1 This document is supplemented by electronic audio c recordings of the meeting which may be reviewed at www.cityofhalsey.com or upon request to the City Recorder. An adobe file of this written document can also be reviewed on line at www.cityofhalsey.com. REGULAR CITY COUNCIL MEETING March 12th, 2019, 7:00 p.m. at City Hall, 100 W Halsey St., Halsey, OR Meeting called to order at 7:00pm ROLL CALL Present: Absent: Councilor Jerry Gillson, Council President Lee Skinner, Councilor Rella Johnson, Councilor Michelle Isom, Councilor Greg Chamberlain, Councilor Ken Lorensen, Mayor Jerry Lachenbruch None Staff Present: City Administrator Hilary Norton, Librarian Jorden Parrish, Assistant City Recorder Larissa Gangle Guests: Tia Parrish, Mary Granzow, Kyle Gangle, TJ Gillson, Martha Chamberlain, Lt. Michelle Duncan, Libby Tenbusch, Norma Hoover, Brian White CONSENT AGENDA The purpose of a consent agenda is to approve routine items in a single motion. Any councilor may request to remove an item that they wish to discuss and act upon outside of the consent agenda. If no request is made, Council may approve all the items on the consent agenda with a single motion. 1. Council Meeting Minutes February 12, 2019 2. Financial Reports and Journal Entries February 2019 Motion: I recommend that the Governing Body of Halsey approve the business items in the consent agenda as submitted. Motion by: Councilor Gillson, Councilor Isom Seconded
2 AGENDA ADJUSTMENTS Agenda Item J.1- Central Linn Elementary Fencing Project moved up to Delegations DELEGATIONS Linn County Sheriff s Office- Lt. Michelle Duncan In the month of February there was 1 traffic citation given, 4 traffic warnings, and no arrests or traffic crashes. There were 21 complaints investigated. The LCSO spent 82 hours in Halsey out of their contracted 72. Lt. Duncan reported they have been doing some extra patrols and business checks, and that someone s sliding glass door had been broken. Central Linn Elementary Fencing Project- Libby Tenbusch Libby Tenbusch from the Central Linn Elementary School Parent Teacher Club discussed with the Council a project that the School District is working on to put a fence around the back fields and playground of the elementary school. She reported that the total cost of the project is approximately $25,000. They are planning to put in an electronic locking system on the gates. There was some discussion about why the School District hasn t already put up a fence. Motion: I move that the Governing Body of the City of Halsey approve a contribution in the amount of $500 to the Central Linn Parent Teacher Club for the Central Linn Elementary Fence Project. Motion by: Councilor Johnson, Council President Skinner seconded Ayes: Councilor Isom, Councilor Johnson, Council President Skinner, Councilor Chamberlain, Councilor Lorensen Nays: Councilor Gillson CITIZEN COMMENTS (Non-Agenda Items) There were no citizen comments.
3 REPORTS TO COUNCIL Employee Reports City Administrator-Hilary Norton 1. City Administrator Position Description Update The City Administrator Position Description has not been updated in about 10 years. Administrator Norton talked to Council about wanting to update and modernize the description to stay current with OSHA requirements. She will submit a draft of an updated position description for Council approval. Council gave Administrator Norton the consensus to proceed. 2. Central Linn Recreation Facilities meeting Mayor Lachenbruch, Councilor Johnson and Councilor Gillson attended the Facilities Review Committee meeting in Brownsville for the Central Linn Recreation Center. Administrator Norton said it is appreciated that Halsey was invited to take part in the conversation. This meeting was more of a conversation, which is still early in the process. 3. Halsey Development Code update The Planning Commission Public Hearing for the proposed Halsey Development Code update will be at 6:30 pm on Wednesday March 20 th in the Community Center. The Council Public Hearing is scheduled for 6:30 pm on Tuesday April 9 th before the regular City Council meeting at 7:00 pm. 4. Budget Committee Orientation There will be a Budget Committee orientation for those of who have not worked on the Budget before. This is intended for new members, however it is open for all. Administrator Norton will be giving the Budget Basics handout, and will also give them the current year s budget and budget message. This meeting will be Tuesday, March 26 th at 7pm. 5. CIS Annual Conference Administrator Norton attended the CIS Annual Conference on March 1 st. She reported that the benefits cost increase is low this year, due to good budgeting and use of reserve funds by CIS. Norton also attended valuable sessions on HR management, Cyber threats & security, recent case law affecting cities, and public meeting law. 6. Council Rules Work session The Council rules ordinance was last updated in 2010. Administrator Norton said it clarifies roles of Council and staff. Ours is outdated and does not address modern issues such as social media. It has led to come confusing situations in past years. Norton recommended the Council schedule a work session to update Council rules. Council agreed that a work session would be a good idea.
4 Public Works- Hilary Norton A head gasket had to be replaced on the Lagoon generator. There was a small sinkhole that developed on East 3 rd St. and West C St. Library- Jorden Parrish Librarian Jorden Parrish reported that at the recent Bookmobile sale in February, the Library made about $100. Registration is open for the Book-It! 5K, which will take place April 27 th. Librarian Parrish said plans to prepare for the 5K are underway. The new hours for the Library, which started March 1 st, are going well so far. The Library has two new volunteers who are in training. Committee Reports OCWCOG Board Councilor Lorensen Councilor Lorensen attended the Cascades West Area Commission on Transportation on Thursday, January 17 th. They elected a new chair, who is the mayor of Corvallis. There will be a $54 increase in dues for all cities. For Halsey, that increases the dues to $1,300.77 per year. CWACT Councilor Chamberlain Councilor Chamberlain attended The Cascades West Area Commission on Transportation on Thursday, February 28 th. They discussed The Big One happening on the Coast, and how to prepare for and react to it. OLD BUSINESS Community Center Artist Agreement The rails are up on the walls in the Community Center ready to have art hung on them. The City Lawyer looked at the resolution and approved it. Included in the packet is a Call to Artists flyer that the Council liked. There was some discussion concerning what art would be put up on the walls. Motion: I move that the Governing Body of the City of Halsey approve the Halsey Community Center Artist Agreement as submitted. Motion by: Councilor Johnson, Council President Skinner seconded
5 NEW BUSINESS Leave of Absence Request Assistant City Recorder Larissa Gangle is expecting a baby in June. She has been saving up her leave to have a full 3 months with her new baby, and has requested a leave of absence. Administrator Norton said there is a plan in place to cover her absence. Motion: I move that the Governing Body of the City of Halsey approve the Leave of Absence Request submitted by Assistant City Recorder Larissa Gangle. Motion by: Councilor Johnson, Councilor Chamberlain Seconded Sweet Home Sanitation Sweet Home Sanitation has found a way to start up their recycling program again. The recycling bin now goes to recycling places instead of the landfill. Their rate increase will be 2.9% every March. Council agreed to allow SHS to continue their recycling program as of the following week. There was some discussion about what is recyclable and what is not. Oregon Cascades West COG Meals on Wheels Request Last year, the City donated $2,750 to Meals on Wheels. This year they requested a donation of $3,025. There is $3,000 budgeted for the donation. The Council agreed it is a good program but $3,025 is a lot of money for a small city and that the money would be better spent elsewhere. Motion: I move that the Governing Body of the City of Halsey approve a contribution in the amount of $1,000 to the Oregon Cascades West Council of Governments Meals on Wheels program. Motion by: Councilor Isom, Council President Skinner Seconded
6 Declaration of Potential Conflict of Interest Part A City Administrator Norton s husband has accepted a position at the Grassland Café. In the past, the City has purchased catering from the Grassland Café for a Planning Commission work session and gift certificates for gifts of appreciation. This creates a potential conflict of interest for her that must be declared to the Council. Part B Motion: I move that the Governing Body of the City of Halsey acknowledge receipt of the statement of potential conflict of interest submitted by City Administrator Norton. Motion by: Councilor Isom, Councilor Johnson Seconded The Council has a choice to make about if there will be future purchasing from the Grassland Café. If Council wants to continue to purchase catering from the Grassland Café, they must: 1) Appoint an employee other than Administrator Norton to place those orders and make those reservations. 2) Authorize Administrator Norton to add a fourth Signer to the Columbia Bank accounts. Administrator Norton cannot handle the invoices and she cannot sign any checks for the Grassland Café. Nor, as he is the husband of the owner, can Mayor Lachenbruch. The other choice is to abstain from all future purchases from Grassland Café until the conditions that create a potential or actual conflict of interest no longer apply. Mayor Lachenbruch and Administrator Norton had to refrain from participating in the conversation. After much discussion, Council decided to appoint the person in the position of Assistant City Recorder to make purchases from the Café instead of naming someone, since it is full time and Larissa will not be in that position while she is out on Maternity leave. Motion: I move that the Governing Body of the City of Halsey appoint the person in the Assistant City Recorder position to make any future purchases from the Grassland Café, and that City Administrator Norton add Council President Lee Skinner as a fourth signer on the Columbia Bank accounts. Motion by: Councilor Isom, Councilor Gillson Seconded
7 ORDINANCES & RESOLUTIONS Resolution 2019-651 A Resolution of the City of Halsey Adopting a Policy for the Display of Artwork in the Halsey Community Center. It establishes a policy by which artwork may be displayed in the Halsey Community Center. It describes the responsibilities of the artists and of city staff. It was drafted after consultation with other cities about similar programs. Motion: I move that the Governing Body of the City of Halsey adopt RESOLUTION 2019-651 A Resolution of the City of Halsey Adopting a Policy for the Display of Artwork in the Halsey Community Center. Motion by: Councilor Johnson, Councilor Lorensen Seconded Resolution 2019-652 A Resolution of the City of Halsey to Receive and Appropriate the Special Public Works Fund Planning Project Grant Awarded by Business Oregon. This grant will help pay for buildable lands inventory; Proposed amendments to the Halsey Comprehensive Plan & Zoning Ordinances; and Preliminary Engineering Report/Feasibility Studies of: extension of water and sewer utilities, wetlands delineation, storm drainage analysis, highway and rail access, improvements to Oregon Highway 99 East and pre-development site planning for possible industrial development at the south end of Halsey Motion: I move that the Governing Body of the City of Halsey adopt RESOLUTION 2019-652 A Resolution of the City of Halsey to Receive and Appropriate the Special Public Works Fund Planning Project Grant Awarded by Business Oregon. Motion by: Councilor Gillson, Councilor Lorensen Seconded Ordinance 2019-429 An Ordinance Relating to Solid Waste Management in the City of Halsey, Oregon, Including but Not Limited to Granting to Sweet Home Sanitation Service, Inc. the Exclusive Franchise to Collect, Transport, and Convey Solid Waste Over and Upon the Streets of the City, and to Recycle, Reuse, Dispose of, or Recover materials or Energy from Solid Waste; Repealing Ordinance 98-343 and Ordinance 2017-423 and all Amendments Thereto and Portions of Other Ordinances in Conflict with this Ordinance. This was the first reading. No action was required.
8 ADJORNMENT Meeting adjourned at 9:04pm Mayor Jerry Lachenbruch Jorden Parrish, Librarian