September 4, 2012 – Council Minutes
Wednesday, October 3rd, 2012September 4, 2012
Those Present: Matt Argyle, Ada DeClark, Joe DeClark, Clerk Lynette Smith, Doug Thompson, Gary Thompson, Mayor Bob Van Cleave, Marty Nate, Mable Whitmore
Meeting called to order: 7:00 pm Invocation: Mayor Bob Van Cleave
The chair entertained a motion from councilmember Matt Argyle that the council accepts the published agenda. Councilmember Gary Thompson seconded the motion. All were in favor and the motion carried the council.
Minutes from the August 1, 2012, regular council meeting were read. Maintenance Supervisor Doug Thompson requested there be a change in the Maintenance report to state “He helped councilmember Ada DeClark and many volunteers install playground equipment…”. The chair entertained a motion from councilmember Gary Thompson the council approve the minutes as read with changes. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried the council.
Marty Nate representing the Twin Creeks Committee gave a report on the Celebration for the year and apologized for going slightly over budget this year and says that it won’t happen next year because there are some things they won’t need to purchase and can reuse next year. She asked if the council had any comments for changes that they would like to see for next year. Councilmember Ada DeClark mentioned to have the lawn games start earlier in the day right after the parade. She commended Marty and her committee for a job well done and thought it was a great time for all. Councilmember Matt Argyle suggested to choose someone not city affiliated to do the treasure hunt for next year. Councilmember Joe DeClark recommended that the City not provide the lunch next year, that it could be a fundraising opportunity for someone else in town instead of the City. He wondered if there should just be two meals offered instead of three; have a breakfast and a late lunch and do away with dinner so we don’t have to inconvenience anyone by using the church facilities due to weather conditions. Councilmember Gary Thompson made the motion to set July 20th as the date for the Celebration to occur next year. Councilmember Ada DeClark seconded the motion. All were in favor and the motion carried the council.
There was a brief discussion about providing a movie night in the park during the summer months for next year. There are still lots of things that need to be checked into such as interest in such an event, how often to have it, finding a canvas screen and screen projector, noise affecting neighbors, curfew, etc. Councilmember Ada DeClark and Doug Thompson are going to look into it further.
The council looked at a few ideas for Christmas lights to purchase to put in the park during the holiday season. No decision was made on which pieces to buy. Clerk Smith will look into more pieces and have them ready for next council meeting.
The chair entertained a motion from councilmember Ada DeClark for the council to move into Public Hearing for the purpose of reopening the budget for Fiscal Year 2011-2012 to receive and expense $40,000.00 for the Local Highway Project Study. Councilmember Joe DeClark seconded the motion and a roll call vote was taken and is as follows: Matt – yes, Ada – yes, Joe – yes, Gary – yes. The floor was then opened for public comment either verbally or by written notice, of which there was none. The chair entertained a motion from councilmember Matt Argyle to close the public hearing and move back into the regular meeting. Councilmember Joe DeClark seconded the motion and a roll call vote was taken and is as follows: Matt – yes, Ada – yes, Joe – yes, Gary – yes. After brief discussion, the council came to a decision and entertained a motion from councilmember Joe DeClark the council reopen the budget for Fiscal Year 2011-2012 to receive and expense $40,000.00 and payable to Forsgren Associates for the Local Highway Project Transportation Study. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.
The chair entertained a motion from councilmember Gary Thompson for the council to move into Public Hearing for the purpose of accepting the proposed budget for Fiscal Year 2012-2013 under the direction of City Auditor, Gary Teuscher. Councilmember Joe DeClark seconded the motion and a roll call vote was taken and is as follows: Matt – yes, Ada – yes, Joe – yes, Gary – yes. The floor was then opened for public comment either verbally or by written notice. The office did not receive any written comment about the proposed budget and no one came forth to offer their opinion about the budget. The chair entertained a motion from councilmember Ada DeClark for the council to close the public hearing and move back into the regular meeting. Councilmember Gary Thompson seconded the motion and a roll call vote was taken and is as follows: Matt – yes, Ada – yes, Joe – yes, Gary – yes. The council entertained a motion from councilmember Joe DeClark for the council to accept the proposed budget for Fiscal Year 2012-2013. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.
The appropriations ordinance listed as Ordinance #83, for Fiscal Year 2012-2013, was read in its entirety by Clerk Smith. The chair entertained a motion from councilmember Gary Thompson to accept the new ordinance. Councilmember Joe DeClark seconded the motion and a roll call vote was taken and is as follows: Matt – yes, Ada – yes, Joe – yes, Gary – yes.
Mayor Bob asked the council to consider changing Clerk Smith’s rate increase decided upon at the last council meeting from being at an hourly rate to a monthly salary. Councilmember Joe DeClark made the motion to change Clerk Smith from $11.25 per hour to $800.00 salary per month. Councilmember Gary Thompson seconded the motion. All were in favor and the motion carried the council.
Councilmember Joe DeClark reported on a meeting he and Mayor Bob recently attended at Keller Associates’ firm to aid in the final design of the wastewater project. They were all in agreement that taking care of the lift pump was a top priority either this fall or early next spring. They discussed options for cleaning out the hydrants, flow for ground water, details and guidelines on the land application and our needs for a generator.
Councilmember Matt Argyle gave the council more information on his progress with changing the address listings in the City. He said that he has been informed that the City has all authority to change the listings and that other Cities have recommended holding a minimum of three Public Hearings and to inform all major agencies such as the post office, fed ex, UPS, etc. of such address changes. It is also recommended to require large visible prominent numbers placed on the properties. He also mentioned a need for looking into an irrigation system for the cemetery for more efficient watering and use of Doug’s time. The council asked him to get a price on such a system and then they will go from there.
Councilmember Ada DeClark said she thought that having large visible prominent house numbers would be a great idea for an eagle project or for the city to implement. She said the numbers could look very similar to mile markers along the highway and should all be uniform in looks, size and placement on the property along the fence line. The idea was to make a listing of requirements for the house numbers and each property owner could furnish the materials and an eagle scout could deliver the requirements to home owners, put the markers together and place them on the property.
Police Report: Officer Skinner made 38 contacts for the month of August.
Maintenance report: Doug Thompson gave his report for the month of August stating that he fixed a water leak and shutoff services at one location. He reported that the spring is doing ok and he sent out his letter to the EPA updating them on the wastewater project. He dug test holes for the sewer and worked on the lift station. The sampling has been good and he went to school for one day and ordered chlorine for the water. He mowed and watered the parks and maintained the pop machine. He planted and filled some of the graves at the cemetery and plotted out 100 new cemetery plots and will be working on updating the map. He also worked on the snow plow truck and is trying to get it ready for winter.
Office Report: Clerk Smith reported that there are 18 delinquent water and sewer accounts for the month of August. She reported that there have been a few customers using the online payport system and hopes that it will continue to grow. She asked the council if there was a need to review our ordinance about charging for Business Licenses in the City and mentioned that a home up Stringtown has a pop machine on their property and is receiving a commission from the pop machine which is bringing the issue to light. This property owner would also like to put a roof over the machine and would like to know if they need a building permit for the roof. The pop machine is currently on city property. The council decided that as long as the pop machine is on city property that the owners cannot build a roof at the current location.
The chair entertained a motion from councilmember Joe DeClark the council approve checks and vouchers for the month of August 2012 in the amount of $19,291.27 in the general fund, $6,867.63 in the water fund, $51,004.31 in the sewer fund with all funds totaling $77,163.21. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.
The chair entertained a motion from councilmember Ada DeClark that the council adjourn from the September 2012 council meeting at 9:00 pm. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.
Respectfully submitted,
Lynette Smith, City Clerk