Dunes
City Council
M
I N U T E S
Special
Meeting
November 1,
2007-
7:00 p.m.
Printable
file
Councilors
Present: Richard
Koehler, John Scott, Susie Navetta, Mayor (acting) Peter Howison, David
Bellemore, Bob Petersdorf.
Others
Present: Eric
Hauptman and several members of the community.
I.
Call
to order
Acting Mayor Peter Howison called the Dunes City
Council Special Meeting to order at
7:00 p.m.
2.
Councilors
joined in the pledge of allegiance
3.
Application for Mayor
Resignation was received
from Mayor Sheldon Meyer. One
application for Mayor has been received from Eric Hauptman.
Eric Hauptman,
5188 Hilltop Drive
,
Dunes
City
. Discussion ensued regarding
all facets of the office of Mayor. Eric
Hauptman explained his background in business and administration relative
to duties of Mayor. Questions
were then asked by City Council Members David Bellemore, Bob Petersdorf,
Peter Howison, Richard Koehler, and John Scott.
David Bellemore moved that the city accept Eric Hauptman’s
application for Mayor. Susie
Navetta seconded the motion. Motion
carried. Mayor
(acting) Peter Howison then called for a date to confirm Eric Hauptman as
Mayor. Councilor Bob
Petersdorf made a motion to swear in Eric Hauptman as Mayor at the regular
City Council Meeting next week,
November 8, 2007
. Due to a lack of a second,
motion failed. Eric Hauptman
will be sworn in at a special City Council meeting on
November 15, 2007
.
4.
Appointment to Planning Commission and Water Quality Committee
Planning Commission
member George Burke resigned. An
Application was received from Eggert Madsen.
Mayor (acting) Peter Howison deferred filling position until next
meeting.
Water Quality Committee:
An appointment for Water Quality Committee – two applications
have been received for one position. Applications
were received from David Dumas,
83586 Cold Spring Lane
,
Dunes
City
. Mr. Dumas explained that he
is retired from the Oakland City Fire Department,
Oakland
,
California
and is currently serving on the Site Review Committee as well as working
with the water testing folks. An
application was also received from Troy Sathe,
3550 Clear Lake Road
,
Dunes
City
. Mr. Sathe offered that he
has been a resident of
Dunes
City
for 40 years. He was involved
in the construction of Sandpines Golf Course and was involved with water
testing on a regular basis. Has
a wish to help the city. John
Scott made a motion that Troy Sathe be appointed to the Water Quality
Committee. Bob Petersdorf
seconded the motion. One aye,
motion failed due to consensus to appoint Troy Sathe to the Road Committee
in December, due to his background in road construction.
Councilor Susie Navetta made a motion to appoint David Dumas
to the Water Quality Committee, Councilor John Scott seconded.
Motion carried.
5. Applications have
been received for City Recorder, Planning and Office and Road Secretaries.
Interviews have been scheduled for tomorrow,
November 2, 2007
. There was a lengthy
discussion as to how to proceed in selection process and which positions
to fill first.
6. Discussion
of Financial Arrangements:
a. Budget Assessment
- The annual audit is normally conducted beginning in July of each year.
The audit company who was conducting the audit for the city has
declined to continue the audit. Currently,
this company is in breach of contract.
Mayor (acting) Peter
Howison informed that audits are required to be completed by December 31st
of each year and reported to the Secretary of State.
If the contract auditors are not going to complete the audit, then
they are required to give the city a 60 or 90 day notice prior to July 1.
The auditing firm had been given a $1,000 deposit which we have
requested be returned along with the documents the city has provided for
the audit.
A letter was mailed by our
City Attorney requesting the auditing firm notify the office of the
Secretary of State of the situation and request Dunes City be granted an
extension for the audit. Councilor
Richard Koehler stipulated that the $1,000 fee needs to be returned to
Dunes
City
. Councilor David Bellemore
feels that our legal staff should investigate the situation.
Mayor (acting) Peter Howison informed that the city attorney has
mailed a letter to the auditor. Damages
were mentioned potentially costing the city extra money to complete the
audit, and they (the auditing company) are liable for it.
According to Councilor Bob Petersdorf, the amount allocated for the
audit was $4,000.
b.
Paying bills - Mayor (acting) Peter Howison informed that
some city bills have been paid today.
c. Other financial
considerations - none
7. Building
Security
Discussion of keys. Part
time employee Jeannie LaRocco does not have a key to the building.
The doors will have to be unlocked during her working hours.
8. Development
of Interim Contract Procedure
a. Office
hours.
11:00 a.m.
-
2:00 p.m.
Monday, Wednesday, and
Thursday. Jeannie LaRocco
will be gone next week. Bob
Petersdorf volunteered to staff the office next week.
b. Volunteer
staffing - Susie Navetta mentioned things have accomplished by great
volunteers, Debbie Pasternak, Jo Owen, Eric Hauptman, April Dumas, Karen
Peck, as well as others.
c. Temporary/Permanent
hiring strategy - discussed earlier in the meeting.
9. No bid
contracts.
A letter was received from
Cal Lewis mentioning the contractor on the overlook and the fact that
there were no other bids submitted by other contractors.
Susie Navetta asked about bids in the future and a discussion
followed.
10. Bedsole
Agreement -
Fish Mill Lodges
There is an agreement the
city attorney drafted pursuant to the situation with Bedsoles-Fish Mill
Lodges, regarding repaving the road and moving the road one foot to the
west of the arborvitae on their property.
The Bedsoles are pursuing the fire department for hit and run per
Councilor Bob Petersdorf. The
Bedsoles contend a fire truck broke off a piece of asphalt when turning
around. Councilor Bob
Petersdorf mentioned that the Bedsoles have 45 days to sign the agreement
once they receive it.
The Insurance company
stipulated that if the Bedsoles didn't sign the agreement that they, the
insurance company, would end efforts to resolve. The agreement has not
been given to them (Bedsoles) as the City Council need to finalize it
first. The Road Commission has
approved the agreement. A new
agreement has been drafted by Gary Darnielle with a few changes since the
initial agreement according to Councilor Bob Petersdorf.
John Scott made a motion to give the agreement to the
Bedsoles for signing, Bob Petersford seconded the motion.
Discussion: to give the Bedsoles 45 days to sign.
Motion carried.
11. Green
Gate concerns from Mike Cocciolo.
Councilor Bob Petersdorf asked the city council to refer to their
packets and map for information. After
a lengthy description of the sequence of events, Councilor Petersdorf
stated that the city made an error in not following through on the length
of the roadway. Subsequently,
Councilor Petersdorf feels that the city is now responsible for paving the
120 feet section. Mike
Cocciolo would like to be held harmless to what could amount to as much as
234 feet of roadway. Mike
Cocciolo continued that he is willing to work with the
Dunes
City
attorney.
There is room for a gravel
road and Mike Cocciolo is willing to bare the cost of excavation and
gravel. Lengthy discussion
ensued. Councilor Susie
Navetta inquired as to the existing
Green Gate Road
. Mayor (acting) Peter Howison
then asked if the city made a mistake in not requiring the paving to be
done. Unidentified, Yes. Councilor
Richard Koehler asked about a stop work on the possibility of paving until
the issue is resolved. Mike
Coccolio replied he was willing to let the oversight go and make an
agreement as long as he did not have to pave the road and the City will
agree to his proposal. Councilor
Bob Petersdorf informed that the Road Commission did go out to the site
and investigate and it was determined that a mistake was made by the city.
Susie Navetta made a motion that the City Council turn the
issue over to the City Attorney. David
Bellemore seconded the motion. Motion
carried.
12. Other
issues for consideration.
Siltcoos
Lake
blue green algae discussion will be held on Monday.
A round table discussion will commence at
7:00 p.m.
Legal services in
Dunes
City
. Eric Hauptman and Ralph
Farnsworth have interviewed several law firms for future legal needs of
the city as the current city attorney is retiring at the end of the year.
Complaint and conservation
Committee regarding Rob Ward and Sunset Cove.
Extensive clearing and path to dock too wide.
Tour will take place tomorrow on
November 2, 2007
. Councilor Richard Koehler
mentioned potential erosion problems to prevent sediment from coming into
the lake.
Councilor Bob Petersdorf
mentioned there was an article in the Siuslaw News that someone from
Medford
was coming to
Dunes
City
to install an FM station. One
of the directors involved in this project is Ron Gerber.
Councilor Bob Petersdorf continued that he wondered what type of
FCC permit and other permits they have.
Mayor (acting) Peter Howison asked Bob Petersdorf to follow up with
this project.
Blue green algae
discussion. Reaction to Toxic
verbiage on signs. The word
toxic was agreed to from the beginning at the Emergency Preparedness
meeting. Two tests do not
indicate toxic levels. Time to
remove the signs? Name is
technically Toxic Blue Green Algae even though they are not currently
producing toxins. Discussion from Eric Hauptman hiring new auditors is a
priority. Richard Koehler
seeks more involvement with the County to help bare the cost of the algae
and find grant monies to help bare the costs.
Peter Howison, 30 plus tests at $150 a test for the water.
Councilor David Bellemore
submitted his letter of resignation from the City Council based on health
issues regarding his wife. His
resignation will be effective
November 15, 2007
. He hopes to return when his
wife gets better.
There will be applications
for vacant positions to consider at the
November 15, 2007
, City Council meeting.
A motion to adjourn
was made by Bob Petersdorf. Susie Navetta seconded the motion.
City Council Special Meeting adjourned at
9:05 p.m.
Respectfully Submitted,
Lisa O'Callaghan, Administrative Assistant