Agenda Shady Cove City Council Study Session

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1 I. Call to Order Agenda Shady Cove City Council Study Session Shady Cove City Council Chamber Highway 62 Shady Cove, Oregon Thursday, February 17, :30 P.M. A. Roll Call B. Announcements by Presiding Officer II. Public Comment Public may comment on agenda and non-agenda items at this time. Comments will be limited to 3 minutes per individual or 5 minutes if representing a group or organization. If you represent a group, please identify the group and any members of that group who are present. III. Subject of Study Session A. Floodplain Management Report. B. Introduction of BDS Planner, Angela Barry IV. City Council Comments V. Future Agenda Items VI. Public Comment on Agenda Items Limited to 3 minutes per individual. VII. Adjournment In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Planning Department at (541) Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR ADA Title II). 1

2 I. Call to Order Agenda Shady Cove Regular City Council Meeting Shady Cove City Council Chamber Highway 62 Shady Cove, Oregon Thursday, February 17, :30 p.m. A. Roll call. B. Pledge of Allegiance. C. Announcements by Presiding Officer. 1. This meeting is being digitally recorded. 2. The regularly scheduled Planning Commission meeting February 24 at 6:30 p.m. will be cancelled. 3. A Planning Commission Public Hearing will be held February 28 at 6:30 p.m. in the Upper Rogue Community Center. 4. The next regularly scheduled City Council Study Session will be held at 1:30 p.m. in the City Council Chamber on March A City Council Regular Meeting and Public Hearing will be held on March 3 at 6:30 p.m. in the Upper Rogue Community Center. II. Public Comment The public may comment on agenda and non-agenda items at this time. Comment will be limited to 3 minutes per individual or 5 minutes if representing a group or organization. If you represent a group, please identify the group and any members of that group who are present. III. IV. Community Feedback Presentation A. Students of the Month: Jessica Kostenko and Amber Boyd B. Citizen Recognition: Lindsey Winsbury and Sara Lowe In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Planning Department at (541) Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR ADA Title II) 2

3 Shady Cove City Council Regular Meeting Agenda February 17, 2011 Page Two of Two V. Consent Calendar A. Accounts Paid: $22, (pg 4) VI. VII. Written Communications Council Reports Business and Tourism/Chamber Councilor Hayes RVACT Councilor Ulrich RVCOG Mayor Holthusen, Councilor Kyle School District 9 Councilor Kyle Fire District 4 Councilor Hughes Planning Commission Liaisons Councilors Hayes and Hughes VIII. Department Reports None. IX. Unfinished Business None X. New Business A. RVCOG Funding for TMDL (Brakeman) (pgs 5-14) B. Northridge Water Company Petition to Intervene (Brakeman) (pgs 15-17) C. Request for Special Court Training (Stroop) (pgs 18-19) D. Request to Purchase Caselle Municipal Software (Stroop) (pgs 20-27) XI. Public Comment on Agenda Items Limited to 3 minutes per individual. XII. XIII. Council Comments Adjournment 3

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5 Meeting Date: February 17, 2011 City Council Agenda Item Summary City of Shady Cove, Oregon Prepared By: Danise Brakeman City Admin. Approval: DB Issue/Agenda Title: TMDL Funding Issue Before the Council: Should the City Council continue to consult with RVCOG for assistance with the implementation of the TMDL plan. Attachment List: RVCOG s Levels of Service Rogue Basin Education and Outreach Strategy Costs Implementation Matrix Key Facts/Information Summary: RVCOG was able to obtain a DEQ 319 grant to assist Rogue Valley jurisdictions with implementation of a TMDL plan. Half way through Year 1, their funding has been exhausted. They have applied for another grant to help with Year 2, however, if received the funding won t become available until September. They are in need of funding to continue assisting with completion of Year 1 commitments. They are confident they will receive the grant and the cost projection for each jurisdiction reflects that. Shady Cove has seventeen Year 1 TMDL commitments. RVCOG is assisting with 12 of those, three of which are already completed. Fiscal Notes: If approved, $1, will come out of Professional Services in the General Fund and $500 out of Professional Services in the Sewer Fund, for a total of $1, Staff Recommendation: The City Administrator and the Public Works director recommend continuing to fund RVCOG, understanding that by pooling together our resources the Rogue Valley can keep the cost of implementation down. Proposed Action/Motion: I MOVE TO ENTER INTO A VERBAL AGREEMENT WITH RVCOG FOR THEIR CONTINUED ASSISTANCE WITH THE IMPLEMENTATION OF SHADY COVE S YEAR ONE TMDL PLAN AT A LOW LEVEL TWO. 5

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13 13

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15 Meeting Date: February 17, 2011 City Council Agenda Item Summary City of Shady Cove, Oregon Prepared By: Danise Brakeman Approval: DB Issue/Agenda Title: Northridge Water Company Hearing Issue Before the Council: Shall the City of Shady Cove become Interveners in the Matter of Northridge Water Company, Public Utilities Commission Docket No. WA 80. Key Facts/Information Summary: The owner of the Northridge Water Company has applied for exclusive use to provide water to its current customers. If granted, and the City moves forward with a water system, this would restrict the ability of the City to include Northridge Water Company s potential EDU s. As Interveners, the Mayor can represent the City at a Settlement Conference on February 23, 2011 in Shady Cove, as well as future hearings. The Administrative Judge handling this issue recommends that anyone wishing to have a voice in this matter file as an Intervener. Fiscal Notes: Funding agencies will base the City s ability to repay a loan largely on the amount of EDU s there are. If Northridge is successful in gaining exclusive use, this would have an impact on the City s ability to obtain funding for a water system. Staff Recommendation: Staff recommends Intervening in order to state the concern of the City, which is the impact it would have on funding a future City water system. Proposed Action/Motion: I MOVE TO DIRECT THE CITY ADMINISTRATOR TO FILE A PETITION TO INTERVENE ON BEHALF OF THE CITY OF SHADY COVE IN THE MATTER OF NORTHRIDGE WATER COMPANY, PUC DOCKET NO. WA 80 AND TO APPOINT THE MAYOR AS THE CITY OF SHADY COVE S REPRESENTATIVE. 15

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18 Meeting Date: February 17, 2011 City Council Agenda Item Summary City of Shady Cove, Oregon Prepared By: Paula Stroop City Admin. Approval: DB Issue/Agenda Title: Approval and/or consideration to attend the Oregon Association of Court Administrators (OACA) Conference. Issue Before the Council: Should the City Council approve the attendance of Municipal Court Clerk to attend the 2011 OACA Spring Conference. Attachment List: OACA Spring Conference 2011 Registration Form Key Facts/Information Summary: OACA conferences keep staff informed of any immediate or future changes in State Legislature that may affect the Shady Cove Municipal Court. In addition, staff is also enrolled in a certification program (Judicial Administration) which is offered through Michigan State University (MSU) through the bi-annual OACA conferences. Fiscal Notes: Expenses include a registration fee of $175, lodging of $285.09, gas of $124.44, and meals of $132 for a total of $ to be taken out of the Municipal Court expense line item in the General Fund. Staff Recommendation: City Administrator recommends staff attend the OACA Conference to not only gain further knowledge of court procedures, but also to keep informed of legislative changes that may affect the court. Proposed Action/Motion: I MOVE TO PERMIT MUNICIPAL COURT CLERK TO ATTEND THE 2011 OACA SPRING CONFERENCE. 18

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20 Meeting Date: February 17, 2011 City Council Agenda Item Summary City of Shady Cove, Oregon Prepared By: Paula Stroop City Admin. Approval: DB Issue/Agenda Title: Purchase of Caselle Clarity Software: Utility Billing Cash Receipt Business License Court Management Issue Before the Council: Should the City Council approve the purchase and implementation of an integrated Software System. Attachment List: Caselle Clarity Software & Services Proposal Key Facts/Information Summary: In order to conduct financial and administrative functions, staff must utilize multiple software systems. Therefore, the city seeks to procure a functionally complete, cost effective, responsive municipal financial and administrative software system from a single stable vendor. Fiscal Notes: The Utility and Cash Receipt portion of the program will come out of Operations and Maintenance in the Sewer Fund in the amount of $11,625 and the Business Licenses and Court Management will be taken from Operations & Maintenance in the General Fund in the amount of $9,525 for a total of $21,150. Staff Recommendation: City Administrator recommends the purchase of Caselle Clarity Software. Their integrated software program has proven to be cost effective and will best suit the needs for staff. In addition, their software is highly recommended by numerous local municipalities who utilize their administrative and financial programs. Proposed Action/Motion: I MOVE TO PURCHASE CASELLE CLARITY SOFTWARE AS THE SOFTWARE VENDOR FOR CITY STAFF AND ADMINISTRATION. 20

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