City Council - Regular Meeting

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they are actually sense that At this point, she had to get old I don't recognize it.

Oh jeez.

My good for you. Oh,

sorry. Yes.

I don't care how you identify.

Okay. Dave, nice to meet you. Uh, see coming out. Oh, not a problem. I'm gonna give you my card. Oh, I have your card already. Yes, I do. I'd like to get us around tomorrow. Let's see. Are you available anytime back tomorrow or with this week is a little wild. That's fine. Let me let me give you a call. Very good.

Good deal. We had your voice fail. I was in the middle of stopping that and I thought they

Yeah, we got it on the big anxious to get started. So we must crank up also. exhausting. Yeah, I did ride along with him. That was great.

Nice. Oh, yeah. All right. I will call the meeting to order at 6:31 p.m. Please rise again. I pledge 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 we'll call for the evening. We have in person councelor Mackin, councelor Tyro, uh councelor Peterson, and then councelor Hoverver. And then on Zoom, we have councelor Wilkins. And then absent approved is um Mayor Frank. And then I'm here as well. Did you approve? She um and then uh yes, I'm here as well. Thank you very much. Um actually C appearance of interested citizens. We have two. Um, so for public comment, uh, in order, please come up to the podium. Uh, state your name and then your address and then we'll have three minutes. Uh, Steve Hingling, please like.

Good evening. Steve Hassling, 1153 Ash Street, Dayton, 97114. Um, I have three minutes, so I'll try to make this brief as possible. I'm here to talk about the our newest weight wastewater and water bill. And on the end of that, our safety um fee or tax I call it. Last summer, I met with Mr. Codle, our city planner, city manager in that. And at that time, I was led to believe that the study that was done in 2021 was to going to create a chart uh of ranges of water usage, which would then correspond to wastewater fees. in that as it stands now we a family of two pays the same wastewater fee as a family of six. What's wrong with this picture? My wife and I don't crack that much. Okay, we don't put that much down the sewer water usage. You know, we went from 4487 per 200 cubic feet per month as a baseline billing to a rate of 6756 per month for 544 cubic feet per month. If you look at the cost in that the cost after buying water in the old rate was 20 little over 22.3 cents per 100 cubic feet. The rate or the cost for treating the new is down to 12.4 cents per 100 cubic feet. I'm starting to look at this and I say, what are our costs? How much does it cost to treat the water we're bringing down off the hill through the

springs and into our waist into our water system? Did our water treatment costs go down that we can afford this or are we hoping that we just looking at the revenue side of it and not the cost side of it? We need to get a good grasp and a good fix on what it cost. us to treat our water. We also need to get a good grasp on what does it cost to treat our wastewater and build accordingly. Now, I know going into the wastewater fees is also the I'm going to call it the sir charge because of the past infrastructures uh deferred maintenance that we all had to catch up with. And that was $8 million loan we had to take out or something like that.

And it was a big number. Okay. And a lot of that I understand we had to update the wastewater system, the lift station. Oh, I'm sorry.

No, no, you're okay. No, I was just going to say the wastewater system for Palmer Creek, the lift station there, the bridge which holds supports the pipeline going to the settling ponds and that I'm asking for a little transparency because all of a sudden it was boom, here's your new rate, live with it. I'm sorry. I can't accept that. And then the last point I'd like to make is I understand as a municipality we can charge and establish fees. Other towns do it and that but it seems to me this public safety fee. Wasn't that a part of the referendum that we passed? What is it 23 or 24? We had to update it because it was expiry. And so they had to update that referendum, that tax referendum. I can't recall what happened. Then we do our our budgeting properly that now all of a sudden and because we're slow to to market the now we have to double up in January through June in order to make make up for the last six months that we drug our feet. We didn't get there. We got to do a little bit better job of communicating a lot of this and get a little more transparency because frankly older folks I'm sorry older folks who are on fixed incomes if these rates keep going up you're going to drive them out of this out of the community since the state does not have any homestead tax exemptions and that and you know who's going to want to come here and pay exorbitant rate wastewater and water and well electricity in that. They look at McMinnville. They look at Lafayette. They look at Amity in that. And then

they look at Dayton. They say, "Why should I live there?" If the cost of living Where?

about the specifics. I never looked when I came here. I didn't look for the council to make a decision say, you know, you're right. We're going to change this and that. No, all I'm saying is that when we come time for the budgeting and and I hopefully I'm I'm tapped to work on the wastewater and the water rates and and that and budgeting. I have a lot of years of budgeting experience. Um, having been in industry, millions of dollars in budgets in that and you can't budget without knowing your costs in that and and I don't think we have a firm grasp of that. Okay. Thank you, S. Appreciate.

Thank you. Linda, return. I had the same concerns as he did.

Name it for the record, please. Oh, Linda Mcgru, a 734 Southeast Palmer Lane in Dayton. Uh, I have the same as he does with the water rates and the safety I call it safety tax too because I I really feel that uh we shouldn't be paying that extra tax without taking it to the voters. Um, I pay quite a bit in, um, taxes on my house and my other properties for the city of Dayton. And that includes sheriff, uh, it includes school, fire, and so by the time you're taxed so much on all this stuff, it gets pretty on a fixed income, it gets pretty spendy. Uh, the other thing I wanted to talk about, and I don't know if it's going to run out of time, but um, I own some property on Ash Road, and it's uh, 12 acres. My neighbor has 8.9 acres. We had a buyer for it and they withdrew because the city said that it could be a long time before uh there was any kind of annexation into the city. And um that was not what I was told during the meeting at the county commissioners. Uh and I advocated for the land swap. Uh, I'm looking at maybe doing something different with my uh land now because I

uh between me and Harold Lions, we lost uh $5,250,000 and we're not getting any younger. And uh I noticed at the last meeting I was at that you voted on um doing the wells out there and the city employees are not the ones doing it. We've hired it out. Same way with the pump station down here off of U Palmer Lane. The city of Dayton didn't do it. They hired it up and the state of Oregon is offering they have $10 million for um uh grants to different cities to upgrade their systems. Uh the realer I had before wrote a a uh grant for the city and it was presented to Jeremy, but he said that they could you guys couldn't really do that until um until you get this water thing out here done. Well, if you're not doing the water thing, at least apply for the grant. So that way, uh, you know, we can look down the road and say, okay, when is our property going to get annexed in? If the city is not planning on doing it for six to 20 years, at least the different meetings I've been to, then I'm going to do something else with my property. and Harold Lions is probably going to go right right along with me. So, that's

20.9 acres. So, uh I just uh I'm going to have to hire an attorney and go to the county to get it um reszoned. You know, it right now the city doesn't have any zoning area. It's zoned F10. So, if I go to the county and uh get it reszoned to commercial because of the 50 acres next door, uh you know, and I've heard rumors about the county wanting it for the fairgrounds and upgrading the airport and all that. So, uh, I can't afford for the city to sit on it. And the reason is is because I'm going to be 67. I'm paying taxes out on it and electric and water, you know, for the water and all that. And, uh, both, me and Harold both have wells on our our properties. He actually has two wells

and a little low on top just as a head. So anyway, I just wanted to find out from the city, you know, what they're planning on doing because I haven't really heard anything except ears and uh because that tells me whether or not I need to go to the counter. Questions? Thank you. I can't comment on specifics at this moment, but we can get back to you. Okay. Thank you, Linda. Appreciate it. Oh, there is one other thing by the school between the pirate skin and um the the high school uh is a pothole

and I've hit it several times because you can't see it at night, but I've checked on it and the city's responsible for that pothole and it's if it ruins someone's tires or wheel cuz it's getting pretty Eight. So the intersection there of Ferry and then just right between just turn the corner probably very nice. Thank you. 8th Street. Yeah. Eight. Eighth Street. Perfect. Thank you. I appreciate that. Jeremy, you logged that.

Yep. Perfect. Um all righty. So that is the conclusion of the appearance of interested citizens. We'll be moving on to the consent agenda, item D. Uh before we get into uh the financial statement and the regular session minutes, there's a note of a change to tonight's meeting agenda. The executive session will be postponed until January 20th. Uh the to reiterate, the executive session will be postponed until January 20th. So we can strike through that for this evening. Um so moving on to the financial statement. Um I'll have to apologize. I brought my notes. Um there were um couple of areas in the general fund that Jer and I were looking at because um they are over budget um in particular there was uh in the parks department um there's a janitor and I know we've talked about this before um we're going to have to uh do some budget changes. I I I think what's happening is uh at least for the janitor that it's going in the wrong according to the budget is not going into the right account. So, we're going to have to move some budget to to or move that to fix that. Um but the the uh um general fund as a whole is okay. Um and so are all the other funds um from a budget standpoint. Um, I am also going to be looking a little bit at uh the transit lodging tax fund. Um, I'm just going to be reviewing it because if you look at what came in last year to what's coming this year, we would only get about 80 some% of what we budgeted for.

So, I'm going to review that and make sure that uh that the people are supposed to file have filed. So, okay. Any questions? Great. Thank you. Anything else on the financial statements for the month? Cool. Uh moving on to the regular session minutes for uh can we do them all bolt me or anything time?

Uh so for November 3rd, November 20th, and December 1st, does anybody have any questions or corrections uh with regards to the regular session? If not, I will entertain a motion. Um, Council President, I move to approve the consent agenda, which includes minutes from November 3rd, November 20th, and December 1st, and our financial statements as of November 25. Second. I have a motion by councelor Mackin and a second by councelor Holder. All in favor?

I posted approved. Motion carries. Approved. Um, all right. So, uh, moving on to the public hearing. City council will hold a public hearing to obtain public comment on proposed findings for an exemption from competitive bidding requirements for OS 279C 335 uh, parentheses 2 for certain improvement contracts. The purpose of the public hearing is to provide an opportunity for any interested party to appear and comment on the city's proposed findings for an exemption from competitive bidding requirements under OS279C 335 parentheses 2 for certain public improvement contracts related to the city's supervisory control and data acquisition in parentheses SCADA systems. The proposed exemption would authorize the city to enter into a master procurement and installation contract the future SEADA related public improvement projects with a consultant designated as the city's integrator of record. The exemption would allow the city to issue task orders under the master contract for the procurement installation and integration of seada systems system components without separate competitive bidding for each individual project. I will open the public hearing at 6:52 p.m. and we'll wait for two minutes unless you're

I don't have any. Okay, we'll leave it open for another minute or two and then you go through this data supervisory and control supervisory and control and data acquisition. Yeah, I was 5050 on the production. So I went ahead and went with the wires.

It's those fancy computers that used to control systems. Okay. Steve Hassling, 1153 Ash Street. We need to sign up first. Uh, I can go ahead. Okay, perfect.

Okay, I can sign up then. And there is no threeminute requirement for development in this. Correct. Right.

I would just like to say why not or why do we want to eliminate SCADA uh for competitive bids? Why why why do we want to do away with it from a standpoint of isn't that don't we always want the best cost or any kind of service performed for the city and given to the city. Um my fear as a taxpayer is that if you get a uh how would you say if you get a vendor who is into you, you get comfortable with them and you never know if you're getting the best bid and the best value. Thank you. That's it. We have public comment. We will close the public hearing at 6:54 p.m. Jeremy, is there discussion on this at this moment in time?

No, that'll be under that action item. So, it's going to be action item number two. You heard? All right. So, we move into the action items. Uh item F1, Council President Election. They're going to take it over pages. Oh, sorry. This is HP set. You need a couple or you got No. Okay. Just want to make sure.

Oh, you journey. According to the city charter, at the first meeting every year, the council is required to elect a president from among its membership. The job of the council president is to fill in for the mayor in her absence. So just so we have explain the process.

So I printed out some voting strips um with your name on it. Uh you will nominate someone per council president. If there's more than one nomination, we will do a vote. uh you'll write in your your vote. You will send them over to me and then I will tally them and give the totals. Would you like to do that now? You can make your uh first make a nomination and then I'd like to nominate Drew Council to continue.

Does any need a second? Any other nomination? All right. Uh, write your votes now and pass them to your left. Do we need to think if we still have to just for procedural? Yeah, just for the record. would have been inherently less awkward if I was sitting in one seat for the rear.

Awkwardly equally awkward.

Be equally honest. Oh man, that's very Mickey Mouse. unanimous. You are the house president.

Cool. Thanks everybody. Thank you for the nomination. Appreciate it. Let's move on. Um so item F2, approval of resolution 2025.6-11, 6-11, a resolution adopting findings to support an exemption from competitive bidding requirements per OS279C.33 uh fair or parentheses 2 for certain improvement contracts. Jeremy, do you want to get some background on this? I'll be happy to. So, we've been talking about this since August. The city currently does not have a system integrator of record. The integrator of record is a consultant much like our engineer, attorney, professional services, a a a skilled person provides a certain service and as an integrator of record, their job is to manage, update and maintain our supervisory control and data acquisition, SCADA and the telemetry systems telemetry or the radio system was where if we had like our system out of the water at the wastewater plant with the PRV pressure release valve that has an antenna that connects with our water treatment plant that our crews can pull up on their phones and operate the plant. For those of you have done the facilities tour, the SCADA are those computers that have the different diagrams, the different schematics of the system where we can change different settings. We can turn things on and off. They also interact with the programmable logic controllers which are the computers that have sensors in it to test for certain chemicals to dispense certain chemicals so that it automates the plant. So they're we're not having to have somebody there 24 hours a day. So the integrator of record builds those systems and they manage those systems

and it takes a very specific skill set to do that. So since August, we've had numerous meetings with our legal counsel and our engineer on the best way to have it in their record. And there's no straightforward way to do what we want to do under state law. What we want to do is we want to have one firm that can both maintain our system and build new systems. In other words, we don't want to have different firms building a patchwork system because these components are proprietary. The software programming is proprietary. And if we have different firms coming in building different parts of the system, there's a very real risk that they're not going to be interoperable, especially over time. So we want to have it's to our advantage as a city to have one firm to come in and provide these services with us. So the state law has a provision where we can have an exemption from the normal procurement processes. Otherwise we would have one firm that would do the maintenance. we would issue that under a request for proposals and then for any public contracting work we would have to bid those out separately. So then we would start having these this patchwork system with different vendors coming in there. So to to do what we want to do to competitively select one firm to both maintain and build, we have this exemption before the council tonight under the state rules

having to do with procurement exemptions. And the resolution has findings that demonstrate what why this is in the city's best interests, not only in terms of having a system that's interoperable, but also getting the best value for the city as well. So if you look at exhibit A, it goes into great detail about process that we're going to follow. will not result in favoritism that will not result in diminished competition. It talks about how there will be substantial cost savings and there are factual bases to support additional findings such as the public benefits that we'll grant from this. For example, a single integrator record reduces risk of communication failures, improves system resilience, enhances cyber security, and ensures rapid troubleshooting. Talks about likely increases in public safety, reducing risks, better enable the city to control the impact that market conditions may have. These these are all from the state law. So if we want to approve an exemption, we need to touch on each of these

and those are specifically mentioned in the state law. So the resolution if approved states that this procurement method is is valid based on your specific findings. And then after that resolution, we have a lot of contract documents. Okay. So the first thing is the request for proposal. This is going to be a competitive process and this it's going to be a structured process and the request for proposal. Can I interrupt? Go ahead with your permission please.

So when so the request for proposal is what in when we say we need this done somebody bids for it right. So that's fall that falls under the umbrella of the integrator of record. Say that again. So it's so the request for the proposal is basically somebody is us saying to the world we need this done right yes we need an integrative record right

so the integrator of record that because I mean I've loo looked at this thing in great detail I read all pretty much as much as I can remember with all the legal language right so the integrator of record is a common enough current in the city throughout you know Oregon and yes the states in general so because when I looked at this I thought you know what is the integrator of record and all that and I don't want to get longwinded so I No, you're good. You're good. So, so I I just wanted a brief clarification. So, the integrator of record forms an umbrella over all the SCDA stuff, right? Yes. Yeah. And so the advantages being continuity and that kind of thing, right? And there's some cost savings associated with it.

Correct. Could you say where those cost savings would come from in that type of program? Because we're gonna have to pay the integrated record, I assume. Yes. Yeah. Do you think that the savings what specifically would be the savings and would they be uh would they be enough to uh overset the cost of the integrator? Right. So the the savings come from having one firm doing both the maintenance and the construction part. So there there are two aspects that's covered under the different contracts in here.

Right. So if we have one firm building one part of the system, another firm building another part of the system, we're having to pay extra costs now to bring two different firms in to create new code to patch on top of that. So these two completely different systems can talk to each other now. So So we're still talking about the continuity part.

Yes. So, so we're we're insinuating savings, but we don't actually have we don't have any way to say yes, we will save because you can make the argument that those that those separate contracts might be cheaper than going through the integrator record and having everything tied in together. We just don't know whether that's a savings or not. We're just assuming that I think it's a great idea for the continuity of the pro of the system, especially if we have a dedicated system like we do. So we need people who are trained specifically. The components need to be specific components and all that kind of thing. But I just want to make sure that I mean for the public that we understand how can we quantify other than just saying continuity the cost savings and the effectiveness for Dayton to take on a project of this nature. We don't know exactly what an integrator of record is going to cost us either at this point, do we? So I am I am required under section three of this resolution and this is requirement under state law

within 30 days of our acceptance of the last improvement contract under the master procurement and installation contract. I am to prepare a project a post project evaluation that does exactly what you say so that we can demonstrate to the public that we got our value for our land. Yeah. Thank you. That was my question. I mean it's like buying used cars. Yeah. So thank you. Absolutely. Yeah.

A really great question and the fact that you brought up the the state requirement too. It's you know I think a lot of times it's one thing not that any of us would say anything and not follow through. I think we we all tend to follow through, but you know, it's one thing for someone just a general person to like say something and then like you trust that person who you may may not have ever talked to to follow through, but like to mention it's like, hey, no, this is under state law. This is this is a requirement. Like there is no not following through on that. Like that's that's good for everybody to hear as well of like, hey, no, there's there there's some meat to back this up to and we'll know what the brass tax because that's really what I want to know. I want to see what the data contain. Thank you. Also, Jamie, then we'll ask. Any other questions? Yes, ma'am.

Want to make sure I understand now. We are going to put out a request for proposal. Make sure we get the a good company up front, but then we're going to save the money. We're going to go back to that company as opposed to having to spend the time to recruit new companies for every new project. And this is only um this isn't everything in this city. This is just going to be for this one particular project um connected to this water treatment is it?

So basically anything that require could require SCADA or PLC. Okay. So, I'll give you I'll give you a little bit more detail if you if you go to page 261 260 261. This provides a system overview and page 261 onwards describes current and future needs that we'll expect the integrator to provide. So under the terms of the contracts, whoever we select will have an initial five years and then there's an option to renew for two additional fiveyear terms for a total of a potential total of 15 years.

And this is at the job of the integrator, right? And he will also be working with our master contract too, which which is beautiful document in itself. Yes. Yeah. Which so he's not going to be making contracts himself. He's going to be initiating contracts for the city that we've already established. And if anybody had the time to wait through that master contract, it was good to work hard. I really encourage

for what we paid in attorney's fees. I suppose

yeah, but we'll get it back on the back end of it. So for the purpose of clarification um for you know anybody listening the well you were saying earlier for like the equipments and things like that if we didn't have the integrator of record we would have to go out to bid for pretty much everything right. So in this we're talking about 59 different bids that we would not have to make for equipment and then that's 39 different control telemetry and SCADA well actually sorry 39 different control telemetry and SCADA equipment and then 59 equipment systems directly control monitor by local control systems of the site. So 59 gigs to monitor, 39 days to bid essentially is what we're saying.

But am I wrong in thinking that yes, that the integrator of record is actually going to be taking bids in his own when he has projects that he's overseeing? Is this true? He's not just going to make a determination. He's going to get various different involved parties to offer a bid prior to No, they'll provide. They'll do the work. They have the shop and the equipment and the expertise. Right. Okay. So, they're going to be our contractors. Yes. Right. Okay. Yep. Yeah. Cool. There there may be some things that they have to bid out like certain antenna work,

but they have they have electrician staff, uh, programming staff. So, so they have whoever we select will most likely have the technical expertise in their radio shop and everything. They're doing most everything in house. So, is it going to be confined to a budget that we oversee ourselves as the city? Good question. Absolutely. And so, we'll determine what their budget is and and run by everybody. Yes. And and when we issue task orders, the budget for the task will be defined in that task order. When we issue contracts, same thing. We review those. Yes.

My spending authority only goes goes up to 50,000. So anything over that just comes with chump change. It can be. We're talking about the kind of problems D has. That's that's pretty. Any other questions, comments? Perfect. On page 90, there is a motion. Somebody wish to make

uh I move to approve resolution number 2025/26-11, a resolution adopting findings to support an exemption from competitive bidding requirements and authorizing the use of a competitive request for proposal solicitation for the for a consult to serve as the city's integrator of record declaring such exemption and authorization a process to award to two contracts. cont to the selected consultant. I second.

All right. So, I have a motion from councelor Peterson and a second from councelor Tyra. All in favor? I go. Motion carries by the large motion. Um, action item three, uh, approval of resolution 2025/26-14, a resolution authorizing the city of Dayton to apply for a LGP, uh, from ODR, OBRD of the rehabilitation of Alderman dog park and delegating authority page 27. 273. No, 275.

I'll toss this over to Dave.

So, um this has been brought to your attention and discussed it, but the LGP grant of both is the grant that we use for um doing our parks master plan that was we were awarded a a planning grant at that time a year and a half ago. Um, what we're looking to do is apply for a small grant, which is, uh, anything $100,000 or less. Uh, we've received already a bid on this project in cooperation with the local company. Um, but first of all, we need to get the funds to be able to do it. In order to do that, it requires applying for a grant from um, the Oregon Parks and Recreation Department. So, um, they are opening that up here soon. Um, I just found out the other day that the only delay is that the administrator is retired as of the end of this past year. So, the good news is that means that this existing uh application from this past season or past year is probably going to be the one used again and though we're working on it in that perspective. Um, and we'll we'll pull something together upon their approval. Please.

So, what was the difference for that? What was the one bit that we have so far? 72,000. I think overall the original the the retail cost on is 83. And that was for a paving a circle inside and the parking and the parking lot and the entrance to the bridge on the east side. Oh, nice. Yeah. Cool. Any questions, comments?

Yeah. Um, I am still concerned about wheelchair access to the playground in Courthouse Square Park. Obviously, we have to wait at least another year. I'm going to ask the city to please see if there isn't something we can do in the meantime. Kids can't even get into the playground. If you're in a wheelchair, you can't get in there. And for clarification, we're talking about alderman, not I am talking about well I am saying this though is all right. Yeah. Okay. Yeah. I am I know we're talking about the grand making sure making sure. Yeah.

And we're prioritizing a dog park over access to a playground for children. I see. Um since we're going for the grant for the dog park, I'm going to ask the city to do something. even if it's low tech, low cost, we need to be the kids need to get into the playground at Courthouse Square Park. So, um, please consider that. I've been talking about this for several years now. Was there a comment?

Sorry. I was We were talking about the use of chips as being ineffective for milk. You're right. chips that keep settling and now we have well said K. Thank you.

All right. Um is there a motion for approval or any amendment? Please. I move to approve resolution 2025 26-14. A resolution authorizing the city of Dayton to apply for a local government grant from the Oregon parks and recreation department of the rehabilitation for the rehabilitation of Alderman dog park and delegating authority to the tourism and economic development director to sign the application that should be for not.

I second motion from councelor Hoover and then a second from councelor Wilkins. All in favor? I would we approve an amendment if we change it up to four. Is it that new world from SEO? It's not a is it the title instead of of alderman or alderman or it's not a big it's not changing any of the substance. It's just changing that. Okay. approved. Uh as recommend

uh motion carries. All right. Uh action item four, approval of grant agreement number WPG-D0020-25 with the Oregon Water Resources Department in the amount of 1,218,750 page 20 page 275. requesting council approval tonight of a contract with the Oregon Water Resources Department. This is for the grant funding that the state legislature appoint appropriated to us for the Fiser Farms wells development project. The deadline to spend the funds is June 30th, 2027. This will be the for construction phase of the project. Right now, we're going through the permitting phase with the Oregon Health Administration. That process is currently underway. I also want to bring to your attention that OWRD staff informed me that state budgeters had directed to identify cuts to their general fund appropriations and that our grant had been identified as a potential area of cut uh up to $200,000. We'll know in the spring once the legislative session gets underway. For the time being, our legislative delegation is aware of this and they've stated that they'll advocate as best they can for us. I also want to note that we are endeavoring to do design and permitting and construction in parallel to the extent possible so we can spend as much

of this money as we can considering the tight deadline. For instance, uh we got some water tests for methane and that can inform the process to start designing those methane strippers so we can get them order considering the laptop type. So we want to try to do as much as we can parallel.

Was that the end of it? Yep. Okay. Quick question if I may begin. Um, I just want to confirm, you know, since Representative Sharp is one of our biggest advocates for this, that we have been in contact with her office on, you know, the importance of this program and this project and just making sure that we've kind of just reiterated our commitment to to work with her office in in that support and and uh coordination. Yes. And to her credit, she actually reached out herself to Alice Mayor and to me. Nice. That's great. That's really great. Cool. Um, you love to see it.

Our lobbyist. No, this is our our representative. Yeah, she she's really been an advocate for this project. It's been really cool.

Um, cool. Um any question or comments? I will entertain a motion. I if I may with I move to approve grant agreement number WPG-D0020-25 with the Oregon Water Resources Department in the amount of 1,218,750 and to authorize the mayor and the city manager to sign.

Second. A motion from councelor Mackin and a second from councelor dober. All in favor?

Motion carries. On to action item five, approval of resolution 2025/26-15 accepting OWRD and OBGD grants making appropriations and authorizing expenditures funds for OS 294 338 in 2 H 295. Thank you, Mr. Council President. This resolution appropriates the grant funding the contract for which council just approved. It also accepts grant and appropriates grant funding that we received from the business Oregon for the fiser nursery well development feasibility study. Ordinarily the local budget law requires a supplemental budget to increase our budget and increase revenues. There is an exception for specialurpose grants and both of those are specific purpose grants. I also want to note that the business Oregon funding also included loan financing. So you will see at a future meeting a supplemental budget to accept that financing and increase the budget appropriately. question. Uh, I move to approve resolution 2025/26-15, a resolution accepting specific purpose grants making appropriations and authorizing expenditure of funds pursuant to OS 294-338 to in parentheses of the local budget

law. I'll second. I have a motion from councelor Tyro and a second from councelor Mackin. All in favor? Any opposed? Motion carries. All right. Action item six, approval of resolution 20256-16, a resolution adopting an executive session news media attendance policy, page 299. Gary,

as noted in my staff report, this resolution was prepared by our city attorney and provided by her. We currently don't have a policy in place for news media attendance and executive sessions. If approved, that's what this resolution would establish. Sessions. I understand motion. May I please I move to approve resolution 2025/26-16 a resolution adopting an executive session news media attendance policy

second motion from council a second from counc all in favor motion carries I like your detail on this yeah it's really well really help us item seven plan commission application review and appointment page 307.

So we have some vacancies in the planning commission. Uh we did advertise at the fair in the fair street news and in the newspaper and we received an application. Oh wait, this one commission. Yes. Okay. Sorry. Um, so we did receive an applicant for the planning commission. His name is Michael Howard and I believe he no you okay.

Okay. Um, he's not here tonight but um his application is uh before you for review and an appointment if that's what you wish. I have a question. Yes. um on his application he says I don't have a vision but I do have mission and I would I would really have liked to ask him what is your mission that feels that he should have written on the M because that's a little big scary yeah it could be construed as a negative negative

context meaning he has a an agend And to me, it means I have an agenda and I'm going to go my way. Maybe I'm reading it more negative than it is, but I would like to have had more detail on his application.

Yeah, I'd like to add to that real real fast. Um, the only thing a I'd always like to see, you know, applicants in person to to chat with us if we are to appoint them for decision. Um, b, you know, I do like on here that there is past budget committee experience. That's nice. But if you know needs to be done, C above, C above, like three of the four, you know, answers aren't really giving anything. And then the only of the four questions that has a has an answer is I do not have visions, I have missions. It's like that's a I don't I don't have enough data there personally, especially not being able to chat with the person. you know, if we're if if somebody's in charge of our planning code, which will set things for decades to come, you know, obviously there's checks and balances with that. But if there's if they're gonna be reviewing things that, you know, will be impacting the the city of Dayton for, you know, years, decades, centuries in the future, then, you know, I want to at least be able to chat with the person. So, uh, that's just my personal opinion.

I was a little underwhelmed. Um, why do you want to serve death? Yeah. two or three other questions. See about Yeah. Um, this is something the mayor does with permission of the council. So, I'm going to recommend we do not make the decision tonight. Um, yeah. And leave, I guess, leave the application period open. I'm not sure exactly where to go, but can we just say we are not going to make the appointment tonight? Absolutely. Okay. Um, I would recommend that. May I say something, please? Yeah.

Is there any way to reach out to this applicant and ask if he could please provide us with a little more information? Is that possible? Be happy to do that. So, uh, Mr. Council President, if if I may, is would the council like us to go out and solicit more people or ask Mr. Howard just to come back and give more detail? How would you like us to handle both? Both. We got two seats, right? Yeah, there are a few seats. At least my concern with it's a five five person committee. Two are vacant now. And so if he comes in, he really has a big impact. 25% of me.

So I want I would like to be a little bit more reassured of what his intention. Yeah. Yeah. Yeah. I mean there's and more applicants would be great. Okay. if there are any available. Yeah. And at minimum make it to a meeting. Okay. Yeah. Come out. Can a city council member apply it for that? Question. Um Okay, cool. Do we need to make a motion on that or is guidance? Uh I don't believe you need to take anyction. What I what I've heard is good. Okay, cool. That um so that is action item seven. We're moving on to action item eight, budget committee application review and appointment page 311.

Turn this over our city quarter. So budget committee, we have currently three vacancies. Uh we went out in the news register and the pur streets news with advertisement for these sessions and we received an application from Charles Ben Genderin who is here. So if you have any questions for him, he's available and um his application is before you for review and appointment if you wish.

I would just like a brief statement from Exactly. Darl, would you mind coming up to this?

Mr. Council President, members of the council, staff, for the record, I'm Charles Van Gender. I applied for this uh opportunity. Um I saw I read it in the first street news and uh I applied because I thought it was part of my responsibility to give back. Uh I spent a career in government, managed very complex funding sources um and budgets directly while also establishing budgets. Defended those budgets in front of legislators um dealt with earmarked funding sources, capital budgets, operations budgets, um grants, and um just thought I would throw my name out there to be part of the solution. Thank you very much.

Thank you for while Charles is up here. Any questions? Where in Montana did she learn about it from there? I lived in my sister. Okay, great. Um I think this gig will though it's complicated. I don't think it's going to be as complicated as a state park director of Montana. I think you're qualified. Be easier to answer too than smoking it. been there. Well, again, the mayor's not here, but I have to say I like this one. The background, you already understand budgets and

Yeah. Um, Mr. Hessle is going to be learning some stuff here about just what we do with our budget. It's going to be an interesting ride. I can tell you that. Um but so yeah, I um this kind of excited me really having that kind of background. So on that I will entertain a motion. May I please?

I move to appoint Charles Van Gender Genderin to the city of Dayton budget committee for the term ending December 31, 2027. I have a motion from councelor Pearson and then a second from councelor Mackin. All in favor? I thanks for showing up. I really appreciate that very much. Thank you very much. Motion carries. Welcome to the committee.

You have what you wish for. No, but in serious I mean like this this is one of the most some would very you know justifiably say the most important things we do in any given year and so thank you very much for participating. Um, okay. So, anything else on action item 8, Jeremy, before we continue? I wasn't sure if there's anything to wrap up the appointment or if No, I I just note for our two new budget committee members. I'll be reaching out to you to schedule some time for us to have a orientation. Welcome aboard. Good. Thank you. Did we officially appoint Steve already? We did.

Okay, cool. Just want to make sure. No, no. I just want to make sure WE HAVE LIKE DO it in an official capacity. I'm not I'm not against it. We change our mind. I WAS SO EXCITED TO have but I was just like I just I was missing something and I was I just wanted to cross my tees and dot my eyes. So cool. It happened right after the budget finished last year. You know what? You're right. You're right. You were the first one to fill this bucket. That's what I was. That's what Okay, cool. Just want to make sure. Um Okay, so on to action item nine. Uh the second reading and adoption of ordinance 668 amending the city of Dayton comprehensive plan adopting the 2025 transportation system plan and amending title 7 Dayton land use and development code of the Dayton new municipal code page 315

to nothing to add. Perfect. Um, I'll be a second read. All right. If I don't find it second grade, okay, I recommend wait all the way up. Okay. So, you'll read the title a little bit.

Ordinance. Okay. Um, ordinance 668, an ordinance amending the city of Dayton comprehensive plan adopting the 2025 transportation system plan and amending title 7 Dayton land use and development code of the Dayton Municipal Code. All right, title. Is that all we have to leave? And then we'll need a motion. It technically says approval of first reading, but it's going to be second reading within the motion. Councelor Ter, I move to approve the second reading,

right, of the ordinance 668 by title only. Second. Perfect. I have a motion from councelor Tyro, a second from councelor Peterson. All in favor? I. So it'll require one more reading before we adopt. Would that be? I think next is the adoption. motion carries. Y on to action item 10 if we shall adopt. Oh yes. Sorry. I was thinking next meeting is the Okay, cool. So next motion is as follows. I will entertain a motion.

May I please? Um, I move to adopt ordinance 668, an ordinance amending the city of Dayton comprehensive plan, adopting the 2025 transportation system plan, and amending title 7, the Dayton land use and development code of the Dayton municipal code. Second. I have a motion from Cerver, a second from Cer Mackin. All in favor? I

Any post? Motion carries. Now we're on to action number 10. OCC annual renewal report page 321. I may need to recuse myself from this part of it because of being an OCC staff member over at the bypass or at an actual establishment. So, thank you for letting me know. Appreciate that. Um, Councelor Wilkins can still stay at the DAS. I assume he just can't participate in anything at this moment in time. Perfect. Cool. Thank you for that. Appreciate it. Um, Jeremy, I'll turn it over to you. Super cool. Me again.

Uh, okay. So, every year, OLCC will send out a letter with a deadline for the local government to make any recommendations on any businesses in city limits that hold OLCC licenses that need to renew by March 31st. um they give me a list of the businesses and I provide that list to the sheriff's department who will then return with any um cases or incidents that may have happened in the establishments and I do a little snippet of what they provide me and I've also provided you with the criteria that you need to follow per OLCC to make your recommendation. Um, if you have no recommendation or meaning you don't want any businesses to be withheld from their OLC suite, then we just don't we just tell OCC that everything is good. If you have a recommendation for a denial, then we get an extension where OSLC will do an investigation on that business. Um,

may I say something? Yeah. So the denial has to meet criteria how yes because we don't like the way right it has to meet the criteria that's provided by um deputy twist is also here if you have any questions on any of the things on here I have a a question um is Louis tasting room not in our city limits it is not okay so that's not Thank name

I just have one quick followup to that if I may is you know the numbers that we see here you know it's really just three locations one with three one with six one with eight you know 10 if you include noise is that within the realm of kind of what's what's normal for small towns our size in our area or there things that you're seeing that are in your personal you know uh been because of what you um see every day that's beyond what's acceptable or are we kind of just you know there's stuff going to happen at established alcohol establishments with alcohol on occasion throughout the course of the year. So I'm kind of just curious your take on that.

Yeah, my take on that is the numbers that are presented in this report are kind of within the ballpark of okay of of being normal. Um it's interesting note 16205 Southeast Road is the Benages and obviously the serv hall call there. It's also a living establishment with the trailer with the park. Um so a lot of these calls um you know again it's not necessarily from the establishment. It's from you know people in their in their residents. So okay. So that's there's a bigger number there, but it's it's kind of different than say uh you know the center street market or or uh Dollar General or the bypass for that matter. Okay. Any questions for the

depreciate any questions or comments around the table? Okay. Yeah. No concerns from my perspective there. Um and then there is no motion needed for this. So if we are all um on board then we will move on to the next as recommended. No news good news.

Um so action item 11 approval of code one fund use for mural by DCDA page 325. And then Jeremy segreg Well, I I'm I'm hoping um that we can put this to rest finally. Got it a few times. Yeah, just a couple. Um and so uh you got the letter from um the DCDA saying what they wanted to do with the money. Um so um we just need a a decision whether this meets our criteria or not.

If I may please is I wasn't sure what we were going to do with the money other than education. Love this

art education the things they get to learn about while they're doing this. Um, but I do have one concern. I know we have talked about public murals, public art. I want to make sure that we we might have dropped it before it was finalized. I want to make sure that if we have a public art code, we're following it. And if we did drop the ball, we need to pick it up and finish it. Because part of the discussion was, well, if we put if if we paint flowers and kittens, then we have to allow somebody else to paint stuff like a Confederate flag or, you know, so I want to make sure, let's take this as an opportunity to make sure we have our um public art um regulations down.

But I absolutely love this. Yep. I do have one little quick comment on it. Uh the timeline for completion on it or the goal, I I don't think that's I don't think we'd make that in 26. No. For the the size that we're looking at, I I don't think you'd be able to complete it by the end of 2026. I will support that because I don't want to rush. Yeah. Yeah. Oh, and there's also the business. We don't have the youth advisory group together yet. Yeah. You really think it'll take more than a year, but we're doing a lot? Yeah, it's a big

Could I ask a question? So, I noticed we have a mural on the side of the city hall building here. Yep. How long does anyone know how long that took to create? It's a good question. We can find the answer because that could help dictate how long that one would take. Yeah, it's a good question. We can definitely find the answer. Real quick though, I wanted to make sure that councelor Typro was able to get through everything said. Okay, cool. I just want to make sure we didn't segue over. So, I just wanted to make sure. Um, but no, that's that's very well said. Um, do we have that information easily available or do we need to look it up? What the mural on the side? How long it took to paint it? Yeah, just out of curiosity. What time was a weekend? A weekend. So that was about a weekend and

about how long? Probably a week prior at least, you know, a week or so. Yeah. Yeah. It could be done within the year of 2026. On the side of that though, there being a bigger mural. If this took, you know, one week to plan out and then a weekend to paint, I'm sure it took longer than a week to find out. Oh, yeah. hadn't been involved in such things. It takes a lot. It takes a lot, but it is doable. Okay. Well, you think it's not doable looking, Chris? I just don't want the the expectation to be 2026 and we roll into 2027. Yeah.

Can we hit a goal? Can we keep a goal post in 26? So, it's like we're going to we're going to aim for X being dead. If we don't hit it, we don't want to rush it, but we still want to try to aim for it. Is that realistic? Yeah, we try to aim for it. Cool. That way, it's not one of those like, you know, we're coming back in January and everybody's like, "Okay, what's going on?" Like, you know, we thought there was going to be this, but we can still we can still have a deadline that we want to try to hit. And then if we find hurdles along the way, then okay, we have a secondary, you know, deadline after that. That's like if we need to push it, that's okay. Mhm.

Do you think that's a fair compromise? That is a fair compromise. Excellent. May I please are we fully funded for this or are we going to do some fundraising for it? Um this is money that was lit, right? But is this money going to be sufficient for the project is whatever they asking. The budgeting on this has not even begun yet, which is another reason why I need my comment. That's what I want to know. That construction. Yeah. Would you be able to bring an updated timeline to us at a future meeting? Yeah, we'll have discussion at uh tomorrow night's meeting at the DCA.

That sounds great. Thank you. Really appreciate that. Um so just point of clarification, the money that we assigned to the DCVA to use for education is starting in their funding for your own. Would you say that is very exciting? That is a fair statement. It could be expected. And some of the material is quite expensive, especially if you want it to last a long time. Can you remind me the amount of money that we make? It's a little over 2,000. A little over. So yeah, not definitely not not the right way. Thank you. Appreciate that. Any other questions or motion? Ready for a motion? Love it.

I move to authorize the distribution of the remaining Dayton Code One funds for the VCA for their Camino mural project. I'll second. We have a motion from councelor Peterson and a second from councelor Wilkins. All in favor? I oppose. Motion carries. I'll just say that people I've talked to about this project are stoked. Love the idea. More art is always a good thing. Yeah. Um so action item 12. We're going to go to the city hall basement conditions report. Jeremy hit us with the good news.

Dave has a report that he'd like to share with y'all. So um I think obviously most of you are that we had some flooding. This is nothing new. This happens typically each and every year in the winter. Unfortunately this last time uh it was pretty severe. Part of it being that you know we had backtoback atmospheric storms coming through. The other reason was because as as identified by the plumber that examined it is our sump pump is sufficient but our um hose line that empties out from it is very insufficient. So, we would need to look at u you'll see a quote there for price, but we would look to have to increase the size and diameter of that um line and also make it so it's ducks out in an exterior point of the building and collects in the right area. Um, I enclosed, as you can see on the back, the pictures, obviously, um, the first one at the top is of the soft pump and the temporary hose that was applied to that to help liquidate the water. Um, these pictures show, I think, longterm damage.

You can see on the left, that's kind of how the water got up to this particular time. The black mold is has ensued over time. Yeah, it's pretty bad. And then on the other side, on the right side, that's just you can see where they tried to plug holes before with foam. Yeah. And uh it doesn't really do the trick. So, it's an old building. We know that. Um we have secured a hepoiltration system. Uh I was in the building today. I can definitely say it's loud, but

it it does it did change everything in there. It wasn't nearly as um what's the stale smell of bait fish when I stayed. Yeah. Um one of Jeremy has considered a plan to permanently move the three employees from there over to this particular facility here in the annex. um that would allow us to continue to conduct uh city hall business without the risk of exposing people to what could be harmful uh long term. Um so u obviously that would mean we would have to think about what we wanted to do as far as a meeting for the council.

Perhaps that would look toward community center or something like that. But that's something that can be discussed. But this is just basically for your information and to make sure that you're aware of what is the current situation over in city hall.

Thank you, Dave. Um I do want to comment on that real fast. So when we decorated the truck for the parade about a month ago, we had to go into the basement of city hall to get lights. And I cannot overstate how just assaulting that aroma is. I mean, it's it was not safe to be down there for an extended period of time. I mean, the black mold in in this photo, it does not do it justice. I mean, it was it was a long entire wall. Like, you can tell this is something that's been happening over decades long term. And so, where I worry is I worry about the integrity of the wall up through, you know, of the wall system up through the floors and okay, what's within the drywall on the main floor, what's within the drywall on the second floor. So, I think there's there's something here that we need to address sooner rather than later. Uh, both with regard to the sump pump as a more immediate solution to make sure it doesn't get worse, but also checking, you know, the walls between the floors on the main and seeing what the long-term damage has been and what the long-term risk is. Um, because that's that's something that was was honestly a little bit shocking when I walked out of it. So, um, these are these are things we need to take, you know, the physical health of of the team seriously. So, we don't want anybody sitting in that.

Actually, real fast. Sorry, C. Councelor Peterson was first. Yeah. I I extremely concerned about this and about those of you that work there. Um, I am so happy that I have a library card, but I cannot spend more than about seven minutes in the library. I'm extremely um affected by the snow and mold. And so I'm also kind of concerned about books to be honest. But um yes. So get the staff out of there first and then I I don't know. Don't need to move. I this is it's upsetting to me and I'm sorry that you all have to deal with it and that we and that we we want to have your backs and we don't want you getting sick. Yeah.

Is that it, C? Um, I can just basically confirm this is this has been a problem for as long as I've been around. Um, a quarter of a century and it has been a problem for city staff for a while by the time I started. So, yeah. Um, with that long with this mold growing a bit. Yeah. Yeah, get the get the people out of there. Yeah, that's not how that building out of curiosity. Just curious.

So, please notice they're moving the city hall employees out of there, but the library staying. And I noticed it's all one building, though. I have an alternative. You know, are we going to do anything about the library being in there? in the meantime. So, actually, it's two buildings and the library doesn't have a basement, but you could you could confine the library space by filling in the existing hole that goes between, right? Yeah, you do all that. There's a thought at least for a temporary solution.

I said because it it would seem odd to just take out the city hall employees and leave the library employees in there with having to deal with it. I'd want to make sure since those walls are connected that anything that maybe is transferring through the walls didn't also go into the other building. And that's another thing. Yeah, you're seeped through from one side to the other. Yeah. Well said. I know it's over 50 years old. 50 years old. Oh, yeah. This all used to be around. Yeah. Yeah. Yeah. I'm just fire department. That's cool. What the Yeah. Lots of questions there. I want to switch to the the annex from the fire department, but I don't want to derail us too much.

I'll ask those questions offline. Um but okay, cool. Uh well, hey, we got your back and let us know how we can help. Done. Okay. Um any other questions, comments, concerns? Okay. Uh, moving on to there was no motions to this. This was just an update, right? Yeah. Okay. So, moving on to the local option levy update action item 13 pages.

So, this is just an update of what we have um accomplished so far for the local offsh renewal. Um, we've completed all the fall tasks. um we have launched the the survey online. So um you can direct people to it. Um I also included a picture of a direct way of how to reach the website. So you find your main website, you'll go to the city projects button. Click on that and that will take you directly to the renewal the local option renewal web page. And the first thing on there is the survey. So drag people to that um so that we can get as many responses as we possibly can. I think we've only gotten one in the last three two or three weeks. It's been announced.

So that came out with the last utilities. It came out dis December 1st it launched um because it launched with the fairy street news thing and there was a QR code there that people could use to get to the page and to the the survey. Um so we've only got one response. Is it coming out? Um so if not I'll just go online. I don't I don't think we were talking. I think it was scheduled. I'm not sure where they're at with that cuz they need a 45day lead time before it can be sent in the utility bills. So, I don't know.

And we're going to be using survey mode to push it out that way, which is what we did for the economic development survey and that was pretty successful. So, that'll be actually downright this week. I've been waiting for it to my toe to go, but I'll just go online.

One thing that I just thought of because you mentioned QR code, I have an extra A-frame. What could be worthwhile is for us to print an A-frame insert that can sit outside of city hall that's double-sided that has a QR code that talks about the letter. I mean, these things are, you know, 50 bucks to print, you know, and and you get a lot of foot traffic, a lot of drag traffic past city hall. You got to make sure nobody steals it. Uh that's that's the hurdle. But, um there could really be a because I think I think tactile like we're doing great and it's going to go out, you know, in the utility bill. it's going to go out and survey and punky but anything and everything eyeballs everywhere on something like this is going to be really important and some a big old A-frame in front of city hall got a big QR code on it says scam me levy update we have questions what have you we you know you can work way better than I can um that could be a really good way to to just capture more people okay for this

yeah good idea beware adding codes is something a lot of people don't do like myself because I mean somebody could go in there and post any code and people be scanning that all day long and they could just harvest information from them. I don't know the URL scanning URL that's our dangerous thing to do. We could do like a paper copy in inside. Yeah. Yeah. There you go. Yeah. Yeah. Take one. Yeah.

You know, um so maybe kind of multi-prong because there's there's going to be a lot of which is a fair assessment. There's be a lot of folks that that also prefer QR codes. So, you know, I think it's if we can hit multi multi-ter and I apologize this way in a second. Go ahead, Council Megan. I just wanted to remind people that Alexa has covered QR codes um that can be hacked that can be replaced. We are going to have to keep an eye on it. Find some way. I don't know. Is there some way of protecting it so it can't be hacked? Question.

Um they're hacking everything. I won't use a QR code to ever um cool but a frame idea whatever you know could be worthwhile but a link to the website down below. Very good. Um cool. And uh we have a confirmed date for the town hall February 11th. Um I'm just waiting for the facilities person from the school district to see if we could use our commons. uh kind of having neutral ground on on this town hall and uh sheriff's department be there as well

on that day. Excellent. Thank you. Any questions? All right. Uh council comments and concerns. Um we'll go ahead and start with councelor Mackin. Um so many people I wanted to congratulate the city on that the dog park water shut off of notice. It was fun to read which made it engaging.

Um it was wonderful to read something like that. made me think I was reading the show and if you haven't had a Facebook page but yeah this is how we need you know this is a way to promote things I believe it got people's attention um so kudos kudos you people and I wanted to ask is the are the council rules available as a standalone file I can go on to the web page and find the chart harder. I can't find the council rules. You sent the file to me, but that email

I'll post them online and I'll get you a link. Um it the LOC has recommended that we review the council rules before meeting, you know, stuff like that.

Yeah. um on something that came up about these adjustments we've been making recently. Our water only had to go up a very little bit, which means we weren't that far behind on water. We had a big increase in sewer and we are underwater on the levy, but it seems to me like the water increase was pretty much what it would have been had we continued doing that a dollar or two every year. Water once, sewer once. Um, we have been talking about that. I would very I am recommending that we go back to that. But what I was seeing is that we were pretty close on our water rates. We were charging what we needed to, but we went just a little too long without a an adjustment recently. So, that I took is good and sweet. Um, and I think that

I got nothing today,

bro. I got a few things. So, I got a couple things to relay from the mayor and then I've got a couple of my own. Um, so the mayor would like to relay that there are some potholes on Church Street near um her residence um that are getting bigger, similar to the one um next to the Pirate Stand. Um, and then she would also like to bring up a tree ordinance. Um, and then to see if we can research policies on um, pre-trimming approval before removal, especially of wellestablished trees. Um, and just to see if other towns near us have tree ordinances, what they look like, uh, what we could model something off of because we don't currently have one.

I think Portland. Portland has one. Yes.

Yeah. Yeah, I was curious if if Mac would um so she was just wondering if that's something that we could look into and see if there are options for us to um you know just try to protect some of our local ecosystem. So she wanted to relay that. That's her two things. Um and then I just have one. Um in addition to the levy town hall, I think I've been thinking about this for a little bit and both with like conversations with the community with conversations we've had on here. I think we need to do a town hall um with regard to the new both water increases, the sewer increases and the the levy uh utility fee. I think there's there's a lot of there's just so much data here over the last few decades. You know, I feel like we've been talking about this month in month out ever since I've joined council back, you know, what now? It's going to be four years ago. U this coming year. So, you know, there's just there's so many things we've talked about. there's so many changes that have been made. Um, you know, especially with like new counselors, there's been a lot of good questions. Um, and then even, you know, today as well, there's, you know, a little bit of I thought we did this. Well, I thought we did this. And I think what I'd like to see is a a digestible packet of this is the history. This is what we're doing. And then I would like to see and that can be disseminated for us. And that's maybe something that we can even push forward to, you know, the public as well. Uh, but I would like to see us have a town hall. Um, and I know that there's there's the time wait that we have to do from now to being able to to have a town hall. What was it like 45 days? Something like that. U was the recommendation. I can't quite remember. But, um, anyway, I'd like to see us have a town hall where we can answer a lot of these questions because it seems like there's just there's a lot of good questions. There's a lot of misinformation, but not like at fault misinformation. There's just a lot of information and it's hard and it's easy to get some of that stuff mixed up. Um, so I'd like to see that take place if

that's a possibility and if that's an interest amongst council quite frankly. U but you when we did the the town hall last time we were talking about our water options. I think that was really great. There was a lot of good questions that came up. Um we were talking short-term, near-term, long-term. That was really really beneficial. I think everybody walked away you maybe not necessarily happy at some of the answers but you know understood the answers. And I think that's really the goal. uh but there's been a lot of changes since then. So I think re you know sort of going back is a good idea but with regard to the the price point as opposed to kind of the side of it. Yeah. You know I think the the biggest thing that I was concerned about is not

I don't know if that's you I don't know but was um was what the future is going to bring regarding that. You know, I think there's a certain amount of fear and discomfort about, okay, here's a big jump and and we're going to see big jumps all the time, you know, and I think that if we can speak to what the plan is and and even if there are going to be jumps and we have to do this in order to function, I think people,

you know, I think that that if we just talk about it ahead of time in a in a real matter of fact sort of factual let's talk about it way that I think that that the understanding helps alleviate the fear and and knowing what the plan is gives us some preparation to think about it, you know, and and maybe I mean it's reinventing the wheels of something we really want to do. But if somebody has a great idea that we haven't thought of before, I would hope we would entertain something like that. I don't know. A Jeremy, do you think this is possible? will be council. Do we want to pursue something like this? Yes,

I would. Since Council Min, we'll go to council question first. Councelor Der, would you be in favor of something like this? Yeah, I would. I would. So, it's really if it's possible. So our what we call our water town hall last year was in April and that was triggered by the curtailment

and all stuff around that. I believe around the April time frame to to to say we're going to have a a checkin one year later with the community on where do we stand with things. Yeah. Makes sense. Beautiful.

Do you think that leaving Well, and we're going to have the public so the public so the levy town hall is coming up. If we address the public safety fee at that town hall, do you think we could leave it out of the water town hall and kind of do two birds because we're kind of the concern is just the fees at large, right? So we've got the public safety fee and we've got the water fee and we got the suit the suit rate, right? And so I think I think we want to address all three of those things, but do you think it's appropriate to bring up the public safety fee at the water town hall or should that be at the should that be at the levy town hall where it's like, hey, this is the interim, this is the goal and then we can separate that out and then at the water town hall checkin and we address the other two of the three. They're completely separate.

No, love that. I just want to make sure that we're, you know, all in line. Okay. And everybody's okay with that as as Eva. I like it. Cool. Jeremy, you good to action that? Yeah, in an April time frame also coincides with budget season. By that point, we'll be deep into our work on the budget and we'll have may have preliminary numbers and trends that we can share with the community at that time. Cool. So, that's what I would suggest.

Excellent. Um, do you need a motion on this or is direction good? No, I'll just get started planning and come to the council February time frame or so and we can firm up a date and further details. Cool. Thank you. Appreciate it everybody. Um, that is all that I have. Councelor Peterson. Yeah. Um, I want to say I really loved being a greeter at the Santa breakfast and I it was a really fun event and good job. Kudos to everybody that planning on that. That was really a really good community event.

My daughter loves her raccoon, by the way. The most raccoon that she got. She carries that thing everywhere. That was awesome. Cool. That's the best. Sorry to interrupt. I just That's

um That was a lot of fun. Um just FYI, Kitty and Chris and I met with Principal Robin Van Beurren in December to discuss the YAK, the youth advisory committee, and kind of trying to get the ball rolling. she was going to touch base with a staff person there that would then get us get some kids. Anyway, so the b the uh info has been shared and she thought it all sounded really like an exciting idea to get kids involved with those years. Um this is my one year anniversary of being a council person and uh I just want to say thank you to this you know people my friends say well how's it going you know because um I've been a a face in McMinnville for a long time you know with my work in the school district but um this is new you know being on city council and and my answer to them is it is such a great group of people that care so much about and I I really mean that. So, thank you to you um for what you've done and and for what we're doing and and it was a rough year. It was a wow, you know, thrown in the deep end kind of year for me and and even for Jeremy who um pulled us through it. So, thank you Jeremy for being such a strong leader,

kind and calm and humble but amazing. So, thank you for that. Awesome. Um, and then my last thing kind of connects with that. Jeremy I feel has been doing all of this extremely underpaid and I'm concerned about that because we can't afford to lose him. So, I would like to um I don't we need to approach a budget and see I I would like to give Sharon a raise because he's so underpaid by comparison to the other people in this valley in doing a job and he's doing five times the job of any other city manager in this in this cabin. So, um I feel like we need to find some more money. I don't know where we come from and that's not a conversation we can have now, but I don't want to lose you. Oh, we we need you at the helm. So that I was concerned about that when I started seeing those comparisons. So I thank you for not bailing on us when got tough. So thank you for that. Thanks to everybody. Um, I just kind of had a New Year's just a quicky, you know, I was here before over a year ago and then I left and then I'm back and and I just want to say um how much I am impressed and enjoy the differences between the time that I was here before. It's not that I had a bad experience, not at all. I enjoyed the people that I was with and there most of you guys were here then and a lot of you were anyways. But just the way the format we come in, everything's prepared. I mean it can be a little bit lengthy sometimes if we want to read every last thing of it. It really it's like homework. I got to read. It's like going to nursing school. You get 500 pages of reading a week. But but I really like the fact that we can have formal discussions regarding the facts that are in front of us and

the fact that the answers are so forthcoming from the people involved and it's nice. It's a nice thing. Well said. Good to have you back. Oh, got the warm buddies. Cool. So, okay. So, that's uh counselor comments and concerns. We're going on to the information reports finance to kick things off. Yeah. Is there any questions um on any of the the goals? more.

Thanks for, you know, implementing new rates and doing all the work we get on it. Um, we did have a um at the Christmas party we recognized an employee as employee of the year and I do want to say that she did a lot of the work on Ricky It was a fun part. I really appreciate the, you know, follow-ups, the, you know, activities from this month and then the upcoming plans. That transparency is really appreciated and really good to see. I love this fanat format's really good. Yeah.

Um, cool. Any questions, comments on finance? Very good. Uh, moving to library report. No questions. Tell you what, we want to Is there anything to talk about other report or is it primarily a question? Because we can kind of bucket everything and say, does anybody have any questions? Unless there's something that we want to talk about in particular. Oh, well, we're good to go one by one if you want. I like a line by line trip. It doesn't take long. That way, everybody gets perfect. Uh, public works report.

Any questions? Man, that's a lot of work. Now you know why Don's on here. We got Christmas lights down today. Oh, when postponing 12 day. I know. Seriously, I I've been postponing going to um No questions. Then we are going on to the city's quarters report.

Well, not yet. No, we're not. Another

question. Thank you, Russio, for being my go-to whenever I ask questions. Yeah, I will say Bob was a great stand up. Yeah, he did good. I'm glad. Yeah, he should relay that to him. Oh, and um the elephant and I would like to talk about it before we do Breakfast with Santa again.

Um I am personally recommending that we update our reading selection. The night before Christmas is just kind of it's a little too long to hold attention. Um, and I would like to see us switch things up a little bit and f find a one short classic book, but I'll tell you, you know, Rudolph the Red-Nosed Reindeer, that's um there's some bullying going on there. I'm just not happy with that message. Um, Polar Express is a nice

Well, that might be one, but you know, um, let's switch that up a bit. And we need to find a way of getting the audience to behave. People would not be quiet. They just kept on talking. Even when we said we wanted to read, even when we were reading, could be just talking. Um, we got to find a way, you know, we need to rethink that slightly. Um, Debbie Titchel just stands in the back. Or, you know, find a Christmas story that will um interest the adults too. True.

Um, but maybe if we talk about a few little things that could be tweeted before next time, that would be helpful. Good. That's good feedback. Thank you. We are good. We're going to go on to the tourism and economic development. Okay. Yes, sir. I have a couple questions, Dave. Yeah. Um, one, do you want band names that go to use? Are those the bands that are on stage on Friday nights?

Yeah. Yeah, you can certainly provide anything. I mean, the the tribute theme was kind of something to try to draw outside attendance as well, make it interesting. The best example I gave was the Elvis night. I mean, we have people from Salem. We have people from Portland that come down for that. Everybody loves and uh but yeah, certainly you can share anything you you have. Okay, we'll do. And then second question, what's the Chardonnay celebration? Oh yeah, it's been going on for years. Yeah, centered up in the has been hosting it, but we're expanding it down to countywide.

So the list of writers that they're looking to bring in is impressive. And so we here, as we have insight into that, we will certainly get some people in here that would be influential. So, uh, it's pretty exciting to be able to see a branch out, not just be held up in Newberg and so forth. Now, be that wine guy, but Chardonnay is spelled wrong. Sorry, we would expect you to correct. Yeah, it should be that. I have a note about Elvis. Mhm. There was a woman in a wheelchair who came from Eugene to see him. Yeah. It's amazing.

I don't I didn't have time to get the backstory, but she was from Eugene and she had a hot pink electric wheeler. Made you jealous. Almost. I still like this model better. The swear. But yeah, that was cool. Eugene. Yeah, that's great. That's great. So, the Dayton Wine business map, um, if there is new, if there are new businesses going in downtown that would be applicable to that map, do we need to wait until they go in order? Well, we're not really booing every business. So, we're just featuring the hotel, all fees, restaurants, and then after that, it's going to be significant like city hall, King Landing.

Um, yeah, that kind of thing. It's really like dating hospitality that way. Yeah. Yeah. I mean they did it in McMinnville and they specifically didn't do it with a lot of people because of that reason because you've got people coming and going all the time. True. True. So now then it dates itself. Yeah. Okay.

When should we see an update on the temporary city hall accommodations? Well, I think that kind of comes down Oh, I think we've already begun discussing it and so I would think you'll have something back from Jeremy uh in the next I would say this month for sure. Yeah. Excellent. Okay. Just want to touch base. Anybody know why the musician didn't show up to Fridays? That they were banned. Uh, on that note, we're gonna go to the next one.

City Manager report 2026 budget calendar. Happy New Year, everybody. Yeah.

Uh, first I'd like to recognize and thank our city team for all of their efforts this past holiday season, putting up decorations, putting on the breakfast with Santa, uh, just all the amazing things that we did, bring the community better together. Everybody at this table played a role in that. Everybody on the city team who's not here tonight played a role in that. and I just want to recognize them for how they came together. I also want to recognize our employee of the year, Ricky Hawworth. She was recognized at our employee Christmas party. She got a very nice plaque from the mayor that talked about all of the things she's done for us this year. As Rob mentioned, she played an instrumental role in helping us update our fees this year. She also worked with me closely on the budget. I couldn't have prepared the information that I prepared on the race without her. So, want to recognize her. Moving on to my report. We held a kickoff with GSI on the Fiser Farms Development Project. There's a Gant chart after my report that gives a project schedule. They conducted the site visit. They did some prelim preliminary sampling. They're also working on the initial plan review for submission of the Oregon Health Authority. We have a uh our next monthly meeting next week with GSI. One issue that we're going to talk about is as I note the 100 foot perpetual easement. So for each well you have to you draw a radius and draw a circle around that. It's got to be 100 feet to guarantee that people aren't dumping

things into the well where where it drains. So, we're going to have to figure that out. Yes. So, does that include a roadway right away? Because we have some wells are right on the road.

It does not. But for that one, there's one well where the 100 foot extends past the well and part of it touches somebody's property. But to your question, no, that does not include roads. So, I'll keep be keeping you informed on that. I held a meeting with the building official for the city of Newberg. We started some conversations on updating our building fees. Right now, the general fund subsidizes a part of our building program. We need to separate that out into its own fund and make the building fund self- sustaining so that the general fund with all its pressures isn't subsidizing our building program. So, I've started those conversations. We also talked about some process improvements and we also talked about coordinating on potential dangerous building issues. Good.

I had several community contacts. Those are summarized in my report. I had some discussions with Business Oregon on sustainable infrastructure planning. I previously reported that to you as a way to bring a consultant on board to talk about some of these long range water issues that we have. The bad news is that they're not going to open up for February because they're tapped out with funding. However, I've had some discussions with them on some lowinterest loan options that could help us get this started. So, before I go any further with that, I'll I'll bring that to you for further discussion. So, there are I want us to get the ball rolling on this this spring.

Those are feasibility studies.

Those are feasibility studies. So, it looks out looks at potentially buying out Lafayette from the joint well tying into Mac water and light. This provides the 5, 10, 20 year in look that that you're talking about that the community needs to understand our strategy and it also tells what the rates need to be to support those strategies. So, we'll we'll we'll figure out something to make that happen this year. Um, we're going to start working on a facilities need study for city hall. We talked about flooding. Our financial statement audit is underway. Robs has been doing amazing work keeping up with their documents that they've requested. I informed you at the last meeting that there would be a an appeal on a land use application for January 8th with the applicants consent. That's going to be postponed any further conversations.

No. Okay. Correct. I've working on several franchise renewals, other activities. Mayor Frank, Council President, Rob, Dave, and I met with the school district in December to give them an update on the urban renewal agency. We're just going to plan on doing that every year to be a good neighbor, be transparent. And there are some other activities that you can read in my report. Any questions you have for me? Yes,

it's about the budget calendar. Um, once again, we have three different meetings all scheduled to start at 6:30. Um, I think that would be confusing to people who want to come and join our meetings. what we've done in the past um leads me to recommend we start with the urban renewal budget meeting at 6:30 for 10 or 15 minutes because it's not getting in the book that long. Then we do well for the first week we do our budget committee meeting say at 6:45 to 7:15. That's all we normally need for the first meeting. Then we start our council meeting at like 7:15 or something like that. But specific start times for all three meetings, the short ones first. Having three meetings start all at the same time isn't even physically possible. and it just doesn't feel right to me. So, I would recommend we reschedu and have three different starting points. Would the council like to have the URA first or the city first? URA goes quick.

Yeah. Okay. Well, we need to do anything to that or just you got it. Yeah, we'll we'll update that and push it out. Thank you. Also want to note uh this past May, we didn't have any council meetings in May, right? We had the first Oh, that's right. Okay. I take that back. Okay. So, for that first budget committee, you will plan on like an hour and then say at 7:15 we're going into city council. Is that what you suggest to council man? I think 45 minutes for the urban renewal and the budget committee. That should be plenty. Okay.

Yeah. So, how long's it going? How long's the council part going to take? Do you think Well, that starts at 7:15 and it doesn't really Now, the budget committee meeting, historically speaking, we get the document. Um the city manager points out some of the biggies, reads through the message, um reads stuff into the record. We're in and out of here within 20 20 to 30 minutes. Um last year was an exception. Now the second meeting is the long one.

Um so you know that's what we had to to deal with. But um historically speaking that first budget meeting is half an hour of that. So and I will say for several years now that second meeting we have had a budget within one hour. Um that explains a lot.

Well not quite what you're thinking but yeah it might. We got a little we put our trust in someone and we should have been doing just a wee bit more um oversight um asking a few more questions. So I don't need to go down that path right now. Yeah. Yeah. Um good good thoughts, Steve. Thank you. We'll make those changes. Cool.

Uh there is one typo. Um, let's see. Page 351, the urban renewal A G C Y budget calendar. Um, not a big deal, but I just noticed that. It looks weird. A anyway, that's it. Cool. Thank you. Anything else to give? Not at this time, please. Well, council, any other questions, comments, concerns? So, clarify the next time, sorry, the next time that we are meeting is January 20th, 6:30, right?

Yes. And there will be the executive session at that moment. Um, anybody who has not finished their um assessment, the city manager assessment, you have 72 hours. Get it in. It was due a couple weeks ago. It's due on the 22nd. Hey, I do have a question. I received an email that talked about a response for one. Um, this is your Christmas. I got the email that said the mayor has responded to your submit.

I have never seen anything like that before. Did other get that? I think it's just when if there's like an Yeah, it's like if you respond like an emoji or something like that. Just I didn't get it. I got something. I assume it just meant she's seen it. Yeah. Yeah. It's just an acknowledgement. Was there a URL? No, I just about I didn't even open it because I just finished some cyber security trying. No. Hey, you're good. Okay. Uh well, before we break we all good. All set. One last thing. So the siren's dead. What? No more siren. Oh, we didn't hear it. I have not heard the siren in quite a while.

We haven't Weeks. Weeks. And let's take a look at that. Oh, the siren here for Yeah. Oh, yeah. It's going. It's going. Okay. Oh, we must not have had a whole lot of calls because I really haven't heard it. Yeah, we actually haven't had that many calls from you. Slow down. Cool. I will entertain a motion to adjurnn. Second. All right.