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7-13-16 Council Minutes

CITY OF YAMHILL, CITY COUNCIL MEETING
Wednesday, July 13, 2016
MINUTES

PUBLIC HEARING

1. CALL TO ORDER: Roll Call

The meeting was called to order by Mayor Terp at 7:10PM
Present: Mayor Terp and Councilors Weinstein, Disbrow, Gilmore, and Echauri
Staff present: City Recorder Gilmore, Superintendent Howard and Chief Graven

2. PUBLIC HEARING:
A. Review/Discuss Recommended Increase for Water & Sewer Rates.
- Donovan Enterprises, Inc. Presentation
- Proposed Resolutions # R-734 and # R-735 were provided.

Mayor Terp opened the public hearing at 7:11pm

Steve Donovan from Donovan Enterprises reviewed the findings from the Water and Wastewater rate study that was conducted in 2015, that included presentations at the January and February 2016 Council meetings. Donovan noted that Yamhill has not had a water rate increase for thirteen years or a wastewater increase in nine years and the rates are one of the lowest in Yamhill County. Donovan showed a chart comparing the City’s water, sewer and system development charge rates to all the other cities in Yamhill County, and Yamhill was consistently one of the lowest rates. It was reported that the City’s operating funds are dangerously low to fund any capital improvement projects and there are a small amount of accounts to spread the costs for any funding of needed improvements. Donovan stated that after the study and research, the recommendation is to reduce the monthly water base fee from 6,000 gallons to 4,000 and implement general rate increases of 3.5% per year for the next five years. If approved, the water base rate for 4,000 gallons would start at $38.87 a month and at the end of five years it would equal $44.61 a month. The base rate change would help implement more of a consumption based billing.
The recommendation for the wastewater is to implement general rate increases of 8.0% per year for the next five years. If the recommendation were approved, the wastewater base rate would start at the current $51.68 a month and at the end of five years it would equal $75.92 a month. The cumulative cash generated from Water rate increases would equal $71,811.00, and from Wastewater rate increases $131,389.00.

The last recommendations were to seek grant funding to help with needed capital improvement projects, and to commission a new Water Master Plan as the current Plan is over 15 years old.
The Council realizes that the rate increases affect everyone, especially those on limited incomes, although the cost of providing a service is continuing to increase and the City cannot continue to absorb the increased expenses without passing it along to the users.
Terp commented that the Council has been very conservative with any rate increases, but has to consider necessary increases for repairs, improvements and to keep the water/wastewater department financially stable.

Mayor Terp asked for public comments and questions.

Patty Pairan, of Maple Street in Yamhill commented that she attended the Open House last year and was concerned that the rates for water/wastewater could go up to $200.00 per month in five years. Pairan also reported that her residence and several neighbors do not have adequate water pressure and would like it resolved before paying rate increases. Superintendent Howard explained that the proposed rate increases would reflect a monthly rate of $120.53 in five years with a water base of 4,000 gallons. Pairan was also concerned with users on a fixed income. Donovan responded that the City Officials also have a responsibility for public health and safety of its residents.

Fred Stepp, who lives outside of the City, but is currently an outside water user with six users on his meter. Stepp commented on a leak he’s had on a water line that is almost one mile in length and stressed the importance of upgrading, maintaining and replacing lines as needed to insure service.

Jason Yates, of Main Street commented that after five years, it would be almost a $400.00 a year total increase and suggested that the City change the base water rate, but hold off for seven or eight years before implementing a yearly increase. Terp stated that it would be detrimental to the City to assume there wouldn’t be any necessary repairs or emergency’s in the next few years as there is currently only $135,000.00 in contingencies in the water fund and $35,000.00 in the wastewater fund.
Terp reiterated that it is the City’s obligation and responsibility to provide water and sewer to its residents.

Ron Potter, of Quince Street commented that a resident could reduce some of their entertainment spending to make up for the potential $30.00 a month increase in five years. Potter stated that he appreciates having good water and the ability to flush a toilet and it is more important to him than $30.00 a month.

James Knapp, of E. Third Street commented that he is conservative with water at his residence but would like the City to look into his low water pressure and reported that he doesn’t believe he has good quality water and it is “hard” water. Knapp supports the rate increase, but would like to see improvements in his water quality. Knapp also stated that he has a newer home and would have recently paid SDC charges and questioned if he can get a break on the rate increases, as he doesn’t feel he should have to pay for the repair of older lines on older homes. Terp explained that would not be feasible for the City to adjust rates according to the age of the utility lines.

Susan Day, of W. First Street suggested that the City consider adjusting the rate for sewer usage for elderly, people that live alone or hardship cases. Terp responded that it is an excellent idea and the Council could consider this in the future. Howard stated that making the sewer a minimum fixed base rate and additional for the amount of water used is a possibility and could be considered in the future.

Rick Ulrick, of E. Azalea Street questioned if the City is considering increasing the City’s Service Development Charges. Howard explained before any increases can be done,
a rate study needs to be conducted and a Master Plan has to be in place before a rate study can be done. It was noted that a 20 year Water Master Plan costs approximately $150,000.00. Ulrick commented that he is not in favor of the City spending money on a
foot bridge project over wetlands on the East side of the Yamhill/Carlton Schools on the north side of Highway 240.

Mayor Terp closed the hearing at 8:20 pm.

The regular meeting was called to order by Mayor Terp at 8:25 PM

REGULAR MEETING

3. PUBLIC COMMENT:
None Received.

4. PRESENTATIONS & APPOINTMENTS:
A None Scheduled

5. UNFINISHED BUSINESS:
A. None Scheduled

6. ORDINANCES:
FIRST READING:
A. None Scheduled
SECOND READING:
A. None Scheduled

7. NEW BUSINESS:
A. None Scheduled

8. CONSENT AGENDA:
A. Approve Council Minutes
(1) Regular Session – June 8, 2016
B. Financial Statements
C. Approve the following Purchase Orders:
(1) PO # 17-001 – Quality Control Services, Inc- $ 725.00 – Lab
equipment cleaning and calibration.
(2) PO # 17-002 – Traffic Safety Supply - $2,259.25- new street signs
(3) PO # 17-003 – HD Waterworks Supply - $ 1,619.96 – Water Fittings
(4) PO # 17-006 – The Door Man & Son - $ 3,785.00 – Shop Door
Openers (3)
(5) PO # 17-005- Staples Office Supplies - $ 2,137.90- Conference
Tables.

Motion by Echauri, seconded by Weinstein to approve the Consent Agenda as presented.

Roll call: Ayes: Weinstein, Disbrow, Terp and Gilmore
Abstain: Echauri

The motion carried.

9. DEPARTMENT/COMMITTEE REVIEW/REPORTS:
A. Police Review– Graven – Monthly report in packets.
Chief Graven reviewed Police business for June 2016 and provided a report of June calls. No questions followed.
Chief Graven reported that Officer Van Cleave has completed Drug Recognition Expert training and Office Hoy is gone for 13 days for yearly military training.
(1) Annual review of Police Dept. personnel
Echauri reported that she and Councilor Weinstein completed Chief Graven’s annual performance evaluation and would recommend a 5% pay increase. Echauri also stated that Chief Graven is doing a great job as Police Chief.

Echauri made motion, seconded by Weinstein to approve a 5% pay increase for Chief Graven effective July 3, 2016.

Roll Call: Ayes: Weinstein, Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.

Chief Graven recommends a 5% pay increase for Officer Van Cleave and Officer Hoy and noted that Hoy’s and Van Cleave’s annual performance evaluation had been completed.

Echauri made motion, seconded by Gilmore to approve a 5% pay increase for Officer Van Cleave and Officer Hoy effective July 3, 2016.

Roll Call: Ayes: Weinstein, Disbrow, Terp, Gilmore and Echauri
Nays: None
The motion carried.

B. Public Works Review – Superintendent Howard – Memo in packets
Superintendent Howard provided his staff report included in packets, no questions followed.
(1) Annual review of Public Works Utility Operator and Worker.
Howard reported that the public works utility worker and utility operator’s annual evaluations are complete, and reported that Bernie Malis is doing a great and recommends a 5% increase for the Utility worker, effective to July 3, 2016.

Echauri made motion, seconded by Weinstein to approve 5% pay increase for Bernie Malis, effective July 3, 2016.

Roll Call: Ayes: Weinstein, Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.

Howard reported that Ben Unger’s evaluation is within standards and recommends a 2.5% increase for the utility operator, effective July 3, 2016. Howard also recommends a status change from Utility Operator to Utility Worker for Ben Unger. Both Unger and Malis will be the same status.

Echauri made motion, seconded by Weinstein to approve 2.5% pay increase for Ben Unger, effective July 3, 2016 and approves a status change from Utility Operator to Utility Worker.

Roll Call: Ayes: Weinstein, Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.

(2) Annual review of Public Works Superintendent.
Disbrow reported that he and Councilor Gilmore have completed Howard’s annual performance evaluation and would like to recommend a 4% pay increase for Superintendent Howard.

Disbrow made motion, seconded by Echauri to approve 4% pay increase for Superintendent Richard Howard effective July 3, 2016.

Roll Call: Ayes: Weinstein, Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.

C. Mayor/Administration Review-

(1) Annual review of Administrative Dept. Personnel
Mayor Terp reported that she has completed City Recorder/Treasurer Gilmore’s annual performance evaluation and recommends a 4% pay increase.

Echauri made motion, seconded by Disbrow to approve a 4% pay increase for Lori Gilmore, effective July 3, 2016.

Roll Call: Ayes: Weinstein, Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.

City Recorder Gilmore stated that she has completed Kim Steele’s annual performance evaluation and recommends a 4% pay increase.

Echauri made motion, seconded by Weinstein to approve a 4% pay increase for City Clerk Kim Steele, effective July 3, 2016.

Roll Call: Ayes: Weinstein, Disbrow, Terp, Gilmore and Echauri
Nays: None

The motion carried.

D. Council Review
Mayor Terp reminded Council that the Annual Derby Days Parade is Saturday, July 16th.

E. Emergency Preparedness Review
Disbrow reported that the City has received the proposal from “All Hands Consulting” for the $17,500.00 FEMA Grant project that will be for upgrading our Emergency Operations Center. The proposal also will include conducting a Workshop for EOC Staff.

10. INFORMATION/ANNOUNCEMENTS:
A. Yamhill Derby Days Parade – July 16, 2016.
B. Candidate Filing Deadline – August 25, 2016 5:00 PM.
C. Vacancies: Planning Commission – 1 member
Budget Committee - 2 members
Applications are available at City Hall

11. ADJOURNMENT: 8:45PM

Motion by Echauri that the meeting adjourn 8:45PM.
The motion carried by unanimous vote.

Respectfully submitted,

______________________________
Paula Terp
Mayor, City of Yamhill

______________________________
ATTEST:
Lori Gilmore, City Recorder

Wednesday, July 20, 2016 - 3:00pm

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

Wednesday, November 8, 2017 - 7:00pm

The next Council Meeting is at Yamhill City Hall, Wednesday,  November 8, 2017.  Starts at 7:00 pm

Tuesday, December 5, 2017 - 7:00pm

Planning Commission Meeting/Public hearing is at Yamhill City Hall Tuesday,  December 5, 2017 starts at 7:00pm.