City Council - Regular Meeting

Here we go.

I aliance 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. Thank you. Councelor Shider here. Councelor Reynolds here. Mayor Burrus here. Councelor Saski here. Councelor here. All right. Thank you.

Uh next we have our public comment section. Any person may address the council after being recognized by myself. However, topics which are under appeal or legal in nature cannot be addressed. Please state your name and address for the record. Time is limited to three minutes per person. Anybody have anything they want to bring up for public comment? We have nobody online. All right. Now that we move on to new business uh deliberation of interviews for council vacancy and possible appointment of new counselor. So you held your interview for your applicant for city council which board shall see.

Excuse me. Which board? Which board? Ward five. Ward five for city council board five. This is um former council member Torres's seat if I remember correctly. Um and so now it's just up to the council seated um to deliberate. If you want to make an appointment, you can make that appointment. We are prepared to do a swearing in tonight if you so choose um or if you want to wait. That's pretty much entirely up to you. Okay. have any discussion. I think you did a good job here before. So going forward, we've had quite a while.

Okay. Anyway,

I would motion make a motion. Can I interrupt your motion just for a second? We want to make sure that this is to fill the remainder of the unexpired term for W 5 which ends December 31, 2026. So this is just for essentially one year. Okay. I move that we fill the council vacancy for position number five for the unexpired unexpired remainder remainder of the term through 2026 with Dean Chris

second. Okay move and second any other discussion hearing none. All those in favor signify by saying I. I I oppose. Passes by the council seated. Welcome back. Congratulations. Do you want to do the swearing in? If you'd like to do this swing in, I think Chelsea's prepared to do so. Do you want your family here for it? No. [laughter] That was That was last time. That was last time. That was a big deal. Now she's like, "You're doing that again." Well, here's

where do you want me to stay? Oh, somewhere in the middle there. And Jane will want to know which of your good side. Oh, that's right. She already knows. That's a good. Okay. You done this before? I have. All right. I, Dean Chris, I, Dean Chris, do solemnly swear and affirm do solemnly swear and affirm that I will uphold and defend the Constitution and the laws of the United States of America that I will uphold and what was the uphold and defend and defend the Constitution of the United States of America and the laws of the United States of America the laws of the United States of America the state of Oregon and the state of Oregon

and the charter and ordinances of the city of Toma and the charter and ordinances of the city of Tel and that I will faithfully and honorably perform the duties of W five city council will faithfully and honorably perform the duties of city of Tob of the city of the city of W five to the best of my ability to best my ability so makeup Okay.

Take your seat. You still have I don't know. It's the same chair. You got the same chair. welcome for the new council member. There will be some onboarding stuff that we'll need to take care of um in the next few days. Just reach out and we'll do the best we can to get you. All right. Uh next we'll go on to a request to approve a resolution authorizing the renewal of a franchise agreement.

So um we have a representative from charter communications with us online I believe. Um but uh over the past several months um these are uh negotiations and and what a franchise agreement is just for the benefit of the public and everybody is we have rights of way. Companies such as charter communications want to use our rights of way to install infrastructure such as cable lines or fiber optics or telephone lines or power lines to transmit their goods and services to individual homeowners. we because we are who we are, we charge them a small monetary fee which is generally around 5% um of their gross sales. So every quarter charter will send us a a letter saying these were our sales for the quarter and here's your 5% and we say thank you for the money and so but we have to do this under what's called a non-exclusive uh franchise agreement to allow this to happen and the one with charter was expiring and so we entered into some negotiations. There were a couple things that were tweaked in it. Um they wanted to make a 15year uh let me phrase it. They wanted to make that five-year agreement with automatic 5-year extensions, and I said, I don't kind of like that idea because I don't want to lock the city in for 15 years. Um, so we did a shorter term, uh, on the extension, but, uh, we came to terms. It's essentially the same basic terms that we've had, couple of tweaks, crossing tees and dotting eyes, but it's essentially the same contract that we've had for many years, um, just without an automatic renewal clause on it at my insistence. Um so that is presented for you as a resolution. I believe you have the text and the resolution there with you and I believe there is a copy of the um proposed

uh agreement that you should have been able to read um along with that. But uh this is non-exclusive meaning that other cable companies can come in and and do the same thing. Um and within our rights of way and we would generally because the state regulates how much we can charge, we generally just charge everybody the same amount to make it so that nobody's getting a better deal than anybody else. So that's my report. I recommend that we adopt this by resolution and so we can keep that uh amount of income coming in. Did you say we had someone on the line that wanted to talk or

I don't know if they want to talk. They're just we have a representative from charter um available for questions or comments if need be. Okay. I think so. She's all right. Does anybody have any questions for you mentioned an example of some other capital company or something company that won't use the same right away? Mhm. Do we know about something like that or how many

So you've recently approved one with Zip Fiber which is essentially the same thing that they they come in and and put fiber optic line to provide telecommunication services and cable internet service or and not cable but internet services um to to customers. So, um it's that type of thing. We could do this, you know, for uh natural gas lines get franchise agreements. Um uh pipelines get franchise agreements. If they're using any part of the public right of way, uh for their services, they have to enter a future.

The one the most recent one is the Ziply that we just agreed to a new franchise right before I started. Yes. Make a motion.

I move that we adopt resolution 12 mark 1215. A request to approve turn off resolution between Spectrum Pacific West and the city of second. Second. Any other discussion? Do we want to make sure she didn't have anything to say before we do this? But I think we're good. We just uh thank the the city for allowing us to continue to uh

All right. our services within the city limit.

All right. Thank you. All right. With that, all those in favor signify by saying I. I post. Passes by the council seated. get back to business. All I have is a big shout out and thank you to everybody that participated in the Christmas lighting. I was out of attention and I got a lot of compliments. Everybody did a lot of work and thank you for all the work and everybody put into it. So, a big shout out of that. And then uh with all the water and all the storms, I think everybody's kicking butt and doing a good job. So, I haven't got any negative calls. It's always been good this year. So, so far we're doing good. Flood water stuff. Yeah. So, tell everybody good job.

That's all I have. Uh, departmental reports. I believe they were included in your packet. Are there any questions that you want a specific department head to talk about? I didn't any department head would want to since they're here. Highlights too. Okay. Other than we we we did as city manager, we did tell them thank you for the good work on on flooding. I I think this this round of flooding probably went about as good as it could have gone. I know I was a little bit nervous. This is my first stone flood season. So, yeah,

the unknown for me was a little bit harrowing, but everybody else was like, I don't know why you're worried about Sean, but that's how it went. But, uh, uh, we're good with that. So, I don't unless I'm looking at you. No, we'll move on. Finance, then. Well, it's good to see Olson's, uh, video out there. That was pretty cool that it went as big as it did. So, that was neat. All right, we'll move to finance. We're sitting really good right now. Department heads are doing really good. We're supposed to be about 42% this part of the fiscal year and we're sitting really close to that. So, everybody's watching the budget doing a good job. I don't have to yell hardly at all. So, out really well.

Any questions? Can we ask you to stop telling me no spend money? No. We get a new video system with audio. No, no, next year. Um, just a shout out and I know you'll say something too. This is live. It's on our Facebook page. It's on our city website. We have them here at the city. If anybody wants to enter into our decorating contest, the date to have it into the city will be on December 26th. So, if we have people here that want to sign up for judging, let me know. When are we doing the judging? What's that? What's the date for the judging? The 26th. 26th day after. Yeah.

Yeah. Thank you for doing that. All right. Planning Commission on the Report. There was no I just thought about that. There wasn't a wedding. It was uh cancelled urban renewal agency.

We had a meeting on Wednesday. uh we finalized some um you know cross some te about new forms for how to get the loans and the grants and the assistance and all that thing. So I think we're finally done reviewing all the um all the man all the manuals and howtos and stuff like that. So that's done that was pretty timeconuming. Um, we're looking, we have another meeting where we have to have a emergency is not the right word, but just an actual meeting this week. Uh, possibly approve a loan, a short-term loan that would be paid back in six months um for local little local building project. And we're still working on sidewalks. It's it's kind of the price of sidewalks is kind of starting to grow front. Um, so there's definitely some um some more talk to be done on that. We might go from doing first and second streams to doing one comes out. But uh that's kind of where we're at and they said we'll be Wednesday for a short meeting.

Thank you. Chel County Housing Commission appointee report because we have them. All right. City manager comments.

I know it seems like nothing's happening, but I tell you like we're we are turning. We're like done. It's calm on the top, but down below we are paddling furiously. Um, a couple things I want to bring up. Um, one, um, we did we chose and opted not to declare an emergency preemptively for the flooding. Um, I know there's some thoughts about that, but the decision was made because the the return on investment and time of declaring emergency for the amount of damage that we sustained was not going to be viable. meaning that there's no way that we could recoup any money that would be worth from the federal government. Um, I do know that if somebody I know the Chamber of Commerce has put out a a plea for possible grant from the Ford Family Foundation to help any businesses that may have been affected by flooding. Um, we will support them in that, but we did not do an official declaration of emergency because we just didn't feel like the that there was damage that would warrant it. we didn't have emergency road closures or or damaged roads that would need to go out and be fixed, which is normally what that money would be used for. So, just in case you're wondering why the county did that and we did not, that is why is is no need. Um, we want to focus um some attention. Um on January 12th, um this is something that you remember a couple meetings ago, we had our uh uh presentation from RCAC about the income survey. And that this was going to be a survey coming out going to all the residents. Um and the way it's going to work is is twofold. Every resident's going to get a letter saying that there is a possibility that they could get a survey. only about 500 residents are actually going to get the survey. So, the initial letter is going to go out on

the 12th and then on the 20th, the actual survey will go out to those 500 randomly selected. Um, we need to get about a 90% return response rate from those that received the survey. So, we want to make sure that word gets out. We've got a press release. We've got stuff on Facebook. We've got I'll be talking about it on the radio. Um, we want to make sure that if anybody asks, if they get a letter from RCAC, that that is important and they need to respond. We don't care how they respond and as far as what answers they give, but we need to have a response. The responses are completely anonymous. Um the only thing that is tracked is each um survey is given an individual identifier that's not tied to the address or anything that it goes to, but it's just so that we know that if we send out 500 surveys that we get 500 survey back, right? So there's no nothing will tie that to if you get that survey that your answers are now going to be known to everybody. They're not. It's completely anonymous. But we want to make sure that that you do get that response. The first wave of these, like I said, they'll go out the the the entire 5,000 will go out on January 12th. The 500 will go out on um the 20th. And then because we know who will receive the surveys from the randomized list, if we don't get those back, we can start to reach out to those specific people to say, "Hey, can you get these back?" We're going to give them about three months um of pokes and prods. And then after about three months, um if we don't get a response back, RCAC will then start to replace the people who haven't responded with other randomly selected people to get the survey. But the more we can get this notification out that take your survey, take your survey, take your survey, um and send it

back. That's very easy. They either fill it out on the paperwork and send it back or they can there's a QR code they can go to a website and and do the survey element. Okay. But we just is so important um because we we are not eligible for certain grants because of the way that the census designated us um uh as far as income that we get good results back from the survey because that may affect our ability to get the funding in the future. Okay, everybody good on that RCAC green logo. Um tell your friends and neighbors that they need to respond. Um, as far as correspondence, we did receive our annual um, invite to the Till Chamber Community Awards Banquet. This will be on Saturday the 24th at 5:30 at the fairgrounds. Um, this is a day that should be mostly open for all of you because this is the same day that you committed to being at uh, um, our council retreat where we're going to be talking about goals as everybody except council member Chris was doing. didn't make that commitment, but we're making that commitment for you now is that you have things to do on the 24th.

And and what are the hours on the 24th? 24th, I think we said 9 or 10. 9 to 12. 9 to 12. That's beautiful. So, and then that evening is the And then that evening is the chamber dinner. Um Jamie has asked me to ask if we could get a a kind of a sense of who's attending because traditionally the city has sponsored two tables. Um it's eight people per table, right?

And so if we have enough to fill two tables, we're happy to do that. If we don't have enough people that want to attend with your plus one, then we we're happy to reduce that to one table if we don't need to to do that. So, um, we've got four between Jamie and I to be there. Um, just need to get an idea kind of Lincoln or not who wants to attend. So, 2 4 6 8 10 124. So, it sounds like two tables. I'll have one for sure. And what's the RSVP? Um, what's your what's your about dead date on that? So, we can get that. It's January. January January 5th. Okay. Yeah. Next meeting. Yeah.

Very good. I'll know it. Yeah. Can I interrupt just to ask you where's the location of the retreat? The retreat will be at the um forest service. No. Uh passing fairgrounds for building. That was just confirmed this week.

Um the Scottish Sunset uh chamber will be at the fairgrounds uh buffet dinner with uh drinks included. So I'm told that's a lovely event. I'm excited to attend. Um, let me just check one other place for notes. So, I want to make sure that I'm uh we talked about the holiday lighting and decorations, talked about how great our staff was on taking care of plugs. Um, the last thing is I will be out of town uh beginning Sunday through the end of the year. I'm taking family back to Utah for um the holidays um and to make some appointments that I have to make in order to survive up here. So, um we're going to be taking care of that. Um Jamie will be in charge while I'm gone as per the usual. I will have my laptop and phone with me, so don't be afraid. I'm always working even if I'm not working. And then city hall will be closed on both the 24th and 25th for the holiday.

Thank you. All right. Council of comments start on the left this time. [clears throat] I just say I attended the uh light parade of tree lighting always people. They give away pretty good amount of free food and all that. Um it was dry in the wet but there was no rain. um the time that I was there. So that's always good. I appreciate all people coming out of that. That's all I have. You say so. I know. We And then and then and I was going to ask one quick question just so I remember right. Um MLK birthday, we moved to Tuesday.

Tuesday. Okay. I was making sure that's what I was doing. We'll have the calendar for the year um at our next That's okay. I just was I had already laid everything out for 26. I was thinking I remember how that was. January 5th is our next meeting, right? Thank you. I said a friend. By the way, your kid is a hoot want to say money. What I do? He worked for me. Was really great. Yeah, exactly. I'm good. You're good.

Yep. All right. Now we have minutes for December the 1st regular session. Anybody have anything on those? I move that we adopt or I move that we approve the minutes from the last session. Second. Second. Any discussion? All those in favor signify by saying I. I. Oppose. Passes. Do we authorize to pay the bills? All right. Moved and second to pay the bills. You got a second. Okay. [clears throat] Could you please? Yes. Let's start a second for the minutes as well.

Thought I council. Hi. Councelor Reynolds. Hi. Councelor Sanduski. Hi. Councelor Chris. Yes. Councelor. Hi. Okay. Motion pass bills. You'll be fair to me.