MINUTES. I. CALL TO ORDER Meeting called to order by Mayor Sharon Harrison PLEDGE OF ALLEGIANCE

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1 CITY OF WINSTON CITY COUNCIL MEETING Monday, January 5, :00 PM 7:00 PM Regular Council Meeting Winston City Hall Council Chambers MINUTES I. CALL TO ORDER Meeting called to order by Mayor Sharon Harrison PLEDGE OF ALLEGIANCE I a. Swearing in of returning Mayor and Councilor and new Councilor Mayor Sharon Harrison Councilor Dick Hayes Councilor Chris Berquist City Manager, David Van Dermark, swore in returning Mayor Sharon Harrison and returning Councilor for Ward One Dick Hayes and newly elected Councilor Ward One Chris Berquist. II. CONSENT CALENDAR A. Approval of Council Minutes 1) December 15, 2014 City Council A motion to accept the consent calendar as presented was made by Lipphardt and seconded by Steiner with all in favor. Berquist questioned whether or not he could vote on approving the calendar since he was not a member at the time. It was determined that he did not have to vote but could if he wanted and that he would not be able to make the motion. B. Acceptance of Minutes of Boards, Commissions and Committees None III. REPORTS OF BOARDS, COMMISSIONS, COMMITTEES AND SCHOOLS A. Park Board Chair Sandy Lipphardt There was not a report for the Park Board however Hayes inquired as to the progress of the Master Plan. Sikes reported that since there was no meeting in December they have not been updated since the first of November. Sikes is working on the draft and hopes to have her notes turned in to Anya by the end of the week. The Master Plan was scheduled to be completed in October and Anya has asked the board for an extension. Berquist requested a copy of the contract with Anya so that he may review it. Harrison asked Lipphardt if she had anyone to do the minutes for the Park Board. Lipphardt responded she did not but had asked a couple of people.

2 B. DHS Report - Student Representative Libby Clemons Clemons reported that it is currently basketball season, the Art Club has begun planning for its first trip of the year to a Portland Museum and the Jazz Band will play at Clark Colleges Jazz Festival in Washington on January 30 th and 31 st. IV. DEPARTMENT REPORTS A. Winston Public Works Superintendent Jennifer Sikes Sikes reported working with the contractors of the sewer rehab project and The Dollar General and was pleased to announce two sections of sewer line are now complete. One section runs in front of the new store and the other is along Dr. Tribble s property. The next phase will begin when dryer weather occurs. The current deadline for completion is June 30, Sikes mentioned repair work on Gregory from old street cuts which sparked a discussion regarding who s been doing work around the mini storage area as piles of debris were left behind. Sikes was unaware of the company providing the pavement work in that area. In other areas repair work was completed by both Avista Utilities (utilizing R&L Paving) and our own Public Works Department. The roadways were complimented saying they were nice to drive on. Questions including what techniques the city is using that differ from the current ones, and the cost to Avista for work performed by R&L Paving. Sikes reported working on their O&M Program, continuing work on the Master Plan with Anya Dobrowolski. Since creating her department report Sikes received and reviewed a Master Plan Draft submitted by Anya. Planning on having it to council for final approval in March. Still working with SHN on the Sewer Master Plan and the Storm Water Master Plan, and still trying to retrieve original data from BTS of storm and sewer points. Sikes was hopeful of gaining this information within the next week. Also, SHN set up a Demo of sewer scanning equipment. ODOT was billed for the city s 94% cost of the Lookingglass Road Job, and Sikes looks at the possibility of a bicycle/pedestrian path master plan to begin determining cost issues. Two sections of ditch on Suksdorf were cleaned as well as trimming up some right-of-ways and areas in the parks. The yard area at public works was cleaned and organized and scrap metal was turned into McGovern Metals. Sweeper debris was hauled off and the ODOT mileage report and water usage report for Community Park were handed in to the proper authorities. B. Administration David VanDermark, City Manager 1) January 5, 2015 City Manager s Report Letters were sent out Dave Hurd, owner Northern Wholesale, and Steve Snawder, owner Auto Pro-Collision, of proposed actions against the two regarding conditional use permits that are required to be in compliance with current zoning ordinances. Van Dermark was pleased to announce that appointments have been made with Lisa Hawley to proceed with the lengthy process that is ahead of them. Douglas County Planning Department is working with the city to resolve addressing issues that came to attention when emergency services were having difficulty locating certain residences on Ronald St., showing the need to re-

3 address 3 homes. Matthew Ct. is listed as Matthew St. on the Douglas County addressing maps. As a result, 8 houses will have to have their situs addresses corrected and the owners of several of them will need to resubmit mailing addresses to the assessor s office. A potential buyer for a large commercial building sought consulting for possible uses and was informed of URA grants available for façade improvements. In administration Van Demark met with Bryan Trenkle, United Way director to discuss annual goal setting and the community. Management discussion and analysis for the annual audit has been completed and Tom Davidson will be scheduled to appear before the council for his presentation to the council members. Codification is still being worked on. Van Dermark and Chief Gugel are currently looking at the Curfew Ordinance which needs to be modified in order to be codified. Finally, Van Dermark is in the process of finalizing the grants for the body cameras with CIS and after delivery and payment of the new patrol cruisers he will work on the grant for the car cameras. Incoming Councilor Chris Berquist requested copies of several different contracts the city is currently under, and reports from special funds that he may refer towards getting up to speed with his new position. He also had questions about Community Center funds and wondered what had happened to their revenue. Van Dermark showed that WACP had initially paid $1, monthly to rent the Teen Center and now that charge is $ He also asked about the revenue shortfall from last year mentioned by Municipal Accountant Ann Munson in the Law Enforcement Fund and how it is being addressed. CM Van Dermark explained that underspending by the department, along with some credits from the PERS system will take care of most of the shortfall. Councilor Berquist also inquired about the discussion of a potential streetlight at Cary and 42. Upon hearing that research has found we can get one installed for $2000, he asked that the business owner who raised the issue be informed of the progress. V. OLD BUSINESS A. Second reading and adoption of Ordinance 667 An Ordinance Annexing Certain Property Described in Exhibit A of this Ordinance, and Further Identified as Tax Lots Nos. 100, 400 and 500, Assessors Map No AA (Portion Outside City Limits) and Tax Lot No. 3600, Assessors Map No BB (Portion Inside City Limits) (Marc A. Mauze., Trustee of the Mark A. Mauze Family Trust. 231 Timber Terrace. Councilor Hayes moved adoption, Councilor Lipphardt seconded. Unanimous. VI. NEW BUSINESS A. New Business Licenses Access Answering Service 280 SE Main Debra Penner Food by Dave, Dave Quanbeck, mobile catering and food sales was added to the agenda at the time of the meeting. A motion was made by Lipphardt to accept both licenses, seconded by Hayes and all were in favor. B. Set Council Workshop Dates reminder Goal Setting January 17

4 C. Election of Council President for next 2 years Councilor Hayes moved that Councilor Lipphardt be elected as Council President, Councilor Steiner seconded. Unanimous. D. Winston Community Center Report Debi DeMasters reported on income during the past few months. She also discussed with council the need to centralize the decision making for rate waivers and reductions. Some groups come to the council to request fee changes and she has not been included in the decision. She also discussed that fee for entry events should all pay for use of the room, regardless of the cause. Consensus was that the council agreed that ALL fee waivers and reductions will be determined by the WCC Director. In response to Mayor Harrison s request for a workshop with FWCC to discuss the City s contract with them, Debi agreed to work with the members to determine potential dates and times available. E. PW request to upgrade equipment for sewer TV system PW Superintendent Jennifer Sikes. Sikes explained the upgraded needed and the integration of current hardware and ability to incorporate new hardware when purchased in response to questions from Councilors. Councilor Lipphardt moved approval of purchase for $5995, Councilor Berquist seconded. Unanimous. VII. MATTERS OF PRIVATE CITIZENS: Anyone wishing to discuss items not covered on this agenda is welcome to address the City Council as a whole. Please state your name and address for the record. The Council reserves the right to delay action until they have full information on the issue. VIII. OFF AGENDA ITEMS FROM COUNCILORS Councilor Lipphardt reported complaints about the appearance of the recycling center. There was lots of discussion about potential ways to improve appearance and increase surveillance in order to reduce illegal dumping. Mayor Harrison revisited and idea raised at a budget workshop and asked councilors to serve on subcommittees focusing on a small number of funds in order to better understand those funds and help answer questions during the budgeting process. She read the list of funds and asked councilors to consider which would interest them. IX. GOOD OF THE ORDER A. City of Winston Check Copies and Claims over $500 B. Information on Hotel reservations at LOC conference 2015 C. Information to receive State Employment Department Labor Trends Electronically D. Recycling Results for 2013 from Douglas County X. ANNOUNCEMENTS A. Winston Economic Development Committee, January 14 at noon in the Conference Room at Winston City Hall, 201 NW Douglas Boulevard

5 B. Park Board, Monday January 12 (changed to 14) 6:30 PM Senior Center C. Economic Development January 14 Noon City Hall D. Community Goal Setting January 17 9AM at WCC E. City Hall closed January 19 F. City Council meeting January 20 7PM City Hall XI. ADJOURNMENT There being no further business, the meeting adjourned at 8:19. Respectfully submitted, Cindy M. Sarti, Finance Clerk Sharon K. Harrison, Mayor Attest: David M. Van Dermark, City Manager/Recorder AMERICANS WITH DISABILITIES NOTICE As part of public policy, the City of Winston will attempt to provide public accessibility to services, programs and activities. If accommodation is needed to participate at this meeting, please contact Winston City Hall at , at least 48 hours prior to the scheduled meeting time.