City of Pomeroy
City Council Regular Council Meeting
November 6, 2018
Mayor Miller called the November 6, 2018, regular City council meeting to order at 7:00 p.m.
A silent roll call was done, and the following were present:
Present: Mayor Paul Miller and Council members Adam Hodges, James Fuchs, James Harris, Susie Bowles, and Mike Cassetto.
Also present were City Superintendent, Kenny Landkammer, and Clerk/Treasurer, Shaun Martin
1. Sheriff’s Report: Sheriff Hyer said the calls to service were up 38 calls from September, and there were no major crimes in October. He said that he has hired a full-time dispatcher, Scott Zaval, and he also anticipates hiring another Deputy, and another part-time dispatcher. He said that the Sheriff’s office is observing “No Shave November” in support of men’s cancer.
2. John Hirsch – Emergency Management Hazard Mitigation Plan Update: Hirsch said that there has never been a formally organized Local Emergency Planning committee, and he has received a grant to update the Hazardous Mitigation Plan. He asked for representatives from the City to serve on the committee, and the Hazardous Mitigation Committee. The Mitigation team will meet weekly, and the Local Emergency Planning committee will meet quarterly.
3. Robert Adams – Garbage Exemption Request: Was not present at the meeting.
4. Joe Fairbanks from Vitalant: INW Blood Center Information: The Pomeroy School District and Garfield County Hospital have been instrumental in hosting blood drives. He is looking to build Vitalant’s donor base, and he said that cancer patients are the number one user of donated blood. He said that Vitalant is offering a $2,000.00 STEM grant if the community supports the school blood drive in order to collect 30 units of blood. Vitalant will be located at the high school on November 15th from 11:00 a.m. to 5:00 p.m.
5. Michelle Bly – Projects Update: Discussed under the Mayor’s Report.
1. Sixth Street Bridge:
a. Project Report : Jim Whitbread is preparing the plans and specs and anticipates the project
going out for bid by the end of November.
b. Pay Request #27 in the amount of $7,042.06: Motion made by Cassetto to authorize the
Mayor to sign progress billing #27, Harris seconded, and the motion passed unanimously.
c. Supplemental Agreement #2 for Construction Engineering: Motion made by Hodges to
authorize the Mayor to sign Supplemental Agreement #2 for $124,376.11, Bowles
seconded, and the motion passed unanimously.
2. Sunnyside Pump Station:
a. Project Report: Bly presented a project update. She also noted that the estimated
completion date is December 20, 2018.
b. Pay Request #10 in the amount of $119,845.42: TD&H Engineering=$16,059.60;
McClintock & Turk=$103,785.82. Motion made by Harris to authorize the Mayor to
Sign Progress bill #10 in the amount of $119,845.42, Bowles seconded, and the motion
c. Motion made by Fuchs to authorize the Mayor to sign Change Order #2 for the
Sunnyside Pump station in the amount of $57,088.00, Cassetto seconded, and the motion
3. Water/Sewer Plan Update: Pay Request #3 in the amount of $5,123.85 and progress report. Motion made by Fuchs to approve TD&H’s invoice 14568 in the amount of $5,123.85, Cassetto seconded, and the motion passed unanimously. She said that Mary Dye will be present at the Tech Team meeting to be held at City Hall on November 20, 2018, from 11:00 a.m. to 1:30 p.m.
4. Memorandum of Understanding between the City and Garfield County Fire District #1: Motion made by Harris to authorize the Mayor to sign the Memorandum of Understanding, Fuchs seconded, and the motion passed unanimously.
5. Letter to the Harold & Helen Shepherd Foundation for 2019: Council was given a copy of the letter to the Harold and Helen Shepherd Foundation for funding needs in 2019.
6. Resolution Approving a Policy Related to Purchasing Procedures, Commitment and Authority: Mayor asked Council and Kenny to review and bring any comments or corrections to the December meeting to address.
7. Resolution Approving a Cash Handling Policy and Procedures Manual: Again, the Mayor asked everyone to review, and this item will be addressed in the December meeting.
8. Trevor Mael, Umpqua Bank: Water Bond Loan Alternative Financing Proposal: Mayor presented the proposal from Umpqua Bank regarding refinancing the existing loan with USDA Rural Development. The City would like to re-evaluate its financial position before committing to refinancing this loan, and they will follow up with Mr. Mael at a future date.
9. Request from Clay Barr to Paint a Mural on the Pool Building: Landkammer said that Mr. Barr should check with Vegas Vecchio, who is painting a mural at the pool as her Senior project.
10. Golf Report from Carey Caruso & Proposed Changes for 2019:
11. Interviews for Utility Worker Scheduled for November 7, 2018: Two candidates will be interviewed for the open position.
12. Preliminary Budget & Schedule Two Public Hearings for Community Input: One public hearing will be scheduled for November 26th at 11:30 a.m., and the second hearing will be held on December 4th at the regular council meeting.
13. Draft of Comprehensive Plan from Don Brigham & Progress Billing #1 in the sum of $1,250.00. Motion made by Fuchs to approve Don Brigham Plus Associates’ invoice in the amount of $1,250.00 for work on the Comprehensive Plan, Harris seconded, and the motion passed unanimously.
14. Ogden Murphy Wallace: Legal Services Rate Increase for 2019: Motion made by Harris to authorize the Mayor to sign the 2019 Legal Services rate letter, Cassetto seconded, and the motion passed unanimously.
15. Property Tax Levy Certification (Due to Assessor by November 30, 2018). Clerk informed Mayor and Council of this deadline.
16. Business License Fees for 2019: Motion made by Fuchs to maintain the 2018 business license fees for 2019, Harris seconded, and the motion passed unanimously.
COUNCIL COMMITTEE REPORTS
1. Harris & Cassetto - Golf Course: The Golf Club would like to change the attendant season to April 1st through October 1st (not March 20th through October 20th), do away with ½ season passes, and reinstate the $15.00 for nine holes. Caruso wants a sign-in book for all golfers to sign in order to minimize theft. She would also like to issue large, brightly-colored passes to be laminated and displayed on their golf bags so that they are easily identifiable.
DEPARTMENT HEAD REPORTS
a. Nuisance Properties: He was been continuing to monitoring the nuisance properties and
working with the Sheriff’s Department for compliance.
a. Monthly Cash Reports
b. Age Analysis Reports
c. Audit Update
Mayor asked if any items should be removed from the Consent Agenda for separate consideration. Hearing no response, Mayor asked for a report from the Audit Committee. Harris stated that he found no problems and made a motion to accept the Consent Agenda, Fuchs seconded, and the motion passed unanimously.
A. Minutes of regular meeting of October 9, 2018.
B. Payroll Roster dated October 30, 2018, for $37,886.07, checks #5760-#5785, and
IRS electronic funds transfer payment.
C. Claims clearing roster dated November 6, 2018, in the amount of $265,794.10,
checks #5786-5823, (including Visa charges and State Excise Tax).
1. Vacant property utility fee: Hodges and Bowles offered to assist the Clerk with developing an appropriate fee to these customers.
2. Relief from Water Overage Charges – Jon Van Vogt – 44 Hutchins Hill Road: Motion made by Fuchs to grant relief from water overage charges in the amount of $420.80, Bowles seconded, and the motion passed unanimously.
GOOD OF THE ORDER
Harris welcomed Susie Bowles back to work!
At 9:50 p.m., Mayor Miller adjourned the meeting. The next regular council meeting will be Tuesday, December 4, 2018, at 7:00 p.m.
Shaun Martin, City Clerk/Treasurer
G. Paul Miller, Mayor