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Minutes June 8, 2015

June 8, 2015

The Enterprise City Council met in regular session on Monday June 8, 2015 at 7:00 p.m. Those present were Mayor Steve Lear, Councilors Dave Elliott, Stacey Karvoski, Bill Coffin, Larry Christman, Jenni Word; City Attorney Roland Johnson; Staff Michele Young, Ronnie Neil, Denine Rautenstrauch.

Guests: Troy Baker of Anderson Perry & Assoc., Rich Rautenstrauch, Joseph Volpe, Katie Anderson, Mark Brain

Press: Kathleen Ellen

Pledge of Allegiance

Introductions

CONSENT AGENDA

Councilor Karvoski requested the we add to committee reports, a report from the Performance Evaluation committee

Minutes: Councilor Karvoski made and Councilor Coffin seconded the motion to approve the April 13th, 15th, and May 11, 2015 minutes. Motion passed unanimously.

PUBLIC COMMENT

Katie Anderson of the Oregon State Library presented the Enterprise Library with the "2014 Ready to Read Programs Award".   This is an Outcome based program with leverage from local partnerships. Denine made extra efforts to bring in additional programs for kids so that they would participate. The Enterprise Library is 1 of 4 Libraries that received this award this year.

This is a State Funded program from the State General Fund. Enterprise worked to increase reading goals. In the past two years Denine has worked to improve that. In the past we would have about 3 kids and a few teens with only a half reaching their goals. Now, Teens get library dollars and kids get prizes. These changes have tripled the number of kids involved. 119 kids with 72% meeting their reading goal. The State average meeting goal is only 33%.   The library met the achievement gap in the library. The Council and Staff applauded Denine for her work on this program.

DEPARTMENT REPORTS

Public Works: Ronnie reported that on Sunday, May 31 they had a water main break on Florence, they repaired an 8” pvc pipe that had never bedded. Tuesday, June 2 a horse trailer came detached from a pickup and took out a fire hydrant and a stop sign had been hit in another part of town.   Thursday we had another water main leak on Main street at the corner of Main and NE first.   They have been working at the springs and started painting streets today.

Library: Denine stated the guys cleared away the area where the library sign was and that is where the Dorothy Gilbert memorial bench the family has paid will be placed.

Administration: Michele reported that there have been comments from a few councilors in the past that houses aren't selling and rentals aren't being rented because of our water and sewer rates. Michele stated that in the past year, Lacey has processed 198 changes in our utility accounts. You literally cannot find a rental in Enterprise.

Michele stated that she is finishing up the budget and preparing for the Software Conversion.

Police: Councilor Word reported on the Police Dept. stating the Police Committee will try to meet with them monthly. Mayor Lear stated that he would like to see the city consider hiring a consultant to assist with day to day needs. Councilor Elliott asked what the cost would be. Councilor Word made a motion that we move forward to hiring a consultant to perform administrative duties of the Chief. Councilor Christman seconded the motion which passed unanimously.

COMMITTEE REPORTS

Councilor Karvoski asked what the council wants to do with employee evaluation project they have been working on. Councilor Karvoski stated that they cannot get it done until September but that Mayor Lear wants to get others to take it on so that it will be finished sooner. Councilor Karvoski stated that herself and Councilors Word and Miller have worked on this but if the Mayor wants to appoint others to do it whey will be happy to hand over the work. Councilor Christman felt the existing committee were the most qualified people to do this. The Council consensus was accept the September schedule.

OLD BUSINESS

Propane Bid: Michele reported that she called both Ed Staub & sons and the Grain Growers. They both stand firm on the bids submitted. The Council felt it was better to go with the flat rate bid submitted last month. Councilor Coffin made and Councilor Karvoski seconded the motion to award the 2015-16 Propane Bid to Ed Staub and Sons. Motion passed unanimously.

NEW BUSINESS

Event permit – GEMS submitted an Event Permit for Bowlby Bash. Councilor Karvoski made and Councilor Word seconded the motion which passed unanimously as presented.. The Street closure will be from East Main above the Elementary School all the way West to Warde Park, possibly to include Main Street Motors.

Water Project Contract Award: Troy Baker reported on the bids. He submitted a letter to the council outlining the bids received. Warrington Construction was the low bidder. Their Base Bid was $3,242,200, The High Base Bid was $4,974,788. The council can elect to just award the base bid or any of the alternatives that they so choose. We still have $557,860 unspent in the budget and 14% contingency if we award all additives. We are in very good shape with their bid.

Mayor Lear asked Troy what he thought. Troy stated we could wait until later in the project to award the additives or the council could choose to award them now.

Ronnie stated the additives were listed in priority. Ronnie stated we have sections of 5 blocks with no hydrant. Ronnie went through the additives with the Council

Troy did an investigation on the bidder. ORS requires a responsibility determination. He looked into their licensure, they are not on the agencies list of contractors not eligible. We look at experience, equipment, personnel, and financial capabilities to do the work and whether they are responsible. He did all of that and it has to be submitted to the contractors board.

Councilor made the following motions:

  1. Councilor Karvoski made and Councilor Elliott seconded the motion to approve the Responsibility Determination form approved as submitted by Troy Baker. Motion passed unanimously.
  2. Councilor Christman made a motion to issue a notice of intent to award pending no protests and that the Mayor be authorized to sign the notice of award and that it be issued to Warrington Construction. Councilor Coffin seconded the motion which passed unanimously.
  3. Councilor Christman made and Councilor Coffin seconded the motion to include all additives. Motion passed unanimously.

Davis Bacon Monitoring Bid Award: Michele stated two proposals were received.

NEOEDD in the amount of $15,000 and GEOEDC in the amount of $19,000. Michele felt that GEOEDC is in Pendleton and that due to the travel she felt their budget of $19,000 would be met so Michele recommended NEOEDD since they were the low bid. Councilor Karvoski made and Councilor Word seconded the motion to award the bid to NEOEDD in the amount of $15,000. Motion passed unanimously.

Facade Grant: Michele stated that one of the applicants for a Facade Grant through our Historic Building program is a Landmarks Commissioner. Our Grant program requires that the City Council make the final decision on a grant award if this happens. Michele stated that it is the recommendation of the Landmarks Commission to award a $6,000 Facade Grant to EM&M LLC. Councilor Karvoski made and Councilor Coffin seconded the motion to award $6,000 from the Facade Grant Program to EM&M, LLC. Motion passed unanimously.

ORDINANCE NO. 580 – Councilor Word made and Councilor Christman seconded the motion to Adopt Ordinance No. 580 which amends some language errors in Ordinance No. 577. Michele took a Roll Call Vote. Motion passed unanimously.

Mayor Lear called for an Executive Session as allowed by ORS 192.660(2)(h) for Legal Counsel regarding current litigation and by ORS 192.660(2)(e) for Real Property Transactions.

Mayor Lear called the meeting back to order.

Councilor Elliott made a motion to authorize Michele to make a counter offer of $65,000. Staff was also directed to determine the square footage of the parcel for comparison to another parcel in the area. Councilor Coffin seconded the motion which passed unanimously.

Meeting Adjourn.

                                                                                    ____________________________________

                                                                                    Steven D. Lear, Mayor

ATTEST:

________________________________________

Michele R. Young, City Admin./Recorder

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