CITY OF DUFUR COUNCIL MEETING August 12, 2014

7:00 PM DUFUR CITY HALL

Minutes

Call to order: Merle Called meeting to order at 7:01pm

Attendance: Merle Keys, Jon Keyser, Paul Sumner, Glenn M ill er, Kathy Bostick, Diana Austin, Richard Lyon Guests in Attendance: Jack Frakes, Ritchie Wallace, Rick Eisland, Ann Ferguson, Robert Wallace, Lynn and Gary Cotter Additions to Agenda : No

Approval of Agenda : Diana made motion to approve . Jon 2nd Motion : all agreed Special Presentations : none

Consent Agenda: Jon motion set agenda, pay bills, and minutes as is; 2nd by Richard; All agreed Addition bills: Jon made motion to pay additiona l bills; Diana 2nd motion; all agreed Unfinished Business: Citizen Input: Ordina nces and resolutions:

New Business:

• Partition for Gary Cotter- Paul Sumner called Dan Meader to check steps. Partition and Variance has

to be approved by Planning Commission first. Paul has floor . Gary, Lynn, and Paul talked with Dan

Meader; Kathy will to send application and back up paperwork to Dan Meader; Needs to have a notice

to property owners ; Notice in paper of public meeting . Lynn and Gary Cotter need to pay fee .

• Weed Complaint -Along NE Court St. - Barlow Junction- Send letter to owner and copy of ordinances.

Kathy to draft letter to owner of property in regards to complaint was filed will have so many days to

have cleaned up or city will have someone come in to clean up. Check ordinances for time frame

believe to be 30 days

• Cycle Oregon - Reminder will be in Dufur Sept 8-9. Everything set in place and ready to go. Set up at

Threshing Bee Grounds, Park, and School.

• Springfield Ambulance billing contract renewa l - Diana makes motion to approve and Richard

2"d

... Update new contract. Contract runs with fiscal year . Springfield sent contract/agreement. Rate

will continue as $39.00 per record. Council wondering if $954 is a one-time fee at the time of initial

contract signing; or is this every couple or year or just a one set up fee. Pay a lot more to MCMC that

why the City switch to Springfield. Diana wondering if City can renew based on this contract or need a

new resolution of some short . Paul things Springfield is the best in the business as long as they are

working for us. Jack Frakes and Jon have said yes they are work ing for them. The rate they are offering

is a good rate . July 2014-June 2015 contract is the same as last year. Only concern is the one-time

payment of $954. Paul thinks the $954 is a set-up fee with State and federal agency they go through a

clearing house for each entity . Paul thinks city has already paid the $954. Check register in January

2012 should show t he $954 being paid . Paul suggest that assuming there is not additional fee The City

cont inues with rate of $39 .00 per patien t for the period of July 1 to June 30, 2015 on the same contract

that the city been using in prior period that expired on June 30, 2014 that the city approved it . Merle so

moved. Diana made motion to approve contract; Richard 2nd the motion . Mot ion made and seconded

all those in favor renewing the Springfield Ambulance contract as listed and talked about subject to

confirmation that there is not an additional $954. Motion made and seconded all those in favor say I.

All approved.

Paul wou ld like to know who are the representat ives are; usually the mayor and recorder are, even

though Paul knows there is a relationship where there is a fire chief and all that; Normally because it's

a governing body that is making inter -judge mental agreement it would be between Mayor and

Recorder . Jon stated let them work out the details and then get it signed. Paul agreed . Ann has stated

that Springfield has sent a form to have ACH payment directly to account instead of them sending a

check.

Public Works Report - Glenn Miller - Noon whistle - not working. Glenn is checking on to figure out who could climb up and look at it. Whoever does come and do the work they would need to be in a harness. Try to find a professiona l to come look ; might find previous professional in old files. It had a bird get sucked in before Glenn to ask Gay Me lvin. Have and electrician look at it with a bucket . Concerned about height to have it looked out. Suggested to have The Dalles brought out there fire truck as a training exercise; pole does have pegs to climb up but unsure who to get to climb it . Glenn is going to figure out what the best options to have someone come and look at it. Kramer's had a leak 2 inch water line. Glenn and Brandon patched , but will need to dig up the street to replace Pipe. Kramer ' s the only business that the water line will affect. The tap is on the other side of Main Street . Explored the idea of coming in from a different location , but is not an option due to being taped into the 10 inch main . The patch could last another 50 year but not sure. Glenn and Brandon fixed the spot in the sidewalk with concrete, because it's going to have to be replaced when Kramer's is closed . Entire Street will need to be closed off because the line goes under the sewer line. Going be more the XX amount of Dollars going to have to solicit bids, have packets come in, look at option look at bid specs, and then award them ok . Street repaired better than it was. before it was dug up so will need asphalt. Concerned about timing of project to not due it when Kramer's is open so is going to have to be a night time job . Plates over the hole if it's more than a one day job. The City only has one plate so need to make sure who ever the contract is through will need to be able to bring their own plates. Construction will need to be done after Cycle Oregon, but before winter. Concerned about cost, but can come out of sewer/water fund to replace pipe . Glenn and Brandon have been working on a new meter for the school for the green house. Cut the pavement dig up the whole then will have hot mix to fix pavement .

Mayor's Report- none

Attorney's Report - Paul Sumner- Event fees. Look at different opt ion for Event Fees. Need to be more proact ive about if going to charge and event fee, because of events like Cycle Oregon and Road Rally. Last time talked interest in Motor Rally fee but no other event fee . Paul went on line; to get some ideas for event fees; Normally Cities charge according to events participate, or amount of money they are charging percentage of that or other ways to charge it, but if were are going to assess something these events it has to be fair to the event and its participate doesn't kill events coming to Dufur . Paul advised that the fee schedule is not the correct one. The one posted on the wall is not correct . Next meeti ng start looking at whether or not event fee, how you want to gear it. Would like to know if Paul should work up a proposal or not. Jon stated the one concern that the council has discussed in the past is if they start adding an event fee for each and every event than we are going to end up with an event fee for like The Threshing Bee and City counci l didn 't want to do that . Paul thinks that with events that are like the Threshing Bee that Council could except them. The city could run the risk of either upsetting a lot of people in getting in the way of ho ld ing events, it could discourage people from holding there events in Dufur that would be good for the economy, but if you don't have any fee the city is sucking up a lot of the expense of usage of the street, street closures. Jon asked if it could be prorate based on how many people are coming to the community with the event . Paul thinks tha t make sense, but the problem you still have is there is a lot of events the Dufur wants coming to the community that make no money cannot really afford to pay the fee . City Council needs to balance the option to come up with something that is fair to the participate and the community . Road Rally paid fee of $250.00 some people were discouraged how they came it the first time tried to remedy that . What council said did not want and event fee for anything except the Road Rally, because they are trying to protect the Threshing Bee. The Council can protect the

Threshing Bee as a community sponsored event, and still treating other events fairly and the City fairly. Just have to find the balance between the too. Merle asked Paul how other cities address this issue; other cities have the same feeling as Dufur City Council has, don't really want to get into charging fee unless the city need to. Other cities are not charging event fees, but he sees Cycle Oregon coming in and council feeling that they are ill pre-paired to meet them and have a fee for them, which they are willing to pay, it comes up that Paul needs to present to the Council. If council decided to not to do fees then that is fine. Only charge for events within City limits. Council would like Paul to put together a proposed fee schedule to present to city council. Paul asked to move next city council meeting from the 9th sept to the 16th sept, if not ask permission not to attend. Council agreed to move the meeting to September 16th at 7:00 pm.

Commissioners Reports • Public Works - Merle Keys - About a month ago Merle brought up matching up piece of pipe on where the council would end coming under the bridge, all cover, cut down trees, scary wooden bridge. What would the expense be for piece of pipe to extend? Would like to make this some sort of public works project so the council could get things smoothed over and cleaned up. Figure out a way to possible split the cost with the Larry Sneed, get ditch cover up and look nice. Time to do it would be why Larry is here. Glen spoke with contractor time to do it is now while the back hoe is still here .

• Administration - Diana Austin -nothing

• Fire/ Ambulance - Jon Keyser: Weed behind Lairet room it took up until Thursday, August 7th to get here and take care of it . It's all cut down and pulled but stack against the fence in a pile. 20 ambulance runs - 2 fire mutual aid calls to The Dalles. During Threshing Bee put out a donation can to helping out towards stuff for the new fire station. Donation can brought in $38.00. The new building the concrete and any steel stuff that comes along the foundation engineer is wanting to know as owners of the property, does the city want to have special inspection on concrete as its poured. Building codes only expects rebar and other stuff prior to concrete is poured. The Engineer calls for concrete was at 2500 psi and has been ordering and bringing in 3000 psi. Above what has been called out for building specs. Plans to stable the back wall, only gravel as of right know, not retaining wall due to additional cost. Once gravel is add should help support back wall. Concrete has to be a certain quality part of the engineering. Sense concrete is over the engineer specs requirements its owner discretion to have additional test. Not an issue for the city to decide would be up to the donor of the building to have addition testing on concrete . Paul to talk to donor to see if they would like to have additional test run on concrete. • Planning and Development - Jim Harger Administration Report - Kathy Bostick/ Ann Ferguson - Fee Schedule different marks. One is posted on wall is not correct . Paul would like to table the fee schedule until next month so he can get Kathy the correct schedule. Jon wanted to know if Azure is being charged for using the conference room. Azure does not pay a fee, also Wendy uses if for Ukulele lessons. The Deposit for the use of building is for guest outside city limits. Paul is going to address the fee schedule.

Addressed billing due date on the ordinance post card bill date says date delinquent is the 26th, paper bill shows due date as 26th and ordinance 339 states bill is due on or before the 26th of each month. Kathy suggests moving the due date to the 20th to allow more time for payment. City Council concerned about the reaction of public. Has to have a public notice of the ordinance change to have all dates that same. Paul will address the ordinance 33 9 to reflect payment due on or before the 25th•

Ann brought up the idea of having the home owners be responsible for the water/sewer bill instead of the renters. If City Council wanted to have the home owner responsible for the water/sewer bill Paul would suggest adopt an ordinance. Would have to have an ordinance with certain statue in order to have the bill follow property owner; adopt an ordinance that is consistent with the states statue. City Council had discussed this issue in prior council meeting and is concerned about the impact of Home owners.

Robert Wallace addressed the City Council with some suggestions and concern about issued that were discussed.

1. Having some sort of formality to Property Owners if City Council decides to have the owner responsible for the water/sewer bill of tenants moved out.

2. As far as changing the date of the ordinance 339 to the 25th Council should be cautious of changing date; Careful on how it approached because several citizens of Dufur have been charge late fee when bill paid on the 26th

•

3. 6 months or so council talked about being able to charge fees for making copies and other information they may need. Robert feels it was taken way over board and his hope with change of staff it can bring that back so that if a citizen of Dufur comes in and asks for something they don't get over charged. Prior citizen that Robert had spoken with was charge the copy fee and as well as the time it took to make the copy. Paul mention that the normal charge for a copy is $.25 for a simple copy and charge if it takes over 15 minutes . Robert gave example in particular issue; Citizen brought in complaint and wanted a copy and was charged $.25 for copy then an additional $6.75 for clerk time. Robert just would like council to be aware of the prior issues with the fees and rates; and take it into concentration when revisited the fee sheet . Paul stated that phantom charges have no place.

Adjournment: At 8:21 pm Jon made motion to adjourn; Diane 2nd the motion. All agreed

~& Mayor, Arthur Smith