City Council - Regular Meeting

for the next month and a half.

What's that? How much items did you I think all I think we got all but two. Plants. Did you get plants? Not this year, but I think we got all the honey. I think we got all the honey this year. Yeah, it was the one here. That was entertaining. Yeah, it's been light for two years now. I wish I don't know what's going on. I just thought it said it's Easter weekend, but it's been on Easter weekend before. So,

this year was noticeable. [ __ ] that's Jeremy. Have you heard anything from councelor Gilbert or councelor Wilkins?

Uh councelor Wilkins is mine. That's why I started it right now. It's kind of as a test. I don't know. you right there. I just didn't

He's not show. forgot about it.

Good. Much better, thankfully. Oh my god, you look good. Thanks. Okay, let's see. 6:30. All right, I will call the meeting to order at 6:30 p.m. and then please To the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all.

So for roll call this evening, we have councelor Wilkins on Zoom and then Mayor Frank has excused absence. Everyone else is standing in attendance in person. Um so uh do we have appearance of any interested citizens? I do not.

Perfect. Uh so moving on to action item D, the consent agenda. We'll start with the financial summary. Rob, you want to take us away? Um just note that all the the funds are in positive balance. Um there are um couple that um are getting close and they might um might have to do something about them. But um the uh the one in particular I'm think of is is um the uh equipment replacement reserve fund. And um there are some of the funds that year to date um their just their year-to- date uh revenue over expenditures is in deficit too. Some of them were planned um that they would be that way and some of them weren't. One of them that um is is is looking better is the general fund. If if I look at um what happened in the general fund during March, now I'm working on March. Um there um I think I told you last month that one of the things we expected was um the PGE um franchise fee and that came in about 90,000 close to 100,000. So that that fund should be fine for the rest of the good. Um what was unexpected

out of curiosity? Um I I looked at some things today. Um and I I I don't think there was particularly anything unexpected. Some of the amounts were more than what. So, do you have an example of what that might be? Just off the top of your head, don't worry. It probably

I I forgot to grab my sheet that might that I put that on. Um but um for example, um uh engineering fees are more than what was expected so far this year and that's affecting the fugitive funds. uh legal fees are definitely higher. Um uh one of the first things we discussed earlier uh in the year was um insurance coming in at quite a bit higher than what we had budgeted for. Um, most the other funds I a couple things I'm I'm going to I I've looked at some allocations to see if I'm allocating them what was expected on the budget and and I've fixed some of those allocations so that they look better in funds now. Um, but a couple things I still want to look at are um uh insurance. Uh there's one where um I want to make sure the allocation is right because there's a couple fun where insurance looks looks a little bit out of whack as medical insurance. Um I'm not not what insurance but but medical insurance looks out of whack on a couple accounts. So I'm going to be looking at those. Um there's probably about off top there's about five of them I'm going to look at just to make sure I'm out what what was expected. So those unexpected could we a chance have a maybe you have all you know just the what the why of hey this is what what was unexpected for the month and this is why it happened just so I can help with that.

So the medical expenses it was medical insurance expenses and those were higher than you expected um just in a couple couple of funds. So that's why they're allocated correctly. Probably those will continue to raise right now everything that's going on. Yeah, we did do a rate. You know, when we did the budget, when Jeremy did the budget, there was um a substantial increase expected in that. So, I I don't think it's just because it's ended up being more than what expected. I think it's an allocation. Anything else? No.

Rob, I came up with a whole list of questions. Would it be easier if I just put them in an email and let you handle it that way? Sure. Okay. Yeah, I'll do that tomorrow sometime. And what I'll do is probably include everybody on my answer. Perfect. Thank you. Yeah. Okay. Cool. Thank you. Um, number two, February financial statements.

Yes, we just uh three, uh, February 7, 2026 work session minutes. Does anybody have any questions on the minutes from either February 17th or March 2nd? Questions or corrections? That's all here. If not, I will entertain a motion to approve the regular session minutes as written. Um, council, I move to approve the consent agenda with the financial summary, financial statements, and the minutes from February 17th and March 2nd. Okay,

I've got a motion from Counc and a second from C Pearson. All in favor? I I moved and on to action item EO County Sheriff's Office this year 2425 annual presentation review.

Okay.

Well, good evening counselors, Council President. Thank you for the opportunity to come and uh present to you the activity report for the fiscal year um 24 to 25. So we are doing a lot of work on our internal processes so that these reports will be coming uh a lot closer in time proximity to when we end these reporting periods. uh we have built out now a system where a lot of this data is automatically being captured every month versus having to go back after the fact and try to reconstruct it which is what we've done for the last couple of years. So Sergeant Eubanks is here with me obviously you guys all know him as being your liazison supervisor to the city of Dayton. So, and we're just going to jump into the presentation here, which I assume all of you have at least had a chance to look at in the packets. So, um can you go to the next?

Sure. This perfect.

Uh so, we we do a kind of a rolling three-year comparison. We're looking at the exist the the year that we're reporting on, but we're showing the couple of years prior to that so that you have a little bit of a reference point to see what's going on. Obviously, uh nothing substantial has changed with city population or with the size of your contract. Uh and then the actual calls for service um have fluctuated a little bit over the last three years, but nothing really substantial as far as the overall number of calls for service. Um those calls that require us to actually take a case number um is down just a little bit. uh and tied the prior year on total river arrests uh that are happening here in the city of Dayton. So any questions on this slide before I move on

surprisingly consistent, you know, you know, uh it really is and and that's one of the things I appreciate about Dayton is the consistency.

Uh this is a breakdown again showing that same three-year period of how calls are being addressed. Uh this is really a relevant point for a city besides uh in light of some of the conversations that we had when I came to your town hall looking at what is the future of contracting look like for the city of Dayton. Um, so when you look at all of the calls that are happening in 2425, you can see that the the city deputy or the deputy that's assigned to work here in the city is handling 26.36% of those calls. Um, you have a combination of the city deputy who is receiving assistance by the rural deputy for the region at 8.29% and then you have a rural deputy at 65.35. Uh that's relevant because if you look at the total and I I can never remember haven't committed to memory the math but if you look at a total number of hours that exist in a 7-day work week period it's 168. And if you look at uh your one deputy working 40 of those 168 hours that pie chart represents almost exactly that same representation. So that's why I don't, you know, some of the other contracts we have that are larger, you know, this would be a little bit more concerning, but it would not be realistic expectation for me that the one deputy that you have assigned to work here is going to handle 65 or 70% of the calls because he's not here for 65 or 70% of a Sunday period. You know, he works 40 hours a week. Um, and as we talked about before, you know, his schedule changes depending on the time of year and uh what's going on. So, when's his next his next job will be the the week school day. So, like around the 16th of June and he'll go Wednesday

through Saturday and he'll work 3 p.m. to 1:00 a.m. to cover that time where the kids are out of school and there's civil work nonsense going on, so to speak. Um, but it also is relevant, I think, for folks to understand that you see that representation. 65% of the calls, we're still answering those calls 247 regardless of whether the city deputy is on duty. That's been the long-standing arrangement with the sheriff's office. That's been the commitment that we have made with all of our contracts that you know we are taking all of those calls regardless of whether or not deputy twitchell is on shift at that particular point in time. Uh certainly there are some disadvantages with that because that one deputy is responsible for a much larger area. You may have longer wait times before that deputy responds to the call. They may take some initial information, hand it back off to Deputy Twitchel to follow up with when he's back at work. Uh but you know I think if you if you consider that this pie chart reflects 100% of the activity in the city of Dayton and we are handling 100% of the activity. It's just broken down by um which deputy is actually taking the primary on that. So any questions on this slide? Not related to this slide specifically but the content of the presentation as a whole. Would we be able to chat with you about maybe using some of these graphs for public sizing for our lending toward goal?

Absolutely. Okay. Is that something that you'd like rightly request to use? We've already provided it to you for this presentation. It's public material. It's anything that you know we would make available. So, um I don't know if you know Rosio has the electronic version from my staff so she can distribute to the entire slideshow. Sweet. Yeah. And use it at will. This is your information regarding what's going on with your city. Cool. Thank you. Appreciate it.

Uh this is essentially a chart and it does reflect the three years. It's a little hard to see on the the colors because they're somewhat similar, but you see what the actual call types are, at least the top 20 call types that are happening in the city. And it it's always interesting when I look at the raw data because when I came to your uh town hall and and listened to a lot of the complaints, it's traffic, it's people speeding, uh going through the school zones, uh you know, running stop signs. And you can see that as far as how we break down the activity level, track stops are number one and have been for at least the last three years. So, I think after our last meeting and when Captain Whit came and met with Jeremy and talked about just making sure we have that continuity of information flow, there were a lot of internal emails including Sergeant Eubanks and Deputy Twitchell about, you know, we we really do need to be attentive to the concerns that we're hearing and I know that Deputy Twitchell has really made a concerted effort to be present around the schools during pickup and drop off times and and to be more visible um with his traffic enforcement. It's just one person in in town. I mean, you literally only have to be a block away and you would never know that there's a traffic stop going on. So, we can plot the locations of all the traffic stops. You can see where the the number of traffic stops are taking place and on what streets and um you know, give you a little heat map if that's something that you're interested in just to show where that activity is taking place.

Okay. Okay. I'll know where to I'll know where not to go. Yeah, exactly. That's inside information. Any questions on the top 20 call types?

Uh so this is the same data just reflected in a different way. So you can see kind of how they compete with each other for the allocation of time and resources. um you know, traffic stops again making up the the bulk majority, well, not the majority, but the largest share of of how we're spending our time uh followed shortly behind by civil papers. So, you know, as a function of the sheriff's office. So, you're getting uh you know, everybody in the entire organization that's coming to town to serve civil papers. Um and then follow up, you know, taking reports or receiving information. I know, you know, like for instance, some of the issues in the park that requires Deputy Twitchell to do a lot of follow-up investigation, see if he can get, you know, video surveillance, uh, go and track down people, do interviews, and so, you know, he is accounting for how he spends that time with the follow-up investigation. So, this is a reflection of how the calls are distributed through the work week. So this is some of the information that we utilize when coming up with what the schedule should look like. We obviously also take into account some of the requests from the schools about when they want to see somebody around. Um, and we are going through an exercise right now in pulling uh a different data set that we now have the ability to pull through our dispatch center to look at um when are people actually calling requesting service from the sheriff's office. And does that look any different than how we're currently allocating our time? Because certainly on the days that he works, that Deputy Twitchel works, you would see that self-initiated activity with like traffic stops and that could potentially make the days reflect more of like his schedule. And

yes, it does vary throughout the the year depending on the time of year that we're in, but a relatively even distribution. Uh what was a little surprising to me was Monday. Uh Monday is typically a very busy day in some of our other cities because you get people calling after twins have happened on the weekend. Um but you know Friday that's to probably be expected especially in the summertime when you have events going on in the park and um just more people and things happening around town. So well Tuesday is the big day. Nobody gets out of bed on Monday around here.

Yeah. be that interested in the nature. Yeah. So yeah, I'm missing something. I need to come to D2.

Uh so these are the types of uh of cases. You know, one of the first slides they talked about, you know, we're having to take a case number. That's because it's there's some sort of a reportable offense. Um, and this is the distribution of how those um, offenses are are made up. So, the these are the stats that get reported to the state of Oregon and to the FBI regarding the types of crime that are happening. Um, and it's it can get a little bit confusing just because some of the terminology that the feds use is not the same terminology that Oregon revised statute uses. So you know for example you see lararseny robbery reflected in this column organ may just call it theft they don't call it larseny. So you know there is a little bit of terminology discrepancy but for the last um couple of years prior we had a lot of non-reportable offenses which you can see the little key down at the bottom. Uh the non-reportables are traffic crashes, noncriminal death investigations, information reports. Um and so we have a significant reduction in those types of uh reports for 2025. Um, I think where you're seeing some of the uptrend is maybe how things were being coded, but obviously a lot more frauds, um, more runaway by a significant amount, which is, um, probably something that the schools would be interested in knowing and and having some understanding of what's going on. Um, and I think maybe that's reflective too of the demographic of who's moving to the city of Dayton. more people with kids, kids, you know, engaging in some of those status type offenses like being a runaway. So,

well, one runaway can generate much of I mean, if a person repeatedly runs away once Yeah. one one individual. Yeah. I mean, the pool is so small, but just the arson one jumped out at me, too. Yeah. Um Yeah. I mean, it's hard to see. there is a little bit from the year prior, but I know that um just a couple of notable incidents down towards the foot bridge and also in the farm, the the tagging the the uh gang graffiti tagging and then uh the bathroom that was destroyed at the park. He was asking about arson. Oh, that uh I think that was the PJ tip was a garbage can. That's right. There we go.

It's a garbage can. So,

there's some absent data there. Is that just because it wasn't picked up? There wasn't any measurable data in those areas like in vandalism shows no vandalism 25. Yeah. Uh because it was either captured under uh one of the other offense types uh like all other in Oregon um you know vandalism is classified as criminal mischief. So it depends on what OS code was selected to see where that correlates to the the actual federal reporting. Most importantly, no murders for three years, I think it is.

That's a good stat. Yeah.

So, um this is a an illustration of how cases are being resolved. Um how the the cases are winding up. So, we have the different types of clearance codes that exist within our system. So, you have arrest, which is the majority of the cases. Uh then you have administratively closed. That can be a variety of reasons like a victim didn't want to prosecute or participate in a subsequent criminal action. Um you have like a cleared by exception which could be you know that it was referred to another agency because we didn't you know maybe it was you know sent to ODOT or sent to the fire department fire district. um for followup. Inactive means that they've exhausted all leads and just don't have anywhere to go with it. Um a few that are still open or pending. Um and then unfounded, you know, is they did an investigation determined that actually there was nothing uh to substantiate what was being reported. So, you know, anytime that arrest is the top of the the stat reporting, you know, that is a a good sign because that shows that the follow-ups being done, the cases are being investigated, is the accountability is is being achieved for those bad actors. So, probably one of the biggest questions we always get, what do you do with all those traffic stops? Well, 77.68% in the city of Dayton are getting citation. 22% are getting a warning. So, you would find people on all sides of that spectrum. Some think that that is

extremely heavy-handed. One should be giving out moral warnings. Some think that that should be 100% citations that we shouldn't give any warnings. Uh we really try to use our best judgment when we're interacting with people to determine if we're going to get compliance or was the violation egregious enough that citation really is the only remedy versus an educational opportunity. Particularly when you talk about young and experienced drivers. Uh I will tell you, you know, we have discretion to make that determination if we're going to issue a citation or not. And I think you would all appreciate uh I have teenage drivers in my home. Uh and insurance is insanely expensive for teenage drivers these days. And if we are looking to curb, you know, poor decision-m or or problematic driving behavior, um that is 100% the discretion of the deputy that makes that stop. Am I going to get the point across by having a conversation with this person and potentially avoiding them having significantly, you know, the the penalty for receiving citations as like a a probationary driver as a 16 or 17 year old with the increased insurance costs is far beyond what the fine for the citation is. uh we don't have a lot of options when it comes to alternative types of opportunities to do like a safe driver education class. Um and so you I think the deputies use really good judgment when determining when is a citation appropriate and when are we going to address the behavior without having to you know burden particularly the young driver for the next you know five years with increased insurance cost. So some people, you know, they're a citation is the only the only remedy

that you're going to have available to you. And some people are extremely responsive to having a roadside discussion and getting a warning. And you know, the the data says very very low percentage of people that give warnings actually change their behavior. But that's nationwide data. say the day in Marian County. So appreciate the perspective. Uh little small story. So my uh my mother-in-law is works for Salem PD and way back when she first joined up was right when my wife Shelby was getting her uh permit, you know, back in high school. And so Michelle followed Shelby from a distance she couldn't tell for like all day and waited until the smallest mistake was made and then lit up. And then it it was one of those moments and she still talks about it to this day. So, you know, the data will be the data, but I think that's a that's a very personal, you know, u experience of that that methodology does work, you know, um so I I really respect and appreciate that approach uh because she she still talks about it to this day. So, it's a good way to learn about something.

So, that's all the material for the annual report presentation. Uh, and I was certainly happy. Was there any other questions you might have? Uh, I also did not look at your regular monthly report data. So, I would, you know, turn that over to Sergeant Eubanks to to answer any questions you might have about the the day-to-day or the most recent activity. I mean, I'm familiar with some of the things that go on, but I certainly am not familiar with all the things that go on. Um, and then, uh, I know we've provided some information to Jeremy preliminarily for looking at next fiscal year, um, with contracting and and what to expect there. So, if there's anything else that you guys would have questions about at all involving sheriff's office, I'm happy to answer the base come.

May I say something, please? I just want to say how much we appreciate you guys. I've been in places. cuz I think I shared with you at that meeting we all have that I've been in places where we didn't have shared support and when you called it wouldn't come if you didn't have a contract it wouldn't come just you know you're out so I feel like we have the best of both worlds in this I really do and I really say how much I appreciate it thank you

yeah I mean it definitely is a mutual benefit to my organization as well as to the city to to have that open dialogue and discussion because you know to be candid there's times where, you know, Matt might be the closest person to a deputy who's down in Hopewell that needs help right now. And, you know, we tell him 100% you go. We're not uh keeping track. We're conscientious and aware of the time that people are spending, but we're not making people fill out a daily down to the every 30 seconds. It's a give and take. It's a give and take. Absolutely.

Well said. I was so impressed with what I heard at the town hall meeting. I appreciate what you brought up. You're pretty good at this. You've done it a few times.

But the idea that we have more than just a deputy. We have you and you and we have if we had a murder, there would be somebody who could investigate it and they can investigate fraud. and you guys have access to other sheriffs. I think this is one of the things we need to really push. We can't do it anywhere near as well ourselves. Um, thank you for sharing all of that. That's cool. And thank you, counselor.

One of the things that we'll be doing during the Friday night events is we'll have a booth that will talk about the um the levy renewal and and all that. Could we coordinate with your office to have maybe deputy tushel president from time to time that with us? Okay, absolutely. Yeah, I mean he'll he's typically working those nights anyway and yeah, perfect. Give him something to do.

And if calls, no calls, but you know. Absolutely. Cool. Thank you for your time. Appreciate you. Thank you. All righty. Action item two, discussion of tourism marketing request from Dayton Community Development Association. Um, Jeremy, do you want me to go to you first or J? I'm here to support. We've already had publication. Thanks. I thought you I was so excited for you to say it. I'm just here to listen and it's all said and done.

Cool. Got it. Thank you, Mr. Council President. Good evening, everybody. I wanted to put this as anformational item for the council's awareness. I' had some conversations with East Secretary Treasure about ways we can partner on increasing tourism during our upcoming date and Friday night series from Dave's prior work before he retired on securing sponsorships to pay for new musical acts. The idea was to leverage those sponsorships that he had issued with TLT monies. This led to some broader ways to talk about the work together, but also led me to look at the legal considerations for using these funds. And after having some discussions with Judy, what I suggested was instead of using those monies directly to pay the musical acts would use it to pay for tourism promotion expenses and they get that would free up their budget to cover the remainder of the musical acts. So that's $3,500. And then I described some of the other things that we talked about that have increased several going to drive poor into this event. I have that in my packet. The total budget impact is $4,500. If the council doesn't have any objections to utilizing these funds, partner with PCDA to drive tourism, then this is within my purchasing and contracting authority. I would draft anou with PCBA where we would outline expectations and how to pro how to back up what they use

the money for in case the auditors had any questions. So if you don't have any objections to that or any questions or concerns that's how I will proceed with want to bring this to your attention and see if you have any questions concerns or fit in there. Go ahead. Um,

I just was curious about when it says here that the uh that Brandon, if the last two promotional items are not TLT eligible, how does that affect what we're doing? So, the last two promotional items would be the 500 vendor incentive and the zip code survey. I'm not sure exactly what that refers to. It's under the note section of your presation. I think it's the scarecrow journey and the cemetery. So that that would be the Dayton branded products, right? The Scarecrow and Caravan lights and historic cemetery tour. Oh, okay.

And then we the city would directly pick those up. We No, we wouldn't use TT money for it, right? But we would pay for the highways.

Good. Doesn't matter. Clarification. Under legal considerations. It says the law also says you have to travel 50 or more miles from your residence to be considered a tourist. A tourist can also be someone staying overnight. I thought it had to be a combination of both from 50 miles away and staying overnight. So, you're at work either. Oh, well, I had the moment. I'm glad I answered. Okay.

Any questions, comments, concerns? Good to go. No, good. Thank you. Cool. Yeah. I just I think this was a good use of that money. I think it looks good and um I think it'll be especially good to see some highway banners and that's get people to

No vote needed because it's just direct directory, right? Yeah. Cool. Um moving on to the next uh action item three plan commission appointments. Thank you. Okay. So we have this uh pending from the last council meeting March 2nd and um we also have in new information Stephen Hingling has withdrawn his application and also resigned from the budget committee. So, did he give insight as to why

moving out of town? Gotcha. Um, so we still have Michael Howard and General for consideration and Katrina is the person that we interviewed last month.

They were both here last month for the interview. So considering I was out last I I watched re um the you know interview and and you know I got my own perspective from it but I would love to hear from you all who were here last time kind of how those interviews went your perspectives and is there any new information um if there's opinions on where to go through stuff in life we were having trouble deciding which two of the three

um that's no longer an issue. So it sounds like both of them the two that are left will be just fine. But a point about the world representation.

We are about to change what has been a tradition at least. Um it doesn't appear to be in writing, but for as long as I've been here, we have had one person on the planning commission representing the world area. We put something in writing. Um first off, is that a tradition that maybe just needs to die? um or is it something worth keeping around? So, in the future, um the next time there is an opening, if there isn't a rural member on, we try for that first. Don't leave it open, but try to have one member representing rural at all times. We would put that in writings as it is seems like it would be something for the council to decide. Do you want to continue or vote?

It's good. So it's in the code that it allows a person from outside of city. It does not mean that um would give preference either um but it's not a tradition. It's not something that was just decided. It is in the code that it allows for person outside of city limits if that is the only option we have as well. That's the only well if nobody from it town applies and need there's a person from not in town applying we have that option only if there not one already. Okay. Is there any distance limit between the people that apply forin the county or

the code doesn't specify it just says outside of city limits. All right. It doesn't specify. It just says outside of city limits. Okay. Um I kind of disagree with you, Kitty. I I don't think we need to have the other the those two just because they're all that's left. Um but I would I would like to move that we appoint Katrina Wagant to be the planning commission term expiring December 31st, 2026. Official motion. Yes.

Do I second? Yeah. for sure. Okay. So, I have a motion from councelor Peterson and a second from councelor. All in favor? I thank you. May I say something? U real quick. So, employment confirmed for Yes. Go ahead. Um I would just assume not offer the position to Michael. Okay. Um I just don't I just don't feel like he's a good fit for us. I really don't feel like he's engaged and He did show us what he he did. What was the impression of you? It's the same as

so very tur I mean there's almost a level of sarcasm here and everything about people I'm taking seriously and trying to make collaborative attitudes towards people and I don't see this here. uh veteran action counc

I think with Michael um he wasn't bit on the first side but he was pretty direct as well and as far as you know having that I think that is a positive thing being straight to the point um though would he be a good fixer in a team that's questionable I think That's pretty worth it. Um, I am concerned about his ability to accept new information. Um, tiny tiny bit of a concern there because that is important. Um, I'm not going to object if we don't appoint him. Um, I could go either way with that.

It seems a little telling kind of where everybody's at. So, I I think that the point that it seems like we're at is we don't move forward with the second seat at this point and then we leave that open and maybe not go out for bid again yet, but just leave it open for anybody else who applies or maybe put the bid out in the county newspaper or some place outside of the city that it's not. Do we already have one outside city limits? We do not. council. So that would be an opportunity if there was someone from out of city. So we've exhausted our inner city candidates and now we can look outside of the city. Maybe somebody else.

I know that barely outside of the city. Have a call. So I will entertain a motion. Anybody else? Will we need a motion? Choose not to to push back out. No. Okay. Okay, cool. Perfect given. Awesome. Um, so action item four, approval of master agreement between the builder and provider for procurement and installation and a master service and contract with the automation group for system integrator revenue services. Page 105. All right. This is the culmination of how long has it been, Don? Six, seven, eight months.

Yeah, probably close to eight.

So in In January, the council approved a resolution that authorized me to proceed with selecting the integrator of record to bring to you. We went through the compet competitive bidding process tab submitted response. They by the due date they were the only respondent who met our requirements as specified in the RFP. The city engineer issued them a notice of intent to give. After that, I've been working with TAG, city attorney, and the city engineer to produce the contract documents for tonight. The master services contract is for the day-to-day stuff. After that, we have the master agreement between owner and provider for procurement and installation. That's for any construction related project that they could be doing between now and the time that our engagement with them expires which could be between now and the next 15 years. So that that was the big reason why we went went through this process that we could have a single integrator who could do these big construction projects for us. So we have interoperability with with these detail tech systems. So that follows that and then you have the general conditions in the master agreement which is a lot of standard construction stuff that you see in my staff report. I describe what changed from what you saw in January and I'm recommending your approval of this Any comments, questions, concerns?

Oh, I like the the changes in the master service contract. Let's do it. You need a motion on this? Yes. So I move to approve the system integrator of record master services contract and the master agreement between owner and provider for procurement and installation both with the automation group and to authorize the city manager to sign by second. I got a motion from councelor second from councelor tyram. All in favor I motion passes. Thank you. Yeah, you.

Okay. All right. Action item five. Receive annual financial report for the fiscal year ending June 30, 2025. 359. 359. 359. I always get scared when I get these huge packets. You think, oh my goodness, I think there were some pages popping twice. That's good. That's bigger. The bigger the in in the contract documents. So, there are two contracts. I have the full set of contracts which means you have both both reference the RFP so you're going to and and the proposal so both you're going to see that for both so there is some duplication I was like I'm already seeing this

yes

page 374 you'll end this off to our finance all right so there are two major uh things that happened in there. We we um received an opinion of unmodified which basically means they didn't find anything that would lead them to believe what we have in financial students were m material clearly wrong. Um but that doesn't mean that there's that that there's not the possibility that there's something wrong. they didn't find anything that led them to believe that um it's always thought it was a number of years ago when they changed the audit what an auditor did and they basically said okay I don't really do anything except give an opinion and that's basically what they're doing is that's their opinion okay

they can't it's not proven anything but that's what we go by Um we also had to do um look they also looked not just at the financial statements but at um budgeting law and um they felt that we had some well they said there was one but there's five items one um significant um deficiency in our budget. Um, and I think it's on page 50. Let's see. 60. What page is 431 in your package?

Yeah, it's going to say 6 and three. Okay. Um it talks about um actually it's the next page where the where the next page where it talks about conditions of what they found as being significantly deficient. Um Jeremy and I argued these weren't significant deficiencies. Some of them were clerical errors. Yeah. Um some of them weren't but uh they felt that it was um but it is to that to note that it did they did not say we had a material deficiency in our budget practice

weakness in our budget practice. So um so what is a material weakness as opposed to significant deficiency? Well, again, it's an opinion, but it would it would have to have been more either the numbers would have to been larger, but it's a more significant.

Yeah, there's a there's a specific accounting deficit. Material weakness is issue or set of issues that significantly increase the risk that you're not going to find something major in these financial statements. So it could be fraud, it could be no internal controls, it could be very serious lapses, but a significant deficiency is something that doesn't rise to that level, but it still needs to be brought to the governing body's attention

kind of Medicare body for nursing. So what we had to do was um and what we have to do um before we have a month from when they gave us the fin the the opinion which was um 30th of March. um we have a month to go back to the state and say this is our plan of action what we're going to do to correct these deficiencies with like I said they said it's really only one deficiency but the five instances of the deficiency so um I I believe your packet includes

includes that um yeah on page 441 um there's a letter um before that that we have to include And then uh we talked about um each each item what we some of them are completed are were completed even before we got the right notification. So um but so what we need to have um is um an okay from the council that we can present these to the state. U present the uh

the the um corrective. Yeah. Right here. Correction. One of the things that um I guess is is nice in seeing this action plan is most of this isn't. I remember when you know Jeremy when you brought up the mclassification of deposits and revenants reported as revenue to banker instead of liability. I remember that presentation in front of council. So, it's it's nice because it was being caught almost in the moment and it wasn't waiting on this to tell us we did something wrong. We were catching a lot of these things as it stands and it was just in the in the you know um backward facing audit that you know they also mentioned it but

but some of these have been present for years I understand. That's correct. Yeah. So, uh Mr. Council President I I can go over this very quickly. Council, we're still on number number five. That was just anformational one. Does anybody have any questions about the financials? Maybe finances. Move on to six.

We'll move on to six. Then um looking at page 44. Yeah. So Rob put this together and on that number one for for many the city has always mclassified utility deposits. We've recorded deposits as revenues. We've recorded the refunds as as expenses. That's something that I flagged when I came on board with fixed it. What happened when Jamie came to talk to us about how we're going to load those deposits on the balance sheet is there had to be an offsetting expense accounting account and since since we hadn't planned on that that caused the category of both function uh other rather than Rob's position and my position was rather than that being a internal control problem that was the internal control working product the ARPA fund deficit that was on the balance sheet as of fiscal 24 the auditors didn't flag it then we we uh proactively fixed it in the fall so that's always been taken care of the transfers out on number three like Rob said that was a clerical error if you look at the angle financially the actual amounts that were transferred in and transferred out. So not budget but action but we actually money they actually move those back so

if they do how come that came up that it was just misrecorded some place as a clerical error what what do you the budget was wrong the budget didn't have the the actual budget didn't have them equaling ins and outs so the the reason for that is we did we did a supplemental budget a fiscal year we had appropriation and transfers had I transferred those appropriations to other line records, but I didn't offset the rent. We transfers offset and transfers,

but the actual amounts balance and then expenditures not appropriated by organizational unit. The budget that we approved is follow the same format as it's Halloween. for some reason they just flagged it this year that as it needs to fix as just a single lines.

Are they upset because we didn't spend money? Is that the I'm not sure I understand the unappropriated part is as if they're upset because we didn't spend it. It's it's a strict reading of the law. Yeah. Okay. All righty. Action item seven, review TMDL annual report.

No, actually. So, I have a recommended motion. Since the mayor is not here tonight, since we need to get this done, I'd like to ask council to have another members to provide signific identifiers. I think so we need somebody else. So you volunteers. Yeah.

Okay. I will entertain motion. I move to adopt the corrective action plan to address the significant discrepancies found in the fiscal year 2024 2025 audit as presented to authorize the council president the city manager and councelor Mack to sign. Okay. I have a motion for councelor Peterson and a second with councelor. All right. I I hear now.

443. 443. Yes. So we are just presenting the letter that we got from the EQ based on the TMDL report that was turned in in December of 125 and the letters contains a list of items that they want us to achieve for this year. Uh so this is just anformational review of those actions that required

I have a question. Yes. So it talks about a storm water fee that we're contemplating. Is there any idea of how much that fee is going to be or what the status is of that? So, initially about two years ago, um the city engineer did recommend a $5 storm water fee u just to start, but it wasn't implemented. Um so, it would be going with that recommendation, but um we'll have to see what other cities are doing too. And

I can answer that. Uh we've we've recently approved an engagement with the mids valley council governance had their GIS team conducted analysis that would provide the basis for the fee. So the when Don and I researched this we looked at other cities how they other small cities how they did their storm water fee. It was based on an average impermeable surface calculation so that you could look at it residential commercial development see that it typically has this square footage of impermanable surface and then you base the field off of it. So they're looking at satellite imagery, doing some GIS analysis to come up with those nominals and that's how we're going to develop the methodology. That'll all be in a report that process work.

Is there a um is there an opportunity for a homeowner to uh argue? Yes. Okay. Yes. Just a personal example, we have a long driver that none of those are considered those. So a lot of the ordinances that I've seen have a process but by which present their own data they could adjust their fee calculation. So yes, that is possible. When would you be looking at potentially instituting listening

on or near the beginning of a new fiscal year? When's the fiscal year start? Thank you. That's a problem. Council Megan,

I'm not exactly sure what it is we are charging here. Um I was around the way we talked about it and I still don't completely understand. Um we experience extra costs when it rains and there's extra water to drain off. But this is storm water. I'm not sure what is Oh, but it feels weird. I don't know exactly what what it is we're charging or why and what we're covering. We're in the general ledger and is it what cost are we covering here? Maybe that's the question. What costs are we covering? So, right now we're not covering anything. We have a storm water system, but we we don't have a maintenance program. We don't have the funding source for it. developers constructs the culvers or other drain water catchments but we don't have a system once once we take ownership

we are we are setting up a fund correct to start processing storm water we already have it already have okay we need to add to it y okay all right thank you mostly infrastructure type projects like passive collection a plant safety through geological means like they do in most cities where there's runoff that goes into an enclosed area for southerners and there it's just sort of natural process to by nature itself so it doesn't run directly into the water into into the river essentially doesn't go down the street yes

we do have catch basins which is where water goes but no maintenance plan none of that a lot of this is triggered too there's a lot put requirements on city to do this stuff and there's no money to pay for it and we still have to achieve that somehow and fund that somehow. So this is to try and help aid that process. Yeah.

So a couple questions um you know just putting it all on the table. So with our rate increase this year with the public safety fee and with the levy coming up in the fall, I think the storm water fee beginning in July is going to be a big problem and I could actually see it impacting our levy success. Um, so I would be curious to see what if we've got a couple other options besides starting that in July. If we could soak it until January and then institute in January, if we could siphon a little bit from the uh sewer fees to create, you know, start building up the storm water uh fund, like take two bucks off of the sewer fee and then put it towards the storm water fee. and then it's just a one to one and see if that accomplishes our goal in any way, shape, or form to at least start the process. But doing any kind of storm water fee in in July with everything we've already done this year and what we hope to accomplish this year, I see that being a big concern. U so I just want to make sure that we're all aware of that as well.

I have shown that concern as well. Can we can't just pull funds from one we can't pull from the sewer and put them in storm water. Can't legally. Yeah. What are our options I guess is what we're asking in terms of deferring until a person begins. It's clearly there's an immediate need and it's being driven by a federal agency which is kind of important too.

I think we could do that. Um, I would just remind the council that we we do have an outstanding loan obligation with twin towers for the storm water line that serves their hotel. Principal on that isn't due for three years. So, we can let it ride, but if we go past that three years, they're going to start charging interest. I think you just need six months. You know, I think I do. Yeah, I agree with you.

I think people are right on a razor's edge. Yeah. As far as new fees are concerned and I really think shares are priority number one.

Yeah. Yeah. Okay, now that I'm reading the correct page, I can confirm there's no action bar on this one. All right, so action item eight, local optional levy update. Actually, before we proceed, did everybody have all their concerns and questions answered on that? I know I kind of moved on pretty quickly, but anything else? No. Okay, cool. Uh, so page 475, liberal auction less. All right. Can I give this report?

Okay. So, we have something that's going in this uh billing cycle already. Uh newsletter that Jeremy prepared. Um, I'm just looking for um volunteers for the next few months. I've um done a schedule of what billing months um or what months the bill will be going out and the deadline for each one. And I just need to volunteers for that. Council volunteers to do what? Write something about the levy. um in support. Um

do you need each each individual of us to do that or one representative member? Well, there's five months. We don't have to do all five months, but we could do like two or three of these months. That would be two or three volunteers. Oh, volunteer volunteer as well. So, looks like So, we will just submit an article basically. Yes. So, just let me know what month you want to do and I'll send you for it. Yeah, I'll do one. Okay. Which one do you want?

Um, let me go with August. August. I'll take September. So July sounds okay for me to chat. No, I would you mind sending us um an email with those data micros? I will do that. Thanks. But you also brief like synopsis of how many um words you want and what the content should optimally. Okay.

Just so we all stay the same within the same And then um also uh the city attorney is working on a resolution to uh submit the registered voters for their approval of the renewal for the local option levy. So that will be presented to you next month. Um and she will uh the attorney will also be working on the um summary that goes in the pallet as well. something that will make sure that we do not go over the time frame that we need to Could we will we have the opportunity to review that?

Yes. Um so when it comes with the resolution um that will be your time to review it and make any amendments before this that's all I have. You have any questions? Thank you for your work on that. Yeah. Thank you. And then I haven't forgotten uh recoup this. I've been a little bit late way late for the last few weeks. So, but I will send you an email and we will work that out. Um also submission deadline, please. When do you want when do you want to see? They're on page

right when she wants. Oh, there we go. Thank you. So the teacher to the student that's I saw that started my mom a lot in the pack. Yeah. Uh who am I to judge somebody for getting paid wrong. Um okay. So no motion needed on this. Uh we're going to see council comments and concerns. We'll start with council.

All righty. Um, what's up with the lift station? It seems like it should have been up and running by now. Um, where do we stand on that? It has been up and running. It started a twoe test period, five months ago. Oh. Um, the two-week test period technically failed because there is a component in one of the electrical panels that had to be replaced. It's still functioning just fine, but it's a Oh,

it's like a failsafe backup uh component. It was made well aware right early in the beginning of that test period that it had an issue. So, we were just waiting on the replacement part to come in. I believe that it's actually slated, it's either this week or next week to start the official two week. Um, so as long as everything goes smooth when that happens, then we'll move forward with uh decommissioning the old one across the street and it'll be fully operational and our sole station over there. So, well, it's closed. Oh yeah. Yeah.

So it's been been a long hold waiting on a specialty part that I don't know if it was backorded or what, but Okay. But it has been basically for the last month it's been just trucking along with no problems other than that fail safe part. So not I've been hearing that we're on for like 20 years now. Yeah. So think about we are almost there. Yeah. Um, all right. Well, that's good to know.

That's having a secondary pump at that new station. So, we've got a backup if there's an issue or a clog or whatever is huge. So, my goal, anything else? Um, I think that is it for tonight. Yeah. Council Tiger. Uh, nothing for tonight. Cool. Hey, Cole, we're gonna pop on over to you. You got anything for us tonight? Uh, I got another for you.

Got it. Um, so I've only got one thing to mention. The solicitation policy I saw in the minutes were tableabling that for now. Um, and I saw where one of the main discussion points was the permit being uh potentially a violation of free speech, but I thought in the other u city solicitation policies, some of them did have permits required. So, I'm curious what the line is between what they have on their policies and what they're enacting versus why we cannot do so. Uh, so policies are wrong. Yeah, I think heard they don't have that.

Good to know. Okay. Uh, so Sans's the permit piece of this. When will we be circling back around and bringing that back? May the for May or Got it. That's all I have. Yes. Peterson. Yeah. Um I just have the concern for Jeremy's time. Jeremy is now doing from my point of view three people's jobs. Um Dave's retirement and the office specialist and his own city manager job. And well that's what that is. Office.

Anyway, uh Jeremy, how you doing? Um, I guess I feel concerned about that and feel maybe we do need to rehire a little bit. I know you were one to put that off budget reasons budget wise, but I we can't lose you. We can't bring you out. We can't make you work 247. I would I'm not working 247. I went on a great big hike this weekend. Okay. This budget season, I'm going to be That was my farewell to fun until the budget's done.

Okay. Fun. That's a point fore picture with a dog. I guess I'm assuming that code enforcement and permits and stuff is going to slow down or are you going to be able to permits are a priority. I'm checking that every day. Okay. Barking dogs or overgrown grass complaints are would be on the back of unless it's an immediate life safety or health issue. I just call officer Twitch, right? Again, if you want to fix them online, please.

We can all help. Be sure you pay your dog's barking ticket so nobody has to come and get you. Well, there's a few in my neighborhood parking. Um, so thank goodness for Jeremy. Thank goodness for Rob that. So, you have a teammate on the budgeting process coming up, right? A good really gonna work. Um, thank you, Mr. Rosio. I know you're probably picking up some big stuff.

Um, thank you, Don, for your work on keeping everything flowing and going. Um, you guys are an amazing team. I just I just want to make sure we're not burning any out. So, you know, there seems to be some communication there. I guess if you're feel like you're going under, please respond to us. Thank

I just had a couple things. One, I just want to thank you for taking it over for the mayor and mayor. I don't know if anybody's hurt came out of there, but I'm hoping that she recovering okay and thanks for filling in. I really appreciate that. The other thing I wanted to bring up just I talked to Jeremy about this off just personally at one point in time, but I'd like to see a couple cameras put on the pump station for the new transfer station. one facing up Wallace Road, one facing towards the city

just for vandalism and various people might wandering around there doing things they shouldn't be doing, tagging, you know, can also be used as, you know, somebody burns out across the bridge and starts up. Again, we can have video reference of what's going on. So, it's an area that's a blind spot in nature. And it really really simple thing. Just put two circular cameras, one on one ear, one on the other, and it would cover that whole area. So that's something that I I would respect. They like to see our law enforcement nodding their head. Yeah. Eyes, more eyes with good eyes, you know.

But otherwise, yeah, well said. All righty. Moving on to our information reports starting at the library. Senator is in the bag. Anybody have any questions or concerns about what she's presented? Cindy went out with me to serve a code complaint. What did they do?

He went by. She'd never done that before. Was that a late book? The book wasn't turned out on door to door. Having trouble. That's the missing line on the sheriff's presentation earlier. Missing books. That's under Larson. a bit. Yeah. Okay. Um, cool. Any questions for library? Any questions for public works? Thank you. Yeah, you look like a lost little weight. I thank you for working so hard.

40 pounds. Nice. Yeah, I'm hoping that's intentional. Yeah, I have sorry I have one question I may um so three links within five ft of each other on Church Street. Uh that's feels like a concern. Is there more I mean usually when where there's smoke there's fire pavement? Yeah, I was called in by a citizen that lived across the street and it's actually their service line from the main building that was knocking.

But if we got in there, verified that there was water coming on the ground, called the crew in, cut everything open, started assessing everything, repaired a leak, started looking a little bit further over, had to open up some more, found another leak, and then water was still coming into the hole. So we just went ahead and opened up a big hole and found a third one. So we actually had requested that in our budget for our department to try and slate to get that one replaced with a brand new service line from the main line to meter. It's an old line. Yeah. That's why not from the meter is Yeah. So on the back side of the meter warehouse there

from the main line to the meter whatever. But unfortunately, like we've talked about in the past, there's a lot of really acidic soil around here and there's a lot of pipe that isn't laying in gravel beds. It's just laying in soil. So, they're eroding and those Yeah. So, it's on our radar. We're looking along for the new budget so we can go in there and try and replace that one. Yeah. Thank you.

Question. All right. Thank you for your support on the sake of

speaking which um if you would like now I random kid earlier today on my way here um I I told them to have their preference call city hall here I am giving my permission if it's okay go ahead and give them my phone number because there are kids that may want to be in the parade or CO deo and I'm trying to set up how that their parents can contact me so it's okay with the city or it's okay with me if the city gives out the contact information please okay on the city website was that contact

is he might join on this. So, anybody if you know kids um if you know sometimes

all I have to do is this and Bubba's kids go there. They are. Yeah. So, um, any kids? Let's get some kids out here on CO dem

there wasn't a lot of representation from non minorities in St. Paul. I know a few, but it was almost entirely this thing. I would just like to see a few more. It seemed like that was the best festival we ever had. It was. Yeah, it was there was happening. There was no question about them. So, I hope they can all come back. We had some great some dancing. Looking forward to it. Cool. Any other questions, comments, concerns under the recorder section? Perfect. We're going to move on to the city manager report. Has it been censored by

I didn't see it in the folder. I sent it to you email. I got the statement that I didn't get the Oh, okay. Maybe it's my error. Is there anything that you would like to verbally relay from? No, actually there the Well, it just I mean the big thing that was taking a lot of my time was was the the audit. So getting getting the audit done was nice. Um it it actually when I when I went through it, I said, "Well, I didn't look like I did very much this month, but the audit was a lot of it." So and and um

and now the budget's going to be a lot of it. I think one word up here for next month probably will do it. Big font. Big font. No font. The end of F. Jeremy, would you like to verbalize this memo or is it written?

So, I'll give my report to the council. First, I would like to thank you, Rob, for all your hard work on getting the bias audit completed compared to this time this time last year, we didn't get it done till May and that really messed up our budget process. So, thank you for all your words on that. And for council, I just like you to know that this this man was an animal with getting some minutes back. did a great job.

Um, we had some big wins for public works and public facilities. We selected an integrative record tonight. At the last meeting, council selected a consultant for the facility study. I am negotiating a contract with them. That's why I'm asking for a special meeting on April 20th so we can go ahead and get that contract who get get off get a plan for new city hall library by the end of this

fall on special farms. We had a meeting today with our consultant. They did video testing of the wells. Most likely we're going to have to do some some basic rehabbing so that we can fully do the pump testing that's needed for these wells. We're exploring optional so that we don't have to postpone those longer necessary, but we'll be bringing update to you on that. In the meantime, the planner is working full steam ahead on the Yanell County landings process. OA gave a they gave the green light to proceed with testing. We've already been doing some pump inspections and OWRD confirmed that our construction grant was not cut recently passed legislative session.

Yeah, that's great. Yes. I've been working with Business Oregon to have made a funding request to complete any long-term water capital study that I've been talking with you guys about. I'm 99% confident that you'll get that money. there some interest. Hey Jeremy, can I ask a quick question with regards to the wells? Could you remind me of our estimated if at all possible launch date on the wells? Like do we have that? We have a a general like timeline in mind. Okay. Until this study is done, we

Okay. Side side question to that. Have we seen any indications of a need for water curtailment at this point in the year versus where we were at last year? Are we doing okay? Doing right. We're doing all right. Okay. Sorry. Apologies. She's ask.

All right. Don and his guys are collecting. They're still collecting that data on a daily basis. Yeah. We're monitoring that dashboard. This this will give us a a great indicator as we get into the dry lines. We'll see any flashing war signals. Hope the regional water study is underway. The cog has selected a consultant. We're in the process of selecting a consultant. Bottom line is there's no cost to us except our staff and participating. At the last meeting, I talked to you about the economic development agency grants that are available for Annill County. If a National Environmental Policy Act report is required, then this may not be the right time for us to move forward because the time and the expense for doing that kind of report is is very extensive. So, I'm investigating that. We did receive a warning letter from DEEQ about not meeting our biological oxygen demand removal rate in February. We were a couple percentage points off of that. Yeah,

in in my report, I explain what biological oxygen demand is, why that's important, and the steps we're taking to address that. We have a joint meeting of the board commissioner scheduled in May to talk about date landing. We talked about building code enforcement, how there's a vacancy in that role, and how I'm stepping up to prioritize critical tasks. I'm also aiding for Mayor June to circle back on the open burning to beans. Rio talked about the local option levy renewal. Council president and I represented the city at the city county dinner at Mac. I've been a little mad about that that the corpus. It's fine. Oh, not better. It's fine. Sorry. Go ahead. Next time. Next time. I know. We just need to do ride alongs. Like, there we go. We'll just That'll be fun. Be great.

So, Scarlet Communications, I'll be attending a DCA business networking event later this month. Also, with DCA, we've been talking about wayfinding signage. That's something in the Navy Foley plan. That's also something I believe is DT eligible. If we can get some way finding signage up that would be I'm telling you as soon as it goes in that's going to be a big wow factor. I think we finding in what way direction would be what? Every wineries and different businesses we have down there. Yeah. I like the brochure of the map. It's really cool.

Yes. So Ker will be distributing that this month. And then the last thing I want to bring to your attention that the legislator pass legislature passed HP 4161. It's sitting on the governor's desk. If she signs it, we don't have to worry about doing a silly nose. No little. So can we get the coffee machine? I literally called me on the way over and I said, "Don't bring back coffee." Close. Yes. Got a question. Just a little one. What was it? I was going to ask you.

Oh, what's going on with the hotel? Is there any new news on that other than burning? We've we've responded to questions and concerns from the applicant. The balls. Yeah, the prescribed burn. That's cool. I don't think the neighbors like it much. No, it is really cool though. But I like the burnish. Yeah, there's another building on third district. Is that the conclusion? That is conclusion. Any questions, comments, concerns for Jeremy?

Uh Mr. Council President, that is not the conclusion of my report. uh member of the council brought to my attention that your rules of procedure thought about an annual up and I want to get your input on if you'd like to schedule a regular review of that upcoming work session. The rules specifically say January of even number of years, but we did it last fall because it doesn't say we can only do it then, but it still says we should have done that this year. What exactly is this we should have and updated?

The council rules. Um, do we need to update the council? If if we don't need to, we should review it anyway. We're supposed to review them. Yeah. Yeah. Okay. Got it. Could we couple this in with the April login? Cool. Good for everybody. There's enough time. Okay.

Cool. Uh is that the conclusion? You got it. Uh so before we adjourn, we'll be going into executive session. Executive sessions are closed to the public. Representatives of the news media and designated staff may attend executive sessions. Representatives of the news media are specifically directed not to report on any of the deliberations during the executive session except to state the general subject of the Thanks guys. Appreciate it. Thank you. Uh general subject of the session as previously announced. No decision will be made in this executive session. The city council will adjourn directly from the executive session and will not be returning to open session. Um and then the meeting is adjourned at 8 p.m. exercise.

Hey Jeremy, sugar and all. That's crazy the way I eat sugar. Yeah, we need to leave the Zoom so that are we is this executive session available by Zoom? Yes. Okay, good. Um, there was no Zoom invitation sent. Is this just an extension of the meeting? Okay. Because we did do an executive session by Zoom at a time when we didn't have anything else available. Got

I think and it was two separate meetings. No, last Thursday. Oh, that was it was the law since I've been Yeah. No, this place.