City Council met in regular session on February 5, 2024 at 6:00 P.M. in the Council Chambers of City Hall.
Mayor Lester presided:
Councilmembers present:
Amy Farris
Dylan Canaday
Scott Winkler
Jared Andrews
Wyatt Perry
Councilmember via phone: Beryl Grant
City employees present were City Administrator Kennedy, Public Works Director Mager, Chief Newman and Attorney Jessup.
MINUTES: The meeting was called to order and the Council minutes of January 16th were approved as presented by Councilor Farriss, second by Councilor Winkler. Motion carried by a unanimous vote of the Council present.
SPRING FLING: Sadie Galloway let the council know the Spring Fling is March 2nd and 3rd and because they have landing class, the hope to have life flight land on one day. The landing will occur on school property in the north parking lot by the bus barn. They expected about 230 people for the spring fling.
Joe Forsmann was present to talk about transportation planning and how it integrates with grant planning. The City is a member of the Upper Clearwater Transportation Planning Council which has not been active but the members include Grangeville, Kidder Harris, and Union Independent Highway Districts, and the cities of Grangeville, Kooskia, Riggins and Stites. The group was formed but not really utilized. A transportation plan is a way to get groups together like this, discuss needs and then come up with a cohesive plan to apply for grants to get more funding. Joe submitted a draft copy of a joint powers agreement for review, to provide some guidance and formality for the group to consider.
In the Cottonwood area, there is the West Camas Transportation Council. They have three meeting a year, vote on projects and purchase equipment. They have their own checking account and each entity insures different equipment. Joe feels creating the joint powers agreement does formally set out guidelines. Then entities can see what they have in common and plan for them. When applying for construction projects, you can get extra points for being part of the plan and being active in the group. These are 28% of the points on grant applications with LRHIP
Councilor Grant asked if entities in the organization have to pay dues? Joe explained with West Camas, they do jobs together and they split costs five ways if five entities participate. If you need someone to run things and coordinate meetings one to two times a year, then you’d share that cost too. Each entity would report at the meetings on their projects. Then they get ranked by the group and could apply for the grants.
Attorney Jessup stated the Upper Clearwater Council already exists but in name only. The Joint Powers agreement is to say it exists and the purpose is to get more points on the grant applications with LHTAC. Jessup will review the agreement and report back next month.
Ted Lindsley was present to get clarification on a couple items for the pavilion. The tree on the northeast corner of the existing pavilion is leaning over the roof. Is there a way to get that tree trimmed or if, not maybe the pavilion could be shifted to the south? Mayor Lester confirmed with Public Works Director Mager that the tree was already slated to be removed. Lindsley stated he met with a few councilors and had them look at the concrete pad where the pavilion sits, including the extra 10’ or so between the existing shelter and the retaining wall and they felt it was included in the pavilion footprint. He asked for permission to be allowed to cover the whole flat area and use it. Councilor Winkler felt the whole flat area back to the retaining wall would be appropriate for use and he consider this area to be included in the existing foundation area. Councilor Farris agreed. Councilor Grant was ok with that, as long as ADA isn’t triggered. Grant also reminded Lindsley there are 6 councilors and only 5 were contacted about this issue. Discussion should have occurred during a council meeting.
POLICE AND ANIMAL CONTROL REPORT: Chief Newman reported the City had 64 calls for service and 26 reports taken for December 2023. Officer Forsgren is currently at POST with an expected graduation date of April 12th.
LIBRARY MINUTES: On motion by Councilor Winkler, second by Councilor Farris to accept the Library Minutes of January 18, 2024. Motion carried by a unanimous vote of the Council present.
SEWER IMPROVEMENT CONTINGENCY APPROVAL: City Administrator Kennedy explained due to the bid coming in higher than remaining funds and the City increasing funds for the project, a contingency of 10% of the construction contract must be set aside, approximately $356,000. On motion by Councilor Winkler, second by Councilor Farris to approve a contingency of 10% of the sewer construction contract as required from Rural Development, with funds currently held in city investments. ROLL CALL VOTE: YES: Canaday, Farris, Winkler, Grant, Perry, Andrews. NO: none. The motion passed.
SEWER IMPROVEMENT PROJECT AWARD: On motion by Councilor Winkler, second by Councilor Canaday to issue the notice of award for the Sewer Improvements project to Knife River and authorize the mayor to sign the sewer contract for $4,745,698.00 and concurrently sign change order #1 with a decrease of $1,190,170.00, contingent upon Rural Development approval. ROLL CALL VOTE: YES: Canaday, Farris, Winkler, Grant, Perry, Andrews. NO: none. The motion passed.
OLD CITY DUMP: Public Works Director Mager explained the old city dump is west of the high school on the old dump road. Because the land was a city dump, the city is responsible to make sure it is clean. The city purchased a section of it and Raj Chahal and another citizen owns a different section across the road. The city budgeted to have a company come in to help us get it clean. They completed a geophysical survey of the old dump which allowed them to get a good understanding of size and depth of the materials in the dump. They are currently working on a Quality Assurance Plan which is based on DEQ requirements for clearing the dump. They will make 10 pits and 4 wells which are approximately 10’-15’ deep. This is to make sure the information matches the geophysical survey. Then they can make a formalized plan to let the city know if it needs to be cleaned up and how much it may cost. If it is clean, then the city can glaze it over and submit information to DEQ. This work is all budgeted.
SURPLUS PW: Public Works Director Mager asked to surplus the following items.
• Acer Aspire V3-772G-9460 Laptop Windows 8.1 Computer
• 2 Acer Aspire TC-780-AMZKi5 Desktop Computer (No HDD)
• 2 each Asus GIICD Desktop Computer (no HDD)
• Myrtle Well pump
• 2 Hall Street booster pumps
Mager explained the computers can’t be upgraded to new windows so they are junk and he plans to destroy them. On the pumps at Myrtle and Hall he wants to junk them. They are custom to our well and booster station and if they aren’t being used, they will dry out and they made not be usable when they are needed. On motion by Councilor Winkler, second by Councilor Farris to surplus the public works items as listed. Motion carried by a unanimous vote of the Council present.
PLANNING AND ZONING APPOINTMENT: On motion by Councilor Winkler, second by Councilor Canaday to re-appoint Lee Spencer to a 3-year Planning and Zoning term expiring 1/18/27. Motion carried by a unanimous vote of the Council present.
CATERING PERMIT: On motion by Councilor Winkler, second by Councilor Farris to approve the catering permit for JBEBERT LLC on March 2, 2024 from 5:30 pm-midnight at the Eagles, 218 N C Street for the GHS 2024 Senior Class Adult Prom fundraiser. Motion carried by a unanimous vote of the Council present.
ITEMS TO NOTE: Attorney Jessup provided a mini training class to the Council on the open meeting law, how it works and explained the process and what is required for open meetings vs executive session.
The meeting adjourned at 7:12 P.M.
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Wes Lester – Mayor
ATTEST:
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Tonya Kennedy – Clerk
