All parks and facilities managed and maintained by the Parks and
Recreation Department of the City of Central Point are designated as
Tobacco and Smoke Free Facilities. These parks and facilities
include the pedestrian rights-of-way and/or sidewalks adjacent to each such property.
Smoking will be prohibited in designated areas within the parks. This prohibition
will include all areas where children play, including playgrounds, play equipment,
tennis and basketball courts and will include memorials.
Passed by the Council and signed by me in authentication of its passage
this _____ day of _____________________, 2014.
__________________________
Mayor Hank Williams
ATTEST: _____________________________
City Recorder
Pg. 2 Ordinance No. ____________ (__/__/___)
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Resolution
General Procedures
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STAFF REPORT
June 26th, 2014
AGENDA ITEM: Resolution No. _ A Resolution Approving Appointments and Adopting
General Procedures for Fiscal Year 2014-2015.
Consideration of Resolution No. Recommending: (1) Appointment of the following:
City Attorney, Sydnee Dryer; City Engineer, Jeff Ballard; City Auditor, Isler Certified Public
Accountants; Municipal Judge, Joe Charter; Insurance Agent of Record, Brown & Brown
Northwest. (2) Establishment of general procedures regarding: council expenses; designation of depository; authority to keep, invest, transfer and expend funds; accounting principles; interfund
and overhead fees; outstanding checks; capital acquisition; summons, complaints, and tort claim
notices.
STAFF SOURCE:
Chris Clayton, City Manager
BACKGROUND/SYNOPSIS:
Each fiscal year the City Council considers a general procedures resolution which appoints specific
individuals or firms to represent the City in the capacity of: City Attorney, City Engineer, City
Auditor, Municipal Judge, and Insurance Agent of Record. Furthermore, the general procedures
resolution establishes and regulates procedures regarding the following: council expenses;
designation of depository; authority to keep, invest, transfer and expend funds; accounting
principles; interfund and overhead fees; outstanding checks; capital acquisition; summons,
complaints, and tort claim notices.
The attached general procedures resolution recommends two significant changes this year. First,
the retirement of City Engineer, Joe Strahl, has prompted the recommendation to appoint Jeff
Ballard as City Engineer. Second, the City recruited and selected a new City Auditor this past year.
The process ultimately identified Isler Certified Public Accountants as the city’s financial auditor
for the next three years.
FISCAL IMPACT:
Budgetary appropriations for the contracted services referenced in the 2014/2015 general services
resolution are included in the 2014/2015 City of Central Point Budget. More specifically, these
costs are generally contained in individual department budget line items for contracted services and
professional services.
ADMINISTRATION DEPARTMENT 140 South 3rd Street · Central Point, OR 97502 · (541) 664-7602 · www.centralpointoregon.gov
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ATTACHMENTS:
1. Resolution approving appointments and establishing general services procedures for the
fiscal year 2014/2015
RECOMMENDATION:
Approve Resolution No. (1) Appointment of the following: City Attorney, Sydnee
Dryer; City Engineer, Jeff Ballard; City Auditor, Isler Certified Public Accountants; Municipal
Judge, Joe Charter; Insurance Agent of Record, Brown & Brown Northwest. (2) Establishment of
general procedures for the following: council expenses; designation of depository; authority to
keep, invest, transfer and expend funds; accounting principles; interfund and overhead fees; outstanding checks; capital acquisition; summons, complaints, and tort claim notices.
PUBLIC HEARING REQUIRED:
None
SUGGESTED MOTION:
I move to approve the 2014/2015 general procedures resolution for the City of Central Point.
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RESOLUTION NO. _______
A RESOLUTION ADOPTING GENERAL PROCEDURES
FOR FISCAL YEAR 2014-2015 RECITALS:
A. The Central Point City Council deems it appropriate to authorize certain
appointments and procedures relating to City administration, budget, and fiscal management for fiscal year 2014-2015.
The City of Central Point resolves as follows: For the fiscal year 2014-2015, the following appointments are hereby made; the following policies and procedures are imposed, and
the same are hereby adopted:
Section 1. Appointments.
A. Insurance Agent of Record. Brown & Brown Northwest Insurance Agency
is hereby appointed to continue as Insurance Agent of Record for the City
for property, general liability, vehicle liability, workers compensation and bond insurance through June of 2015.
B. City Attorney. Sydnee Dreyer of Huycke, O'Connor, Jarvis, Dreyer, Davis & Glatte, LLP is hereby appointed to the office of City Attorney through
June 2015 and is designated as a sworn officer of the City under the
terms of the legal services contract dated June 2013.
C. Municipal Judge. Jackson County Justice of the Peace, Joe Charter, is
hereby appointed as Municipal Court Judge under the terms of the intergovernmental agreement between the City of Central Point and
Jackson County dated June 2015.
D. City Auditor. Isler Certified Public Accountants is hereby appointed as City
Auditor through June 2015 pursuant to statutes requiring independent fiscal audit of the City, and subject to the contract for Audit of an Oregon Municipality.
E. City Engineer. Jeff Ballard dba RH2 Engineering Inc. is hereby appointed
as City Engineer of the City of Central Point through June 2015 under the
terms of the letter dated May 15, 2007.
Section 2. Council Expenses. City Council members may elect to receive compensation of $150 per month,
and the Mayor may elect to receive compensation of $250 per month. In addition
to said compensation, reimbursement may also be made to the Mayor or Council members for actual expenses incurred while on official City business.
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Section 3. Designation of Depository.
Any Central Point branch of an FDIC insured bank, the State of Oregon Local Government Investment Pool, and all successors in interest to those institutions are each hereby designated as depositories for City funds, and the Finance
Director or designee may deposit monies belonging to the City in any or all of said institutions in accordance with applicable law until further order of the City Council.
Section 4. Authority to Keep, Invest, Transfer and Expend Funds
A. The Finance Director or designee is hereby authorized to invest any
surplus funds in accordance with ORS 294.035 and ORS 294.810, in
such investments as are authorized by said statutes, and to transfer funds from one account to another.
B. The Finance Director or designee is hereby authorized to establish a petty cash fund with a balance not to exceed $2,000. The fund may be
used to maintain cash drawer change funds and provide for miscellaneous expenditures not to exceed $50 per transaction; except that upon approval of the City Manager or the Finance Director a
maximum expenditure of $100 per transaction may be made. C. The City Manager or designee is authorized to expend funds in
accordance with budget appropriations. All revenues received and expenditures incurred by the City in implementing the budget
appropriations shall be reported to the Council. Such reports will normally
be made on a quarterly basis.
Section 5. Accounting Principles.
The City shall maintain its financial records in accordance with current generally
accepted accounting principles, and all applicable laws and regulations.
Section 6. Interfund and Overhead Fees.
Expenditures incurred by one fund for the benefit of another fund may be reimbursed in accordance with acceptable accounting procedures as determined
by the Finance Director.
Section 7. Outstanding Checks.
Outstanding checks stale dated (at least six months after the date of issuance) must escheat to the state under ORS 98.352.
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Section 8. Capital Acquisition.
Items costing more than $5,000 and having a useful life of more than one year shall be capitalized.
Section 9. Summons, Complaints, and Tort Claim Notices.
The City Recorder shall be designated to receive all Summons, Complaints, and Tort Claim Notices.
Passed by the Council and signed by me in authentication of its passage this _____ day of _____________________, 20___.
__________________________
Mayor Hank Williams
ATTEST:
_____________________________ City Recorder
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Resolution
Scheduling Biennial
Election of City
Officers
CAP062614 Page 23
TO: Honorable Mayor and City Council
FROM: City Recorder Deanna Casey
SUBJECT: Scheduling Biennial Election
DATE: June 26, 2014
SUBJECT: Resolution No. ________, A Resolution Scheduling Biennial Election of Central Point City
Officers on November 4, 2014.
SUMMARY: The attached resolution sets the date for the next election of city officers to coincide with
Statewide General Election on Tuesday, November 4, 2014. The positions for Ward I, II, and III will be up for
election. The filing period for the election begins on Monday, July 7, 2014, and runs through Friday, August 22, 2014.
Election packets are being prepared and will be available July 7, 2014, in the City Recorders office.
Recommended Motion:
Motion to approve Resolution No. _________, A Resolution Scheduling Biennial Election of
Central Point City Officers on November 4, 2014.
Staff Report
Administration Department
Phil Messina, City Administrator
Deanna Casey, City Recorder
140 S Third Street • Central Point, OR 97502 • 541.664.3321 • Fax 541.664.1611
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RESOLUTION NO. _____________
A RESOLUTION SCHEDULING BIENNIAL ELECTION OF CENTRAL POINT CITY
OFFICERS ON NOVEMBER 4, 2014 RECITALS:
A. The Central Point City Charter provides that regular City elections shall be held at
the same times and places as biennial general state elections, and the next biennial state election is scheduled for November 4, 2014;
B. The biennial election of the City of Central Point, Oregon, shall be held
concurrently with the general election of the State of Oregon on November 4,
2014, between the hours of 7:00 a.m. and 8:00 p.m. Pacific Standard Time, at which election the City shall elect one council member from Ward I, Ward II, and
Ward III.
C. The precincts and judges and clerks of election shall be the same as those
provided within the City of Central Point, Oregon, for the statewide general election held on the same date.
D. The City Recorder is hereby authorized and directed to give notice of said
election, at least 10 days prior to the election, by posting notice thereof in a
conspicuous place in the City Hall and in one public place in each voting precinct of the City. The notice shall state the officers to be elected, the ballot title of each
measure to be voted upon and the time and place of the election.
E. All candidates for the offices mentioned in Section 1 above shall file the proper
forms of nomination with the City Recorder during normal business hours between Monday, July 7, 2014, and Friday, August 27, 2014.
The City of Central Point resolves as follows:
Section 1. The Central Point City Charter provides that regular City elections shall be held at the same times and places as biennial general state elections, and the next biennial state election
is scheduled for November 4, 2014;
Passed by the Council and signed by me in authentication of its passage this ____ day of
_________, 2014. ____________________________________ Mayor Hank Williams
ATTEST:
__________________________________ City Recorder
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Resolution
Extending Workers
Compensation
Coverage to
Volunteers
CAP062614 Page 26
ADMINISTRATION DEPARTMENT _
Chris Clayton, City Manager ● Deanna Casey, City Recorder ● Barb Robson, Human Resources Director
STAFF REPORT
June 26, 2014
AGENDA ITEM: Worker’s Compensation Coverage for Volunteers
Consideration of Resolution No. _______, A Resolution Extending Workers Compensation Coverage to
Volunteers of the City of Central Point
STAFF SOURCE:
Barbara Robson, Human Resources Director
BACKGROUND/HISTORY:
Annually, in June, the Council is asked to extend, by way of resolution, Workers Compensation coverage
to volunteers.
ORS 656.031 allows public entities, by resolution, to elect workers’ compensation coverage for
volunteer workers. City County Insurance, the City’s workers’ compensation insurance carrier, requires
that the City pass such a resolution annually. This resolution continues the current practice of providing
workers’ compensation coverage for city volunteers, with the exception of special events volunteers
who are covered under a separate accident policy.
The 2014-15 resolution includes the same categories of volunteers as last year’s resolution and covers
those who volunteer on a regular basis such as committee members, the council, Police volunteers,
Kidventure volunteers, and other various program areas. This resolution does not include volunteers for
individual special events such as Battle of the Bones.
FISCAL IMPACT:
Worker’s comp coverage for volunteers accounts for a very small portion of the city’s total worker’s
comp premium.
ATTACHMENT:
Motion to approve Resolution No. _____ A Resolution Extending the City of Central Point
RECOMMENDATION:
Approve Resolution _________, A Resolution Extending Workers Compensation Coverage to Volunteers
of the City of Central Point.
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RESOLUTION NO.
A RESOLUTION EXTENDING WORKERS’ COMPENSATION COVERAGE
TO VOLUNTEERS OF THE CITY OF CENTRAL POINT
RECITALS:
Oregon Revised Statute 656.031 allows public entities, by resolution, to extend workers’ compensation
coverage to volunteer workers.
Therefore, the City of Central Point resolves as follows:
Workers’ compensation coverage will be provided to the following classes of volunteers listed in this
resolution, noted on CIS payroll schedule, and verified at audit.
1. Public Safety Volunteers
An assumed monthly wage of $800 per month will be used for public safety volunteers in the following
volunteer positions:
Police Reserve Officers
Volunteers in Police Services (VIPS )
Police Explorers
2. Volunteer Boards, Commissions, and Councils
An aggregate assumed annual wage of $2,500 will be used per volunteer board, commission and/or
council for the performance of administrative duties. The covered bodies are:
City Council
Planning Commission
CERT (Community Emergency Response Team)
Parks Commission
Citizen’s Advisory Commission (CAC)
Multicultural Committee
Budget Committee
An assumed monthly wage of $800 per month will be used for public officials for the performance of
manual labor above and beyond the administrative duties covered by paragraph 2.
3. Non-Public Safety/Boards, Commissions, and Councils Volunteers
All non-public safety volunteers and non-boards, commissions and councils volunteers listed below will
track their hours and Oregon minimum wage will serve as the assumed wage for both premiums and
benefits calculations. CIS will assign the appropriate classification code according to the type of
volunteer work being performed.
2014-15 Workers’ Comp Volunteer Resolution
CAP062614 Page 28
Parks & Recreation – excluding “Special Events” covered under a separate accident policy
Public Works
Clerical
Preschool/Child Care Center – “Kidventure” classroom assistants
4. Other Volunteers
Volunteer exposures not addressed here will have worker’s compensation coverage if, at least two
weeks prior to the onset of the work the City of Central Point provides written notice to CIS
underwriting requesting coverage, CIS approves the coverage and date of coverage, and provides
written confirmation of the coverage.
5. Special Events Volunteers
Volunteers participating in City-sponsored special events will be covered under a separate accident
policy and are not covered under this resolution.
The City of Central Point agrees to maintain verifiable rosters for all volunteers, including volunteer
name, date of service, and hours of service, and make them available at the time of a claim or audit to
verify coverage.
Passed by the Council and signed by me in authentication of its passage this _____ day of
_____________________, 20___.
__________________________
Mayor Hank Williams
ATTEST:
_____________________________
City Recorder
2014-15 Workers’ Comp Volunteer Resolution
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