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11-9-2016 Council Minutes

CITY OF YAMHILL, CITY COUNCIL MEETING
Wednesday, November 9, 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 Weinstein and Disbrow
Excused Absence: Councilor Echauri, Councilor Gilmore
Staff present: City Recorder Gilmore, Superintendent Howard and Chief Graven

2. PUBLIC COMMENT:
None Received.

3. PRESENTATIONS & APPOINTMENTS:
A. None Scheduled.

4. UNFINISHED BUSINESS:
A. Provide update on the decommissioning of the Ball Fields at Jane Heinrich Park. (Continued from the September 14, 2016 Council Meeting)

At the September 14, 2016 Council Meeting, Council directed the Public Works Superintendent to develop a strategy, a plan, cost estimate, and timeline for the decommissioning, deconstruction, disposition, and restoration of the two ball fields located at Jane Heinrich Park. Also recommended, a completion date of December 2017, or sooner, with a plan to be presented to the council at November 2016 council meeting.
Howard provided a memo requesting to allow public works staff to perform the removal of all fencing, backstops and benches from the area and removing the water line and drinking fountain as time permits. Water, Sewer and Street projects will be a priority, and the decommissioning will be done as time allows. The complete removal and reworking of the ground could take 2-3 years to complete. No cost estimate was provided, as it would be difficult to estimate the cost of work being done sporadically. Council’s consensus was to approve Howard’s recommendation on the removal and restoration as time allows.

B. Follow-up from September 14, 2016 Council Meeting in reference to a resident’s complaint regarding City easement adjacent to County property.

At the September 14, 2016 Council Meeting, a resident reported a complaint about a County resident who lives near his property that should not have authority to stop people from parking in the parking and driving area of the north side of East Buttercup that is adjacent to the County residents property. Mayor Terp stated that Council would direct Chief Graven to visit the site and personally have a talk with County resident and notify them that they have no authority and cannot prevent parking in this area. Chief Graven did talk to the County resident on September 21, 2016, and a letter has since been received by City Staff from the resident stating the original complaint was a false accusation without proof of evidence.
Mayor Terp reported that her recommendation is to no longer accept code violation complaints from residents who live outside City limits, or from residents within the City limits complaining about a County resident. If the complaint is serious or dangerous they will be urged to dial 911.
Council’s consensus is to approve the recommendation and no longer accept formal code violation complaints from residents outside Yamhill City Limits, or complaints from residents within the City limits regarding a County resident. Council directed City Staff to consult City Attorney Gowell to draft an Ordinance to authorize new complaint procedure, if necessary, and follow up in December 2016 or January 2017.

5. ORDINANCES:
FIRST READING:
A. None Scheduled

SECOND READING:
A. None Scheduled

6. NEW BUSINESS:
A. Receive Annual Financial Audit for year ending June 30, 2016.

Motion by Weinstein, seconded by Disbrow to accept the Financial Audit from Grove, Mueller & Swank, P.C. for year ending June 30, 2016.

Roll call: Ayes: Weinstein, Disbrow and Terp
Nays: None

The motion carried.

B. Discuss with council the authorization to hire an independent forest
Consultant to review the report on the BLM timber.

Howard requested that Council authorize approval to hire an independent forester to look over the current BLM report from Steve Garner Timber Services for a second opinion review.
Motion by Weinstein, seconded by Disbrow to authorize hiring an independent forest consultant to review the report from Garner Timber Services regarding the BLM timber, up to a maximum cost of $5,000.00.

Roll call: Ayes: Weinstein, Disbrow and Terp
Nays: None

The motion carried.

7. CONSENT AGENDA:
A. Approve Council Minutes
(1) Regular Session October 12, 2016
B. Financial Statements
C. Approve the following Purchase Order:
(1) PO# 17-029 – Bagco Equipment Repair - $2,223.60 –Backhoe Repair.
(2) PO# 17-031 – Kizer Excavation - $2,513.00- Excavation on Hwy 47
due to water leak.
(3) PO# 17-035 – AT&T - $3,201.50 – Equipment for internet at the Water
Plant.
(4) PO # 17-039 – Microsoft Corp - $1,496.29 – Surface Pro MDT for
Police Vehicle.

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

Roll call: Ayes: Weinstein, Disbrow and Terp
Nays: None

The motion carried.

8. DEPARTMENT/COMMITTEE REVIEW/REPORTS:
A. Police Review– Graven – Monthly report in packets.
Chief Graven reviewed Police business for October 2016 and provided a report of October calls. No questions followed.
Graven reported that Officer Hoy has been volunteering each Monday at the Yamhill County Drug Courts, as a liaison officer. Hoy is assisting with the Courts process and providing law enforcement support. Graven stated that the Judge with the Court has expressed his appreciation for Officer Hoy’s assistance.
Graven reported the Police Department will be interviewing several Police Reserve applicants later in November, and would like Councilor Echauri and City Recorder Gilmore to assist in the interviews.

B. Public Works Review – Superintendent Howard – Memo in packets.
Superintendent Howard provided his staff report included in packets. No questions followed.

Howard reported the request for proposals (RFP’s) for the Water Master Plan update will be ready to mail in the next month. Howard stated that the request will include an updated methodology for System Development Charges.

C. Mayor/Administration Review-
None Received.

D. Council Review
Disbrow reported that the Fire District has purchased new street Christmas Light decorations that will be put up on Saturday, November 26, 2016.

E. Emergency Preparedness Review
Disbrow reported that All Hands Consulting has provided the first draft of job aids, as part of the current FEMA Grant. Disbrow is currently reviewing the drafts.
Disbrow also requested the authorization to purchase a few necessary parts to complete the installation of the portable antenna at City Hall. Council’s consensus is to approve the purchase request for a maximum cost of $100.00.
Disbrow stated that as part of the upcoming FEMA Grant application, it will include an EOC upgrade of a stair lift for the Yamhill Fire Station. The grant will also include a technology upgrade, and Disbrow recommends that Murray Paola be asked for assistance regarding the needed technology.

9. INFORMATION/ANNOUNCEMENTS:
A. 8th Annual Christmas tree lighting ceremony – Friday, December 9th, 2016 @ 6:00 pm. Refreshments to follow ceremony.
B. City offices will be closed November 24 & 25 – Thanksgiving holiday.
C. City County Dinner hosted by the City of McMinnville -Thursday, December 1, 2016 @ Golden Valley Brew Pub, McMinnville.
D. Vacancies: Planning Commission – 1 member
Budget Committee - 2 members -Applications are available at City Hall
E. Letter of appreciation from Homeward Bound Pets.

10. ADJOURNMENT: 7:40PM
Motion by Disbrow that the meeting adjourn at 7:40pm.
The motion carried by unanimous vote.

Respectfully submitted,

______________________________
Paula Terp
Mayor, City of Yamhill

______________________________
ATTEST:
Lori Gilmore, City Recorder

Friday, November 18, 2016 - 11:30am

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

Tuesday, June 27, 2017 - 7:00pm

Planning Commission Meeting is at Yamhill City Hall, Tuesday ,  July 11, 2017 starts at 7:00pm.

Wednesday, July 12, 2017 - 7:00pm

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

Saturday, July 15, 2017 (All day)

Yamhill Derby Days - annual Yamhill Festival and parade.  Parade begins at 10:am, Saturday, July 15, 2017