Dunes City Council      

M I N U T E S        

June 06, 2007 - 7:00 P.M.

printable file

Workshop 

City Hall - 82877 Spruce St.  Westlake , OR 97439

 

COUNCILORS PRESENT:    Mayor Sheldon Meyer, David Bellemore, Peter Howison, Richard Koehler, Susie Navetta, Bob Petersdorf, John Scott

COUNCILORS ABSENT:  None.

STAFF PRESENT:  Gary Darnielle; George Burke, Planning Commission Chair

 

 

   1.   CALL TO ORDER

Mayor Sheldon Meyer called the Special Meeting/Workshops of the Dunes City City Council to order at 7:00 p.m.

         Mayor Meyer called the roll and stated that a quorum was present.

         Councilors joined in the Pledge of Allegiance.

         Mayor Meyer reviewed suggestions for limiting the Agenda.  He determined there was agreement to concentrate discussion on Goal Setting, Office Procedures, and Water Rights.  He suggested that other topics on the Agenda be considered when time was available.

         On the request of Councilor Bob Petersdorf, Mayor Meyer explained that Councilors Richard Koehler and Susie Navetta had requested that the Special Meeting be held.

        

   2.   GOAL SETTING

         Mayor Meyers reported that City Attorney Gary Darnielle had suggested consideration be given to using a meeting facilitator to assist the Council in establishing Goals. 

         Councilor Navetta said she believed the Council should set a goal of assigning individual Councilors to research and prepare reports about issues to be considered at meetings.  She also said she believed time limits should be set on matters discussed.

         Councilor David Bellemore said he agreed with Councilor Navetta.  He suggested that it would improve the effectiveness of Councilors by better informing and concentrating their efforts.

         Councilor Koehler said he believed it would be most effective if each Councilor identified what he or she believed was wrong with City operations and was given opportunity to propose solutions.  He said he did not believe outside help was needed to make the improvement because members of committees, commissions, and the Council were capable.

 

   3.   OFFICE PROCEDURES                    

Councilor Peter Howison said he believed it would be important to set guidelines that would improve communications between elected officials and City staff.

         Councilor John Scott referred to recommendations by the City Attorney regarding ways to regularize officials/staff relationships that the Council had considered in January.  He said it was his recollection that several specific proposals were made that were never acted upon, including a suggestion to establish the role of City Administrator for the current City Recorder.

         Councilor Petersdorf said he recalled that a recommendation had been discussed for Councilors to funnel requests and questions for staff through the Mayor and City Recorder, but that it had not happened.  Councilor Koehler added that there had been discussion of a representative of the Council being involved in the process of hiring replacement staff, which also had not taken place.

         Councilor Navetta said she was concerned that the City had a staff of only three persons and that it needed more.  Councilor Howison pointed out that four persons worked for the City, if part-time employees were counted.

         Councilor Scott said he believed employing City staff should be handled by the Mayor and City Manager (sic). 

         Mayor Meyer said he and the City Recorder had consulted regarding the hiring of office staff and the use of contractors for various necessary functions.  He said they had agreed that hiring of additional staff would be considered when it was determined that adequate budget resources were available.  He explained that they had also agreed to take advantage of an offer of a recently resigned employee to train volunteers and fill in as necessary.

         Mr. Darnielle explained that the tasks of budget proposal preparation by the City Recorder had limited the time she had available to develop a more inclusive and extensive staff hiring process.

         Councilor Petersdorf said he believed that misunderstandings would have been avoided if the Mayor and City Recorder had introduced the new staff to the Council at the time they had been hired.  In response to a question from Councilor Koehler, he reported that, in the past, a subcommittee of three Councilors had participated in the hiring of staff.  He described the process. 

         Councilor Koehler suggested that the formerly followed staff hiring process seemed more appropriate, in that it allowed the public to be more aware of who worked for the City.  He said he believed Councilors should be more involved in choosing City staff who, “in essence,” worked for them.  

         Councilor Petersdorf said it would be important for persons involved in hiring processes to know the skills needed in the City office.

         Councilor Koehler said he believed the process would be improved if one or more Councilors participated in the initial screening of applicants.

         Councilor Navetta said that before the tenure of the current City Recorder, hiring staff had been the responsibility of the Council.

         Councilor Scott said he believed the City Recorder operated in lieu of a City Manager.

         Councilor Petersdorf said he was not in favor of establishing the position of City Manager or Administrator because it would enable the City Council to conduct an annual performance evaluation and discharge someone in that role who did not meet expectations.  He said the Council could evaluate but not have the authority to dismiss a City Recorder.

         Councilor David Bellemore said he believed Councilors should set policy and be interested in how effectively City staff implemented them, but not be involved in the day-to-day operation of the City office.  He said he believed the City “office manager” should have the most influence in the choosing, evaluating, and overseeing of City staff.

         Councilor Koehler recommended that the Council establish an expectation that the Mayor and one Councilor would be involved with the City Recorder in the future choosing of persons as City staff.

         Councilor Scott said he questioned whether the practice should refer to the “choosing” or the “approving” of the hiring of City staff proposed by the City Recorder. 

         Councilor Howison said he believed the procedure previously discussed suggested that three persons should review applications and make decisions about the hiring of City staff, which was different than the proposal of Councilor Koehler.

         Councilor Bellemore suggested that a screening group could make up to three recommendations for hiring City staff from applications received, but that the final choice among them should be made by the City office manager.

         Councilor Koehler suggested that Councilor Navetta, Mayor Meyer, and City Recorder Joanne Hickey be empowered to hire and provide for the training of a new City Planning Secretary, as previously agreed, and that a long-term policy about hiring procedures be established when that was completed.

         Councilor Petersdorf said he believed a representative of the Planning Commission should be involved in the hiring of the Planning Secretary, as should a representative of the Road Commission be involved in the hiring of a secretary for its business.

         Councilor Koehler said he agreed that the representative of a group involved in staff work would be a valuable addition to the three-person hiring task force he had suggested.

         Mr. Darnielle suggested that when agreement on a hiring procedure policy was completed, it should be added to the City Personnel Manuel. 

         Councilor Koehler said he had been unable to find a City Personnel Manual.  He suggested that job descriptions for the positions of Planning Commission Secretary, Road Commission Secretary, and City Office Worker be established in writing to bolster future dealings with personnel issues.  Planning Commission Chairperson George Burke added that the job descriptions identified were already in the City Personnel Manual.

         Councilor Koehler asked if staff determined staff salary schedules.  Mayor Meyer replied that the Council set staff pay in the adoption of the annual budget.  He said the Council had previously adopted procedures for employee evaluations and advancement.

         Mayor Meyer asked that copies of the City Personnel Manual and other staff-related procedures be available for Councilor consideration at their next Regular Meeting.  He suggested that establishing the staff hiring process be finalized at that time.                    

         Councilor Petersdorf suggested that the Mayor be responsible for establishing proposals for staff salaries and advancements to the Budget Committee for inclusion in its annual Budget recommendation.

         Councilor Navetta proposed that the City Recorder provide reports to the City Council on staff performance, activities, and evaluations.  She also agreed that the reports should be made about budget matters and progress made on recently identified concerns. 

         Councilor Koehler said he would find it helpful to have presentation of the Budget reformatted in a more easily understood matter.  He said he had requested that more detail be given, but that it had not been provided.  He said he believed a standard presentation, without dividing the Budget into four segments, could be easily developed.

         Councilor Petersdorf recommended that Councilors having difficulty understanding the Budget ask for an individual explanatory session with the Mayor and City Recorder.  Councilor Koehler replied that doing so would not improve the understanding of other Councilors or citizens having the same difficulties as he.  He suggested that a simple ledger or balance sheet could be devised to the benefit of all.

         Mayor Meyer suggested that assistance in developing such a report might be available from the City Auditor.

         A male member of the audience, Bob Read, described his experience with budget preparation and presentation and suggested that it would be easy to create easily understood reports.

         A female member of the audience said she believed the basic problem with understanding City financial reports was the need to present material for each Budget fund separately.  She said a complete picture was only possible by collating items such as salaries in a summary report.

         Mayor Meyer stated that he would work with City staff and interested Councilors and citizens to devise a more clear and comprehensive financial report.  He said he did not believe it could be developed before the June Regular Meeting of the Council.

         Councilor Koehler said he would appreciate having a more easily understood and thorough presentation format by the time the 2007-2008 Budget was acted upon.

 

   4.   WEIR

         Councilor Navetta asked if Dick Anderson had signed a quitclaim deed conveying Weir property to the City.  Mayor Meyer replied that he did not know the answer to the question.  A male member of the audience reported that he had talked with Dr. Anderson and that he had claimed he had never received any documents to sign to complete the arrangement.

         Councilor Navetta reported that she had learned from the daughter of Dr. Anderson that he had lost the paperwork.

         Councilor Scott said it was his recollection that Dr. Anderson had received the quitclaim document from the State and that the City was responsible for providing a survey of the property to complete the process.  Mr. Burke said the survey and official agreements by the property owner were required by the Planning Commission to complete the transfer process.  He said he was unable to estimate how long it would take to finalize the matter, but that he would consult with the City Attorney to begin the process.  He sought and seemed to gain approval to do what was needed to complete the transfer.

         Councilor Petersdorf asked where funds for the survey and other expenses involved were budgeted.  Councilor Scott replied that the Water Quality Committee had included a line item in its budget to cover Weir expenses.

         A male member of the audience said the survey would likely be more expensive than was anticipated.

 

   6.   WATER RIGHTS

         Councilor Navetta asked if additional City Water Rights were being established, as previously discussed.  (Again, I’m not real sure about this.  Maybe it’s related to the discussion held later about International Paper.  If that’s the case, just this little mention of what was said is probably enough.  (Or it can just be eliminated.)  If not, can you provide additional or correcting details, to make the public record mean something.)

         Mr. Darnielle replied that progress was being made in establishing the Water Rights.

 

         Councilor Koehler asked for an explanation of water service refunds received by some citizens.  Mr. Burke replied that they were related to charges originally made for supplying water service to new residents.  He said The Building Department had determined that the City did not have an Ordinance authorizing the charges and recommended that they be refunded.  He reported that the City Attorney was preparing an Ordinance proposal to enable charging a fee for providing underground water pipes and electrical service from the City pump to a residential storage tank.

         Mr. Darnielle reported that such charges were established by other municipalities and that an Ordinance proposal would be easily prepared. 

 

         Councilor Navetta said she wanted to talk about the Master Road Plan.  Mayor Meyer replied that the matter was not on the Agenda and would need to be considered at a later meeting. 

         Councilor Petersdorf explained that the Master Road Plan had been approved by the Council, but that additional action and possible alterations needed to be considered before it was submitted for approval to the Oregon Department of Land Conservation and Development.

         Councilor Navetta stated that she had been informed that City staff had reported to a citizen that a driveway permit could not be issued without the Master Road Plan being approved.  Councilor Petersdorf and Mr. Burke replied that the Road Commission and Planning Commission were able to act on permit applications with the Plan in its current state.

         Mr. Darnielle explained that the Master Road Plan had been adopted and was an official Dunes City Ordinance, making it possible for permits to be issued.  He said, however, that if it was challenged, findings that it was consistent with State regulations would be required and that it was that process that was not yet completed.

         Mr. Burke stated that the Master Road Plan and other recent Ordinances needed to be integrated into the Dunes City Code, making them consistent and accurate.  He said a grant had been applied for that would enable hiring a national firm to perform the integration.  He said it had been estimated that the work would cost approximately $5,000.

         Councilor Koehler requested that the Council be informed in a timely fashion of matters such as the grant application.  Mr. Darnielle reported that the City had been informed of the availability of the grant only shortly before its application deadline.  He said the Council could refuse to accept the grant, if it was awarded.

 

   7.   GOAL SETTING

         Mayer Meyer asked if there was further interest in discussing Council goals.

         Councilor Koehler said he believed transparency in City operations was an important goal.  He explained that Councilors could make better decisions if they were fully informed about City matters.  He said reported concerns about his listing of individuals selected for septic evaluations on the City website were unfounded, but that he believed Councilors should be fully informed of anything relevant to their role as elected decision makers for the City.

         Councilor Scott said he was concerned that Councilors could become involved in micro-managing City affairs.  He reported that the Council had decided, at one time, to encourage staff to schedule septic evaluations according to an agreed upon formula and not to inform the Council.

         Councilor Koehler said he believed the Planning Commission was tending to micro-manage permit application evaluations, but that other committees were kept from being involved in important decisions.

         Councilor Navetta said she believed the Water Quality Committee should be informed about the progress of the septic evaluation program – how many failures there were and how many property owners were responding. 

         Councilor Scott said the Council had agreed that general information about progress of the program should be reported, but that names and other specific details should not.

         Councilor Koehler said he believed a plan to conduct septic evaluations should be arranged “logistically” and that the Water Quality Committee should be informed of progress.  He said primary consideration should be given to those properties that presented the greatest danger of leeching phosphorous effluent into lakes.  He said he was suggesting to the Committee the possibility of requesting additional interface with City staff.

         Mayor Meyer suggested that Councilor Koehler prepare a list of specific information he believed the Water Quality Committee should be provided in order for it to be considered at the next meeting of the City Council. 

         Councilor Koehler said he believed the Water Quality Committee should be provided with regular reports of progress made in the septic evaluation program and allowed to make suggestions about how to make it work more expeditiously.

         Mr. Burke reported that the resignations of City staff had created approximately a three-month delay in the implementation of the evaluation program, because of the need to hire and train new personnel.  He said recent reports about the program had not been able to be prepared.

         Mr. Darnielle said the Water Quality Committee should be very specific about information it needs, as newly acquired software would make accurate reports easily available.

         Councilor Koehler said the Committee only needed a report of those property owners who had received notices of their need for an inspection, which evaluations had been completed, and the results.

         Councilor Scott said the Council had set its previous limit on sharing of information about the evaluation program out of concern for confidentiality of homeowners, avoiding their being contacted by septic repair/replacement inspection companies.

 

   8.   International Paper

         Mayor Meyer reported that he had written in April to International Paper regarding the interest of Council in acquiring local area water rights held by the company.  He said he had not heard back regarding the inquiry.

         Councilor Petersdorf said he believed the City Council should become more proactive in securing the water rights held by International Paper.

         Councilor Koehler said the Council needed to be informed of what was happening regarding the transfer of the water rights, specifically whether there were others interested in acquiring them and all of the issues involved.  He said he believed the City should act on official information from International Paper, not rumors circulating among unofficial sources.

         Mr. Burke reported that brokers had made three visits to the area seeking to purchase the water rights held by International Paper.  He said it was incumbent on the City to take the initiative regarding their purchase and not wait for an offer from the company.

         A male member of the audience asked if Councilor Koehler had been approached by a representative of International Paper stating that sale of the water rights were being considered and asking if the City was interested in considering them.  Councilor Koehler replied that he had been contacted by someone whom he was unable to verify as a representative of International Paper.  Councilor Koehler said that individual had made such a statement and that he had responded by requesting that the proposal be written and submitted to the Council.  He said it was an example of his contention that the Council was not being provided with adequate information to make decisions for the City.

         Councilor Howison said he agreed that the City should proactively pursue the possibility of securing water rights currently owned by International Paper, but that there were numerous issues such as acquiring the needed resources for their purchase that needed to be investigated.

         Councilor Petersdorf said it was possible that residents in an area larger than the City might be interested in forming a water district that could fund the purchase of water rights.  He described how a town hall meeting could be organized to determine if there was interest in such a possibility.

         Councilor Navetta said such a meeting had been held five years previously but that she had not been impressed by the representative of International Paper that had attended.  She said he did not appear to have the authority to act for the company.

         Councilor Bellemore said he agreed with the suggestion of Councilor Petersdorf and believed establishing such a district was possible.

         Mr. Darnielle said he understood a group had been formed which was seeking incorporation that would enable the formation of a water district.

         Mayor Meyer reported that he had been contacted by a member of the Siltcoos Lake Association, a nonprofit organization in the process of being formed.  He said the member had reported that the association was interested in having City participation in its efforts to establish a water district.  He said he had expressed willingness to participate and suggested that a representative of the group be invited to the next Council meeting to discuss how the City could be involved.  He determined there was agreement to pursue the possibility.

        

   9.   OTHER MATTERS

         Councilor Koehler reported that he had updated the City website with minutes of available City Council meetings and had asked two months previously that he be provided with electronic copies of minutes of Planning Commission meetings to be able to also post them.  He said he had repeated the request two-weeks ago, but had still not received them.  He asked if the Council could support his request.  He said having them posted would provide an historic perspective of City developments.

         Councilor Navetta expressed concern that some City documents did not include appropriate signing date identification.  She said she also believed proposals for document security discussed at a previous meeting of the Council should be enacted.

         Councilors and staff discussed security procedures.  The importance of such procedures was emphasized.  Mayor Meyer assigned Councilor Howison to oversee further enhancements for City document security.  No other conclusions appeared to have been reached.

         Councilor Petersdorf suggested that the Council devise a way to express appreciation to the citizens who volunteered time and service following the recent resignation of City staff.

         Councilor Koehler proposed that the limit on expenditures that can be approved by staff without Council authorization be reduced from $2,000 to $1,000.  He said it would enable the Council to manage City expenditures better. 

         Mr. Darnielle explained that the Dunes City public contracting ordinance set such practices and would need to be amended to make changes.  Mr. Burke said there were provisions of the City Charter that would also require revision to make such changes.

 

         The meeting adjourned at 8:40 p.m.                                             

 

            (Recorded by Dan Lindstrom)