City of Seneca
Andy Randinovich Sr.
Josh Walker, City Recorder/Manager -
Minutes taken by Mindy Walker
Mayor Andrea Combs called the meeting to order at 6:00pm.
Mayor Combs called for open floor. City Manager Walker added a last minute item to the agenda. Last week he had a meeting with a CIS Insurance Representative to review the City’s Risk Management status related to best practices. She identified that the City could be held liable for people using the City Hall if we charge for use. Mayor Combs asked if the City could still require a cleaning deposit. City Manager Walker believes that would be acceptable and will confirm with CIS.
- Councilor Williams made a motion discontinue charging for use of the city hall. Councilor Pettyjohn seconded it All were in favor, motion passed.
Andy Radinovich arrived at the meeting and Mayor Combs invited him to speak. Mr. Radinovich demanded to know why he was being charged the $5 sewer availability fee. He also demanded to see proof that he has a sewer connection. City Manager Walker explained that the city sewer collection system was inspected with camera and contains pictures, measurements, and maps that identified his lot as having a sewer connection. Mr. Radinovich stated he doesn’t believe any of the city’s pictures - he requested the city to dig up the connection and prove that it is there. City Manager Walker explained to him that it would have to be done at his expense, as the city has the camera log to show the connection. He stated he doesn’t mind paying for something he has, but he doesn’t think he has it. He doesn’t believe he should have to pay a monthly fee for something he doesn’t use. City Manager Walker explained the availability fee and why the ordinance was passed, (to pay for operation and maintenance costs of the sewer system). Mr. Radinovich then requested his connection to be removed. City Manager Walker explained that the city could remove it, but it would be at Mr. Radinovich’s expense and future installation would again be at the expense of the lot owner. Councilor Holliday assured Mr. Radinovich that he was not being targeted and that he was receiving the same service that all other residents or property owners receive. Mr. Radinovich then agreed to pay his bill, paid it on the spot, and left the meeting.
Approval of Minutes:
Mayor Combs asked if there were any additions or corrections to the January 12,2106 regular meeting minutes. There were none.
- Councilor Pettyjohn made a motion to approve the minutes. Councilor Holliday seconded it. All were in favor, motion passed.
Krista Qual Information Request:
Ms. Qual did not show up. Mayor Combs explained how she called the school this week to see if they could use the school building as their visiting facility to provide elderly health care (foot care, etc.) because the city hall did not have the available water needs.
New Utility Billing Software Review:
City Manager Walker reviewed the status of the new billing software. There is still some work being done on the back end to complete the transition, but all billing has been smooth up to this point
Ordinance #92- AN ORDINANCE ADOPTING A COMPREHENSIVE PLAN/ZONING MAP:
City Manager Walker reminded the council it was the consensus at the January 12, 2016 meeting to draft an ordinance Adopting the Comprehensive Plan/Zoning Map presented. Mayor Combs read the ordinance and asked for discussion. The council confirmed the map with City Manager Walker.
- Councilor Holliday made a motion to adopt the ordinance adopting the map as the current comprehensive plan/zoning map. Councilor Smith seconded. Motion passed all in favor.
Resolution 01-16- A RESOLUTION AMENDING THE WATER RATES FOR THE RESIDENTIAL. BUSINESS AND SCHOOL WATER USERS UNDER CITY COD 8-1-8 3C AND ALL AMENDMENTS THEREOF:
Mayor Combs read the resolution. City Manager Walker explained that he felt it might be good to have this effective in April instead of March and send out a newsletter explaining that the rates will be rising. We have posted it at the post office, had it on last month’s meeting and no citizens have engaged on the topic. The council discussed briefly about the options. Councilor Smith stated he felt it was best to vote on it tonight and then give the customers an extra month to get used to it. Councilor Pettyjohn voiced concern for increasing both the water and sewer rates as well as charging an overage fee. She feels that the customers may feel that they are getting hit too hard all at once. Councilor Holliday agreed. Councilor Smith said all cities charge an overage fee - City Manager Walker provided the council examples of other city’s (within Grant County) fees [as well as city of Huntington and average of all Oregon cities with populations under 1000 as provided by the League of Oregon Cities) for comparison.
City Manager Walker also encouraged the council to consider our city’s infrastructure compared to other the cities when making rate comparisons [sewer system and water system). He feels strongly that those who are utilizing more water do burden the system more, and should be responsible for compensating the city for that burden. Reading meters will also help the city find any leaks that may be occurring and put the city in compliance with loan requirements. Additionally, providing two months of meter readings prior to charging gives residents the opportunity to assess their water usage. The council will have an opportunity to amend the resolution prior to residents getting charged overage fees if the data has unexpected results. The council decided they want to do an assessment after the first two months of meter readings and modify only if necessary. They can decide to not charge, change the rate per gallon, or change the base rate. The council will make their review at the July 2016 regular meeting.
- Councilor Williams made a motion to adopt Resolution 01-16 with the amended effective date of April 1, 2016. Councilor Holliday seconded. Motion passed all in favor.
Resolution 02-16- A RESOLUTION AMENDING THE SEWER RATES FOR RESIDENTIAL. BUSINESS. AND SCHOOL SEWER USERS UNDER CITY CODE 8-3-9 C AND ALL AMENDMENTS THEREOF:
Mayor Combs read the resolution.
- Councilor Pettyjohn made a motion to adopt Resolution 02-16 with the amended effective date of April 1, 2016, Councilor Holliday seconded. Motion passed all in favor.
Resolution 03-16- A RESOLUTION SETTING THE DUMPING RATES FOR ALL USERS OF THE SENECA CITY TRANSFER STATION: Mayor Combs read the resolution.
- Councilor Pettyjohn made a motion to adopt Resolution 03-16 with the amended effective date of April 1, 2016. Councilor Holliday seconded. Motion passed all in favor.
Resolution 04-16- A RESOLUTION TO AUTHORIZE ACCEPTANCE AND EXPENDITURE OF MULTIPLE GRANT FUNDS:
Mayor Combs read the resolution and explained to the council that unexpected revenue (grants) must be accepted by resolution as they were not included in the annual budget. She reviewed the grant fund appropriations for the council.
- Councilor Smith made a motion to adopt Resolution 04-16. Councilor Holliday seconded. Motion passed all in favor.
Budget Committee Status:
City Manager Walker reminded the council that Councilor Smith was previously on the budget committee before his appointment to council which leaves a vacancy on the committee. City Manager Walker will be contacting the other members, and he will post a notice requesting volunteers for the vacant position. Lastly, City Manager Walker requested to schedule the budget committee meeting for April 19, 2016. There were no objections and the meeting will be scheduled for that day pending confirmed attendance by a majority of committee members.
Funding School Zone Signs:
City Manager Walker said he has been playing phone tag with Jeff Berry from ODOT regarding flashing school zone signs. Mayor Combs said Curt Shelley has been discussing this issue with ODOT. She said that there is a total of approximately $5700 that is had not been funded. The school district wanted ODOT to go ahead and move forward, so they paid for it. The School District is requesting partners to share the cost. (Seneca PTA, Seneca Foundation, City of Seneca, Sam Seebart, etc.). Mayor Combs also explained that once the signs are put in, they become city property. After the solar batteries wear down (8-10 year life”) the city would be responsible to replace them and provide all upkeep of the signs. City Manager Walker explained that the ROADS budget does have some excess funds this year due to the receipt of funds from the county. He would recommend an amount from the city between $1000-2000. The council and City Manager Walker discussed uses for the CIS Insurance annual money and whether it could be used for the signs or not. The council is somewhat concerned with the fact that the lights will not be flashing during the summer when it is needed to slow the traffic down the most. Councilor Smith said he feels like the city should contribute $2000 towards the signs. It is a significant portion and shows the school board and city that the school kids’ safety is very important.
- Councilor Smith made a motion to authorize contributing $2000 towards the signs.
Councilor Pettyjohn seconded. Motion passed all in favor.
City Manager Walker will draft a resolution for the appropriation of the funds.
Scheduling of Special Meeting Regarding Land Use/Development:
City Manager Walker explained that Joe at Sisul Engineering has been busy working on the culvert project down in the canyon. The council decided at the previous meeting to hold a special meeting focused on land planning. Some discussion took place regarding available dates of council members. The meeting will be scheduled on February 29th at 5:00pm.
Bills Before Council:
- Councilor Holliday made a motion to pay the biffs. Councilor Pettyjohn seconded. Motion passed all in favor.
Mayor Combs adjourned the meeting at 7:38pm