City Council - Regular Meeting

I am going to call this meeting of the Lafayette City Council Thursday, December 11th at 7:30 to order. Um, flag salute. I'm going to do something that Mr. um chair does to me sometimes. Um, commissioner, would you please lead us in the fight salute? I pledge algiance 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. Kennedy, can you please call

here? Councelor G here. Council Gel here. Mayor Mackinson here. Councelor Mackey not here. And councelor Carwell. Oh yeah. He hasn't joined on Zoom yet. I don't see him. Okay. Well, we still have a quorum. So, we will continue. Okay. Um, citizen input on non-aggenda items. Is there anything?

I don't think there's. Okay. Last chance. Okay, we will move on. See how fast I'm going for you. Um, additions or deletions from the agenda. Are there any additions or deletions to the agenda? Madame Mayor, um in uh response to the packet that was sent out last week, um last month in attendance, we had um the McMinnville Fire District Board President Adam Garvin in attendance and he sent myself, you and Councelor Burroughs an email asking if um the council would like to listen to um a proposal that McMinnville Fire has um regarding um emergency services. Mhm.

Um I know that we it's been discussed that there is not an appetite for that, but I do think that while we do have the opportunity to discuss the the future of fire services that we at least do our due diligence and listen to them and see what they have to offer. Um but obviously that email just came to you and I yesterday so we didn't have a chance to Yes. I'm not interested at all. I'm really not either. Okay. So you've Does everyone want to just keep it on the agenda as is or to you were asking to move it, right? That's what you were talking to me about. I would like to leave this discussion item on here. Okay. But is this McMill coming in?

Yeah, McMill would come with their board president and their chief and just talk um about what no um the next meeting. Brandon is asking us to delete it from tonight's agenda and bring it back in January. So that make my decision. I say leave it on and you can share a little bit more about that during the discussion if you want. Yes. Yeah. My position to leave this. Let's leave it on. Okay. Um consent agenda unless somebody has a something to pull from it. I'm looking for a motion. A move to approve the consent agenda as presented. We have a second. I will second that.

Okay. Consent agenda doesn't need discussion. So, um, Kennedy, when you're done, I'm assuming you're bringing in.

I'm assuming we're bringing somebody in. I'll go I'll go send the link again just in case. Okay. So, will you call a roll vote on approving the consent agenda? Yes. Councelor Pollson. Hi. Councelor Burrough. Hi. Councelor Gold. Hi. Councelor Kent. Hi.

Okay. Access. Um action items. Second reading of ordinance 653. Um the purpose of this hearing, so I'm opening a public hearing. The purpose of this hearing is to conduct the second reading of ordinance 653 amending of the Lafayette Municipal Code section 7.30-7 or through 7.370 relating to door-to-door sales and solicitation regulations. So I'm opening this public hearing at 7:34. Um is there any conflict of interest from counselors? No. Okay. Does council object to me reading the ordinance by title?

Nope. Okay. This is ordinance number 653 in the matter of amending the Lafayette Municipal Code section 7.30 through 7.370 relating to door-to-door sales and solicitation regulations. Um Brandon, is there any changes that have been made since the first reading? No, madam mayor. Okay. Council, is there any further comment? Okay, I'm going to close this public hearing and after a second when we go straight to a motion. Okay, so I will ask if there is a motion.

I move to approve ordinance number 653 that amends Lafayette Municipal Code section 7.30-7.370 relating to doortodoor sales and solicitation. I'll second. Okay. I'm in the facility. If you could call. Uh, councelor Kah. Hi. Councelor. Hi. Councelor Pollson. Hi. Councelor Burrows. Hi. Okay. Passes. Oh, sorry.

Welcome. Councelor Carl. Now therefore, be it ordained by the council of the city of Lafayette, we amend the amends the Lafayette municipal code by amended as detailed in the ordinance. This ordinance shall take effect on the 30th day after its second reading by the council approved by the city council of the city of Lafayette this 11th day of December, 2025. Okay. Um schedule of strategic planning session. Um, Brandon,

thank you, Madam Mayor. So, I just want to gauge council's interest on either if we want to do um a work session in January or if we want to have a bigger meeting in January. But I would just like to go over as part of the second strategic planning session everything that we spoke about every and confirm the um the high list of priorities. And then at that meeting, I would then uh draft after that meeting, I would then draft a final document that comes in front of council either in February or March that solidifies strategic plan uh directives. And um you all would approve that and we would all use that going forward. And I just wanted to see if you wanted to have uh a work session for that or if you wanted to do um that at the beginning or at the end of the January meeting.

Do you anticipate January's meeting being pretty long? average. I would think average. I know there's a there's a couple things coming up like a surplus resolution. Um some other things. Nothing major. Um I also need to share that if you guys move it to the state or even I will not be able to attend. I have surgery the night before. So I've Brandon already knew that before you can get this, but I am out for about two weeks. Does it just make sense to try to group it into next week's meeting? I think so. I mean, based on the results of the last one, it seems like we have one major priority. So, I don't think we're looking at a super long session. So, yeah, I prefer I would rather have one long meeting than try to find another date. Yeah,

you're good with that, Brandon. I need more of that. Okay. [clears throat] So, it says there's an action item for that, but then it says no act suggested motion. None. No. Yeah. Um, since we're going to do it at the end of the next meeting, there's no Yeah. Okay. Okay. Moving on, discussions. Discussion of fire and emergency services. So, Brandon, I will yield this over to you for the staff report.

Thank you, Madam Mayor. So, in your packet, um I was directed staff was directed to um look at the total costs of the fire department with its current staffing levels with the IGA if the city were to take it back as a fullon department. Um, Chief Hec also provided what the IGA um, personnel costs would look like uh, estimated over that course of time. And then also in this is the letter from uh, board president uh, Garvin on what he would like to propose to the city of Lafayette. Um, so um, I wanted to give you all that information there. Chief, is this what you just emailed me or is this something separate?

Uh, yes it is. Is what you just emailed. Okay. And I don't need to mention that there was an email of information. I had seen that. Okay. Um, Brandon. Yes. Report or

Yes. So, you'll see the cost breakdown over the next five years if this was something that um the council chose to do. Um I will let you know that um the new Carlton board did have their um board meeting this week to discuss their appetite. Um they feel the IG is probably the right now the best way to go forward. Correct me if I'm saying anything wrong. Um and when the uh item of the assessment came up, it looks like that's something they would want to pay for. So, if it's something that we wanted to look at doing the district, they would look at offsetting that cost to us.

Um, they talked a little bit about the district um what that would look like. Um, I think there's some concerns about the the the taxation and what that would look like in the roll out and I mentioned the impacts like we had discussed last month a little bit on the burden of cost services um our $146 or so per thousand that's going to the fire. Um, and I told them I would relay that information back to you all. Um, they all felt pretty good about the IGA in its current form. Um, am I missing anything, Chief?

Uh, no, not at all. [clears throat] I think, um, lost my train of thought for a second. Uh when we brought it when I brought this up uh last meeting or when I talked to Brandon about it to start with, it was more of just a is there appetite to make this IGA more permanent, which from what I understand from the previous chief, this was kind of the idea was to try and eventually make it a more permanent thing. Um, as far as the the district or and the city together, uh, I know even just bringing this up and discussing it, it's kind of caused some worries among, uh, the volunteers, the staff that at the station, um, you know,

there's, you know, they're just worried about the discussion and what's going to happen with the IG. So, like I said before, it's working right now. Um, if you look at the uh numbers as a whole, like the IGA compared to what you got in the packet is going to save money over the the long run. But I can tell you like right now the, you know, the cost of fire fighting, fire service is not going to be any cheaper. Like you're not going to find firefighting any cheaper than it is today. So, it's always going to go up. So again, that was the reason why I brought up the possibility of let's see if there is a an appetite to make this more permanent. It wasn't for, you know, to let McMinnville come in here and all this other stuff. It was a let's see where this goes if we if you guys are interested in it or if you just want to keep the IG the way that it's going and the way that it's working. uh you know we we've had opportunities with McMindville before and you know we had the opportunity to have a an ambulance here and that went by the wayside. So, uh, I just want to either keep the IG in place or, uh, look at what it looks like to become a district where we can in my hope and I can't quantify the number to 100%. But that we would be able to increase staffing ourselves and uh, provide that better service for our community that way. I'm here looking out for the community of Lafayette and the community of Carlton. That's what I'm here for. That's what I've what I'm all about is what's best for the citizens, the community, and how can we provide that service the best we possibly can.

Yeah. And um at the last meeting, I feel like we kind of all went down a bunch of different rabbit holes. Um my thought and feelings have been IGA is working. That's what I'm hearing. it seems like it's working. Um, but if you're saying in the future we should be considering or exploring a district, like I think that's smart. We should be looking at that and seeing if there's an interest and a desire to do that. Um, but I I would have no um I would not be in support of cancelling backing out or anything of the IG. So,

I will say too, uh, Brandon thought about the the board not having an appetite for wanting to do a study. Um, part of that was the study that was done in 2000. they still feel that that is relevant. But the major part of that is um I went back to the company that did that study hoping that because they did the study they would be able to give us a reduced rate to um do something simple because it's basically taking what they've already done and uh fixing the numbers I guess you would say or updating

updating the numbers. Thank you. So when I went to them, they basically said that they go through the uh national public pro procurement and through that that uh the the minimum of what it would cost would be about 53,500. So the board was said they did not they weren't interested in paying that much to do another study. Um, so that's kind of where that went from the Is there a way to kind of work off of the numbers from the 2020 study? I know obviously they won't be fully accurate um

because yeah, that that's a that's a steep expense and I understand why they wouldn't want to be. [snorts] Yeah, we can I mean look at trying to update those numbers based on what we currently have and um but that's Brandon and I trying to do that and uh there's going to be bias in Yeah. Okay.

or a perceived bias for both of our organizations obviously and you want to have an impartial person doing this just like any consultant because they don't have skin in the game. But the fact that we have that study, like does that study work for us to explore, hey, is a district realistic? Is that in both of our interests? I do believe that the study basically said that it would make sense to consolidate things together.

Yeah, I think it did. it. So, I mean, that's that's kind of the part of it that I was looking at is that yeah, it it does say we we should um but again, that study was done before uh the MGA and you know where Yeah. before uh Yeah, that was right when the the Yeah, the station was finished. Was it? Yeah. when that study was done. Yeah. What year was the study? 2020. 2020. Oh, I thought the Sorry, my brain was picturing 2000. I was like, well, that's six years ago. Okay.

Yeah, it it was completed. Um Yeah, cuz it was just so um but yeah, so I don't know. I don't want to speak for the whole council, but I'm I'm not in any support of changing anything with the IG. I'm not or you know it's more just looking at exploring to try to see if there's a permanent solution to come to. I think Carlton is what makes sense. We have the IGA. It's working size-wise. We're in a lot better. We're on more equal playing fields compared to McManville. I have no interest

in McManville. There's a couple things that interest me with the from the letters here um from McManville and uh my my thought is that we should listen to what they have to say right now um even as the chief reports to us how many days a month is our stations uh manned 24 hours manned 24 hours yeah what is it we have it overnight It varies because we have uh volunteers, right? But remember, you go to McMillbo, you pay for it. So,

right, where would we pay for it with our tax base that we're collecting now? We would also lose interest. If that were the case, we we spend a lot of money every month on fire equipment and fire training and we'll spend more with McMinnville because their equipment is not as good as ours. Their fire station needs to be replaced. We also get to decide if we spend Yeah. They wouldn't give us they wouldn't charge us maybe I've got it wrong. Um they wouldn't charge us any more than what our tax base is with right now. But a five district our our voting power in Oregon City compared to theirs is outnumbered 10fold

right but we would be in the district where they would raise their own along with us. Well, and that's why I came to you with the idea of, hey, let's look at Carlton and Lafayette, two similar sizes. Now you have at least the possibility of well you would have because based on population seats at the table and representation for Lafayette which the size difference between the two I don't think you would have much of a even if we got proportionately a seat at the table it wouldn't be enough to

well look at historically where's our seat at the table been on the water where has it been at the table with the school district I had the opportunity to put a ambulance here which Lafia's located centrally. It would have been great location and they didn't do it.

McMindle's out for themselves and we have to protect Lafayette and the IG is working with Carlton. This study did support it consolidating in the future. And so what I'm saying is I think it makes sense to be exploring the possibility in the future of making this a permanent situation with Carlton. I just feel like now McMinnville's got this in their ear and now all of a sudden they're trying to show up and [clears throat] show up and staff our fire station. What kind of alternative motive do they have for doing it? What is What does everybody have for an alternative motive?

Am I hearing council burrows? You're not necessarily saying for it. You're saying you would like to hear like to hear what they have to say. In the letter he says on day one we'll have a staff of four 247 people in our fire station and that would come along with I also want to remind you though if that happens you will lose all your volunteers. Yes, you will no longer have the volunteers and that is what offsets your cost right now is because you have volunteers that are volunteering their time to come and do this same thing because it's no longer a volunteer fire station. It is a

staff staff. I understand that and I understand that I'm paying $2 and if his numbers are right, I mean numbers are numbers. If his numbers are right, I'm paying $2.15 per thousand on my through my property taxes and his they collect $2. And I know it's not a huge amount of savings, but it comes up that building. We give up the How does that save though? They needation. They You're still We give up our assets. You You would give up your taxing authority. Mhm.

But that's giving up your taxing authority. So eventually, if you choose to keep your taxing authority or however you choose to do it, you can keep it and push it off like give up give it up for however many years and then slowly reimplement it or you can get rid of it all together. If you were to, you know, say we're going to drop that $2 or 10 years and then bring it back, now you're paying $4 as opposed to that. I I know. And um the the best thing that we could I'd like to see an ambulance over here.

We had that opportunity and M McMinnville goes I talked to the chief personally about the the the problems it would cause having a three-way IGA. Well, and I don't and I'm not saying that, you know, I I would like to see something that serves the citizens here. I'd like to see that the the fire station that we're all paying staffed completely, but that's what we can work towards in the district of Lafayette. And that's what I'm saying like it makes sense. The IGA is working. We're on equal playing field with Carlton. It makes sense to explore that. Can I jump in? Yeah.

I think that just let me go backwards a little. There's a lot of municipalities that are struggling financially this fiscal year. Is that accurate? Okay. Okay. We have how many days of savings banked up right now for all. What do you think good is for most cities? Two months, two, three months top. So this largely is contributed to the spending of this council being relatively conservative and prioritizing projects. If what percentage of our tax dollars goes to the fire station right now? About $146 per

Okay. What percentage of our tax revenue is it? uh about 46%. Okay, that's just for the basic that's not including the vehicle transfer funds and the bond. I don't want to give up control of 46% of our tax revenue. N I don't want to end up with fiscal problems of other cities. Okay. I'm I I don't I don't really even want to hear from McMill next and it's no disrespect towards him, but we're we're work if you look at what the council's done the last six eight years, we've worked towards better fiscal responsibility than most municipalities can speak to. I don't want to give up the control that we have to continue to work towards that. And I think this this is a huge portion of our revenue we're talking about giving control of. I don't want to

and I don't disagree with you on that. I'm just saying that the was supposed to be No, the I'm fine. That's fine. And so that's got to continue. But I I do think we should be exploring what if there can be something permanent. I do think we need to explore options, but I don't think McMendville is an option. I want to I think with McMinnville, there's we're obviously not descending anything tonight that's stoned. We've moved on. We're not talking fire. If they want to come next month as public input, they can do that. It doesn't stop them. Whatever we decide tonight is Are you able to be here at next month's meeting? I cannot be here. Well, I can show that off. I'll move the discussion.

It wouldn't even be on the agenda. It would just be them giving they should waste their time unless our chief is here because we pay him to protect our interests and represent us and he knows. Oh yeah. I'm not saying there would be even being invited. I'm saying if they really wanted to, there's nothing stopping them from coming and sharing for their three minutes. I'm just letting them know they shouldn't waste their time.

I think I think if we were I'm not I'm like councelor Gilgan. I I don't feel comfortable annexing to the point where we don't have control of that tax money, but also just I don't see even if we as a council decided financially, let's put this on the ballot. I don't see our residents Well, I think I think I think all of us council need to take a step back and recognize the chief's not here asking us to do that right now. He's just hey, is this of interest from the council because we have a IG that was supposed to be a temporary mandate. It's been working. Yeah.

But hey, and I think that's great that having us look into the future, but I feel like this discussion came up and now all of a sudden all these different scenarios are happening. Trying to run in and it's like stop. That's not what the purpose of this was. Well, let's go step by step then bigville fire. anyone besides council burrows interested in inviting them next month? Not the chief's here. I don't mind um just hearing what they have to say. Um but I would like the chief to be at the meeting. I agree with that. That be in February then table until February. I mean,

and I hope your volunteers know that we're obviously not wanting to pull apart this IGA. We appreciate all of their assistance. They did a wonderful job last night. I at first thought somebody was dying. I was relieved to get on Facebook and be like, "Oh, no. Just the parade." Um, you know, so we appreciate all your guys' work and assistance. And

yeah, I don't think that we caused a mess for you. I don't think this all came to us because we were, you know, pitchfork saying we need to get out of, you know, laugh and cart and split up. I think it just somehow snowballed and then it became let's look at our options. Um, if anything, I would say that maybe maybe looking at the IGA to tweak it a little bit, but even that's just a maybe for short term. But I think long term,

so I don't think we should tweak it. I'm I'm just saying maybe like I'm not even offering to I'm just saying that that it's something that people felt that that was needed. I would be in support of it. Um but I would be curious in what long term it would look like for us to merge as a fire district together. I can I I'm Can I just jump in? It sounds like many people here believe the IGA is sufficient at this point. Yeah. Not that guy with the whole this meeting could be an email thing. Can McMinnville just send us their materials? Do we need to have them here in February? Can they just send us their materials and then we determine if we want them to come in? I can ask if that's what you choose.

I mean, because it it seems like people are pretty happy with the right now. I'm not really wanting to sign up for a 30 45 hour long discussion for something that folks obviously think we have an alternative that's already working well. Yeah. And we can send an email, too. If we have questions, we can just email them back, you know? Right. Am I crazy for that?

I'm not I'm not interested in even in February spending and carving out that time. I think an email thing would be great. And like I said, I can't stop them from coming into January and speaking to us and us going, "Uh-huh. Okay, thank you. We'll take note." Um, but yeah, I I just find the timing of this just seems

I I don't Yeah, I don't know where this whole thing started or where it came from. I would like to see improvement in the staffing of the station. And I would I think a step forward would be having an ambulance here one way or another. whether we had to work a three-way IGA with McMo who seem to be interested in that. I think that would be something that our citizens would uh would benefit from. Absolutely. I mean, they answer calls from where they're at

already. We ju we just need to work out a way to make it I mean let's put a center here for you know Carlton would benefit from you know rather than an answer for me if they're busy in Mac then they can use you know the one here I'm just looking for for improvement I'd like to see an improvement somewhere along the lines we're spending a lot of money on an empty station so I can I just think that what you just said I think most people in this room agree with we always want to improve the staffing that you're right, an ambulance would be great for the community. I just I I where I struggle is making a leap from that to annexation. That's that's where

I didn't like annexation with Carlton either. Well, I mean the the McMinnville thing, especially Carlton makes a little more sense to me just from a balance of power as far as distribution of constituents of a district, but that's a later down bigger discussion down the road. Right. So, right. But I I think everybody here agrees like, "Yeah, we we want to have more staffing. We want to an ambulance be great for the community." I think we all agree on that. I think it's just we have to figure out the path to get there. Yeah. What I recommend is if you have extra spare time, reach out to the chief when he's not busy and maybe he can explain like the services and stuff that can come with a district. Um

yeah I I I think we do that and and the meeting that I I didn't make this last meeting I I had other prior commitments when you you switched it really quickly. It was like

well the fire chief. Yeah, I know because but anyway, but uh and I know that the last meeting I attended in Carlton that it was discussed while you know I was there as Carlton didn't have much appetite as uh for for doing or making too many changes at all. Yeah, it was, you know, it was put what's the same thing that you asked like what's wrong with the IG now and the same thing as what I said before to to you. I said to them nothing's wrong with it. It's working and it's working well. I'm looking at the future of, you know, can we become a district and then increase the staffing that way and still maintain our volunteers as the vast majority, you know, what we have, what we can bring that 24-hour staffing, whether it be one or two people.

Yeah. You know, that's what I was looking at and what I think would be the possibilities, but that's like Lee said, that's down the road and further discussions that we could have. Well, and and I agree with Lee and I just uh I guess from uh a little different point of view is in five years, you're going to be five years older. No, don't mind me. And u and believe me those uh stairs when you're coming down the stairs suddenly you catch that foot and you're laying on the floor two weeks.

You're laying on the floor and you're waiting for an ambulance. Uh if it's coming out of Lafayette is a lot different than if it's coming out of McMinnville. But remember they're going on calls all over. So they're not necessarily always here. So Right.

So okay. So, I'm hearing we have no full appetite for McMinnville coming in and presenting. If they want to send more stuff to Brandon, that's anyone's always welcome to do that. Um, and that the IGA is working shortterm, possibly long term, but and that completely separate from even looking at annexing McMinnville or fully annexing over the Carlton is because we're sticking with the IGA, we would like to start the conversation of what it would look like to

do a joint. Is that what I'm hearing? I think that's a broader discussion for the council ment before we jump into the conversations with Carlton. But yeah, and just like when I buy a house or a car, I usually don't take the first offer. So, I'm thinking could be better, something could be different. So, okay. So, you're you're not supposed to listen to that part. So, is this helpful? Yeah. Okay. I I think that hopefully what you guys said tonight will kind of ease some minds and and hearts because they've been very concerned from the last meeting and watching it and so hopefully this will

and then councelor Burroughs are you requesting to find more information about what it would take in our current state having an IGA with Carlton what it would take to somewhere somehow bring an ambulance housed. I think that would be a step of improvement. Yes. And yes, I do. Somehow having an ambulance stationed here would be a great step for our city.

Is that something as the fire liaison you're willing to try to pull together enough administration and once you feel that there's something that could come to council, not necessarily all dotted and cross, but like working with Brandon and Chief? Yeah, I think that um it would it would be um to me like Mebo was interested in that and somehow working out that three-way IGA and I don't know if that's even possible. It's an amity now. Yeah. It was also when the

it got stalled out if I correct me if I'm wrong, Chief, because we were about to do that three-way IGA and then they went from McMillire to the district. they turned it and then it just now they're in Amity. So they found a home for the ambulance that way. My only thing is I want to just put this out there. We truly appreciate your volunteers and everything that they're doing. And I would hate to for them to stress out especially during the holiday season thinking they may lo lose positions because of McMinnville trying to come in and and be part of our little system. So, just please let them know that we really appreciate them and not to stress out about this right now. You enjoy the holidays.

There's there's 40 of them that I think will be a lot easier because of that between the two departments. So, yeah. And also two employees that will feel a little better, I hope.

Well, not just your work do I appreciate you guys. Lafayette Fire as part of our community identity is huge to me and the it was going to be in my mayor's report, but the fire parade. I don't I think it's great that McMinnville I feel like I'm picking on Mville tonight. McMinnville has the big Santa parade and stuff. I love my small town and I love our very organic small fire truck parade that comes in front of my door or you know close enough that I could walk from my door to see it and that's because of volunteer our fire department in the um the part of to me the identity of this town.

So chief I really appreciate you. I'm ready for us to move on. Okay. Okay. Brandon, is there anything else you need from us for that? No. Okay.

Board and committee updates. So, it is the end of the year. So, just quickly, I just want to let you guys know where we stand seatwise for planning commission and budget. Um, planning commission, there are three seats that are up for end of term. Uh, John Miola, Ron Kerr, and Steven Building. and after discussing and talking with them, they are all um asking to be reappointed and I believe that that is a great thing. So, I'm not going to be looking to fill those seats with someone else. Um there is currently one open vacancy. It's been open. That term ends 12:27. I've met with Stan Kazmiki. Sorry if I botched his name. um he put in an application a long time ago and I was just feeling out some stuff um and have told after meeting with him I think he would be a great person to fill that seat. So in the January meeting be um aware that I will be putting forth his name along with the reappoint of the other three. Lastly, for the planning commission, um I reached out via both of her emails to Commissioner um Newman um letting her know that based on our um municipal codes, um her attendance put her in failure to perform meet the Sorry. um basically um non-performance of duty um and that I understand that times you know our commitments change and had offered her that if she wanted to play um I would pause and give her a chance to give a resignation if she felt that that was the place. If not that I would be um

sharing that I have asked that in January a hearing be placed on the agenda for the removal due to non-performance which then would create a single vac vacancy after all the other appointments are done. Um budget committee there are three terms ending. Michael Shindell um is not able to um uh come as a reappoint as um his time commitments have changed. Leah Harper is interested in reappointing being reappointed and I told her I will be bringing her reappoint before you guys in January and that still leaves a vacancy that was also that term's ending. Um so that needs to be filled and then there was a single year left on another vacancy and John Ola when I was speaking with him about the planning commission that was originally what he was seeking but the blood committee was full and he would be interested in filling that one-year seat. And so, um, I think that that would be great. So, by when all is said and done, there will be two vacancies still on the budget committee. So, I think we should put out a another push for um actively [clears throat] seeking applications.

We'll do, but we I can't put out a seeking that there's a vacancy. There won't be until depending on how that hearing goes. So, any questions? be after the January meeting. Well, the hearing would be at the January meeting. Okay.

So, um it would Yeah. But the one vacancy right now um I'm bringing forth um Stanos Nikki to fill that. And so technically that would fill it unless this hearing yielded that there was a vacancy. But judges budget committee is the one that I'm a little concerned with having two vacancies. I like to balance this because we are all on it so that it checks and balances. So yes, any other further questions. Okay, moving on. Um infrastructure project updates, Brandon.

Thank you, Madame Mayor. Um so just to kind of give you some quick updates first on the the wastewater headwork screen. So, um, myself, Greg, and Gordon met, uh, two weeks ago to discuss, um, how we're going to move forward with the screen. Some of the costs were coming in much higher than we expected. Um so what Gordon is working on is trying to separate this into two project bids, two separate bids with the equipment bid um being posted in January with a bid opening in February and the council SK action schedule for March and then the installation and related improvements. So after we order the equipment, we would then do the installation and related improvements. Um, we're probably looking at close to about $700,000 for the screens, the engineering, and the installation.

Um, [clears throat] I have talked to staff that would I would talk I talked to staff. I set that hard directive of $700,000. That leaves us with about $250,000 in um money to play with for the sewer, which really isn't much. We've trying to get that up a little bit over the past few years since I've arrived. Um, but we're going to have to spend some money. Um, but I don't want to leave us broke. So, I I'm requesting not to go over $700,000 because then that leaves us in a really um tough predicament if something happens to our system. Um, god forbid. So, we'll be looking for that. Um, Greg, do you have anything additional on that that you want to chime in on? No, I mean the only thing that I can maybe comment on is you know we can I think say we can assure you all that the screen purchase uh will be utilized with the facility update. So, I mean, that's

maybe not a lot of cost savings, but it is some reassurance that we're not just throwing money to the wind and then going to have to purchase new screens later down the road to reinstall them. And and Gordon's team will be putting together a spreadsheet when we have all the bids. Um, and we have all of the information from the manufacturers on which one would line up like a like a step screen. Um, is it would it fit the installation? There's one that we know that's probably not going to work either way, but we still want to include it in there. And then we'll have a sheet for those bids to say, okay, this will be best what's geared for now and what'll be geared [snorts] for in the future. So,

is anybody else surprised that this doesn't qualify as an emergency? It kind of I don't really understand that. So, um the state of Oregon screens aren't a requirement, but they are an effic uh a dramatic efficiency improvement. Well, we can manually. So there's Yes. So what we're doing right now is what the requirement is. Um so the head works is more about efficiency and cleansiness and more of a thorough grit removal. More so less more thoroughly protected. Yes. Right.

The screen doesn't necessarily hinder compliance. It certainly assists with it and keeping us in compliance. Um to my knowledge there is not a wastewater treatment facility out there that does not have screens in their head works. Um so it's preferred doesn't necessarily require you to have that screen in there. If you can still meet compliance, you don't have to have it. And we're higher at risk of human error in getting out of compliance.

Yeah. I mean that's that's just going to allow more rags debris into into your into your basins. um plugged up pumps, possibly burn them out. Um at that point now you're looking at plants issues. They they they do serve a a good purpose to have in there. Sure. Can you run the timeline by me again, please? So, so next month in January, we're going to post the bids with a bit of a bid opening in February. Okay? And then we would bring it to you all in March. The equipment we would Yes. the equipment bid. Then as we're working through the equipment bid, we'll start working on the engineering and the installation bid.

And because we're probably about 6 months out from it being ordered after the all we're about 6 months out after we after you all accept the bid and we placed the order from it actually being delivered and installed. So we'll be working on the same timeline because the engineering and installation are going to be are going to be manual labor and the engineering side of thing. So, as we're working on that bid, then we'll be able to say, "Okay, cool." So, we're probably I mean, we're probably still eight to 10 months out before we have a screen in place. Unfortunately, the Oregon administrative rule states that any purchase over $100,000. We can't just collect three bids, put them on the table for you all to choose. We now have to go out to bid on that screen. Yes.

So, we can't just shop for it. We have to put it as a public bid. Okay. Okay. Okay. Okay.

Uh Madison Street Rehab um surveying was currently underway when I wrote the staff report, but you may have seen them up and down Madison in the past week or so. Um they're just about all wrapped up. Um this project will include the sidewalk replacing, the curbing, the ADA compliant. Um we're not doing the um chip and seal on Canyon View this year. Um, so these bids are expected to be in front of council around the same time, March or April. So March, April, we may have uh two to three items, which brings me to the next item, which is the photos in front of you. Um, Veterans Park. Um, we're looking at the placement of the the bold on the flag pole, anticipated to come before you all in March. Um, several quotes have come in to Greg and I um with the public staff to coordinate with councelor Burroughs who will be working with uh private donation efforts. Um, one thing, uh, so two things. The first thing is, um, we noticed that we had some PGE wire concerns and encroachment and we can't be 70 ft with the flag pole can't be within 70 ft of the electrical wires. And if we want to underground the overhead, it's going to be a cost at on the city's dime because it's not a requirement. It's going to it's a city beautifification project. So, if we want to have it where it was discussed, we would have to underground services. Um, in front of you, um, our lovely model Greg was there today. Um, about 70 ft back from the

overhead power lines. And so, this is where if so, this is bridge looking towards Washington. This is where the flag pole would have to be installed. Exactly. That far back. So, um, unless you all build differently, we we'll move forward with this. Um, unless you want us to look at what it would be to get an engineering from PG to look at, we can still put we could put the boulder closer though, right? Yes. So, the flag pole could for all intent and purposes be in the middle where one group of the dogs are. Yeah. All right. Can I jump in? So, um, PG is not 70 ft. PG requires anything to be seven and a half feet away from their lines.

The wire says, "Yeah, so with this with a 70ft flag pole, that requires a 15t x 25 ft flag. So I'm standing 35 ft away in line with the power lines." So, I added the 7 and 1/2 ft plus the 25 foot length in the flag comes out to 32 and 1/2 ft. I just stepped it off at 30t. Thank you for that. Sorry, I misspoke. I figured it was the flag. Yeah, I figured it

and I was talking to Brian earlier. It'll be interesting to see when we get our actual plans with measurements of where the fence is going to go to be able to tell how far away from the um power lines the peak of the fence is because they were going to do 45 degree angles. And so that would be interesting to see which we may end up shrinking your flight. Shrinking or if we're every month he waits it's going to up it. It's going to go in there. The person who is so certain. That's why. So we can

Well, this is this is why I told Brandon it's it's a big purchase, but that is we're doing a smaller boulder. We're not doing a huge monument. That to me that larger flag pull this that flag is how we want to visually sure statement. So, I will I will say that I did ask the PG rep today if maybe going larger over the top of the lines would make a difference or going lower below them. It still will require that 7 and 1/2 ft distance from those and then your flight's going to be even bigger at 100 ft. I think we're stuck with about that 35 ft back off of

we don't need power, we just need a flat. just remember but but more importantly when it comes to dollars and cents in the project this project will be coming to us probably around March or so and um meaning that I know we're looking at we're going to be looking at private donations and hopefully LCAD and I was joking with um Emily from the register about possibly doing like a charity basketball game to build funds but the city's probably going to have to pay for this and get reimbursed so we'll have to come up with the money out of

so I just want to see if that's something that council would would have an appetite for meaning that we will probably have to pay for it and then seek donations as we're installing and that can be that's not a guarantee. So, we're putting up we're putting up the money without the guarantee that we may be recouping that cost from a donation sense. Like,

I can't see having a veterans park without having a flag pole. Ideally, a large flag pole. BFW, [clears throat] if I can enter, I spoke with them and uh they have a way for us to um solicit donations through them and it can be a tax deduction for a charity rather than if they just gave donations to the city or the park, that's not a tax donation. So

businesses, you know, we can go to businesses and things like that too. And if we do any kind of brick work, selling bricks could help pay things like that. So she looks really really good. Uh she knows exactly what she's want to do. Bam, bam, bam. I'm like, okay. Nodding my head on the phone. Have we looked at the brick thing? No, that was that was something random today. I know the guy who runs that program in Sherwood. Are there things? Okay. So with the um Legion, the American Legion,

the American Legion is having a meeting Monday. He told me that it was going to be last Thursday, but then it's going to be Monday and talked to him again and said, "You want me to come and answer any questions? I got any you got any?" No, no, I got you. I got you. Because we had quite a conversation before. So So I have to trust him and uh see see what he says. the Daughters of the American Revolution and Liberty Tree, right? They uh they're they're speaking about um about buying uh $2,000 worth of flag, whatever that may be. Buy a stripe.

Well, it's they're expensive. And a liberty tree. They're donut liberty tree with a foot stone. The possibilities and the potential is out there. We just have to work for it. Um, I am comfortable doing that route of getting it reimbursed. Um, I would love to see a flag before July, not before. Why can't Why can't things be trying to be done to gather the money before we can I'm just saying if it comes push to shove where we're still in the process of fundraising. Um, I would love to see every option. So, if you've got connections to brick, then cool. We'll figure out a way to put some bricks in that. You know,

Greg and I are both in communication with Elmer's flag and banner and they are we are getting on their schedule to come out and give us a bid on what it would take to plant that flag pole because you know no matter what we got to do that thing's got to be well secured. Okay. So, are we okay are we okay with continue Brandon? I'm assuming you're asking us, are we okay with that route of possibly having to be reimbursed? Yeah, I mean it's just the optics of the donations going to the PFW or the D then buying it and dedicating it or if we're actually going to pay for it and be reimbursed. So I mean it's just the optics. I mean I'm okay with that as long as y'all are and I'll make sure that

Yeah. Because I don't think it's bad optics. It's us saying, "Hey, we're doing this and then we're going to try to fund raise." I think you have better luck fundraising in advance. I'm more worried about intention than optics. Yeah. So, and the size of a pole. That's true. Okay. Um, anything else you need from us on that? No. And then Perkins Park, we're already working on the flag pole to be installed there at Perkins Park. Um, same size. No. Any update on that? Uh, last update I had on it was they were supposed to be out to install it sometime this month. Um, this month is half over and then Christmas and

nobody's nobody's health PG. Don't say anything. And Greg, are we looking at um needing to remove that one tree we were talking about in gold parking? So, is that I mean that's that's all up to you all. Oh, no. I I said we can do it. Yeah. So, the tree that was planted a few years ago to hopefully grow as a Christmas tree from our understanding is it was the reason it's growing so weird and is it wasn't planted correctly and so it's not stable either. [clears throat] And so we were talking about evaluating if you think that's a branded purpose. Yeah. Yeah. I was just asking if that's the last I had heard from them. Would it be a replacement or just a removal?

Removal. But it was Yeah. It wasn't planted as a like tree to add trees. It was It's still currently there. Yeah, we haven't removed it yet. It's It's not a big tree. No, it's it's like my height. Yeah. Okay. Small tree. That's what I'm saying. You want to guard? I can pick it up. Bring it up. No, I've got a I've got a funny looking tree in my yard already. Okay. Um, anything else for infrastructure project updates? So you get stuff. That means we're moving on to department reports. Brandon, I will yield that whole section to you.

Awesome. Um I'll go over if there anything any other question, just let me know. Um real quick to follow up on councelor Carwell's uh concern last month, which I also sent you an email on on the 40 I think there was like a 43% water loss. The decimal was moved over so to verify that. I I should have caught that. You need good. That's it. Um, I will say as you can see with with the new meter roll out, we're seeing a much slower water loss and hopefully at the end of the year when we do the end of the year water loss statement, it'll be much lower than last year's 23%. So I think we're moving in right steps. So we're moving in significant. So what what was our goal? I can't remember what we were 20%. Was that

we're like last year we went down to like 22 or 23. Industry average is like 15 or so. I wanted to get in that 10 to 15 range. Okay. So Okay. um pedestrian crossing. So, it'll be in they're going to start work on Wednesday most likely. I know there was some issues getting the rightway permit in before the end of the day and getting the dig, but um I'll be communicating we'll be communicating something out tomorrow. There's a good chance the right turn lane on to 99 will be closed while they're doing the work next Monday. So, we'll make sure to get that communication out tomorrow as soon as we find out about it. That'll be a nice visual for people to see something's changing and then maybe they'll notice that there's a cross light, right?

Um, how's the capacity studies moving along with our consultant, Winterbrook Consulting? Uh, we're trying to trim some stuff that we can actually do with the staff um to kind of help move things along. One thing we're working on and especially with the the TSP update is working on community engagement strategies for the Latino population. Those are the ones that always have the um the biggest barrier to community engagement. So, we want to make sure that we uh go bar none with um engagement strategies for the Latino community for both of the projects. Um next next month, we'll be bringing a a surplus resolution for you for the remaining 624 meters. The last meters that were done, they were recycled years ago. Um but I think with um the state surplus site, we may be able to get some more money than what we could for recycling them. Um, and we'll also be doing our old uh our old truck that uh has been sitting there dormant for probably what four years?

Uh if not longer. Yeah. Yes. So, um we'll be getting that surplus next month. Um I met with the governor's office this week. Um they came by to do a touch a touchup seeing how things are going. um they're going to see what they can do about the Canyon View pump station grant um or new funds coming up in the sort session that we maybe we could apply for. And then also possibly it came up um because we had discussed that property that I think I had emailed you about a few months ago. There was some interest in that property east uh bridge. Mhm.

They're talking, we had mentioned since the cherry stem is already developed and it's not going to probably come up to be anything annex anytime soon as is the um uh the eastern UGB that maybe we can do UGB swap with the most recent 2137 bill. So we can possibly swap out the two UGB for the UGB of the vineyard possibly. That was the initials. Sorry. Yeah. So um the last session it gave states the ability that has developable developable land in their UGB that's not developed for developed UGB land if that the undeveloped property can be developed before those other two other two sections can.

So we're going to work on that because there is some that property. Um, so there's a possibility the governor's office is going to see if we can do that land swap um to make that one readily available since that'll probably be developed before those other two um UGB uh stems are. Was that Beth from the governor's office? Okay. Um we're we're having some we're being we're we're in the middleman of there's an issue with our Bluebird easement, our Bluebird spring access easement. There's um some property owner disputes going along about some encroachment and buying pieces of property and we were that's up on Dunway.

Yes. And we were given a letter by one of the the owners of one of the easements that I sent over to Dave. Um it's it's hokey. It's a it's a hokey loyal letter um that I think they're trying to use us to put force on some of the other adjacent property owners to sell land to them. David and I are working on that. Um if anything comes out of it, they're they're using us. Yes. To and they use jet GPT for hokey leg, you know. Okay. That's why it's a hokey lawyer letter. Yes. Thank you. Okay.

So, um yes. So, we're working with uh David on that. David's reaching out to their lawyer, but there's some issues there that um they're trying to use us to kind of mediate to a better solution that I think it's for the owner of this easement and is probably not anything we want to get involved. At the end of the day, we're going to keep our easement to OA. Our our water easement is more important than any property right because of the detriment to public health and safety. So, if we need to get OA involved in that, we will. Uh just wanted to give you update on that if you hear about it in your comingings and goings with anybody who owns that prop who owns those properties. Um and lastly um just let you all know I was um appointed to the League of Oregon Cities Transportation Committee um for the next three sessions um to work on um transportation pro transportation u directives for the cities um to go with state legislature. Um so I'll be doing that from March uh 2026 to March 2028. probably a few hours every session. Nothing major. Um yeah.

Any any questions on any other reports? No. Okay. Okay. Council [clears throat] reports. Uh Council President, no reports. Council Gilligan, nothing. Council Carwell? No. My plans kind of got changed about a week ago and I've been in recovery mode ever since. So, councelor Bose, no. You heard me be acting. Councelor Kit Hill, no.

Uh, councelor Mackey is not here. Okay. Mayor's report. Um, well, I'll I'll feed this one to councelor Carwell. He does know about this. Mcn McMinnville School District has um hired a permanent uh superintendent. They have appointed um their interim superintendent, Dr. Courtney Ferah who um [clears throat] I I actually went and testified in favor of them hiring her. She um used to be Washers principal, became principal of the year. Anyway, long story short, she loves um the community of Lafayette and over the last six months or whatever, uh Brandon and I have had some great connections with her and I think it's great for our residents to finally feel like as has a seat at the table for our community. Um, I partially thanked our fire department earlier, but I do want to just um thank them for their all the um not just the fire parade, but the toy drive and being at community events with us. Um, and also thank LCAP for um all of their work this holiday season. Um, lastly, speaking of holidays, July 12th, um, there is a meeting for planning for the July stuff. Just letting you guys know that that got scheduled. And

January 12th. Yeah, I put July 12th. Sorry. January 12th.

Yeah, I'm going to have it after the 4th of July. It's going to be great. Um, our holiday decorating contest, the entry time has closed. We have about 30 some odd contestants and another about eight or 10 that just want to light up and participate. And we have some amazing um sponsorships. Um our title sponsor is uh Pollson Gilan Oregon Family Law. We've got lots of um in town businesses such as the bakery of Boston. I could name them all. Um it's a pretty long list. It's on our flyer, but um it's going to be a fun time. I encourage council to get out there the 19th or 20th and look at the lights and throw some boats. And right now working on using this event to invite the greater Yhill County to come and tour the lights and um yeah, other than that, merry Christmas, happy new year, happy Hanukkah.

I move to a second. All in favor? Bye. See you guys next