OFFICIAL MINUTES CITY COUNCIL, CITY OF MADRAS MAY 22, 2018

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1 I. CALL TO ORDER The City Council Meeting was called to order by Mayor Royce Embanks at 7:00 p.m. on Tuesday, May 22, 2018 in the Madras City Hall Council Chambers located at 125 SW E Street. CITY COUNCIL MEMBERS IN ATTENDANCE WERE: Mayor Royce Embanks Jr., and Councilors Bartt Brick, Rosalind Canga, Jennifer Holcomb, Richard Ladeby, and Gary Walker. ABSENT WERE: Councilor Denise Piza. STAFF MEMBERS IN ATTENDANCE WERE: City Administrator, Gus Burril; Police Chief, Tanner Stanfill; Public Works Director, Jeff Hurd; Community Development Director, Nicholas Snead; Finance Director, Kristal Hughes; City Attorney, Garrett Chrostek, with the firm of Bryant, Lovlien and Jarvis, and Communications Specialist, Lysa Vattimo. ABSENT WERE: HR and Administrative Manager, Sara Puddy, and City Recorder, Karen J. Coleman. VISITORS IN ATTENDANCE WERE: Jefferson County Commissioner, Mae Huston, and Holly Gill, News Editor with the, Madras Pioneer. II. PLEDGE OF ALLEGIANCE AND PRAYER Councilor Ladeby led the Pledge of Allegiance to the flag of the United States of America, and Mayor Embanks led the prayer. III. CONSENT AGENDA All matters listed within the Consent Agenda have been distributed to each member of the Madras City Council for reading and study, are considered to be routine, and will be enacted by one motion of the Council with no separate discussions. If separate discussion is desired, that item may be removed from the Consent Agenda and placed on the Regular Agenda by request. A. Approval of Minutes from the May 8, 2018 City Council Meeting B. Contract Change Order No. 3 for Construction Services Contract between the City of Madras and Knife River Corporation Northwest for the Construction of the H Street Pedestrian Improvement Project Page 1 of 6

2 C. Intergovernmental Agreement No between the City of Madras and the Oregon Department of Transportation for the 2018 Fund Exchange Agreement A MOTION WAS MADE BY COUNCILOR GARY WALKER TO APPROVE THE CONSENT AGENDA AS WRITTEN; THE MOTION WAS SECONDED BY COUNCILOR ROSALIND CANGA. THE MOTION PASSED UNANIMOUSLY, 5/0. IV. VISITOR COMMENTS County Commissioner Mae Huston invited council to the Culver Town Hall with State Representative Daniel Bonham this Friday, May 25 th at 6:30 pm at Culver City Hall. Commissioner Huston also stated that the gentleman coming to the commission meeting tomorrow to give the Hindu invocation is from out of the state travelling all over the United State giving invocations at several governmental meetings. V. RESOLUTION NO A resolution of the City of Madras approving a contract specific special procurement of aviation fuel; and authorizing and approving the use of direct appointment procurement procedures for a fuel supply agreement with World Fuel Services, Inc. City Administrator Burril explained Resolution No to the City Council. The City has had nearly ten years of good relationship with this company and they have provided reliable service and good customer service. He mentioned that very few agencies (only three) provide these services. They are also proposing providing equipment the City needs at extremely low cost, communicating that the company would charge the City $1.00/year for one of the fueling trucks, and would provide the City a $15,000 grant towards a self-serve pod that will help serve customers when no one is available. In addition, World Fuel Services would like to serve as a sponsor for the local Airshow of the Cascades. The value of this contract is estimated to be approaching $1.5M. For the reasons listed, staff is asking Council to authorize a special procurement and use of a direct appointment to continue working with World Fuel for the City s airport fuel needs. Councilor Brick asked about the payment change from net 30 days to net 15 days. Finance Director Hughes stated this is actually a change of terms, not a change of practice. They already pull payments from our account net 15 days. Councilor Canga asked about the length of the contract. City Administrator Burril responded that the contract is proposed for five years with automatic renewal until we hit our minimum purchase of 450,000 gallons of fuel (both 100 low-lead and Jet A). He said that the City currently uses approximately 70,000 to 90,000 gallons per year. Page 2 of 6

3 Councilor Walker wanted to know who does the maintenance on the vehicles (gas truck). City Administrator Burril responded that the City takes over maintenance once the City acquires the vehicles. A MOTION WAS MADE BY COUNCILOR RICHARD LADEBY AND SECONDED BY COUNCILOR GARY WALKER THAT COUNCIL ADOPT RESOLUTION NO APPROVING A CONTRACT-SPECIFIC SPECIAL PROCUREMENT OF AVIATION FUEL; AND AUTHORIZING AND APPROVING THE USE OF DIRECT APPOINTMENT PROCUREMENT PROCEDURES FOR A FUEL SUPPLY AGREEMENT WITH WORLD FUEL SERVICES, INC. THE MOTION PASSED UNANIMOUSLY, 5/0. VI. APPROVAL OF THE CITY OF MADRAS INDUSTRIAL SITE READINESS PLAN Public Works Director Hurd presented a broad overview of the Industrial Site Readiness Plan ( Plan ) that included areas both inside and outside of the Urban Growth Boundary. Highlights included preparing for utilities, roads, gas, telephone, wastewater, etc., in the Industrial park area. One of the big focuses of the Plan included the layout of potential rail service for the area. Community Development Director Snead reiterated that the Plan is not a regulatory document so land use decisions cannot be made from this Plan to the extent there is a land use decision outside the City s Urban Growth Boundary. Part of the importance of this project, and a lot of the work staff is doing right now on the airport pilot program to expand our Urban Growth Boundary, is to allow the infrastructure planning that is in this document to become a regulatory document after the City expands the Urban Growth Boundary. Because the City owns this land, we re able to plan much more in advance. This is a very comprehensive plan with many advantages. Mayor Embanks and Councilor Brick expressed their appreciation for this comprehensive plan and the vision of the team. A MOTION WAS MADE BY COUNCILOR RICHARD LADEBY AND SECONDED BY COUNCILOR ROSALIND CANGA THAT COUNCIL APPROVE AND ADOPT THE MADRAS INDUSTRIAL SITE READINESS PLAN AS PRESENTED. THE MOTION PASSED UNANIMOUSLY, 5/0. VII. AUTHORIZATION OF OREGON DEPARTMENT OF LAND CONSERVATION AND DEVELOPMENT HOUSING PLAN PROJECT GRANT Community Development Director Snead explained that the Oregon Department of Land Conservation and Development was soliciting for grant applications related to housing Page 3 of 6

4 economic development. He said that the grant requires a scope of work and Council authorization to apply. He recommended that the City apply for approximately $15,000 for consultant services to assist in updating the City s multi-family development standards in our development code and assist the City with illustrations on how the regulations apply to a development which staff believes would help the Planning Commission, the Council, and community members conceptualize regulations that we d develop and likely be seeking approval for. He clarified that if the City is selected, the Department of Land Conservation and Development would select the Consultant to do the work. A MOTION WAS MADE BY COUNCILOR ROSALIND CANGA AND SECONDED BY COUNCILOR GARY WALKER TO AUTHORIZE STAFF TO APPLY FOR THE OREGON DEPARTMENT OF LAND CONSERVATION AND DEVELOPMENT HOUSING PLAN PROJECT GRANT. THE MOTION PASSED UNANIMOUSLY, 5/0 VIII. QUARTERLY FINANCIAL REPORT Finance Director Hughes provided the quarterly financial report. IX. ADDITIONAL COMMENTS, ANNOUNCEMENTS, AND DEPARTMENT REPORTS PUBLIC WORKS DEPARTMENT REPORT Public Works Director Hurd reported on the following: - work on the H Street Pedestrian Improvement Project (# ) is completed; - the Herzberg Heights and Bel Air Subdivision Wastewater Improvement project (# ) began last week; - flowers went up on the light poles this week; and - the Downtown pots will be filled this week, maybe next. POLICE DEPARTMENT REPORT Police Chief Stanfill reported on park patrols his officers are doing based on feedback from the City s 2018 survey. They can, and are, writing violations to trespassers when appropriate. He met with the new COCC Director of Campus Safety, Peter Ofstrofski, who is retired from Homeland Security. Chief Stanfill is also working with 509J schools and St. Charles on active shooter drills. Page 4 of 6

5 He also told the Council that Officer Schulke is successfully rehabilitating, and that there is positive moral on the force; he then expressed his gratitude for his officers. Mayor Embanks expressed his trust and confidence in the Madras Police Department. FINANCE DEPARTMENT REPORT Finance Director Hughes gave a report on what she learned about control ratings on bonds at a recent conference she attended in St. Louis. She also expressed appreciation for her team. CITY ADMINISTRATOR COMMENTS City Administrator Burril informed Council of 1 st Thursdays coming up in Downtown (June through September) to encourage revitalization of downtown, spur economics and bring the community together based on feedback from our recent citizen survey. He thanked Lysa Vattimo for her assistance in helping to organize some downtown businesses (approximately 11 of them) who are currently working together on these events. Funding was provided by grants from the City and the Central Oregon Intergovernmental Council (COIC). The group has a good start on a website and feels they re moving along well in the short amount of time they ve been planning (just about 4 months). He reminded Council about the Joint City Council County Commission meeting tomorrow at 12:00 p.m. at the County Annex and the upcoming Regional Housing Workshop next week. He asked that the Council let HR and Administrative Manager Puddy know if they plan on attending. Additionally, he informed Council of a survey targeted to business owners in the downtown area that will be administered in the next few weeks by the Chamber of Commerce and COIC (Central Oregon Intergovernmental Council) with assistance from City staff. CITY COUNCIL COMMENTS Councilor Holcomb thanked City Administrator Burril for the City tour he took them on last Friday. Councilor Brick advised Council that COIC is in the process of rebranding themselves. Page 5 of 6

6 Councilor Ladeby expressed appreciation for the City tour last Friday. Councilor Canga expressed appreciation for the City tour and thanked staff. Councilor Walker reported on the tree planting event at the fish pond a few weeks ago. He expressed that the City looks better with all the trees and he acknowledged all the hard work of Public Works Office Coordinator, Michele Quinn. Mayor Embanks thanked everyone for going on the Tour and apologized for not being able to attend with them. X. ADJOURN The City Council meeting was adjourned at 7:52 p.m. Minutes Prepared by: Lysa Vattimo, Communications Specialist Respectfully submitted by: Sara Puddy, City Recorder Pro Tem Royce Embanks, Mayor Page 6 of 6