City Council Meeting - Minutes

Date: 
Mon., Aug. 22, 2016

Mayor Drotzmann called the regular meeting to order at 7:00 pm. Present were Councilors Myers, Hardin, Gutierrez, Primmer, Kirwan, Davis, Beas-Fitzgerald and Smith. Staff members in attendance were City Manager Byron Smith, City Attorney Gary Luisi, Assistant City Manager Mark Morgan, Captain Eynon, Sergeant Clark, Clinton Spencer, Bill Schmittle, Larry Fetter, Amy Palmer, Mark Rose, Chuck Woolsey, Judge Creasing, Heather LaBeau, and Lilly Alarcon-Strong. News media present was Jade McDowell of the East Oregonian. The pledge of allegiance was given.

Recognition- Library Director Mark Rose

City Manager Smith introduced Mark Rose the New Library Director to the Council.

Mr. Rose stated he has worked in libraries since 1991. Prior to this, he was stationed in Germany serving in the US military. Mr. Rose stated he loves the work that public libraries provide for the community and he enjoys providing this public serve. Mr. Rose stated he and his family are looking forward to settling in Hermiston.

The Council welcomed Mr. Rose to the City of Hermiston.

Consent Items

Councilor Beas-Fitzgerald moved and Councilor Primmer seconded to approve all Consent Agenda items, to include:

  • Minutes of the August 8th, work session and regular City Council meeting.      
  • Minutes of the July 18th, Hispanic Advisory Committee meeting.
  • Minutes of the July 25th, Public Safety Committee meeting.
  • Liquor License Application - “Off-Premises Sales, Change Ownership” for Eastside Market located at 582 E. Main Street.

Motion carried unanimously.

Resolution 2035

Approval of the School District Lease and Senior Center Design. - was read and discussed. City Manager Smith gave an overview of the School District’s land lease for the new Senior Center and Parks and Recreation Director Larry Fetter gave a brief presentation regarding the final design plan for the Senior Center.

After reviewing the Senior Center design the Council felt that more handicapped spaces needed to be added, specifically to the first row across the street from the Senior Center.

Virginia Beebe, Pendleton, stated she would like to have engraved brick or tile as a fundraising opportunity.

Mr. Fetter stated there is still time to have the engraved brick fundraiser.

Ken May 1410 NW D & M Lane, asked if the lease with the School District had been cleared with the fund granting agency.

City Manager Smith stated the fund granting agency has approved the lease.

Councilor Primmer moved and Councilor Davis seconded to approved the Senior Center design plan as presented with the addition of more handicapped spaces to be placed in the parking area. Motion carried unanimously. Councilor Smith moved and Councilor Davis seconded to approve Resolution No. 2035, the School District Lease, and lay upon the record. Motion carried unanimously.

Resolution 2036

Approval of a lease agreement to allow Umatilla County Fire District #1 (UCFD1) to occupy a portion of the Robert Shannon Safety Center- was read and discussed. Assistant City Manager Morgan gave a brief presentation regarding the lease agreement which has already been approved by the Umatilla County Fire District. Councilor Davis moved and Councilor Smith seconded to approve Resolution 2036 and lay upon the record. Motion carried unanimously.

Resolution 2037

Adopt the State of Oregon fee schedule and increase the minimum building permit fee- was read and discussed. Building Superintendent Chuck Woolsey gave a brief presentation regarding the State of Oregon’s Accela program and updating the fee schedule as the previous fee schedule was last updated over 15 years ago. Councilor Myers moved and Councilor Beas-Fitzgerald seconded to approve Resolution 2037 and lay upon the record. Motion carried unanimously.

Newport Area Insurance Decision

City Manager Smith presented the Council with two options regarding the Newport Area Insurance Claim.

  • One: As per the recommendation of the insurance, deny the claim.
  • Two: Agree to settle with the property owner with two very specific provisions that would be mandatory in the settlement agreement, first that the agreement be confidential and second that the property owners agree to make improvements to their property to mitigate future flooding.

After some discussion Councilor Primmer moved and Councilor Kirwan seconded to Option 2. Councilors Myers, Hardin, Primmer, Kirwan, and Beas-Fitzgerald votes yes; Councilors Gutierrez, Davis, and Smith voted no. Motion carried 5-3 in favor.

EOTEC Monthly Report

City Manager Smith stated as mentioned previously, the Rodeo project bids came in over budget and the Board decided to remove two major costs pieces and list them as ad-alternates to the bid. This bid is currently out and the bid deadline is August 31st. The EOTEC Board has a meeting scheduled on September 2nd, which they hope to review and award a bid at that point.

City Manager Smith stated there has been a lot of good progress working with Knerr Construction on the Barn projects. There will be construction timelines listed at the September 2nd EOTEC Board meeting for each of the small barn projects. City Manager Smith stated the EOTEC Board appointed a Construction Sub Committee that consists of City Manager Smith, Rodeo representation Mike Kay, and Fair representation Don Miller. This subcommittee has been working closely with Knerr Construction on the barn redesign and to expedite the decision making. Knerr Construction will also be the lead on signage.

City Manager Smith stated the EOTEC facility continues to be rented out on a consistent basis.

The Council stressed that the Fair and Rodeo grounds need to be completed on time, and all involved Boards have a responsibility to the community and participants to complete the project on time. 

July Financial Report

Councilor Gutierrez moved and Councilor Kirwan seconded to approve the July Financial Report as presented by Finance Director Amy Palmer. Motion carried unanimously. The council asked that in the future a monthly EOTEC Overview Report be presented.

Committee Report

Public Infrastructure Committee: Councilor Kirwan stated the Public Infrastructure Committee met earlier today to present the Capital Improvement Plan list. There will be another meeting the first week in October to prioritize the list and present it to the Council.

Mayor Drotzmann appointed Councilor Hardin and Councilor Primmer to the Public Transportation Planning Committee; Councilor Myers to the Festival Street Design Committee, as well as the public members who had applied to each committee.

Mayor’s Report

Mayor Drotzmann stated the Oregon State University’s Dean and some of the Vice Presidents met as the City wanted to emphasize how important agriculture and the Extension services are to our community. They are a valuable resource and continued funding is needed and appreciated.   

Mayor Drotzmann thanked Crystal Inners and Lilly Alarcon-Strong for organizing the City’s Picnic, which was an awesome event that was catered with great food by Ruty’s. Mayor Drotzmann encouraged those who have not attended the event to participate in the coming years.

Mayor Drotzmann stated he and Debbie Pedro met with the School District to welcome 53 new teachers to the community. Some are new comers to the area while others are returning students who have pursued their education and returned to the area, which is wonderful.

Mayor Drotzmann thanked the Council for participating in the annual review process for the City Manager, which will be finalized in executive session.

Manager’s Report

City Manager Smith stated the City requested a Banking RFP and received four responses. The City was very pleased to see that the City’s current provider, US Bank, came in as the low bidder and is also able to provide additional revenue and savings resources of about $70,000.00 a year. US Bank was also able to help increase fund security. City Manager Smith acknowledged Amy for all her work on this project and thanked US Bank.

The Council thanked Amy for her leadership on this project and US Bank for partnering with the City.

City Manager Smith stated all the bids for the south water tank came in under budget. The City is working with Anderson Perry and the lowest bid contractor to finalize a contract. The entire water tower will be completely painted by October 30th and will feature the new city brand on both sides.

City Manager Smith stated the County will be paving on 11th Street from Elm Street to Sun Terrace Assisted Living.

City Manager Smith stated on August 16th the City started pumping water to West Extension Irrigation District. The City waived some review periods to expedite the process but it’s working and treated water is now going to agriculture. 

Recess

Mayor Drotzmann recessed the regular meeting at 8:25 pm and announced that an executive session will convene in accordance with ORS 192.660 (2)(i), which allows the Council to meet in Executive Session for the purpose of discussing matters pertaining to the review and evaluation of employment-related performance of the City Manager.

Representatives of the news media and designated staff will be allowed to attend the executive session. All other members of the audience are excluded. Representatives of the news media are specifically directed not to report on any of the deliberations during the executive session, except to state the general subject of the session as previously announced. No final decision may be made in executive session. At the end of the executive session, the council will return to open session which the audience may attend.

Reconvened

Mayor Drotzmann reconvened the regular meeting at 9:07 p.m.  

The council discussed the requested contract amendment and Councilor Primmer moved and Councilor Kirwan seconded to approve the City Mangers requested contract amendment to include a 2.8% wage increase, an additional week of vacation, and extending his contract for an additional year. Motion carried unanimously.

Adjournment

There was no other business, and Mayor Drotzmann adjourned the regular meeting at 9:14pm.

SIGNED:
/s/Dave Drotzmann, Mayor

ATTEST:
/s/Lilly Alarcon-Strong, Assistant City Recorder


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