YAMHILL CITY COUNCIL MINUTES
December 13, 2006
REGULAR MEETING
CALL TO ORDER:
The regular Yamhill City Council meeting was called to order by Mayor Murphy at 7:00 p.m.
ROLL CALL:
Present: Councilor Echauri, Councilor Jordan, Councilor Terp and Mayor Murphy.
Absent: Councilor Senz (excused).
AGENDA ITEM 3.0-
Public Comment:
Nathan Wilson, Boy Scout Troop 270, addressed Council, looking for an Eagle Project that he could do for the City.
There was discussion regarding any parameters of the project. Nathan Wilson stated that his project needs to be something that benefits the City. It was noted that Jason Paolo constructed the horseshoe pits in the park for his Eagle project some years ago. It was suggested that Nathan check with other scout members and make a list of different projects done in the past.
Mayor Murphy suggested that Nathan meet with Public Works Superintendent Howard and talk about different projects that need to be done around the City and then report back to Council with a project idea.
AGENDA ITEM 4.A:
Request for $1,000.00 for 2007 Lavender Festival:
Donna Delikat, representative from Yamhill Valley Lavender Growers (YVLG), addressed the Council regarding a donation from the City for the 2007 Lavender Festival. She apologized for submitting the request at this time, as she did not know that the budget was done in June of 2006.
There was discussion that the City had budgeted $500.00 for the Yamhill Valley Lavender Growers group for the 06/07 budget and that those funds were issued in July of 2006. Donna Delikat stated that the festival is growing and expanding and that it may be very profitable for the businesses. With the expansion, comes more costs and that is the reason for their request for more funds. She would appreciate the Council and Budget Committee to consider their request for the 2007/2008 budget cycle. It was general consensus of the Council to submit the request for the 2007/2008 budget cycle.
Donna Delikat inquired in the funds could be available prior to July. There was discussion that funds for the 2007/2008 budget cycle are not available until July 1, 2007, but recommended that Donna Delikat come back to Council in March, that there might be funds in the contingency budget to allow for some kind of donation ($500.00 to $1000.00).
AGENDA ITEM 4.B:
Use of Community Center re: Art Show during Lavender Festival:
Susan Day, representative for the Art Alliance, addressed the Council and requested use of the Community Center for the Art Show to be held the 1 st Saturday of July, in connection with the Lavender Festival. Last years show was a success and it is expected to be an expanded project of the festival every year.
Motion by Echauri to WAIVE USER FEES FOR THE USE OF THE COMMUNITY CENTER FOR JULY 6, JULY 7 AND JULY 8, 2007.
There was discussion regarding the times and use of the community center. The community center will be available at 1:00pm, July 6, 2007. The group may remove the pictures, chairs, tables and other misc. items from the community center with these items being replaced no later than 4:00pm, Tuesday July 10, 2007.
Roll Call: Ayes: Echauri, Jordan, Murphy and Terp.
Nays: None.
The motion passed.
AGENDA ITEM 4.C:
Request to Close City Hall Parking Lot, E 2 nd Street and E 1 st for Lavender Festival:
Donna Delikat, representative for YVLG, addressed Council regarding the request to close City Hall Parking lot, E 2 nd and E 1 st street. City Staff supports the closure of the parking lot and E 2 nd Street, but not the closure of E 1 st Street. Donna would like to negotiate some kind of compromise with the City regarding the closure of E 1 st Street. The festival is growing and expanding and there is a need for more vendor space.
There was general discussion that with the expansion and growth of the festival the local Girl Scout troop may not be able to provide the security and help that they provided last year.
There was general discussion that the YVLG contact the owners of Lillian’s Used Car lot and negotiate the use of their lot for the weekend for additional space for vendors.
It was general consensus of the Council for YVLG to meet with Chief Rise, Public Works Superintendent Howard and Councilor Echauri to talk more about the closure of E 1 st Street.
It was general consensus of the Council to support the request to close City Hall Parking lot and E 2 nd Street from Maple Street to Larch Street for the Festival with the conditions that there be lighted barricades at both ends of E 2 nd and no parking notices on Larch Street, notifying surrounding neighbors and the Yamhill Fire Department from 6:00am July 7, 2007 to 6:00pm July 9, 2007.
AGENDA ITEM 4.D-
Request to Place Wine Barrel Halves along Maple Street:
Donna Delikat advised Council that the YVLG have received a donation of 25 ½ wine barrels and that they would like to plant these barrels with lavender and other plants to the ongoing Yamhill beautification project. They would anticipate putting the barrels next to the telephone poles and along the curbs.
City Staff provided a recommendation of denying the request, as Yamhill Municipal Code 2.16.070 prohibits the obstruction of sidewalks. The Staff does acknowledge that there are currently obstructions already on sidewalks, these have been there for many years and Staff is not ready to take on the responsibility of further obstructions.
There was general discussion regarding the ADA requirements of sidewalks, requiring an unobstructed area of not less than 5’ and placement of the barrels on a temporary basis.
It was general consensus of the Council to have YVLG come back to Council with a plan of the areas the barrels would be placed for further consideration.
There was general discussion regarding the placement of banners on the poles for the Lavender Festival. YVLG felt the banners for the last festival were placed to high and would like to see them placed lower. It was suggested that YVLG contact PGE and work with them along with the Yamhill Fire Department with regards to the placement of the banners. The City will obtain the permit from ODOT and PGE.
AGENDA ITEM 4.E-
Request from Western Oregon Waste re: Phase Out Will-Call 32gallon Cart Service:
City Recorder Wodarczak advised Council that she had requested information from Western Oregon Waste regarding how many customers in Yamhill would be affected by the request. As of December 13, 2007, no information has been received. She requested that this item be tabled until such information is received.
It was general consensus of the Council to table this item.
AGENDA ITEM 4.F-
2006 Election Certification:
Motion by Jordan to CERTIFY THE CITY ELECTION RESULTS FOR THE NOVEMBER 7, 2006 ELECTION.
Roll Call: Ayes: Echauri, Jordan, Murphy and Terp.
Nays: None.
The motion passed.
AGENDA ITEM 5.A-
Accounts Payable Report and Building Report for November 2006:
Motion by Echauri to APPROVE THE ACCOUNTS PAYABLE AND BUILDING REPORTS FOR NOVEMBER 2006.
Roll Call: Ayes: Echauri, Jordan, Murphy and Terp.
Nays: None.
The motion passed.
AGENDA ITEM 5.B-
Financial Statements for July, August & September 2006:
Motion by Echauri to APPROVE THE FINANCIAL STATEMENTS FOR JULY, AUGUST AND SEPTEMBER OF 2006.
Roll Call: Ayes: Echauri, Jordan, Murphy and Terp.
Nays: None.
The motion passed.
AGENDA ITEM 6.A-
Police Review:
There was no report for the Police Department.
AGENDA ITEM 6.B-
Public Works Review:
Superintendent Howard presented and read his written report (attachment 1).
Superintendent Howard also reported: Yamhill Station is closed due to a fuel leak. The owners are working with DEQ and the Fire Marshall regarding the clean up. There has been fuel that has entered the City’s storm drain on Olive Street and this is being addressed with the DEQ and Fire Marshall as well; the timber cruising project has been completed; the City received 100% from the State on the water treatment plant; the waste water test system will be moved in on Friday for operation.
AGENDA ITEM 6.C-
Mayor/Administration Review:
Mayor Murphy apologized for missing the November meeting. He had written the wrong date on his calendar. He also wanted to thank Bobby Dixon, Tri Tech HVAC for the donation of the heating unit for the Public Works building and suggested that the City prepare a certificate of appreciation and an article for the CommUnity Press.
Mayor Murphy voiced concerns of the City’s Christmas Decorations. He noted that about half of them are not lighted and that they are looking old and worn. The City has given money every year for Christmas decorations and is wondering where that money is being used at.
There was general discussion regarding not all poles having electrical boxes available for lighting the decorations. Public Works Superintendent Howard stated that when the Highway 47 project was done, the old electrical boxes were not placed back on the poles. He contacted PGE and received information on how to have electrical boxes placed on the poles and passed this information on to the Fire Department and was told by the Fire Department that they are taking care of it.
There was also general discussion about Council approaching the Yamhill Community Committee to see if they might be able to raise funds and work with the Fire Department to obtain new decorations.
Mayor Murphy addressed the issue of past Council minutes not being completed. City Recorder Wodarczak acknowledged that she has not kept current with the minutes and is working on bringing them current.
City Recorder Wodarczak presented her written report (attachment 2).
City Recorder Wodarczak reported that she is working on a clean up project for the bay area and that there are old ORS reference books from the 90’s that she would like to recycle, unless Council has another recommendation. It was general consensus to offer the books to the High School and if they did not want them, to go ahead and recycle them.
AGENDA ITEM 8.A-
Announcements:
Yamhill County Commissioners are looking for volunteers to serve on the Yamhill County Commission on Children and Families (CCF).
AGENDA ITEM 9.0-
Adjournment:
Motion by Jordan TO ADJOURN. The Regular Council meeting adjourned at 8:30 p.m.
Respectfully Submitted:
Wm. R. Murphy
Mayor of Yamhill
ATTEST:
Sandi Wodarczak
City Recorder/Treasurer
Attachment 1:
Public Works Staff Reports
Date: December 13, 2006
Water Department
The water situation was muddy several times but we still made clean fresh water everyday. We had some power problems at the plant during the snow. We are discussing them with PGE. We had several water inspections. Read meters in the snow. I have been setting up the profiles and files for the new stage 2 disinfection byproducts rule and the distribution system evaluation rule.
Wastewater Department
The wastewater system is holding its own. We are discharging and anticipate no problems this year. The ponds are looking very well. We are marking where most of the I&I is coming from in anticipation of budgeting for repairs next year. We are starting our new testing in anticipation of the coming renewal process for our NPDES permit. The process will start next year and end in 2008.
Streets and Parks
We cleaned up a fallen tree on the trail by the shop area. We moved the no outlet sign on Hemlock to the corner of Hemlock and Main. We installed a stop sign on the corner of Elm and Buttercup. We installed 3 no parking signs on the west side of ASH. Spent several hours with the gas spill at the Yamhill station because the product entered our storm drains and reached Yamhill Creek.
Other Notes:
We have finalized the first portion of the Ellie’s plans for construction. We removed the air conditioners from city hall. We picked up a Christmas tree for out of city hall. We have enclosed a copy of the appraisal for the 60 areas above the water plant.
Santa knows if you have been naughty or nice.
Attachement 2:
Administration Staff Report
Date: December 13, 2007