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4-13-2016 Council Minutes

CITY OF YAMHILL, CITY COUNCIL MEETING
Wednesday, April 13, 2016 7:00 P.M.
MINUTES

1. CALL TO ORDER: Roll Call

The meeting was called to order by Mayor Terp at 7:00PM

Present: Mayor Terp and Councilors Disbrow, Gilmore, and Echauri
Excused Absence: Councilor Weinstein, Chief Graven
Staff present: City Recorder Gilmore, Superintendent Howard,

2. PUBLIC COMMENT:

Nancy Woodworth, a resident who lives on Turnercreek Road, Yamhill gave an update on the four City Welcome signs that she will be donating to the City. Woodworth reported that the City Signs are painted and will be ready for delivery by April 22, 2016. Woodworth also provided a color picture of the finished signs. Council concurred that the welcome signs are beautiful and thanked Woodworth for her donation.

Angela Howard of 385 E. Main Street, Yamhill introduced herself. Howard questioned if Yamhill had a Chamber of Commerce and stated she would be interested in joining. Terp stated there is not one in Yamhill, but it would be Business leaders in the City that would be members and would start one if desired. Howard would like to start a local newsletter and was reaching out for approval. It was noted that the City wouldn’t need to approve if a resident wanted to write a newsletter.

3. PRESENTATIONS & APPOINTMENTS:
A. Homeward Bound Pets, 2016-2017 funding request, Dawn Witt, Director.

Dawn Witt presented her request for $1,500.00 for Homeward Bound Pets Adoption Shelter, a spay/neuter clinic for cats. Homeward Bound is a non-profit organization that has been serving Yamhill County for over 40 years. Their program has successfully spayed or neutered over 850 cats in 2015 alone. Homeward Bound Pets is the only organization in Yamhill County that has a program for cats. Mayor Terp stated that the City of Yamhill appreciates all the work they do for our community and the City will take this into consideration at budget time.
Mayor Terp reminded Council that all funding requests will go before the Budget Committee for decision.
Disbrow will be making a presentation to the Yamhill County Commissioners to support a funding request by Homeward Bound Pets and would like the support of the Council to speak on their behalf. Homeward Bound Pets is raising funds for a building for a weekly spay/neuter clinic to be located in McMinnville instead of transporting to the monthly clinic in Wilsonville. Mayor Terp requested that Gilmore write a letter of support on behalf of City Council and she would sign and forward to Councilor Disbrow before his presentation.

4. UNFINISHED BUSINESS:
A. None Scheduled

5. ORDINANCES:

FIRST READING:
A. Consider adopting Ordinance No. O-513 an Ordinance amending Chapter 6 of the Yamhill Municipal Code to adopt a Transportation System Plan and related provisions and declaring an emergency. (Charter Chapter IV, Section 16, adopting an ordinance at a single meeting.) Ordinance No. O-516 will be available. Ordinance posted: April 1, 2016 (Charter Chapter IV, Section 16(b).)

The background on this Ordinance was discussed at the February 10, 2016 Council Meeting. It was discovered that when the City adopted the TSP Plan in 1999 by resolution, there were some deficiencies. The City adopted the TSP by resolution and the City should have gone through the appropriate procedures to adopt the TSP by Ordinance and submit to DLCD with proper notice for review and acknowledgement.

Councilor Echauri read Ordinance O-513, by title only, for the first time.

Motion by Echauri to approve first reading of Ordinance O-513, seconded by Disbrow, to Amend Chapter 6 of the Yamhill Municipal Code to adopt a transportation system plan and related provisions and declaring an emergency.

Roll call: Ayes: Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.

Councilor Echauri read Ordinance O-513, by title only, for the second time.

Motion by Echauri to approve second reading of Ordinance O-513, seconded by Disbrow, to Amend Chapter 6 of the Yamhill Municipal Code to adopt a transportation system plan and related provisions and declaring an emergency.

Roll call: Ayes: Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.
AN ORDINANCE AMENDING CHAPTER 6 OF THE YAMHILL MUNICIPAL CODE TO ADOPT A TRANSPORTATION SYSTEM PLAN AND RELATED PROVISIONS AND DECLARING AN EMERGENCY

SECOND READING:
A. None Scheduled

6. NEW BUSINESS:
A. Consider approving hourly rate increase for City Attorney Gowell by $10 per hour to a fee of $165.00 per hour.

Motion by Disbrow, seconded by Echauri to approve the hourly rate increase for City Attorney Gowell to $165.00 per hour.

Roll call: Ayes: Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.

B. Discuss Intergovernmental agreement with the City of Newberg for Geographic Information System (GIS) services.

Disbrow reported that he recently talked to Keith McKinnon, a GIS Analyst with the City of Newberg who is a local Yamhill resident. Disbrow discussed the possibility of having volunteer help with the City’s GIS System. An email from McKinnon suggested that the City of Yamhill might want to pursue an Intergovernmental Agreement with the City of Newberg for a regional data sharing agreement. Howard stated that we currently have a GIS program and the information was updated in 2014 by a hired part-time temporary employee. The City pays for the GIS program on an annual basis, and Howard has also worked with our City engineering firm regarding merging our AutoCAD program with the GIS program. Terp questioned the need for the IGA services when the City has its own program. Disbrow would like to see the GIS program expand to use with Disaster Preparedness to allow the data to be used during an emergency. Terp recommended that in the near future, Howard and Disbrow discuss further if an IGA is necessary or beneficial to the City at this time.

7. CONSENT AGENDA:
A. Approve Council Minutes
(1) Regular Session – March 9, 2016
B. Financial Statements
C. Approve the following Purchase Order:
(1) PO # 16-057 - Grafix Shoppe - $2,232.00 - 18 Street Pole Banners
and Brackets.

Motion by Echauri, Gilmore seconded to approve the Financial Statements and Purchase Order.
Roll call: Ayes: Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.

Motion by Echauri, seconded by Gilmore approve the minutes as presented.

Roll call: Ayes: Disbrow, Gilmore and Echauri
Abstain: Terp
Nays: None

The motion carried.

Recorder Gilmore provided three artwork drafts from Grafix Shoppe for City banner choices and Council voted to approve two banners. The banners will be displayed on 19 street telephone poles within the City on Highway 47 and Highway 240.

8. DEPARTMENT/COMMITTEE REVIEW/REPORTS:
A. Police Review– Graven – Monthly report in packets.
Chief Graven was not in attendance, but had provided a report of March Police Calls.
(1) Information regarding implementing a protocol for the administration
of Naloxone Narcan.

Disbrow reported that during a Yamhill Fire District Board Meeting, Chief Jensen commended Yamhill Reserve Officer, A.J. Miller for his actions and response during a fatal accident on April 6, 2016. It was noted that Miller was not on duty at the time, but was one of the first to arrive on the scene. Disbrow stated there were 15 agencies that responded to the accident.

B. Public Works Review – Superintendent Howard – Memo in packets
Superintendent Howard provided his staff report included in packets. No questions followed.
Howard reported that after meeting with City/County Insurance Risk manager last month, the question about recreational immunity in City Parks was discussed. A Supreme Court recently ruled that employees are not exempt under the law and can be sued separate from a City for any negligence causing injury. Howard is concerned that if someone were to get injured at our City Park, employees can get sued personally. Howard indicated that all Public Works employees will now have stricter guidelines to any work that will be done at the Park. Howard noted that there is an upcoming Webinar by CIS Insurance concerning the ruling that he will attend.

Howard reported that Public Works has been working at City Hall on a bathroom leak and notified Council that the line break may be near the road and that the only bathroom operable for a while will be the council room bathroom.

C. Mayor/Administration Review-
(1) Discuss Agenda items for the June 13, 2016 Joint Work
Session/Town Hall with Yamhill County Commissioners.

The Yamhill County board of Commissioners have scheduled a Joint Work Session/Town Hall on June 13, 2016 with Yamhill City Officials. The County is requesting that the City generate an agenda for the session and hear directly from the council on what is most important to the City. Terp recommended that Council consider topics for the meeting and make suggestions at the May 11, 2016 Council meeting.

(2) Close-out information regarding the Community Development Block
Grant for the Wastewater Master Plan, Project # P13023.

Information was received from Business Oregon, Infrastructure Finance Authority that our Wastewater Master Plan project is closed with them and the project will be administratively closed.

(3) Discuss the “Elected Officials Bonus Program Training”.

Gilmore reported that our City Insurance Company, CIS, has asked that our elected officials view a 14 minute video titled “Elected Officials Bonus Program Training” that will reduce our yearly premiums if all officials view the video. The information was forwarded to our elected officials on March 29, 2016 and all Councilors reported that have viewed the video.

(4) Probation review of Part-Time Admin/Public Works Administrative
Assistant.

Gilmore stated that Trudi Malis has passed her review and recommended approving permanent status of current classification and increase salary .50 cents an hour effective April 24, 2016.

Motion by Echauri, seconded by Disbrow to approve the permanent status and hourly rate increase for Trudi Malis, Part-time Administrative Assistant, by .50 cents per hour.

Roll call: Ayes: Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.

D. Emergency Preparedness Review
(1) Discuss using “Nextdoor Central Yamhill” social media for
Emergency notifications and public outreach.

“Nextdoor” is a private social network that can be easily used by our community and neighbors to build stronger and safer neighborhoods. Disbrow believes it could be beneficial to use for an emergency notification system. Terp stated that there are several social networks at this time, including Facebook that community members use for announcements. Disbrow will send all of City Council a link to review.

(2) Information - All Hands Consulting initial E.O.C. assessment.
Information was provided from All Hands Consulting as an initial assessment, and reported that the report drafts will be available soon. Many major deficiencies were reported in the initial information, including: limited power systems, deteriorated condition of Yamhill City Hall and Emergency Operations Center and lack of critical equipment. It was noted that the Mayor, Councilor Disbrow and City Department heads will be meeting with All Hands Consulting on April 26, 2016 to review the assessment report.

(3) Discuss approval of scheduling radio trouble shooting at City Hall
and Chambers.
Disbrow reported that the City needs to discuss getting the radio operators back into the chambers and city hall to trouble shoot the issues that came up in the exercise, and for procedures to have routine and regular check on the radios. Terp advised Disbrow to check with Gilmore regarding the scheduling of using the Council Chambers.

9. INFORMATION/ANNOUNCEMENTS:
A. Budget Committee meeting and Public Hearing on State Revenue Sharing
Possible Use, Tuesday, May 17, 2016, 6:30PM, City Council Chambers,
155 E. 1st Street.
B. City of Sheridan City/County dinner - Thursday, April 21, 2016 @6:30pm
C. Vacancies: Planning Commission – 1 member, Budget Committee –
1 member. Applications are available at City Hall.
D. Statement of Economic Interest, required by the Oregon Government
Ethics Committee (OGEC) must be received electronically by April 15,
2016. If you have any questions contact them at 503-378-5105.
E. Pinwheels for Prevention - April is National Child Abuse Prevention Month

10. ADJOURNMENT: 8:20 PM
Motion by Echauri that the meeting adjourn 8:20 PM.
The motion carried by unanimous vote.

Respectfully submitted,

______________________________
Paula Terp
Mayor, City of Yamhill

______________________________
ATTEST:
Lori Gilmore, City Recorder

Friday, April 15, 2016 - 4:15pm

Yamhill City Hall

205 S Maple Street
PO Box 9
Yamhill OR 97148

Open Mon - Fri,
8:00am - 5:00pm

(503) 662-3511

(503) 662-4589 Fax

Upcoming Events

Monday, April 3, 2017 - 6:30pm

Budget Committee Worksession Meeting - April 3, 2017 @ 6:30 Pm

Wednesday, April 12, 2017 - 7:00pm

The next Council Meeting is at Yamhill City Hall, Wednesday,  April 12, 2017.  Starts at 7:00 pm

Tuesday, May 2, 2017 - 7:00pm

Planning Commission Meeting/Public Hearing is at Yamhill City Hall, Tuesday ,  May 2, 2017 starts at 7:00pm.