City Council - Regular Meeting

[laughter] Good evening, citizens and staff. I'm Mayor Carol Westfall. do hereby call to order this council meeting on Monday, January 20th. The time is 7 p.m. Roll call, please. Council Steenberg, here. Council Angel, here. Council, here. Council M here. Council me here.

Please stand and join me in the pledge of allegiance. I pledge allegiance 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.

I have a presentation to give to um Eric Thornton um from the city of Clamoth Falls. certificate of service to award Eric Thornton Thornton public works water division for the completion of 15 years of service on January 18th, 2026. And Robbie will give this to you later and you can give it to him and thank him very much. Appreciate that public comment. Do we have any forms? We don't have any forms. So we will close that out. Consent agenda. Um 5.1 the approval of the consent agenda, meeting agenda and prior meeting minutes from January 5th, 2026 provided under separate cover and item 5.2. 5.2 is the board appointment for parks advisory board. And I believe uh if we have any questions um we have our city manager.

I'd move to approve the consent agenda. Second. Did you have a question? I just thought it was a great person to have on a committee and so I'm happy to see that. Very good. Great. Thank you. Um all in favor say I. I. Any any opposed? Very good. Under general public hearing 6.1, an ordinance amending city code section 8.150 and 8.155, which adopts the 2024 edition of the International Property Maintenance Code, first reading, and city attorney Michael Swanson.

Thank you, Mayor. Good evening, Mayor and Council. Uh before you is basically a housekeeping type ordinance. um last came before the council in 2018 to adopt that international property code. It's a tool that our CS or our um community service officers use to help um just fight blight is one of the main tools with this. And so um they don't they have not made a whole lot of substantive changes in the document itself, but there have been some numbers that have been changed and some sections that have been changed around and so just trying to catch up and keep us up to date on it. And so that's why I'm asking for uh this ordinance to be passed. questions. Go ahead.

Yeah, I looked through it and is the main change has it always been that municipal court judge oversaw that that seemed like the main language shift was from code enforcement to municipal court judge.

The um international property code is set up as an administrative uh situation and historically we've tried to take all of our our code issues through the judge. So you've really honed in on the main thing. and we're making sure that the the issues that are within the code um refer back to our court so that people have an opportunity to be heard in court. We don't want to just have the administrative things taking place and then down the road finding out, hey, let's take a closer look at this. So, you're absolutely correct.

Any other question or comment? I'd like to open it up for a public hearing at this time. Anybody wishing to speak on this agenda item can do so at this point. And seeing in hearing nobody, we will close. Motion. Move to introduce the ordinance for first reading by title only. Second. All in favor say I. I. Any oppose? City manager, please read the ordinance by title. an ordinance amending city code sections 8.150 and 8.155 which adopts the 2024 edition of the international property maintenance code.

Thank you. Under seven, legislative action 7.1, the authorization of an amendment number one to the consultant service contract with CDM Smith, Inc. for the design of the center reservoir water tank expansion project in the not to exceed amount of $354,856.50 and we have water manager Robbie Wesker.

All right. Thank you, mayor, city manager and council. Um, so this one, uh, if you guys recall, we came to you back in October of 2024 with a, uh, consultant services contract to build our center reservoirs. uh one of the tasks in that was to have them do an analysis between the benefits of concrete versus steel and we got that back and we started moving forward with the design. So as we continue to go through it there's been some changes that have come up. Um one of them is we have chose to go with the concrete over steel. There's quite a few benefits to that. Um we are also looking at having to do an addition of a storm line. Um, there is a detention pond on property that will collect water that comes off the tanks and some of the groundwater and then also has to be large enough for the overflow if the tank were to overflow at any time and there's just not a big enough storm system up there. So, we're going to have to extend that out. Um, there's also some vaults that we're looking at extending and expanding. Um, there's some valves that will be used for this this tank that are 16inch valves that are quite large, can't fit in a standard box. So, all those things together have caused us to have to come back with this amendment and ask to move forward uh with contract amendment for $354,856.50. And I'd be more happy to answer, excuse me, any questions you may have.

Questions, comments, councelor McClo, um I know the the project was budgeted for. Was this additional contingency budgeted for? Does that put you over budget? It doesn't necessarily put us over budget. Um we don't typically do contingencies with consultant services, but on a project of this scope, it's not unheard for something like this to come up. Uh because of the way we budgeted uh for design and then we have some money for capital this year and some money for next year. We're not going to go over because there's a little bit of a cushion in there, but and it's, you know, it is a large amount. 300 354,000 sounds like a lot, but when you think about the original

uh consult service contract was over 2.4. So, it's a large amount, but it's kind of apples to apples. Not presented. Okay. Thank you. Any other co um question or comment? I'll entertain a motion. I'd move to authorize the city manager to execute contract amendment number one to the consultant services contract with CDM Smith, Inc. for the design of the center reservoir water tank expansion project in the not to exceed amount of 354,856.50. Second. Thank you. 7 favor say I. Oh

yeah, we got a vote. All in favor say I. I. Any oppose? Thank you. 7.2 two, authorization of contract amendment number two with RH2 Engineering, Inc. for the design of the South Sixth Street booster pump station project in the not to exceed amount of 51,593. Robbie West.

All right, thank you again. Uh so in this one, yeah, this is our second contract amendment on this one. Uh just a little quick recap, we came to you guys uh July of 2024 and started working on the original design and then we came back with a contract amendment because there was a few changes and we had decided to turn this into two projects. And if you recall, the reason we did it in two was to give more options for more contractors to bid on it. Um unfortunately, when they gave us the second amendment, they didn't realize the magnitude of what it would take to split that up because there's a lot of review that has to be done by the state because it's a water line and a booster station. And so just the amount of work in order to split that up, create two bid packages and support us through that came in more than they thought. They put a small nominal number in there and it actually was considerable more. Um the work is done and we are uh as you know have already awarded that for bid. So RH2 is seeking compensation for the work that they did. Um I'd be more than happy to answer any questions, but I believe that Tyler from RH2 No, he's not on yet. I bet that's him trying to get hold of me. He's probably having a hard time getting on. He was all he was trying to be on if you guys have any questions, but um if you have any questions about this, I'd be more than happy to try and answer them for you.

Questions or comments. I'll entertain a motion. Sorry, I do have a question. Go ahead. And it's a tag along to the question I asked about budget on the the one before this. So, because it's that same project, is it coming out of that same budget line item? And if so, are you still within the cushion?

So, with capital improvement, like all all of our all of our budget for these capital projects fall under our uh infrastructure capital u and we've talked about this before because center is such a large project and we haven't started. We do have extra to cover that. Now, this being more this is probably something where when we look at capital projects for the next bianium, we may have to back off a little bit because we spent on this and that's just something I'll have to address with finance and see where we're at in reserves. But yeah, this they both did go over and then they in good faith did the work. Yeah. Yeah. Okay.

Yeah. And I think this is a little unusual. Like usually we would get this prior to going to bid but we wanted to push that through so fast because South six is such a big project so we kind of cross path on it but normally we would have come to you before we went out. Very good. Any other question or comment? I will entertain a motion. Move to authorize the city manager to execute contract amendment number two with RH2 Engineering, Inc. for design services for the South Six Street booster pump station in the not to exceed amount $51,593. Second. All in favor say I.

I. Any opposed? Very good. 7.3 Authorization of lease agreement for airport farm parcels R-3909- 03500 0-003301 and R-39 09- 03500-0021 development service director

uh happy new year council that's a lot of numbers and dots and dashes and Morse code and things like that. Um, I'll boil this down. 25 years ago, the airport bought uh about 40 acres for well, a little bit more than 40 acres um right off the south end of the runway where there was an accident potential zone. And so the city bought the properties and it's been farmed since and since 20 a little over 20 since 24 years ago, these were originally leased out to two farm families. the farmer. There's not a lot of value to the properties, but the farmers essentially would keep up the maintenance for us. Um, and make sure there was no tumble weeds and dirt and, you know, uh, dust and things like that and and birds and things like that right off the end. So, last year we did an RFP just to test the market and each one of the farm families has agreed to continue the lease. They don't pay anything in the lease, very nominal amount, but the important thing is is that they will pay the the property taxes and the fees for the Clamoth irrigation district. It's important that we keep the irrigation rights in place and it doesn't lapse so that you know should something happen in the future or they they don't farm it in the future, the irrigation rights are still there so we can keep it irrigated and no dust and things flying right off at right at the end of the uh runway. So there's a 20 acre 29 acre parcel and an 11 acre parcel to the Fleming and Baird families and there's two separate leases right there. There's no other use than farming for it because it's, you know, it's like right at the end of the runway where things fall off planes.

Hopefully not. Yeah. Question or comment? Go ahead, Councelor McClung. Yeah, comment, not question. Just to make sure I understood the boiling down correctly. Same two families renewing the lease and the difference this time is that they're going to pay the water assessment and property taxes. You nailed it. So benefits the city more now than it did before. Yes, exactly. Sounds good. What is the crop they're growing? I don't know. [laughter] Obviously, it's probably not a grain because you wouldn't want It's not It's uh It's not alalfa either. I don't know what it is. Potatoes. What is it? Potatoes. Mike's Mike's thinking potatoes. Okay. Potatoes.

Potatoes. All righty. Um, if there are no further questions, I will entertain a motion. I'll move to authorize the city manager to execute lease agreements with the Ross T. Fleming and Bear Farm LLC for airport farm parcels [clears throat] R-3909- 03500-00301 and R-39- 03500-00201. Second. All in favor say I. I. Any opposed? Mayor, I forgot one thing. We've we've hired a replacement for Linda, our business uh airport business manager, Colin Grandandy.

Oh, very. We had 33 applicants. Went through nine interviews and then three finalists and we selected Colin. He was uh running the um Huntington uh the military contractor that just uh ended their contract and he finished his contract on December 31st and started with us the next week. Wow. So he's been involved in the airport and the base for 30 years. Wow. How wonderful. Well, thank you. That's awesome. Congratulations. Welcome. Big shoes, big heels to follow. [laughter]

Very good. 7.3. The authorization of lease agreement for airport form. Oh, I already did that one. Other matters. Uh Robbie West. All right, back again. Thank you, mayor, city manager, and council. Um, I wanted to provide you guys an update. It's been a while since we've had a conversation about the water fill station that we've been looking at. So, I want to make sure you guys kind of had an update on a few things. Um, there's a couple things that may be coming your way on that. So, uh, first off, want to let you guys know that I received notification from the state that as of December 31st, 2025, the state is no longer running their program. So they have ceased water deliveries to all participants and they have closed all their cases. Now with that um until we make a decision or until we actually build a fill station, the county through their public works office has requested that we still allow them to use that hydrant meter and that hydrant to take care of folks that are already on the program. They don't want to add anyone. They don't want to expand, but they just want to help the people that are still using it until we move forward. Um, with that, all we would have to do is look at redoing thatou. We came to you guys some time ago with two differentus, one for the buildout process and one for the operation of the hydrant. So, I'm going to start working on that um, and bring that to a future council meeting for you guys to see and approve if you choose to. Um, the second part with that is that the engineering plan sets that we looked at getting done for this should arrive this week. Um, and once we get those, we can start reviewing those and redlining them and making any changes we see from a construction standpoint. Um, if we decide to move forward with that, we are still on track for a uh to bid that out in late spring and do a summer construction on that. Um, the second next part of that is if we do decide to move forward, um, I'll have to come to you guys after we award that bid for construction to do a pre-purchase of the

fill station skid. So, the particular company that we're looking at, they pre-build that stuff and when it arrives on scene, it's just simple plugandplay. I hate the weird simple, but we'll probably have some sort of issue, but that's how it's supposed to work. Um, and with that, those are usually 8 to 12 weeks out. So, if we get uh approval to move forward and we do do a bid process, we could come back, pre-purchase that skid, and once the contractor was to the point to set down, we would have that in our possession. Um, we just have to pre- purchase that. Um, and then the last part is we had talked a while back about the property deed that we had um, looked at and one of the things in there was um, some language about shall the city no longer use that water fill station, it would revert to the county. And I've spoken with the county and their whole [snorts] intent is just to make sure that the property is whole. So, if for some reason the city no longer wants to use the fill station, we decide to take it offline, they would like to reacquire that property since they gave it to us for no charge. And they know, and we've had a conversation that if they were to take that and the infrastructure was still on, there would have to be conversations between city and county, both, you know, line staff and council and commissioners to decide if and when we would allow resale of water if they could operate that. Um, just a few updates that I had. Um, with that, I was kind of wanting to see if I could get a a take on if you had any questions on this and if you guys were still comfortable with me moving forward and kind of working with the county to see where we land before we ultimately come back to you to get permission to build or if that's even something you guys are still wanting to pursue. So, with that, I'll answer any questions.

Councelor Muer,

I mean, you know where I stand with this, Robbie. I'm super supportive of the project. I think, you know, I think we need to do our due diligence and make sure everything is combed through with a fine tooth comb. Um, especially with that deed. I'd love to see it. I understand the sentiment of wanting to make sure that the property is whole, but we're also doing this in good faith with the county. So, I would love to see it to where that's not revocable. If we decide not to use it, then it's kind of like it's up to us what we do with it. Um, that would just be my opinion. Um, so I'd like to see that part removed from it, but that's just me. I'm not trying to speak on behalf of everyone else, but I'm super supportive of this project. I understand that the state hasn't or they've diminished their program, but I just I think when we're thinking of the state of Clamoth and historically we've had wells dry up more than once, you know, and we just can't predict what the future looks like, whether that's a water quality issue, wells drying, or god forbid there's an emergency where we need something where it's accessible and it's easily trackable. I think those are some of the benefits that I see to this is just having the trackability and having a partnership and having the infrastructure there should we need it. So I think everyone knows where I stand on this project. I'm very supportive. I do think that we have to do our due diligence to make sure that it's in the best interest of our community and that it doesn't hinder anything for our citizens in the city. But um I think the tracking should help with that. And again, if we did start to see a dip in our well because of usage, but I don't think that would happen. We would have to just make sure that that's in theou that it would immediately terminate any water services. So, those are that's my two cents. I'll leave space for everyone else. Now,

thank you. Anybody else?

Councelor McClung? Yeah, I agree with with councelor went. Um, when you say December 31st, did it already end or you mean? No. Yeah, it ended on the 20. Yeah. So, I got notification like the last week of December that the state was no longer running the program. And that's through the emergency management. And so, that's when I reached out to public works through the county just to see if they had a take on what they wanted to do. And it's my understanding they want to continue using it. That's why I want to freshen up that and just change the language a little bit. Okay. And in the interim, are they just adhering to the priorou?

Yeah, essentially. Yeah. I think the biggest change is just because we went to thatou under one an emergency clause by the state and working with them. It hasn't changed, but we need to reword the language because that's no longer in in the play. And it's I believe the original was a short term. We talked about maybe one to two years and it's been almost four now. It's been a long drawn out. So, we just want to freshen it up and make sure it's, you know, as Kelsey said, bring everything up to par for both the city and county and we're all on the same page. Good. Thank you for all your work on that. I know it's complicated issue. Yeah. Councelor Russo, any thoughts?

I support looking at next steps and looking at that information in more detail with you, councelor. Yeah. um jelly catching up trying to get up to speed on that since it's been a long process. I was able to dig in and get a lot more information and I would be interested in seeing what more you have to move forward with because there were so many pieces that were out there and I agree with um councelor went over here that there's a lot of potential for it and I'd like to see it as long as the language is cleaned up. I'd like to see what you have to present. I agree, counselor. um student I agree with everything

good and I also agree with um councelor Mueller went and I think the the good thing just so you guys are aware and I'm sure you already know but uh whether it's theou or doing the plan set and going out for bid or pre-purchasing um and then even the deed all those would have to come before you so this was more like just to make sure you were good with us going forward but all those steps as we move forward we'll have to come back and get your permission each time so very good thank you appreciate appreciate your efforts on that.

So, did you have anything to say? Okay. Adjournment. We're going to be adjourning into executive session held under OS um 192.662H. Consult with the legal counsel. I'd move to adjourn the meeting into executive session under OS 1926602H consultation with legal council. All in favor say I. I. Oh, sorry. Second. All in favor say I. I. Any oppose?