BANDON CITY COUNCIL
REGULAR MEETING SEPTEMBER 12, 2016, 7:00 P.M. CITY COUNCIL CHAMBERS, 555 HIGHWAY 101, BANDON
AGENDA
1. CALL TO ORDER- INVOCATION - PLEDGE OF ALLEGIANCE
2. PUBLIC REQUEST(S) None
3. PRESENTATIONS Volunteer of the Month South Coast Development Council, Inc. - Connie Stopher, Executive Director
4. HEARINGS None
5. PROCEEDINGS
5.1 ACTION & DISCUSSION 5.1.1 Low Income Water Bill-Paying H10 (Helpful To Others) Program 5.1.2 Potential City Charter Amendment Regarding Swimming Pool Funding 5 .1.3 Approval of the Proposed Reservoir Feasibility Study 2016 5.1.4 Committee for Citizen Involvement 5.1.5 Extend the Agreement with The Dyer Partnership for City Engineering Services 5.1.6 Request to Open a Portion of 4th Street SE-Kevin Jurkowski 5.1.7 Request from Historical Society for Additional City Property Adjacent to the Museum
5.2 RESOLUTION None
5.3 ORDINANCE 5.3.1 Ordinance No. 1620: Amending Title 10 of the BMC Regarding Truck Routes
6. CONSENT AGENDA
6.1 APPROVAL OF COUNCIL MINUTES 6.1 .1 City Council Regular Meeting - August 1, 2016 City Council Special Meetings - August 2, 3, 8, 15, 18, 22, 26 & 29, 2016 6.2 REVIEWING COMMISSION & COMMITTEE MINUTES (these have not necessarily been approved by the commission or committee they belong to)
6.2.1 Planning Commission Minutes - July 28, 2016 6.2.2 Parks & Rec Commission Minutes - August 11, 2016 6.2.3 CCI Minutes - None 6.2.4 Community Center Advisory Committee Minutes - None 6.2.5 Utilities Commission Minutes -July 13, 2016 and August 10, 2016
6.3 INFORMATION ONLY: DEPARTMENT REPORTS 6.3 .1 Police Report for July 2016 6.3.2 AIP Report for July 2016 6.3.3 Library Report for July 2016 6.3.4 Waste Water Treatment Plant Report for July 2016 6.3 .5 Public Works Report for August 2016 6.3.6 Water Treatment Plant Report for July 2016 6.3.7 Finance Report for July 2016 6.3.8 The Barn Report for July 2016
6.4 INFORMATION ONLY: OTHER ITEMS
7. PUBLIC COMMENT-The City of Bandon offers this time for citizens to comment on municipal issues not already on the agenda. After the Mayor asks for comments, rise or raise your hand for the Mayor to acknowledge you. Come to the podium and state your name and address. Please be sure to speak into the microphone. Comments should be limited to 3 minutes. Please supply 15 copies of the material brought to the meeting for distribution.
8. OTHER: COUNCIL/MAYOR/STAFF REMARKS
9. ADJOURN TO EXECUTIVE SESSION 192.610 ( e) To conduct deliberations with persons designated by the governing body to negotiate real property transactions.
192.660 (2) (a) The governing body of a public body may hold an executive session to consider the employment of a public officer, employee, staff member or individual agent.
10. RETURN TO REGULAR MEETING 10.1 Potential Direction to Staff.
11. ADJOURN City of Bandon
CITY COUNCIL AGENDA DOCUMENTATION DATE: 9/12/16
SUBJECT: ITEMNO: LOW INCOME WATER BILL-PAYING H20 (HELPFUL TO 5.1.1 OTHERS) PROGRAM
BACKGROUND:
As discussed at the August 1 City Council meeting, the City of Bandon is in the process of expanding the utility bill paying assistance program to also allow utility customers to donate funds to also help qualifying low income households pay their water utility bills.
Attached for Council's information is a copy ofthe new brochure which will be used to promote and inform the City's utility customers about the program. This brochure will be available at the front counter at City Hall for all new utility customers who sign up for service. One will also be included in the utility bills mailed at the end of September to inform all existing customers and provide them the opportunity of signing up to contribute funds. The City would like to express our appreciation to Oregon Coast Community Action for agreeing to administer the new water bill paying assistance program, and to thank them for the outstanding work they did designing the brochure and coming up with the "H20 - Helpful 2 Others" name and logo.
FISCAL IMPACT:
Initially, qualified low income households will be eligible for up to $25 for water bill paying assistance. This would cover the cost of approximately one month ofwater under the proposed new rates for inside-City residential customers using an average of3,000 gallons of water per month. This amount may be adjusted in the future, depending on the actual demand for assistance and the amount of money donated by our utility customers.
The City has earmarked $2,500 as the initial allocation from the Water Fund as seed money until donations can begin being received.
RECOMMENDATION:
FOR INFORMATION AND DISCUSSION ONLY - No specific action is being requested at this time.
SUBMITTED BY:
fl~ D: .I MATT \'VINKEL, IN1ERlM CITY MANAGER City of Bondon P.O. Box 67 Bondon, OR 97 4 1 1 SIZE OF MONTHLY YEARLY FAMILY INCOME INCOME
I $1,885.50 $22,626 2 $2,465.67 $29,587 3 $3,045.83 $36,549 4 $3,625.92 $43,51 I 5 $4,206.08 $50,473 6 $4,786.25 $57,435 7 $4,895.00 $58,7 40 8 $5,003.75 $60,045
How CAN You APPLY FOR THE 1t2.0PROGRAM? Low INCOME WATER How MUCH WILL THIS If you feel you meet the eligibility ASSISTANCE PROGRAM PROGRAM COST ME? requirements for the H20 program, At The City of Bondon, we believe fresh, You con choose how much you ore simply contact Oregon Coast clean water is a resource that should able to donate, if you decide you Community Action's Essential Services be mode available to everyone. That's don't wont to continue your monthly Deportment and schedule on why we developed the Helpful 2 donation simply coll, email, write or tell appointment. Others Program CH20) to provide us at City Holl and we will cancel your participation in the program. assistance to low income residents of WHO WILL QUALIFY? Oregon Coast Community Bondon with on assistance payment Action toward their water service. Residential water customers whose income falls within the income 1855 Thomas Ave. guidelines of the program. The city Your monthly donation will be placed Coos Bo~OR.97420 into the City's Low Income Water contracts with Oregon Coast Phone: (54 I )435-7080 Assistance Program fund and used Community Action to administer the program, process applications and exclusively to provide water bill paying verify the income levels of all assistance to qualified low income applicants. In order to serve as many residential customers served by the low income residents as possible, City of Bandon. assistance is limited to one time per year. City of Bandon
CITY COUNCIL AGENDA DOCUMENTATION DATE: 9/12/16
SUBJECT: ITEM NO: POTENTIAL CITY CHARTER AMENDMENT REGARDING 5.1.2 SWIMMING POOL FUNDING
BACKGROUND:
As the City Council is aware, the Bandon Community Swimming Pool Development Corporation (aka Swimming Pool Committee) has been working on their proposed development of a public swimming pool in Bandon. They have been conducting fund raising activities and have purchased a 10 acre parcel immediately south of City Park as their proposed swimming pool site. The Committee would very much appreciate City support for the project, and believes that they can raise the necessary funds for the swimming pool construction and privately fund the continued operation and maintenance ofthe facility without any future expense or obligation ofCity funds. The major objection City staff has had to the project, and an objection heard from members of the public, is that once the swimming pool has been constructed it would not be able to support itself, and that responsibility would fall on the City. City staff has met with the Committee on this issue, and the members are fully aware that staff continues to oppose the project for this reason, although the members maintain that this would not happen.
City staff and the Committee members have been working to determine whether there is a compromise that would allow the City Council to express their full support the project, while at the same time ensuring that the public and taxpayers could not be obligated to the operation and maintenance of the swimming pool unless such financial participation was specifically approved by the voters. An idea that was generated through these meetings would be to propose that the City Council refer to the voters, possibly at one of the 2017 elections, the matter of a City Charter amendment that would preclude the City Council from authorizing the expenditure of any public funds on the operation and maintenance of a public swimming pool except as may be specifically authorized by voter approval. The Committee voted to support such a Charter amendment, and has requested that this item be placed on the agenda for City Council discussion. Their feeling is that if the Council was prohibited by the City Charter from funding swimming pool operation and maintenance, then the Council would be free to express their full support for the project; the City and Urban Renewal would still be able to apply, and provide matching funds for, capital construction grants if such funds were available; and the public would be guaranteed that the City would be permanently precluded from spending taxpayers' funds on swimming pool operation and maintenance except as would be otherwise specifically authorized by the voters.
FISCAL IMP ACT:
Undetermined.
RECOMMENDATION:
MOTION: Direct staff to prepare potential optional amendments to City Charter that would preclude the City from expending any public funds on the operation and maintenance of a public swimming pool except as would be otherwise specifically authorized by voter approval, and bring the matter back to the Council for further discussion at a future meeting.
SUBMr;; - ~•{ ) ~ .'
MATT WI~ ~L, INTEi I:M CITY MANAGER City of Bandon
CITY COUNCIL AGENDA DOCUMENTATION DATE: 9/12/16
SUBJECT: ITEM NO: APPROVAL OF THE PROPOSED OFF-CHANNEL RESERVOIR 5.1.3 FEASIBILITY STUDY 2016
BACKGROUND:
The Dyer Partnership has completed the Off-Channel Reservoir Feasibility Study for the proposed new 100 acre feet water storage reservoir. This study is required as part of the City's efforts to obtain the required water rights, permits, and funding for the proposed reservoir.
(Due to its length, copies of the draft document were not reproduced for inclusion in this meeting packet, but are available for review at City Hall and are available on the "Documents" page at the City website http://www.cityofbandon.org.)
The Utilities Commission reviewed and recommended approval of the Off-Channel Reservoir Feasibility Study, subject to incorporation of comments from the Commission members. Those comments have been incorporated into the document.
Barbara Negherbon from The Dyer Partnership will attend the meeting to address any issues or questions the City Council or the public may have.
FISCAL IMP ACT:
Undetermined.
RECOMMENDATION:
MOTION: Approve the Off-Channel Reservoir Feasibility Study 2016.
MATT 'J 1N~L, INTERIHI CITY MANAGER I I I I I I I I I I I I I CITY OF BANDON
I OFF-CHANNEL RESERVOIR I FEASIBILITY STUDY 2016 I Prepared By: The Dyer Partnership I Engineers & Planners, Inc. !Engineers, 'Pfanners, Surveyors, I Water, Wastewater, 'lf-an-7ortatlon I Project 101.92 August 2016 City of Bandon
CITY COUNCIL AGENDA DOCUMENTATION DATE: 9/12/16
SUBJECT: ITEMNO: COMMITTEE FOR CITIZEN INVOLVEMENT (CCI) 5.1.4
BACKGROUND:
Oregon's Statewide Planning Goal 1: CITIZEN INVOLVEMENT (copy attached) requires that the City have a committee for citizen involvement (CCI).
In 2004, the City Council adopted Ordinance No. 1516 (copy attached), establishing the CCI as a separate committee. Prior to that, the Planning Commission served as the CCI.
Following recent resignations, the CCI is currently down to two active members. For the last several years, only a very few land use issues have been referred to the CCI, and membership has constantly fluctuated.
To provide more consistency, and since the Planning Commission remains the focus of citizen involvement and participation in the land use planning process, staff is recommending that the City Council consider eliminating the CCI as a separate body and again appoint the Planning Commission be assigned those responsibilities.
FISCAL IMPACT:
None anticipated.
RECOMMENDATION:
MOTION: Direct staff to prepare an outline of the steps necessary to eliminate the Committee for Citizen Involvement as a separate body and place the matter before the Planning Commission for their consideration and recommendation to the City Council, and bring the matter back before the City Council for formal consideration at the appropriate future meeting.
SUBMITIED BY: ri/ ;-D~ . I MATT' 'INKEL, INT ~. Rll!\.! CITY MANAGER Oregon's Statewide Planning Goals & Guidelines
GOAL 1: CITIZEN INVOLVEMENT
OAR 660-015-0000(1)
To develop a citizen involvement citizen involvement (CCI) broadly program that insures the opportunity representative of geographic areas and for citizens to be involved in all interests related to land use and phases of the planning process. land-use decisions. Committee The governing body charged with members shall be selected by an open, preparing and adopting a well-publicized public process. comprehensive plan shall adopt and The committee for citizen publicize a program for citizen involvement shall be responsible for involvement that clearly defines the assisting the governing body with the procedures by which the general public development of a program that will be involved in the on-going land-use promotes and enhances citizen planning process. involvement in land-use planning, The citizen involvement program assisting in the implementation of the shall be appropriate to the scale of the citizen involvement program, and planning effort. The program shall evaluating the process being used for provide for continuity of citizen citizen involvement. participation and of information that If the governing body wishes to enables citizens to identify and assume the responsibility for comprehend the issues. development as well as adoption and Federal, state and regional implementation of the citizen agencies, and special- purpose districts involvement program or to assign such shall coordinate their planning efforts responsibilities to a planning with the affected governing bodies and commission, a letter shall be submitted make use of existing local citizen to the Land Conservation and involvement programs established by Development Commission for the state counties and cities. Citizen Involvement Advisory The citizen involvement program Committee's review and shall incorporate the following recommendation stating the rationale components: for selecting this option, as well as indicating the mechanism to be used for 1. Citizen Involvement -- To provide an evaluation of the citizen involvement for widespread citizen involvement. program. If the planning commission is The citizen involvement program to be used in lieu of an independent shall involve a cross-section of affected CCI, its members shall be selected by citizens in all phases of the planning an open, well-publicized public process. process. As a component, the program for citizen involvement shall include an officially recognized committee for
1 2. Communication -- To assure decisions shall be available in the form effective two-way communication of a written record. with citizens. Mechanisms shall be established 6. Financial Support -- To insure which provide for effective funding for the citizen involvement communication between citizens and program. elected and appointed officials. Adequate human, financial, and informational resources shall be 3. Citizen Influence --To provide the allocated for the citizen involvement opportunity for citizens to be program. These allocations shall be an involved in all phases of the planning integral component of the planning process. budget. The governing body shall be Citizens shall have the responsible for obtaining and providing opportunity to be involved in the phases these resources. of the planning process as set forth and defined in the goals and guidelines for A. CITIZEN INVOLVEMENT Land Use Planning, including 1. A program for stimulating Preparation of Plans and citizen involvement should be developed Implementation Measures, Plan using a range of available media Content, Plan Adoption, Minor Changes (including television, radio, newspapers, and Major Revisions in the Plan, and mailings and meetings). Implementation Measures. 2. Universities, colleges, community colleges, secondary and 4. Technical Information -- To assure primary educational institutions and that technical information is available other agencies and institutions with in an understandable form. interests in land-use planning should Information necessary to reach provide information on land-use policy decisions shall be available in a education to citizens, as well as develop simplified, understandable form. and offer courses in land-use education Assistance shall be provided to interpret which provide for a diversity of and effectively use technical educational backgrounds in land-use information. A copy of all technical planning. information shall be available at a local 3. In the selection of members for public library or other location open to the committee for citizen involvement, the public. the following selection process should be observed: citizens should receive 5. Feedback Mechanisms -- To assure notice they can understand of the that citizens will receive a response opportunity to serve on the CCI; from policy-makers. committee appointees should receive Recommendations resulting from official notification of their selection; and the citizen involvement program shall be committee appointments should be well retained and made available for public publicized. assessment. Citizens who have participated in this program shall receive 8. COMMUNICATION a response from policy-makers. The Newsletters, mailings, posters, rationale used to reach land-use policy mail-back questionnaires, and other
2 available media should be used in the involvement programs, should have the citizen involvement program. opportunity to be involved in the evaluation of the comprehensive land C. CITIZEN INFLUENCE use plans. 1. Data Collection - The general 6. Revision - The general public, public through the local citizen through the local citizen involvement involvement programs should have the programs, should have the opportunity opportunity to be involved in to review and make recommendations inventorying, recording, mapping, on proposed changes in comprehensive describing, analyzing and evaluating the land-use plans prior to the public elements necessary for the hearing process to formally consider the development of the plans. proposed changes. 2. Plan Preparation - The general public, through the local citizen D. TECHNICAL INFORMATION involvement programs, should have the 1 . Agencies that either evaluate opportunity to participate in developing a or implement public projects or body of sound information to identify programs (such as, but not limited to, public goals, develop policy guidelines, road, sewer, and water construction, and evaluate alternative land transportation, subdivision studies, and conservation and development plans for zone changes) should provide the preparation of the comprehensive assistance to the citizen involvement land-use plans. program. The roles, responsibilities and 3. Adoption Process - The timeline in the planning process of these general public, through the local citizen agencies should be clearly defined and involvement programs, should have the publicized. opportunity to review and recommend 2. Technical information should changes to the proposed include, but not be limited to, energy, comprehensive land-use plans prior to natural environment, political, legal, the public hearing process to adopt economic and social data, and places of comprehensive land-use plans. cultural significance, as well as those 4. Implementation - The general maps and photos necessary for effective public, through the local citizen planning. involvement programs, should have the opportunity to participate in the E. FEEDBACK MECHANISM development, adoption, and application 1 . At the onset of the citizen of legislation that is needed to carry out involvement program, the governing a comprehensive land-use plan. body should clearly state the The general public, through the mechanism through which the citizens local citizen involvement programs, will receive a response from the should have the opportunity to review policy-makers. each proposal and application for a land 2. A process for quantifying and conservation and development action synthesizing citizens' attitudes should be prior to the formal consideration of such developed and reported to the general proposal and application. public. 5. Evaluation - The general public, through the local citizen F. FINANCIAL SUPPORT
3 1. The level of funding and human resources allocated to the citizen involvement program should be sufficient to make citizen involvement an integral part of the planning process.
4 ORDINANCE NO. 1516
AN ORDINANCE ADDING. CHAPTER 2.18 .COMMITTEE FOR CITIZEN INVOLVEMENT TO THE BANDON MUNICIPAL CODE
WHEREAS, the duties and responsibilities of the CCI are spelled out in the Bandon Comprehensive Plan Chapter 1, and
WHEREAS, the Committee for Citizen Involvement (CCI) was established as a standing committee of the City of Bandon, and
WHEREAS, standing committees are covered by the Bandon Municipal Code
THEREFORE, THE CITY OF BANDON ORDAINS AS FOLLOWS:
The Municipal Code is amended by adding Chapter 2.18 Committee for Citizen Involvement to Title 2 - Administration and Personnel:
Chapter 2.18
COMMITTEE FOR CITIZEN INVOLVEMENT
Sections:
2.18.010 . Membership 2.18.020 Terms of Appointment 2.18.030 Responsibilities of the CCI 2.18.040 Meetings 2.18.050 Implementation
2.18.010 Membership shall consist of seven members. These members shall include a member of the City Council, a member of the Planning Commission, two members selected from the City's Standing Committees, and three at-large members from the general public
2.18.020 Terms of Appointment
A. The terms of members of the City Council, Planning Commission and standing committee appointments appointed to the CCI shall expire when their Council, Commission or Committee appointment expires.
B. At-large members shall be appointed to four year terms. Members will be selected and serve in accordance with the Standing Committee rules.
City of Bandon, Ordinance #1516 Page 1of2 2.18.030 Responsibilities of the CCI
A. Under the direction of the City Council, shall ensure that the Citizen Involvement Program is being implemented.
B. Shall make an annual written report to the City Council that assesses the effectiveness and overall .implementation of the Citizen Involvement Program. Copies will be distributed to all Standing Committee members.
C. Shall assist citizens and citizen groups in becoming aware of opportunities provided by the Citizen Involvement Program.
D. Shall make recommendations to the City Council for improving the Citizen Involvement Program if necessary.
E. Shall perform such other duties as directed by the City Council.
2.18.040 Meetings
A. The CCI shall meet at least bi-monthly in an open public meeting, and more often if the Council or the CCI determines it necessary.
B. The CCI shall conduct its proceedings in accordance with this chapter and Robert's Rules of Order.
C. . The CCI will be staffed by the Planning Director or, jn his/her absence, the · City Manager.
2.18.050 Implementation measures for responsibilities of the CCI are detailed in the Comprehensive Plan of the City of Bandon, Chapter 1. These measures were evaluated and addressed in conjunction with Statewide Planning Goal 1.
Passed to a second reading this 5th day of January, 2004, on a roll call vote, 6:0.
Adopted by the City ·council this 5th day of January, 20 , on a roll call vote, 6:0.
Attest: tiffr£ch~~ City Recorder
City of Bandon, Ordinance #1516 Page 2of2 City of Bandon
CITY COUNCIL AGENDA DOCUMENTATION DATE: 9/12/16
SUBJECT: ITEM NO: EXTENDING THE AGREEMENT WITH THE DYER P ARTNERSIDP 5.1.5 FOR CITY ENGINEERING SERVICES
BACKGROUND:
As the City Council is aware, the City contracts The Dyer Partnership to provide City Engineering Services. The original Professional Services Contract with The Dyer Partnership was approved in 1995, and has been annually extended each year thereafter. The current agreement extension expired on June 30, 2016. The proposed extension would be for a period of one year until June 30, 2017.
FISCAL IMP ACT:
The Dyer Partnership is proposing a rate increase as shown on the attached schedule, to become effective on January 1, 201 7. The rates to the City of Bandon have not been increased for five years, with the last rate increase taking place in January, 2012.
RECOMMENDATION:
MOTION: Approve the Amendment to Professional Services Contract with the Dyer Partnership to extend its term until June 30, 2017 and accepting the proposed new Schedule of Rates and Charges to become effective on January 1, 2017.
SUBMITTED BY: . fr(~-0: MATT WJINKEL, INTI 'ruM CITY MANAGER [] THE DYER PARTNERSHIP ENGINEERS & PLANNERS, INC.
July 05, 2016
Mr. Matt Winkel, Interim City Manager City of Bandon P.O. Box 67 Bandon, OR 97411
Subject: City of Bandon Amendment to Professional Services Contract Project No. 101.00
Dear Matt:
Our professional services contract for providing miscellaneous engineering services to the City of Bandon expired on June 30, 2016. Article IV of the Professional Services Contract allows extension of services upon mutual agreement of both parties. In accordance with that article, The Dyer Partnership respectfully requests extension of the contract.
We propose extending the terms of the agreement for a period of one year, or until June 30, 2017. We propose increasing our rate schedule starting January 2017. Both the existing and proposed rate schedules are attached as part of the amendment.
When the City is satisfied with the terms, please return one signed copy of this letter to our office. We appreciate your confidence in our firm and we look forward to continuing our working relationship with you and the City of Bandon.
Sincerely,
~ \ - ~ 1·v~. ACCEPTED this __ day of __, 2016 Steve Major, PE { President
Attachments: As Noted 101 .00\Agreements\Amendmentltr 16
1330 TEAKWOOD AVENUE COOS BAY, OREGON 97420 TELEPHONE: (541) 269-0732 FAX: (541) 269-2044 SCHEDULE OF RATES AND CHARGES
THE DYER PARTNERSHIP ENGINEERS & PLANNERS, INC.
Professional Services
Principal/Manager ...... $120.00
Project Manager ...... $115.00
Professional Land Surveyor ...... $115.00
Project Engineer 2 ...... $107.00 Project Engineer 1 ...... $97.00
Engineer Tech 2 ...... $88.00 Engineer Tech 1...... $78.00
Survey Tech 2 ...... $78.00 Survey Tech 1 ...... $66.00
Inspector ...... $78.00
Designer ...... $78.00
Drafter/CAD Operator ...... $70.00
Clerical 2 ...... $49.00 Clerical 1 ...... $42.00
2-Man Survey Crew ...... $130.00 1-Man Survey Crew ...... $90.00 GPS ...... $100.00/day Robotic Total Station ...... $40.00/day
Reimbursable Expenses
* Reimbursables @ actual cost * Mileage@ current federal rate (with automatic adjustments as federal rate changes) * Services of Outside Consultants @ actual cost plus 10% if billed through our firm
Amasters\Marketing\Rates\Current Rates SCHEDULE OF RATES AND CHARGES
THE DYER PARTNERSHIP ENGINEERS & PLANNERS, INC.
Professional Services
Principal/Manager ...... $135.00
Project Manager ...... $125.00
Professional Land Surveyor ...... $125.00
Project Engineer 2 ...... $115.00 Project Engineer 1 ...... $105.00
Engineer Tech 2 ...... $95.00 Engineer Tech 1...... $85.00
Survey Tech 2 ...... $85.00 Survey Tech 1 ...... $77.00
Inspector ...... $85.00
Designer ...... $85.00
Drafter/CAD Operator ...... $80.00
Clerical 2 ...... $52.00 Clerical 1 ...... $45.00
2-Person Survey Crew ...... $130.00 I-Person Survey Crew ...... $100.00 GPS ...... $100.00/day Robotic Total Station ...... $40.00/day
Reimbursable Expenses
* Reimbursables @ actual cost * Mileage @current federal rate (with automatic adjustments as federal rate changes) * Services of Outside Consultants @ actual cost plus 10% if billed through our firm
\\dyer\dyer-part\AAprojects\l 0 I Bandon\! 0l.OO\Agreements\Amendment2016\Proposed Rates 2017.doc City of Bandon
CITY COUNCIL AGENDA DOCUMENTATION DATE: 9/12/16
SUBJECT: ITEMNO: REQUEST TO OPEN A PORTION OF 4th STREET SE - 5.1.6 KEVIN JURKOWSKI
BACKGROUND:
The City received the attached request from Kevin Jurkowski, on behalf of his parents David & Sally Jurkowski, to allow the opening of a portion of the existing 4th Street SE right-of way east of Michigan Avenue SE, and to grant an exception to certain street construction standards. The purpose of this request is to allow the construction of a residence on their property on the north side of 4th Street SE. To develop a property, the Bandon Municipal Code requires that the subject lot have a minimum of 40 ft. frontage on a street. Currently, this section of 4th Street SE is an unopened right-of-way, but must be opened and developed in accordance with City requirements to be considered a "street."
The applicants are also requesting that the City Council grant an exception to the street construction standards for that 74 ft. extension of 4th Street SE, by waving the requirements for curbs, gutters, and sidewalk, and reducing the paving width from the standard 28 ft. to a proposed 26 ft. plus gr~vel shoulders on both sides. This would be consistent with the current paving width of 4th Street SE to the west. The applicants are also requesting an exception to the full 80 ft. diameter cul-de sac requirement, to allow them to substitute a "hammerhead" turnaround at the west end of the street. Staff is recommending that the applicant be required to obtain concurrence from Bandon Rural Fire Protection District Chief for the exception to the tum-around standards. Other than these specific exceptions, the street construction would be required to comply with the City's standards for pavement and base thickness and construction, and would be required to provide surface drainage into the existing natural drainage ways.
Under the existing street construction standards the City Council has the authority to approve requests for exceptions to specific requirements, where such exceptions are determined by the City Council to be in the best interest of the City, and provided all other street construction standards, except those specifically waived, shall be complied with. Approval of the requested exceptions to the street opening and construction standards would be consistent with exceptions granted over the last several years to the street construction standards for opening portions of 6th Street SE, 9th Street SE, 11th Street SE, 12th Street SE, and 12th Court SE, off of Ohio A venue SE.
FISCAL IMPACT:
Undetermined.
RECOMMENDATION:
MOTION: The City Council finds that the requested opening and exceptions to the street construction standards for a portion of 4th Street SE are in the best interest of the City, and grants an exception to the construction standards by waving the normal requirements for curbs, gutters, sidewalk, and underground storm sewer; reducing the paving width from the standard 28 ft. to a proposed 26 ft. plus gravel shoulders and surface drainage constructed to specifications as required by the Public Works Department; and waiving the full 80 ft. diameter cul-de-sac requirement, to allow substituting a "hammerhead" turnaround at the east end of the street, subject to concurrence by the Bandon Rural Fire Protection District Fire Chief; all subject to complying with all other street construction standards, and subject to completing the street improvements within one year.
MATT W .N ~L, INTERil\l CITY MANAGER 105 ~ 3fl.I} 51 5~ IO 78 '31l1> ST St
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CITY COUNCIL AGENDA DOCUMENTATION DATE: 9/12/16
SUBJECT: ITEM NO: REQUEST FROM IDSTORICAL SOCIETY FOR ADDITIONAL 5.1.7 CITY PROPERTY ADJACENT TO THE MUSEUM
BACKGROUND:
The City of Bandon received the attached letter from the Bandon Historical Society requesting that the City donate to the Museum the property immediately south of their existing parking lot. As shown on the attached map, the City owns three parcels (outlined in "red") at that location. That land is currently being used for electrical utility materials storage, all of which is planned to be relocated to the new City Shop facility which is scheduled for completion in October.
Attached also are copies of the documents illustrating the progression of title transfers between the City of Bandon, Bandon Urban Renewal, and the Bandon Historical Society for the building and property currently owned by the Historical Society. In 1996, following closure of the privately owned Orea Inn which had occupied the old City Hall/Library/Fire Station building for several years, the Bandon Urban Renewal Agency purchased the land and building from its owner. At that time the Historical Society was looking for a new facility to house the Museum. To provide such a location, the Urban Renewal Agency agreed to enter into a Memorandum of Sale agreeing to sell the property to the Historical Society for $146,174.37, with Urban Renewal carrying that loan and the Historical Society making annual payments. In 2001 the Urban Renewal Agency agreed to accept the October 15, 2001 payment as the final payment, and in 2002 issued a clear deed to the Historical Society with the addition of a "reversionary clause" under which ownership of the property would revert to the City in the event the Historical Society ever ceased operating a historical museum there. In 2002 Urban Renewal paid the City $40,000 for the property immediately south of the Museum building, and subsequently transferred title to the Historical Society for the purpose of providing public parking. The deed to the property was issued in 2003, and it included the same "reversionary clause."
FISCAL IMPACT:
Other than title transfer and recording fees (if any), there would be no additional out-of-pocket expenses to the City at this time, since the City owns the property free and clear. However, considering the recommended inclusion of a "reversionary clause" in the property title, and having the Bandon Historical Society operate a museum at that location, provide public parking, and maintain the historically significant City Hall/Library/Fire Station building on behalf of the public, the economic impacts on the City of Bandon will continue to be positive.
RECOMMENDATION:
MOTION: Authorize the donation of the three City owned lots on Fillmore Avenue immediately south of the existing Bandon Historical Society Museum parking lot to the Bandon Historical Society, with the inclusion of the same "reversionary clause" in the deed as was included in the other Historical Society deeds; and direct staff to prepare and bring back for City Council approval the documents necessary to effect that title transfer.
S~MITTED * u MA~~~ ~\VI CITY MANAGER BANDON HISTORICAL -soCIETY MUSEUM
www.bandonhistoricalmuseum.org PO Box 67 [email protected]
Bandon, Oregon
Dear Honorable Mayor and city council,
Some years ago, City Manager Matt Winkel talked to museum board members about the possibility of the city donating to us the three lots south of the present museum property at such time as the city shops were relocated.
We now understand that is expected to take place this fall, and per our letter dated Dec. 13, 2004, which is attached, we are again requesting that the property being used for the outside storage of supplies be donated to the Bandon Historical Society, with the same understanding as the previous gift: that if the museum discontinues operations for any reason, the property would revert back to the City of Bandon.
We have several plans for the property, including additional public parking, which will benefit all present and future businesses in that area; the possibility of outdoor exhibits, and the potential for landscaping to beautify the area. ,. We again want to thank you for your continued support and let you know that we do our best every day to make the community proud of what we have done, and will continue to do, in preserving Bandon's history.
Gayle Nix
Board president Executive director Incoming Executive BANDON HISTORICAL SOCIETY P.O. BOX 737 BANDON, OREGON 97411 (541) 347-2164
Monday, December 13, 2004
City of Bandon P.O. Box 67 Bandon, Oregon 97 411 541-347-2437
'·
Dear Honorable Mayor and City Council:
The Bandon Historical Society is in the process of forming a long range planning and assessment committee. This committee will be up and operating by January 2005.
When you have a volunteer organization like Bandon Historical Society, one is so busy keeping our doors open and dealing with day to day activities and events we do not always take a good long look at where we need to be five or ten years down the road.
As we begin this work we have some concern with potential plans for the city yard next to the museum parking lot. Thus, we would like to request of the city to please keep us in mind if it looks like that property may be targeted for some use as your plans for the Woolen Mill area begin to gel.
We hope to have our assessment finished by early summer. We will then explore grant possibilities and report to the council.
.We would also like to, once again thank you for all your continued support and encouragement. We do our best everyday to make you and our great city proud of our history and our community.
Sincerely,
Paul Shelton, Society President
Judy Knox, Executive Director,
rt_":.-· ~~ . ~· . . ~· r · . , , ! . ; ~ RESOLUTION NO. UR96-04 ~~~ A RESOLUTION ON THE URBAN RENEWAL AGENCY OF THE . ~ ~ CITY OF BANDON APPROVING FORM AND EXECUTION OF y CONTRACT WITH BANDON HISTORICAL SOCIETY
WHEREAS, the Bandon Urban Renewal Agency has the obligation of enacting the Urban Renewal Plan; and
WHEREAS, as part of the present Urban Renewal Plan, the Agency has identified a need for the operation and maintenance for a facility of a historical museum; and
WHEREAS, ORS 457.230 allows for the disposition ofland and urban renewal projects as long as the project is used iri accordance with the plan and as long as any agreement obligates the purchaser to use the land for the purposes designated in the plan including beginning the building of the improvements within the time which the Agency fixes as reasonable and as long as the obligations of the purchaser are covenants that run with the land
NOW THEREFORE the Agency finds as follows:
I. The Agency is the owner of the former Old City Hall property as described legally in the proposed contract.
2. The Agency has made the land available for development for a museum at the price stated in the contract which value is and is hereby found to be the reasonable value determined by the Agency as its fair reuse value. .
3. Bandon Historical Society has indicated a willingness to abide by the terms of the proposed contract which is submitted for approval and attached to this resolution.
4. The contract provides for the assurance, guarantees and covenants that meet the ··: requirements of ORS 457.230.
THEREFORE, the Bandon Urban Renewal Agency hereby approves the form of contract attached to this resolution as being appropriate to offer to the Bandon Historical Society for immediate execution and the manager of the Agency is hereby authorized to execute said contract on behalf of the Agency.
ADOPTED by the Urban Renewal Agency and APPROVED by the Chairman of Urban Renewal Agency this 17th day of .TIINE , 1996. ·
~uUi'iuA-~dith A Densmore, Mayor
RESOLUTION NO. UR96-04 - I C:IQA WIN\CITY\RESOL\UR96-04.QW ... • J>/ · /. . Attest:
_,;/
Denise M. Skillman, City Record~r
i I;
RESOLUTION NO. UR96-04 - 2 C:IQA WIN\CITY\RESOLIUR96-04.QW 96 09 0999 MEMORANDUM OF SALE
DATE OF SALE:
SELLERS: Bandon Urban Renewal Agency !t~~· 96090.9'19 \;QOS County~ certl1y the lnStrument . BUYERS: Bandon Historical Society wlttin WU ftled for l'9COfd at \: ~ CONSIDERATION: Sl The East 85 feet of Lots l, 2, and 6, Block 7, Woolco :Mill Addition to Bandon, Coos County, Oregon, EXCEPT that part sold to State Highway Commission in Book 136, Page 330, Deed Records of Coos County, Oregon, and EXCEPl the South 6.9 fuet of Lot 6 and, also EXCEPT the West 22 feet of that portion ofLots 1and2 included in above description and the North 10 feet of the West 22 feet of that portion of Lot 6 included in the above description. THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGULATIONS. BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT, THE PERSON ACQUIRING FEE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPROPRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES AND TO DETERMINE ANY LIMITS ON LAwsurrs AGAINST FARMING OR FOREST PRACTICES AS DEFINED IN ORS 30.930. BANDON "URBAN RENEWAL AGENCY BANDON HISTORICAL SOCIETY ,, By:2~<1 2~ Br- ~1=1L STATE OF~ ) ? ) SS County of Coos ) 0n thisru!.day of~, kt.<. 1996, personally appeared n'lttrr /;Ju.JkcL . personally known to me (er p1oted £e uic- 011 the oatb of who~wn to me) to be the {: STATE OF OREGON J SS County of Coos ) ~- MEMORANDUM OF SALE - I AfteI" Recording Return to: Meil Tax Statements to <:"QA.~~ Fll:dctid: J. Carleton ~ f!Uloriczl Society P.O. BoxJ8 P.O. Box 737 Bandon. OR 97411 ilandoo, OR 97 411 2 LJ ~:t_/ r;,- , I .._) J .to .. LS .. • · .Y.J.'lf a RESOLUTION NO. UR-01-05 A RESOLUTION OF THE BANDON URBAN RENEWAL AGENCY ACKNOWLEDGING FULL PAYMENT FOR THE BANDON HISTORICAL SOCIETY MUSEUM, A~D AUTHO.RIZING THE ISSUANCE OF A DEED FOR THAT PROPERTY TO °THE BANDON HISTORICAL SOCIETY. WHEREAS, on June 17, 1996, the Bandon Urban Renewal Agency adopted Resolution No. UR-96-04, approving a sales contract with the Bandon Historical Society for purchase of the Bandon Historical Society Museum; and WHEREAS, the Bandon Urban Renewal Agency has determined that it is in the best economic interest of Urban Renewal Area 1 to ensure that the Bandon Historical Society Museum continues to be operated as a museum, in order to protect and promote higher values for other properties within Urban Renewal Area 1; and WHEREAS, the Bandon Historical Society has been making annual payments to the Bandon Urban Renewal Agency for the property, and has made significant investments in time, labor, materials, and money to renovate and improve the property; and WHEREAS, the Bandon Urban Renewal Agency has determined that the best interest of Urban Renewal Area 1 would be served by accepting the October 15, 2001 payment from the Bandon Historical Society as the final payment for the Bandon Historical Society Museum, and subsequently issuing a deed for the property to the Bandon Historical Society, free and clear of all City of Bandon liens and encumbrances, except as otherwise provided herein. NOW, THEREFORE, BE IT RESOLVED that the Bandon Urban Renewal Agency hereby agrees to accept the October 15, 2001 annual payment from the Bandon Historical Society as the final payment for the Bandon Historical Society Museum, and to subsequently issue a deed for the property to the Bandon Historical Society, free and clear of all City of Bandon liens and encumbrances, except that the deed shall contain a provision that title shall revert to the City of Bandon in the event the property ceases to be operated and maintained as a Bandon Historical Society Museum. ADOPTED by the Bandon Urban Renewal Agency this 15th day of October, 2001, and filed with the Bandon City Recorder this date. Brian M. Vick, URA President tl/U__v UvJ~//-L-e-- ~Mane Ducharme, URA Secretary ------·-- - - ·--· COOS COUNTY, OREGON REC $31.00 01/15/2002 #2002-579 TERRI TURI, CMC, COUNTY CLERK 01:32:58PM 1 OF 2 BARGAIN AND SALE DEED Grantor: Bandon Urban Renewal Agency Grantee: Bandon Historical Society Consideration: $146,174.37 Description of property: The East 85 feet of Lots I, 2, and 6, Block 7, Woolen Mill Addition to Bandon, Coos County, Oregon, EXCEPT that part sold to State Highway Commission in ·Book 136, Page 330, Deed Records of Coos County, Oregon, and EXCEPT the South 6.9 feet of Lot 6 and, also EXCEPT the West 22 feet of that portion of Lots 1 and 2 included in above description and the North 10 feet of the West 22 feet of that portion of Lot 6 included in the above description. For ~e above stated consideration, the above Grantor does hereby convey unto the above Grantee the described real property subject to any covenants, restrictions or easements of record. REVERSIONARY Further, reserving unto Grantor or Grantor's successor, the City of Bandon, a municipal corporation of the State of Oregon, the following reversionary right: In the event that Grantee ceases to occupy or operate the premises as a historical museum as it is presently does, then all right, title and interest to the property granted herein shall revert to Grantor or to its successor, the City of Bandon, a municipal corporation of the State of Oregon. THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGULATIONS. BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT, THE PERSON ACQUIRING FEE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPROPRlATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST PRACTICES AS DEFINED IN ORS 30.930. · Ji\NvAe-<, "'JO(/z Witness my band this '3f2P day ofDeeemeer, 200!. Mail Tax Statements to: After recording return to: Bandon Historical Society City of Bandon P.O. Box 737 P.O. Box67 Bandon, OR 97411 Bandon, OR 9741 I ..~· COOS COUNTY, OREGON REC $31.00 01/15/2002 #2002-579 TERRI TURI, CMC, COUNTY CLERK 01:32:58PM 2 OF 2 STATE OF OREGON ) )ss County of Coos ) . On thisEday oib'°:~~efore me personally appeared MA TI WINKEL, personally known to me to be the person who executed the within instrument as Manager, on behalf of the BANDON URBAN RENEWAL AGENCY, the corporation therein named, and acknowledged to me that the corporation executed it. OFF:CIAL SEAL i3E:\'.ER!.Y LANIER NOTARY PUBLIC-OREGON COM:·.llSSiON NO. 331555 MY COMMISSION EXPIRES MARCH 22, 2004 Mail Tax Statements to: After recording return to: Bandon Historical Society City of Bandon P.O. Box 737 P.O.Box67 Bandon, OR 97411 Bandon, OR 97411 RESOLUTION NO. 02-29 A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF BANDON AGREEING TO SELL TO THE BANDON URBAN RENEWAL AGENCY PROPERTY ADJACENT TO THE BANDON HISTORICAL SOCIETY MUSEUM WHICH WILL BE TRANSFERRED TO THE BANDON HISTORICAL SOCIETY FOR USE AS PUBLIC PARKING. WHEREAS, the provision of public parking is listed as an eligible project in the Area One Urban Renewal Plan; and WHEREAS, the fiscal year 2002-2003 Area One Urban Renewal Budget includes $40,000.00 for the purchase of property to provide public parking for the Bandon Historical Society Museum; and WHEREAS, the City of Bandon agrees to sell to the Urban Renewal Agency a parcel of land adjacent to the Bandon Historical Society Museum (Coos County Assessor's Parcel No. 28-14-30CA-TL 1200 & 2700; Lots 7, 10, 11, and a portion of 6, Block 7, Woolen Mill Addition) for use as public parking; and WHEREAS, the Bandon Historical Society has agreed to improve, pave, and maintain the subject property for use as a public parking lot. NOW, THEREFORE, BE IT RESOLVED that the Mayor and City Council of the City of Bandon hereby agree to sell to the Bandon Urban Renewal Agency the parcel of land adjacent to the Bandon Historical Society (Coos County Assessor's Parcel No. 28-14-30CA-TL 1200 & 2700; Lots 7, 10, 11, and a portion of 6, Block 7, Woolen Mill Addition) for the amount of $40,000.00; and BE IT FURTHER RESOLVED that the sale of the subject property is conditioned upon the agreement of the Bandon Urban Renewal Agency to issue a deed for the property to the Bandon Historical Society, free and clear of all City of Bandon liens and encumbrances, except that the deed shall contain a provision that title shall revert to the City of Bandon in the event the adjacent Bandon Historical Society Museum property ceases to be operated and maintained as a Bandon Historical Society Museum, and a condition that the Bandon Historical Society shall improve, pave, and maintain the subject property for use as public parking. ADOPTED by the City Council and APPROVED by the Mayor of the City of Bandon this 151h day of July, 2002. Brian M. Vick, Mayor Attest: Marie Ducharme, City Recorder RESOLUTION NO. UR-02-05 A RESOLUTION OF THE BANDON URBAN RENEWAL AGENCY AGREEING TO PURCHASE PROPERTY FROM THE CITY OF BANDON, AND TRANSFERRING OWNERSHIP OF THAT PROPERTY TO THE BANDON HISTORICAL SOCIETY FOR USE AS PUBLIC PARKING. WHEREAS, the provision of public parking is listed as an eligible project in the Area One Urban Renewal Plan; and WHEREAS, the fiscal year 2002-2003 Area One Urban Renewal Budget includes $40,000.00 for the purchase of property to provide public parking for the Bandon Historical Society Museum; and WHEREAS, the City of Bandon has agreed to sell to the Urban Renewal Agency a parcel of land adjacent to the Bandon Historical Society Museum (Coos County Assessor's Parcerl No. 28-14-30CA-TL 1200 & 2700; Lots 7, 10, 11, and a portion of 6, Block 7, Woolen Mill Addition) for use as public parking; and WHEREAS, the Bandon Historical Society has agreed to improve, pave, and maintain the subject property for use as a public parking lot. NOW, THEREFORE, BE IT RESOLVED that the Bandon Urban Renewal Agency hereby agrees to purchase from the City of Bandon the parcel of land adjacent to the Bandon Historical Society (Coos County Assessor's Parcel No. 28-14-30CA-TL 1200 & 2700; Lots 7, 10, 11, and a portion of 6, Block 7, Woolen Mill Addition) for the amount of $40,000.00; and BE IT FURTHER RESOLVED that the Bandon Urban Renewal Agency agrees to issue a deed for the property to the Bandon Historical Society, free and clear of all City of Bandon liens and encumbrances, except that the deed shall contain a provision that title shall revert to the City of Bandon in the event the adjacent Bandon Historical Society Museum property ceases to be operated and maintained as a Bandon Historical Society Museum, and a condition that the Bandon Historical Society shall improve, pave, and maintain the subject property for use as public parking. 1 ADOPTED by the Bandon Urban Renewal Agency this 15 h day of July, 2002, and filed with the Bandon City Recorder this date. Brian M. Vick:oRA President Attest Marie Ducharme, URA Secretary . .,) ._j 4 :. 14 .;~·------~ 28 30CA ."\• illiliil'1P 1us PREPARED roR I &SS(SSIAENl PURPOSE ()l.ILV --:'-----J BANDON L C&NCELLEO zooo 7501 1400 3100 381)0 ~r_:-·~'~~~ 600 1500 ..' 1600 1100 1800 5004 :1l,I. CIT"" .. -· . . . "IN 1500 ' li v li : .< .... ; i JI I 800 I I •. \ J ...... \J 1000 I ·•--·-·~-.· 5900 -·- 6000 6100 5101 199 >-W a___J o ~ ~.. N i ~ SIXTH ITHRDJ I~.i H 1)1 12 •1 Ill t • 1,I 51 4 JI ~ 114 n~oI I 1 ! .. ,!,, I I ~ 0 ~ u.. .... I I ~-~'OO' • IM• 1.111.12li!!1il}j-•2!...24_2s.n121t:ie1~1.."'' I ' 'f'l' i I I I '"~ 30CA 1/16 cdn:'f-~ I NINTH IFOtmHI 1116 28 14 ~ 's(s~ c,oR BANDON I I ~ r r . SEE \A&P 28 14 lOCD l ' COOS COUNTY, OREGON TOTAL $26.00 04/15/2003 #2003-5075 , TERRI L. TURI, CMC, COUNTLlliwRK'------~02:16_:11Et1.._ __l~OE~l~ BARGAIN AND SALE DEED Gran tor: Bandon Urban Renewal Agency • Grantee: Bandon Historical Society Consideration: No monetary consideration. Consideration consists of other promises. Description of property: That portion of Lot 6 that the City owns, all of Lots 7, IO and 11 in Block 7, Woolen Mill Addition to Bandon, Coos County, Oregon, For the above stated consideration, the above Grantor does hereby convey unto the above Grantee the described real property subject to any covenants, restrictions or easements of record. REVERSIONARY Further, reserving unto Grantor or Grantor's successor, the City of Bandon, a municipal corporation of the State of Oregon, the following reversionruy right: In the event that Grantee ceases to occupy or operate the premises as a historical museum as it is presently does, then all right, title and interest to the property granted herein shall revert to Granter or to its successor, the City of Bandon, a municipal corporation of the State of Oregon . TIDS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGULATIONS. BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT, THE PERSON ACQUlRING FEE TITLE TO THE • PROPERTY SHOULD CHECK WITH THE APPROPRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST PRACTICES AS DEFINED IN ORS 30.930. Witness my hand this L day of April 2003. STA TE OF OREGON )ss_ County of Coos ) On this:/!. day of April 2003, before me personally appeared MATT WINKEL, personally known to me to be the person who executed the within instrument as Manager, on behalf of the BANDON URBAN RENEWAL AGENCY, the corporation therein named, and ac dged to me that the corporation executed it. , , ~~~/C/AL SEAL •i (' -~., 1n .v LA~ifER 0 gen ' ()·,>· ~i'!°A,R':.PUBUC-OREGON o\.1\' COMMISSION~~~~RSJ~;~;A:o. 33 I 555 ~~~ .. ?'~/ " ·'"' CH 22, 2C04 J Mail Tax Statements to; - • After recording return to: Bandon Historical Society City of Bandon 6a,., 0 o"' µ.1.stor1c0\..( • P.O. Box737 S,c_1-.e.~ P.O. Box 67 Bandon, OR 97411 Bandon, OR 97411 i+:>o &x. /31 P.::ia.."'&op.OY- 97 CITY COUNCIL AGENDA DOCUMENTATION DATE: 9/12/16 SUBJECT: ITEMNO: ORDINANCE NO. 1620: AMENDING BANDON MUNICIPAL CODE 5.3.1 SECTION 10.16.030 - TRUCK ROUTE DESIGNATIONS BACKGROUND: Ordinance No. 1620, amending the truck route designations, was passed to a second reading at the August 1 City Council meeting, but could not be adopted since the full City Council was not present. Therefore final adoption had to be held over to this meeting. A copy of the agenda documentation from that meeting is attached. FISCAL IMPACT: Undetermined. RECOMMENDATION: 1. Request the City Attorney to read Ordinance No. 1620 by title only. 2. MOTION: Adopt Ordinance No.1620. SUBMITTED BY: ( I i\ . J W111U- MA TT "INKEL, INTI Rl \1 CITY MANAGER City of Bandon CITY COUNCIL AGENDA DOCUMENTATION DATE: 8/1/16 SUBJECT: ITEMNO: ORDINANCE NO. 1620: AMENDING BANDON MUNICIPAL CODE 5.3.1 SECTION 10.16.030 - TRUCK ROUTE DESIGNATIONS BACKGROUND: Bandon Municipal Code Chapter 10.16 -TRUCK ROUTES, Section 10.16.030 -Truck Route Designations, was adopted August 3, 1998, which was prior to the construction of Fillmore Avenue between 4th Street SE and 11th Street SE. At that time, Elmira A venue was designated as the north-south truck route connection between those two streets. Fillmore A venue through this area was designed to full City standards, constructed to handle truck traffic and loading, is a more direct route between Highway l 01 and Rosa Road, and includes sidewalks and bicycle paths, but it was never officially designated as a truck route. Elmira A venue, on the other hand, was never designed or constructed to handle truck traffic, and does not have sidewalks or bicycle paths. For some truck traffic, however, it is an easier route to navigate between Highway 101 and the 11th Street entrance to Bandon Supply and the new City Shop. Elmira Avenue also provides truck access to the facilities at Goddard Energy. The situation was recently brought to light by complaints the City recently received regarding the volume of truck traffic on Elmira A venue through the residential neighborhood in this area. Accordingly, staff drafted the attached Ordinance No. 1620. It would add Fillmore Avenue as a truck route between 4th Street SE and 11th Street SE. (Fillmore A venue is already designated as a truck route between 1st Street SE and 4th Street SE, and between 11th Street and the City limits at Rosa Road.) It would remove the truck route designation from Elmira A venue between 4th Street SE and 11th Street SE, but would retain that designation between Highway 101 and 4th Street to continue providing truck access to Goddard Energy, and the businesses on this section of Elmira Avenue. Ordinance No. 1620 would also add the segment of3•d Street south of the Face Rock Creamery which was realigned between Fillmore Avenue and Grand Avenue when the cheese factory was constructed. FISCAL IMPACT: Undetermined. RECOMMENDATION: 1. Request the City Attorney to read Ordinance No. 1620 by title only. 2. MOTION 1: Pass Ordinance No. 1620 to a second reading. 3. (If a full Council is present and the motion to pass to a second reading was approved unanimously): Request the City Attorney to read proposed Ordinance No. 1620 for the second time by title only. 4. MOTION 2: (If a full Council is present and the motion to pass to a second reading was approved unanimously): Adopt Ordinance No. 1620. SUBMITTED BY: MATT WINKEL, CITY MANAGER ORDINANCE NO. 1620 AN ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF BANDON AMENDING BANDON MUNICIPAL CODE CHAPTER 10.16 - TRUCK ROUTES, SECTION 10.16.030-TRUCK ROUTE DESIGNATIONS. WHEREAS, Bandon Municipal Code, Section 10.16.030 designates various street segments as truck routes; and WHEREAS, the Mayor and City Council have determined it is in the best interest of the City of Bandon to amend the list of designated truck routes. NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council that Bandon Municipal Code, Chapter 10.6 - Truck Routes, Section 10.16.030 - Truck Route Designations is hereby amended to read as follows by incorporating the additions shown in bold italics and the deletions shown in strikeout: 10.16.030 Truck route designations. The following streets are designated as truck routes: A. U.S. Highway 101-entire length through the city; B. State Route 42S--entire length through the city; C. 11th Street SE--from U.S. Highway 101 to Klamath Avenue (new hospital site); D. Harlem Avenue--from 11th Street SE to city limits at Bill Creek Road; E. Fillmore Avenue--from 1st Street SE to 4th Street SE, and from 11th Street SE to city limits at Rosa Road; F. Elmira Avenue-from U.S. Highway 101 to 44th 4th Street SE; G. 3rd Street SE-from Fillmore Avenue to vacated portion at Bandon Cheese Factory Grand Avenue; H. 4th Street SE--from Elmira Avenue to Grand Avenue; I. Grand Avenue--from U.S. Highway 101to4th Street SE (including the 3rd Street bridge at Ferry Creek); J. Riverside Drive--from 1st Street SE to city limits. PASSED TO A SECOND READING by the City Council of the City of Bandon this 1st day of August, 2016, on a roll call vote, __ : __ . ADOPTED by the City Council of the City of Bandon this 1st day of August, 2016, on a roll call vote, __ : __ . Mary Schamehorn, Mayor Attest: Denise Russell, City Recorder ~ 11-~------ ' --A !!!:-. ..& . \ -- ... ~ \ ~- ~ ~ ~ -- \\ :!!'- --..... :!!-_ Ordinance 1402 \ \ \ \ \ -~ 0 Cl .. ~ a ===::===_JI l I ' + I 0 y ' 0 ol I .I a,*.I • • I I ,. ''-- .. I I I I I -·-- !n ~ Chapter 10.16 TRUCK ROUTES Sections: 10.16.010 Applicability. 10.16.020 Definitions. 10.16.030 Truck route designations. 10.16.040 Restrictions on truck travel. 10.16.050 Exceptions. 10.16.060 Truck parking. 10.16.070 Violation and penalty. Ordinance History: #1402 10.16.010 Applicability. The provisions of this chapter shall apply to all streets within the Bandon city limits, except as otherwise precluded by Oregon Revised Statutes. 10.16.020 Definitions. As used in this chapter, the following terms shall have the following meanings: "Combination vehicle" means two or more vehicles coupled together. "Gross vehicle weight rating" means the value specified by the manufacturer as the maximum loaded weight of a single vehicle or combination vehicle. "Motor vehicle" means a vehicle which is self-propelled or designed for self propulsion. "Street" means any highway, road, street, alley, or other route within the Bandon city limits, whether opened or unopened, which is used, or intended for use of the general public, for vehicles or vehicular traffic, including the entire width of the right-of-way. "Trailer" means a vehicle without motive power designed to be drawn by another vehicle, and designed and used primarily for carrying loads other than passengers. "Truck" means a motor vehicle designed and used primarily for carrying loads other than passengers, or for drawing trailers or other vehicles. "Truck route" means a street designated as a truck route, designed and intended for heavy truck traffic in accordance with the provisions of this chapter. "Vehicle" means any device in, upon, or by which any person or property is or may be transported upon a street, and includes vehicles that are drawn, propelled, or powered by any means. 10.16.030 Truck route designations. The following streets are designated as truck routes: A U.S. Highway 101--entire length through the city; B. State Route 42S--entire length through the city; C. 11th Street SE-from U.S. Highway 101 to Klamath Avenue (new hospital site); D. Harlem Avenue-from 11th Street SE to city limits at Bill Creek Road; E. Fillmore Avenue-from 1st Street SE to 4th Street SE, and from 11th Street SE to city limits at Rosa Road; F. Elmira Avenue-from U.S. Highway 101to11th Street SE; G. 3rd Street SE-from Fillmore Avenue to vacated portion at Bandon Cheese Factory; H. 4th Street SE--from Elmira Avenue to Grand Avenue; Bandon Municipal Code, Title 10 Page 13of18 I. Grand Avenue-from U.S. Highway 101to4th Street SE (including the 3rd Street bridge at Ferry Creek); J. Riverside Drive-from 1st Street SE to city limits. 10.16.040 Restrictions on truck travel. Except as otherwise specifically provided herein, no truck or trailer with a gross vehicle weight rating of eight thousand (8,000) pounds or greater shall travel or be moved over, across, or upon any street within the Bandon city limits other than those streets designated as truck routes. 10.16.050 Exceptions. A. Public Service Vehicles. The travel restrictions imposed by this chapter shall not apply to vehicles which primarily provide a public service, including but not limited to: fire trucks, garbage trucks, and public utility vehicles such as electric, telephone, and street maintenance vehicles. B. Delivery Vehicles. The travel restrictions imposed by this chapter shall not apply to bona fide delivery vehicles, including but not limited to moving vans making deliveries and vehicles distributing goods to established businesses, provided such vehicles shall be required to utilize the shortest route between the point of delivery and the nearest truck route. C. Unloaded Trucks without Trailers Traveling to and from the Operator's Residence. The travel restrictions imposed by this chapter shall not apply to unloaded trucks without trailers when such trucks are being used exclusively to transport the operator directly to or from a designated truck route to the operator's residence, provided said trucks shall not be allowed to idle for longer than five minutes before leaving or after arriving at that residence. D. Detours. The travel restrictions imposed by this chapter shall not apply to officially designated temporary detour routes. E. Special Permits. In certain individual cases such as large construction projects, hauling and earth-moving projects, or heavy equipment moving projects, special permits may be issued by the city manager or designee for the operation of vehicles not in compliance with the travel restrictions of this chapter. Application and approval shall be made on the public works permit form, and shall be subject to the public works permit requirements for fees, plan submission, bonding, liability insurance, and damage repair. 10.16.060 Truck parking. The parking of trucks on or off of public streets shall be governed by other ordinances and regulations. Nothing in this chapter shall be construed to permit any truck parking which is contrary to, or in violation of, any other ordinances or regulations. 10.16.070 Violation and penaltv. Persons violating the provisions of this chapter shall upon conviction be punished by a fine not to exceed seven hundred fifty dollars ($750.00). Each day the violation continues shall be deemed a separate offense. Any person violating the provisions of this chapter shall also become liable to the city for any expense, loss or damage caused to the city or to city streets by reason of such violation. Bandon Municipal Code, Title 10 Page 14of18 City of Bandon CITY COUNCIL AGENDA DOCUMENTATION DATE: September 12, 2016 SUBJECT: City Council Regular Meeting and Special Meeting Minutes ITEM NO: 6.1.1 BACKGROUND: Meeting Minutes of the City Council as submitted by Blythe Tiffany, Minutes Clerk Regular Meeting - August 1, 2016 Special Meeting-August 15, 2016 Meeting Minutes of the City Council as submitted by Denise Russell, City Recorder Special Meeting-August 2, 2016 Special Meeting-August 3, 2016 Special Meeting-August 8, 2016 Special Meeting-August 18, 2016 Special Meeting-August 22, 2016 Special Meeting - August 26, 2016 Special Meeting-August 29, 2016 FISCAL IMP ACT: None RECOMMENDATION: Motion to approve the minutes. THRU: oDenise ~Russell~Mct?MUJ/, City Recorder 1 REGULAR CITY COUNCIL MEETING BANDON CITY HALL August 01, 2016 Present: Mayor Mary Schamehorn, Council President Claudine Hundhausen, Councilors Peter Braun, Chris Powell, Madeline Seymour, Brian Vick Staff: Interim City Manager Matt Winkel, City Attorney Fred Carleton, Minutes Clerk Blythe Tiffany Absent: Councilor Geri Procetto 1. Call to Order/Invocation/Pledge of Allegiance Schamehorn called the meeting to order at 7:00 p.m. Roll Call was taken as indicated above. In the absence of Fr. George Kuforiji, Holy Trinity Catholic Church, who had been held up in construction traffic, church member Alison Hundley offered the Invocation. The Pledge of Allegiance was led by Hundhausen. 2. Public Request(s) - None 3. Presentation(s) 3.1 Volunteer of the Month Harv Schubothe, Chairman of the Greater Bandon Association, presented its Volunteer of the Month award to Nita Watson, volunteer dispatcher for Dial-a-Ride, member of Police support services, providing assistance with traffic control for the Cranberry Festival parade, and other community services. Watson was presented with a plaque and a gift certificate from a local merchant. 4. Hearing(s) - None 5. Proceedings 5.1 Action & Discussion 5.1.1 Water Assistance Fund The Council had been provided with copies of a report from Winkel, stating: The City of Bandon currently offers residential electric bill paying assistance to qualifying low income households through its Low Income Energy Assistance Program (LIEAP). The program utilizes some federal funds as well as the proceeds from the City's $0.18 per month surcharge on residential electric utility bills ($0.00001 Bper KWH for commercial and industrial customers) and the voluntary electric "Round Up" Program through which customers can agree to have their bill automatically rounded up to the next whole dollar amount, with 100% of those proceeds going into the low income energy assistance program. Participating in this program will only cost you an average of 50 cents per month, and you can discontinue at any time without explanation. The maximum electric bill paying assistance is generally limited to one monthly bill per year, not to exceed $399, although some additional "crisis" assistance is occasionally possible. The Utilities Commission and the City Council directed staff to expand the utility bill paying assistance program to also allow utility customers to donate funds to also help qualifying low income households pay their water utility bills. To provide efficient administration and keep overhead costs as low as possible, the City contracts with Oregon Cost Community Action to administer the existing energy assistance program and is working with them to establish the new water bill paying assistance program. The current concept is Regular City Council Meeting 08/01/2016 2 that utility customers would be able to choose the amount, if any, they would like to contribute each month. Then qualified low income households would be eligible for an additional payment of up to $25 for water bill paying assistance. This would cover the cost of approximately one month of water under the proposed new rates for inside-City residential customers using an average of 3,000 gallons of water per month. This amount may be adjusted, depending on the actual demand for assistance and the amount of money donated by our utility customers. It is anticipated this new program will be set up and operating by October. Councilors expressed overall agreement with the concept. 5.1.2 Award Contract for Janitorial Services Councilors had been provided with copies of bid documents, an analysis sheet, and contract document for janitorial services, along with a report from Winkel, stating: On June 7, 2016, the City issued a request for proposals for Janitorial Services at: City Hall, 555 Hwy 101, Bandon, OR The Community Center, 1200 11th St SW, Bandon, OR Bandon Public Library, 1204 11th St SW, Bandon, OR The Sprague Theater, 1202 11th St SW, Bandon, OR The bids were opened on July 5th, 2016. There were four companies that bid on the individual locations. Sunrise Carpet Cleaning was the lowest priced bidder on The Community Center, City Hall, and the Library. Winter Creek Janitorial was the lowest priced bidder on The Sprague Theater. City staff checked the references prior to sending out the Intent to Award letter on July 27, 2016. Attached are the analysis sheet and the bids received for the individual locations. The analysis sheet was developed, with the input of the Directors or Managers for the individual sites, to determine what the approximate annual cost will be. The RFP asks for an upon request quote for items other than the monthly base price. The tasks are defined in "Janitorial Service Contract Exhibit A " Using the analysis sheet, the estimated annual contract would cost: City Hall $17,610 The Community Center $10,780 Bandon Public Library $12, 130 The Sprague Theater $ 2,510 Total Annual Cost $43,030 Winkel explained that the overall cost for the previous year had been $44,691 . In response to a question from Schamehorn, he explained that the contract length would be one year, with two potential renewals. He noted that there were provisions in the contract for non-performance. Vick moved to accept all bids. Braun seconded the motion, which was passed by a vote of 5:0: 1 absent (Procetto). Hundhausen moved to approve the Janitorial Services Contract award to Sunrise Carpet Cleaning for City Hall, The Community Center and Bandon Public Library, and to Winter Creek Janitorial for The Sprague Theater. Seymour seconded the motion, which was passed by a vote of 5:0:1 absent (Procetto). 5.1.3 Department of Water Resources Stream Gauge Agreement The Council had been provided with copies of a proposed intergovernmental agreement, along with a report from Winkel, stating: Regular City Council Meeting 08/01/2016 3 City staff negotiated the attached Intergovernmental Agreement with the Oregon Water Resources Department (OWRD) for purchasing, installing, maintaining, reading and distributing date from a City stream gauge on Ferry Creek, downstream from the city's water intake facilities below the Bandon fish Hatchery. The responsibilities of each party are outlined in Exhibit A "Statement of Work" on page 14 of the Agreement. The stream Gauge is an essential pater of gathering the stream flow data necessary for the City to obtain the water withdrawal and storage rights and permits for constructing the proposed 100 acre feet raw water storage reservoir on its property at the end of Cardinal Lane, west of the existing Geiger Creek Reservoir. Those data will also be critical to future scheduling and timing the water withdrawals from Ferry Creek, once the proposed reservoir is constructed and operating. Winkel explained that, quite some time ago, there were stream gauges on Geiger and Ferry Creek, which were read and maintained by the Watermaster; the data kept compiling, the stream gauges deteriorated, and the program ended a number of years ago. With discussions of the potential new reservoir, a stream gauge is needed to measure the water flows, and to do so in a place where measurements have not been take before, below the confluence of Geiger and Ferry Creek, just below the fish hatchery and just below where the City's current alternate intake is located. This will provide exact figures on how much water is flowing through, which is important for the permitting process, as the City will either be amending its current permit or applying for a new permit to withdraw water to put in the proposed new reservoir. The contract is for five years because, even once the reservoir is constructed, it will be necessary to measure how much water is flowing; this will assist in the scheduling of when water actually is taken out, as there will be requirements to leave a certain amount in the stream. Under the agreement, the OWRD would install, operate and maintain the equipment, with the first year's cost being a combination of those costs, as well as purchasing the equipment, which will be City equipment. The total cost for the first year will be $13,636; after that, annual cost is expected to be just under $7000. Data from the stream gauge will be broadcast to a satellite, then put on the internet, so the data will be publicly available. Seymour moved to approve the Intergovernmental Agreement with the Oregon Water Resources Department (OWRD) for purchasing, installing, maintaining, reading, and distributing data from a City stream gauge on Ferry Creek. Powell seconded the motion, which was passed by a vote of 5:0:1 absent (Procetto). 5.2 Resolution(s) - None 5.3 Ordinance(s) 5.3.1 Ordinance No. 1620: Amending Title 10 of the BMC Regarding Truck Routes Councilors had been provided with copies of proposed Ordinance No. 1620, a map of current and proposed truck routes, and BMC (Bandon Municipal Code) Chapter 10.16, Truck Routes, along with a report from Winkel, stating: Bandon Municipal Code Chapter 10.16 - TRUCK ROUTES, Section 10.16.030 - Truck Route Designations, was adopted August 3, 1998, which was prior to the construction of Fillmore Avenue between 4th Street SE and 11th Street SE. At that time, Elmira Avenue was designated as the north-south truck route connection between those two streets. Fillmore Avenue through this area was designed to full City standards constructed to handle truck traffic and loading, is a more direct route between High 101 and Rosa Road, and includes sidewalks and bicycle paths, but it was never officially designated as a truck route. Regular City Council Meeting 08/01/2016 4 Elmira Avenue, on the other hand, was never designed or constructed to handle truck traffic, and does not have sidewalks or bicycle paths. For some truck traffic, however, it is an easier route to navigate between Highway 101 and the 11th Street entrance to Bandon supply and the new City shop. Elmira Avenue also provides truck access to the facilities at Goddard Energy. The situation was recently brought to light by complaints the City recently received regarding the volume of truck traffic on Elmira Avenue through the residential neighborhood in this area. Accordingly, staff drafted the attached Ordinance No. 1620. It would add Fillmore Avenue as a truck route between 4th Street SE and 11th Street SE. (Fillmore Avenue is already designated as a truck route between 1st Street SE and 4th Street SE and between 11th Street and the City Limits at Rosa Road.) It would remove the truck route designation from Elmira Avenue between 4th Street SE and 11th Street SE, but would retain the designation between Highway 101 and 4th Street to continue providing truck access to Goddard Energy and the businesses on this section of Elmira Avenue. Ordinance No. 1620 would also add the segment of 3rd Street south of the Face Rock Creamery which was realigned between Fillmore Avenue and Grand Avenue when the cheese factory was constructed. Carleton read Ordinance No. 1620 by title only. Seymour moved to pass Ordinance No. 1620 to Second Reading. On a Roll Call vote, Ordinance No 1620 was passed to Second Reading, 5:0:1 absent (Procetto). As a full Council was not present, the Ordinance could not be adopted at this time. It will be placed on the agenda for approval at the next Regular Meeting. 6. Consent Agenda The Council considered the following items on the Consent Agenda: 6.1 Approval of Council Minutes 6.1.1 Regular Meeting - July 11, 2016; Special Meeting - July 25, 2016 6.2 Review of Commission & Committee Minutes 6.2.1 Planning Commission - June 23, 2016 6.2.2 Parks & Recreation Commission -July 14, 2016 6.2.3 Committee for Citizen Involvement- June 14, 2016 6.2.4 Community Center Advisory Committee - None 6.2.5 Utilities Commission - None 6.3 Information Only: Department Reports 6.3.1 Police - June, 2016 6.3.2 Accounts Payable - June, 2016 6.3.3 Library - June, 2016 6.3.4 Waste Water Treatment Plant-June, 2016 6.3.5 Public Works - July, 2016 6.3.6 Water Treatment Plant - June, 2016 6.3.7 Finance -June, 2016 6.3.8 The Barn -June 2016 6.4 Information Only: Other Items - None 7. Public Comment - None 8. Other: Council/Mayor/Staff Remarks Regular City Council Meeting 08/01/2016 5 Winkel noted that some questions had arisen at the previous meeting: With regard to certain bad debts, he had looked into the matter and found that these were indeed people that the City had been trying to work with in getting caught up, but then they apparently chose to leave. With regard to a question on a vehicle maintenance bill, it was actually four bills received for various safety repairs/upgrades which needed to be made as a result of a safety inspection. Winkel also reminded the Council that SKYPE interviews for City Manager candidates were scheduled over the next two days (three on Tuesday, two on Wednesday). The possibility of taping those interviews was being considered, for those Councilors who may be unable to attend. He noted that there was the question of how the Councilors wanted to handle lunch, due to the short time frame between interviews. He also noted that he had sent out several lists of questions, which Councilors may wish to review and consider which to ask. He noted that Brad Owens-the City's IT person-will be present to set up and monitor the system. At the suggestion of Councilor Seymour, it was agreed to meet at 10:30 am, in order to "get organized" before the first interview, which will begin at 11 am. Vick noted that the videographer who records the City Council meetings met with Jim Youravish and him at the water plant, where a video tour was done. Following editing and approvals, it will be posted on the internet. Powell stated that the country music festival at Cape Blanco was a great weekend, and the week leading up to it was extremely busy in Old Town. Schamehorn stated that the traffic has been "horrific," due to the high July volume, and the huge numbers of those driving through for the country music festival, and it was good to see the Police patrol cars out. Hundhausen stated that she had missed Fr. George, as he is "a delightful fellow," and she hoped that he would come on another occasion. She also stated that she had enjoyed the concert in the City Park with the 234th Army band. She noted that there were between 130-150 people there; she also commented on the good terracing work that had been done for the public. Seymour thanked Vick for coordinating the video tour of the water plant (he noted that Patricia Soltys, Utilities Commission Chair, coordinated it), and commented, regarding the Park bandstand, that it was quite dark inside, so it was difficult to see the performers. It was suggested that either lighting be installed, or the interior be painted white. Braun expressed thanks to Nita Watson for all her volunteer work for the community. 9. Adjournment Schamehorn adjourned the meeting at 7:30 p.m. Blythe Tiffany Minutes Clerk Regular City Council Meeting 08/01/2016 SPECIAL CITY COUNCIL MEETING BANDON CITY HALL August 2, 2016 Present: Mayor Mary Schamehorn, Council President Claudine Hundhausen, Councilors Peter Braun, Chris Powell, Madeline Seymour, and Brian Vick Staff: Interim City Manager Matt Winkel, City Recorder Denise Russell and IT Brad Owens 1. Call to Order The Mayor called the meeting to order at 11 :00 a.m., and the Council went into Executive Session directly after being called to order. 2. Executive Session The Council went into Executive Session in accordance with ORS192.660(2)(a), to consider the employment of a public employee. The Executive Session ended at 5:00 p.m. 3. Action Following Executive Session The Council returned to open session at 5:00 p.m. No action was taken. 4. Adjournment The meeting was adjourned at 5:00 p.m. Respectfully Submitted by: Denise Russell, City Recorder Special City Council Meeting 08/02/2016 SPECIAL CITY COUNCIL MEETING BANDON CITY HALL August 3, 2016 Present: Mayor Mary Schamehorn, Council President Claudine Hundhausen, Councilors Peter Braun, Madeline Seymour, and Brian Vick Staff: Interim City Manager Matt Winkel, City Recorder Denise Russell and IT Brad Owens 1. Call to Order The Mayor called the meeting to order at 11 :00 a.m., and the Council went into Executive Session directly following the call to order. 2. Executive Session The Council went into Executive Session in accordance with ORS192.660(2)(a), to consider the employment of a public employee. The Executive Session ended at 5:30 p.m. 3. Action Following Executive Session The Council returned to open session at 5:30 p.m. No action was taken. 4. Adjournment The meeting was adjourned at 5:30 p.m. Respectfully Submitted by: Denise Russell, City Recorder Special City Council Meeting 08/03/2016 SPECIAL CITY COUNCIL MEETING BANDON CITY HALL August 8, 2016 Present: Mayor Mary Schamehorn, Council President Claudine Hundhausen, Councilors Chris Powell, Madeline Seymour, Geri Procetto and Brian Vick Staff: Interim City Manager Matt Winkel, City Recorder Denise Russell and IT Brad Owens 1. Call to Order The Mayor called the meeting to order at 3:00 p.m ., and the Council immediately went into Executive Session following the call to order. 2. Executive Session The Council went into Executive Session in accordance with ORS192.660(2)(a), to consider the employment of a public employee. The Executive Session ended at 5:45 p.m. 3. Action Following Executive Session The Council returned to open session at 5:45 p.m. No action was taken. 4. Adjournment The meeting was adjourned at 5:45 p.m. Respectfully Submitted by: Denise Russell, City Recorder Special City Council Meeting 08/08/2016 SPECIAL CITY COUNCIL MEETING BANDON CITY HALL August 15, 2016 Present: Mayor Mary Schamehorn, Council President Claudine Hundhausen, Councilors Peter Braun, Chris Powell, Geri Procetto, Madeline Seymour, Brian Vick Staff: Interim City Manager Matt Winkel, City Attorney Fred Carleton, Minutes Clerk Blythe Tiffany 1. Call to Order The Mayor called the meeting to order at 7:15 p.m., and the Council immediately went into Executive Session. 2. Executive Session The Council went into Executive Session at 7:15 p.m., in accordance with ORS192.660(2)(a), to consider the employment of a public employee. The Executive Session ended at 5:02 p.m. 3. Action Following Executive Session The Council returned to open session at 7:35 p.m. Hundhausen moved that the Interim City Manager proceed to act in connection with and resolving the position of Finance Director so as to create a vacancy in whatever manner he deems suitable. Vick seconded the motion, which was passed unanimously, 6:0 4. Adjournment The meeting was adjourned at 7:37 p.m. Blythe Tiffany Minutes Clerk SPECIAL CITY COUNCIL MEETING BANDON CITY HALL August 18, 2016 Present: Mayor Mary Schamehorn, Council President Claudine Hundhausen, Councilors Peter Braun, Brian Vick, and Madeline Seymour Staff: Interim City Manager Matt Winkel and City Recorder Denise Russell 1. Call to Order The Mayor called the meeting to order at 2:00 p.m., and the Council immediately went into Executive Session following the call to order. 2. Executive Session The Council went into Executive Session in accordance with ORS192.660(2)(a), to consider the employment of a public employee. The Executive Session ended at 3:55 p.m. 3. Adjournment The meeting was adjourned at 3:55 p.m. Respectfully Submitted by: Denise Russell, City Recorder Special City Council Meeting 08/18/2016 SPECIAL CITY COUNCIL MEETING BANDON CITY HALL August 22, 2016 Present: Mayor Mary Schamehorn, Council President Claudine Hundhausen, Councilors Peter Braun, Brian Vick, Madeline Seymour, and Chris Powell Staff: Interim City Manager Matt Winkel and City Recorder Denise Russell 1. Call to Order The Mayor called the meeting to order at 2:03 p.m., and the Council immediately went into Executive Session following the call to order. 2. Executive Session The Council went into Executive Session in accordance with ORS192.660(2)(a), to consider the employment of a public employee. The Executive Session ended at 4:18 p.m. 3. Adjournment The meeting was adjourned at 4: 18 p.m. Respectfully Submitted by: Denise Russell, City Recorder Special City Council Meeting 08/22/2016 SPECIAL CITY COUNCIL MEETING BANDON CITY HALL August 26, 2016 Present: Mayor Mary Schamehorn, Council President Claudine Hundhausen, Councilors Peter Braun, Brian Vick, Madeline Seymour, and Chris Powell Staff: Interim City Manager Matt Winkel and City Recorder Denise Russell 1. Call to Order The Mayor called the meeting to order at 2:02 p.m., and the Council immediately went into Executive Session following the call to order. 2. Executive Session The Council went into Executive Session in accordance with ORS192.660(2)(a), to consider the employment of a public employee. The Executive Session ended at 3:55 p.m. 3. Possible Direction to Staff No direction to staff. 4. Adjournment The meeting was adjourned at 3:55 p.m. Respectfully Submitted by: Denise Russell, City Recorder Special City Council Meeting 08/26/2016 SPECIAL CITY COUNCIL MEETING BANDON CITY HALL August 29, 2016 Present: Mayor Mary Schamehorn, Council President Claudine Hundhausen, Councilors Peter Braun, Chris Powell, Madeline Seymour and Brian Vick Absent: Councilor Geri Procetto Staff: Interim City Manager Matt Winkel, City Attorney Fred Carleton and City Recorder Denise Russell 1. Call to Order The Mayor called the meeting to order at 4:00 p.m., with those present as noted above. 2. Action Discussion 2.1 Award Bid for Old Town Street Paving Project Mr. Winkel reported that the City received one bid for the Old Town Street Paving Project. The bid is within the budget of $505,000 from the Local Option Street Tax Fund. The work is to begin on September 25th and be completed by the end of October 2016. It is recommended that the Council accept and award the bid LTM, Inc. dba Knife River Materials in the amount of $348,899.75. The City has held two meetings for the property owners in Old Town to discuss the scope of work and how it will be done. Also, there have been a series of emails to the Old Town merchants to keep them informed about the project. There will be two one-week periods that the contractors will be working overnight to keep from having to close the streets during business hours for the merchants. There will be gravel surfaces on the streets once they have removed the old asphalt. This project will not require sidewalk closures. Hundhausen moved to accept the bid for Phase 1 of the Old Town Street Paving Project. Vick and Seymour seconded the motion, which passed by a vote of 5:0:1 absent (Procetto) Braun noted a concern that no one from the hospitality industry participated in the initial consultation, and Braun wondered if the City has received any feedback from them on the two overnight work periods. Mr. Winkel reported that both the Old Town Inn and the Bandon Inn were included on the email notices that were sent out; however, there has been no feedback from them. Special City Council Meeting, August 29, 2016 Powell asked what the classification of "night" means. Mr. Winkel believes that it would be from 7 p.m. to 7 a.m. The contractor will be moving equipment in and out during those hours. Vick made a motion to award the bid for Phase 1 of the Old Town Street Paving Project to LTM, Inc. dba Knife River Materials, the low bidder, in the amount of #348,899.75. The motion was seconded by Hundhausen, Seymour, and Powell, which passed by a vote of 5:0:1 absent (Procetto) Schamehorn noted that she hopes that we know for sure that Peggy Backholm was notified. 2.2 11th Street Drainage Reroute Project Mr. Winkel reported to the Council that two bids were received for the 11th Street Drainage Reroute Project that exceed the budget. This project reroutes about fifty percent of the drainage that currently flows from Rosa Road and Fillmore/11th Street. The new route would be down Elmira and 1Oth Street, which would flow behind City Hall and discharge into the boat basin. This improvement was an amendment to the Storm Drain Master Plan, which relieves the amount of storm water that would need to flow through the Woolen Mill area. Unfortunately, both bids came in above the engineer's estimate of 435,368 at $599,864 and 681, 154. The higher bids were due in part to the shortage of contractors and materials this time of year. They believe delaying the project until January, with construction scheduled for April-June when the weather is favorable with this type of work will help with the prices. Therefore, the recommendation to the Council is to reject the bids and have them rebid in January. Seymour wondered what happens if there is a really wet winter if the Fillmore drain is almost to capacity now. Winkel stated that Fillmore is sized to handle the current water that flows right now and no more. This project is to prepare for additional development and growth. Powell questions what the cost of going out for another bid is. Winkel rejoined that the additional costs are mostly for advertising; it is not a big expense because the plans and specifications are done. They just update the dates. Schamehorn noted that one of the bids is $250,000 more than the engineer's estimate. Winkel indicated that there is a premium on the bid because all of the contractors are busy working. Special City Council Meeting, August 29, 2016 Vick made a motion to reject the bids for the 11th Street Drainage Reroute Project, and directs stafUo re-bid the project in early 2017. The motion was seconded by Hundhausen, which passed by a vote of 5:0:1 absent (Procetto) 3. Executive Session The Council went into Executive Session at 4:13 p.m., in accordance with ORS192.660(2)(a), to consider the employment of a public employee. The Executive Session ended at 5:25 p.m. 3. Action Following Executive Session The Council returned to open session at 5:25 p.m. Hundhausen moved that the Mayor make a conditional offer of employment to the top City Manager candidate. The motion was seconded by Vick, which passed by a vote of 5:0:1 absent (Procetto) Seymour moved that the Interim City Manager contract with Prothman in search for a Finance Director. The motion was seconded by Powell, which passed by a vote of 5:0:1 absent (Procetto) 4. Adjournment The meeting was adjourned at 5:27 p.m. Respectfully submitted by Denise Russell, City Recorder Special City Council Meeting, August 29, 2016 City of Bandon CITY COUNCIL AGENDA DOCUMENTATION DATE: September 12, 2016 SUBJECT: Planning Commission Meeting Minutes ITEM NO: 6.2.1 BACKGROUND: Meeting Minutes of the Planning Commission as submitted by Sandy Messerle, Minutes Clerk: Regular Meeting-July 28, 2016 FISCAL IMPACT: None RECOMMENDATION: For information only. REGULAR PLANNING COMMISSION MEETING BANDON CITY HALL July 28, 2016 COMMISSION: 0 David Kimes, Chair STAFF: 0 Matt Winkel, Interim City Manager 0 Sheryl Bremmer, Vice-Chair 0 Michelle Hampton, City Planner 0 Daniel Graham 0 Brad Owen, City Planner 0 David Reed 0 Fred Carleton, City Attorney 0 Harv Schubothe 0 Denise Russell, City Recorder 0 Blythe Tiffany 0 Ben Fisher 1.0 CALL TO ORDER The meeting was called to order at 7:00 p.m. by Chair David Kimes. 1.1 Roll Call Roll was called, with those present and absent shown above. 2.0 CONSENT AGENDA 2.1 Minutes of Commission Regular Meeting and Public Hearing, June 23, 2016. Vice Chair Sheryl Bremmer noted that she had given a few typographical changes to the City Recorder prior to the meeting. Commissioner Daniel Graham made a motion to approve the minutes as amended, and Commissioner Harv Schubothe seconded the motion. Chair Kimes called for the vote. The minutes of the June 2Yd Regular Commission Meeting and Public Hearing were approved with amendments. 3.0 PUBLIC COMMENT Chair Kimes opened the meeting to public comments, an opportunity for citizens to speak on issues not on the Agenda. Chair Kimes recognized Carol Fisher for public comment. Ms. Fisher asked the Commission who has the keys to the gate on the end of Ohio Street. Interim City Manager Matt Winkel responded that Richard Anderson, the Director of Public Works would have a key to the gate. Ms. Fisher then asked what are the neighbors supposed to do when the tsunami comes and Ferry Creek overflows onto their property. Mr. Winkel said that the City has a checklist of priority items, including opening the gate at the Jetty, and the one at Ohio. He said either Mr. Anderson, the Public Works Department, the Police Department and/or the Fire Department will work through the priority list. Ms. Fisher asked if they would come through the County side. Mr. Winkel said yes; but once a prediction is made that an earthquake, tsunami or other natural disaster is going to occur causing the waters to go up that far, they would go up Ohio. Otherwise, they would come in from the County side. Planning Commission Minutes - July 28, 2016 Page 1 of 21 Ms. Fisher thanked Mr. Winkel for the clarification. Seeing no other questions or comments on items not on meeting's Agenda, Chair Kimes moved the meeting forward on the Findings of Fact. 4.0 FINDINGS OF FACT 4.1 CONDITIONAL USE: WILLIAM (BILL) CLARK- REQUEST TO SITE A MINI STORAGE FACILITY AND A 600 SF RESIDENCE AS AN ACCESSORY USE AND STRUCTURE, ON PROPERTY LOCATED AT 28-14-31, BB TAX LOTS(S) 4500 THROUGH 5100. PROPERTIES ARE ZONED GENERAL COMMERCIAL (C-2) City Planner Michelle Hampton apologized that the Findings of Fact were not included in their Commission packets, but she does have them for the Commission's meeting tonight. Ms. Hampton reported that the Findings of Fact are based upon the same information and conclusions as the earlier Staff Report, upon which the Commissioners denied the application. She asked the Commission to approve the Findings of Fact as submitted. Mr. Graham made a motion to approve the Findings of Fact as submitted, and the motion was seconded by Vice Chair Bremmer. The Motion to Approve the Findings of Fact was passed 5-0-2, with Commissioners David Reed and Ben Fisher abstaining. 5.0 HEARINGS 5.1 CONDITIONAL USE: JOHN DANIELSON/ELIZABETH MAY/BARBARA DANIELSON-725 BEACH LOOP DR. (28-15-25CB, TL 1000) -TO OPERATE A VACATION RENTAL DWELLING IN AN EXISTING SINGLE-FAMILY DWELLING IN THE CONTROLLED DEVELOPMENT (CD-1) ZONE Chair Kimes opened the Public Hearing at 7:04 p.m. He read the pertinent rules, policies, procedures and addressed the applicable criteria to which testimony must be addressed, pertinent to the Public Hearing on this matter. They are available in writing as part of the public record in the City Offices, as part of the permanent record of the file. Chair Kimes had made a site visit. No one on the Commission declared a conflict of interest; and none were challenged by the public from participating in the Hearing. Chair Kimes called upon the Planning Department Staff to give the Staff Report. Ms. Hampton gave a historical overview of the project. In the past, she said, it had been a three unit apartment. In 1995, it had been converted into a single family dwelling. At the time of the conversion into a single family dwelling, she said, there had been a garage added to the property at the south east edge of it. The owners at the time closed the existing garage, and moved the ingress and egress to the back side, using an alleyway. The main access to the dwelling is through an alleyway, south east of Seventh Street. At the time of the Staff Report, Ms. Hampton explained, the Planning Staff had only received one letter of testimony, and that letter was in support of the project. However, as of this afternoon, the Planning Commission Minutes -July 28, 2016 Page 2of21 Planning Department did receive two additional letters, and those are in opposition to the Conditional Use Permit. Ms. Hampton explained that the two letters of opposition to the application expressed two primary concerns. The primary expressed concern, she said, regarded the saturation of Vacation Rental Dwellings (VRDs) in that area. The City regulations allow no more than 30% VRDs in a 250 ft. radius area of the property. But the Staff checked numerous times, and there are no other VRDs in the applicants' specified area. Ms. Hampton noted for the Commission that this location is probably the only place in Bandon that has zero VRDs within the set radius. Therefore, Ms. Hampton said, this Conditional Use Permit application does meet the criteria for the 30% limit on VRDs in the area, effectively negating that concern expressed in the two letters of opposition. Ms. Hampton explained that the other expressed concern in the two letters of opposition was that of a "blind" comer at the access. This, she offered, is a legitimate concern, in that vacationers unfamiliar with the area, will need to negotiate that very sharp, blind comer at the access point to the proposed vacation rental. However, she told the Commissioners, she believes these concerns can be addressed by having very clear communications and guidelines from the property management to the renters on how to safely access the property, and maybe putting something at the alleyway that makes it clear where the off street parking is located. The property has the off street parking to meet VRD requirements, she said. In summary, Ms. Hampton told the Commission that the Staff Report and the Staff continue to recommend the Commission's approval of the VRD application; all of the criteria required for a successful application has been met. Commissioner Reed asked if there was additional on street parking. Ms. Hampton noted again that the property has sufficient off street parking in the back to meet requirements, she said. There were no further questions from the Commissioners to the Staff. Chair Kimes opened the floor for public testimony. He read the rules and procedures of conduct for public testimony, which are part of the record at the City Offices for review, and is part of the project's permanent record. He also requested that all people wishing to address the Commission sign their name and address at the podium for the public record. With that, Chair Kimes invited the Applicant to make a presentation or remarks. The Applicant waived the opportunity, preferring to address any questions or concerns raised during the course of public testimony at the end of the Public Hearing. Then Chair Kimes invited anyone in the public who wished to speak on the Conditional Use Permit to step forward for testimony. There were none who spoke in favor of the VDR application, and none who spoke against it. Chair Kimes asked Staff if they had any further comments. There were none. Mr. Schubothe made a motion to close the Public Hearing, and Mr. Graham seconded it. The motion to close the Public Hearing was passed unanimously. Planning Commission Minutes - July 28, 2016 Page 3of21 With the Public Hearing closed, Chair Kimes invited Commissioners to comment. Mr. Graham noted that the application appears to meet all applicable criteria, but inquired how Commissioners might feel about this use in and around a neighborhood. Mr. Schubothe replied that regardless of how any Commissioner or the Commission as a whole feels about the use of a particular property, their guiding protocol has always been "Does it meet the criteria?" In this case, Mr. Schubothe said, according to the Planning Department Staff, it does. Mr. Graham said that he agrees - but, he added, he does have concerns about access, especially when it involves a blind comer. Maybe that is a discussion to hold at another time with Public Works. But, he agrees for now, if it meets the Code, it meets the Code. Mr. Reed noted that there is only one entrance, off the alley. He asked if street side parking would be a requirement. Ms. Hampton responded no, stating that there is more than enough off street parking provided behind the house. Ms. Tiffany stated again, the application meets all the criteria, as long as it includes the guidelines and communication between the management and tenants about accessing the area. Chair Kimes indicated that any motion to approve could specifically include that caveat. Ms. Bremmer noted that the Commissioners appear to be in agreement with the Staffs recommendation, but she wanted assurance that everything will be spelled out clearly in the permit; she mentioned 15 conditions that are on the last page of the Staff Report, including use of the alley for access. Chair Kimes said he agreed that it has to be a condition of approval. Ms. Bremmer moved to approve the Conditional Use Permit of John Danielson, Elizabeth May and Barbara Danielson to operate a vacation rental dwelling in an existing single-family dwelling at 725 Beach Loop Drive in the Controlled Development Zone, with 15 conditions, with special emphasis on the 15th condition. The motion was seconded by Ms. Tiffany. The motion to approve the permit was passed unanimously by the Planning Commission. 5.2 REQUEST TO OPEN SEGMENTS OF 9rn STREET AND NORTH A VENUE AND INSTALL A DRIVEWAY IN THE 6rn STREET RIGHT OF WAY -- TOM STADELMAN Ms. Hampton noted that on the advice of City Council, that this is not a Formal Public Hearing. Chair Kimes recognized Interim City Manager Matt Winkel to present the request, as this request and application is being brought to the Commission by him. Mr. Winkel noted that the Commissioners have a lot of information on this particular item in their packets. He called the Commissioners' attention to an aerial map on the screen, so that they can see exactly the area that is being discussed. He told the Commission that Tom Stadelman is requesting the opening of portions of 9th Street and North Avenue to install a driveway in the 6th Street right of way; along with several other items. Planning Commission Minutes - July 28, 2016 Page 4 of21 Mr. Winkel explained that the area is near Ohio A venue going south along Highway 42, and showed the area on the large screen for the Commissioners. There has been a great deal of development south on Ohio. He further explained that the Applicant owns a great deal of property to the west of that area. Therefore, he is requesting three different street uses or openings, Mr. Winkel said; one is to open 9th A venue and extend it into the undeveloped area for access into the area. Mr. Winkel has suggested to Mr. Stadelman that he may also want to request the opening of North Avenue in order to accomplish many of the things he wants to do, in fact, the City may actually require the opening of that street in order to meet the requests before them. Mr. Stadelman was also requesting to put in a driveway off of Sixth Street, in order to serve the property he owns there; and that is where, Mr. Winkel said, the concepts of opening North Street became part of the conversation. Mr. Winkel proposed the idea to Mr. Stadelman, because without opening North A venue or some cross streets, what the community would end up with is some extremely long cul de sacs; ending up with something as long as 1,000 ft., in excess of the City's construction standards. So the Application has been changed to include North Avenue. And, Mr. Stadelman is asking for a number of waivers from the City's street construction standards. Typically, Mr. Winkel said, a simple street opening is the role of the City Council to approve, like when the Applicant did the 121h Court project. There was already a plotted development with sites, and he was also given waivers from the City's street construction standards. These waivers, just like the street openings, are the decision of the City Council. However, there are some things that are going to be impacted by both the driveway use and the opening of 9th Street, Mr. Winkel said, so he thought it would be appropriate to bring this issue to the Planning Commission to get their input on how the City should proceed with these openings. He noted that the placing of a driveway at 6th Street makes it extremely difficult then to ever open up that street. So if a developer ever wanted to build further west, they would have to utilize Mr. Stadelman's driveway in order to access their property. So, Mr. Winkel wanted to bring this discussion and plans before the Planning Commission so that they might give some guidance to the City Council in the matter; particularly regarding opening a street in to a driveway, which the City almost never approves, due to the fact that if there was ever a need to extend the street further to accommodate future developments, there would be a private driveway in the middle of it to deal with. Some of the construction standards that Mr. Stadelman is seeking waivers to include paving width; curbs and gutters - Mr. Stadelman does not want to put in any curbs or gutters - he is proposing surface drainage instead of underground drainage. This has been allowed in some areas near Mr. Stadelman's property, most recently in the opening of the 12th Court area- although the developer did have to provide engineering for the drainage. Further, Mr. Winkel explained, this still results in some very long cul de sacs. The turnaround at the end of one of these Mr. Stadelman is proposing be a hammerhead, although the Bandon City Code calls for a full cul de sac for safety reasons. The Commission may want to recommend that Mr. Stadelman get some input from the Fire Department on the safety issues, if he is allowed to put in the hammerhead. Mr. Winkel said that the opening of 9th Street may lessen concerns regarding the hammerhead turn around that Mr. Stadelman is proposing. In the past, he said, the Fire Department has been willing to accept hammerhead turn arounds if in fact, there is an opportunity for extending the street in the future to accommodate additional development. However, current plans look as though that will be the end of the street, and a full cul de sac Planning Commission Minutes -July 28, 2016 Page 5 of21 would be required to meet the City Codes. The other exception that Mr. Stadelman is requesting is the opening of 6th Street for a driveway. Again, Mr. Winkel explained, street openings would typically be brought before the City Council. However, due to the unique exceptions requests, safety issues and other concerns, Mr. Winkel said it is the option of the Staff to bring it before the Planning Commission. Mr. Winkel wants to know if there is any further information the Planning Commission needs, or to have a conversation with Mr. Stadelman, in order to make a Commission recommendation to the City Council. This request not only involves dead end streets, the opening of closed streets, but also frontage on City property; action on a street that involves a previously approved variance (folks that were approved to add on a sun room, but if North Avenue went through, they had to remove that sunroom); and in opening up 9th A venue, they would be crossing a wetland, a stream, and a riparian area. There may be other considerations, Mr. Winkel added, that the Commission may want to address, which is why the Commission has been given quite a bit of information in their packet on the rules and regulations. The exceptions which are requested, he said, and the requirements for granting those, are also fully detailed in the Commissioners' packets, including the wetlands delineation (provided by Mr. Stadelman), the riparian crossing regulations, and the setback areas regarding the stream that runs through the area. Mr. Winkel stated that there have been concerns raised by neighbors in the area on a variety of these issues; and he felt the Planning Commission meeting would be a good opportunity for people to express their thoughts. Mr. Winkel said that he is not advocating for or against this application, but rather, is looking for a possible input from the Commission that he can then make a recommendation to the City Council regarding Mr. Stadelman's requests. Mr. Graham thanked Mr. Winkel for bringing these requests to the Commission for input, because there are complications and concerns relative to them. Mr. Graham had a couple of questions he wanted to ask. The first was 'how many - if any -- lots would become undevelopable if the streets were put in according to current street standards?' Mr. Winkel said he did not believe any of the lots would be undevelopable if standard streets were put in. However, he reminded the Commissioners that there already are streets out there without curbs, he said. It is a matter of does it benefit the neighborhood to go from a 16' or 20' street to a 28' street in some cases? he asked. The flip side of that, Mr. Winkel explained, is what happens in many of these cases is that you never get there if you continue to do this one project at a time, varying each street's specifications. The likelihood of them every being made standard or uniform simply won't occur, he said, unless someone forms a local improvement district - because, he explained, the City very seldom builds streets (except in rare instances). Any new subdivisions, Mr. Winkel added, like ones north of Seabird -- where it starts as completely vacant land and people come in and put in a number of streets at once -- the streets are built in full compliance of the street standards of the City Code, because the City is compelled to enforce compliance. Planning Commission Minutes- July 28, 2016 Page 6of21 The standard street, Mr. Winkel explained, is 28' wide, with curbs, gutters and underground drainage; it is 1O" of base and 2" of asphalt; with a sidewalk on one side. That, he said, is the standard street that one would see in a brand new subdivision. Mr. Graham told Mr. Winkel that he understands what he is saying - and admittedly, there have been actions in the past that grant exceptions to the City Street standards; the question is, do the Commission and the City want to continue to operate that way? Mr. Graham continued that it seems the Commission has allowed some various housing sizes out in that development, in a sense, allowing exceptions to set backs. Mr. Winkel said that the right of way remains the same, as the setbacks are measured from the property line; so it would not impact the buildable area. However, Mr. Winkel said, there are places with 60 ft. right of ways; and places where the right of ways were going to be split in half, but never were. There's plenty of room, Mr. Winkel said, to put 28' streets in the developable area out there. Vice Chair Bremmer asked for a point of clarification from Mr. Winkel. She noted that Mr. Winkel wrote a memo to Mr. Stadelman on June 241h, 2016, wherein he asked Mr. Stadelman to submit a unified proposal, addressing a number of specific items, including wetland mitigation, stream crossing, riparian area protection, etc. Vice Chair Bremmer asked, "Did Mr. Stadelman submit an actual proposal?" Mr. Winkel said that Mr. Stadelman submitted everything that the Commission found in their meeting packet. Vice Chair Bremmer than asked again, "So he submitted no proposal?" Mr. Winkel clarified that the proposal includes a map of the area with Mr. Stadelman's intentions for the driveway and street openings on it; and he has done his wetland mitigations, Mr. Winkel added. However, Mr. Winkel, said, the Commission may have questions or want more specifics on both. Mr. Winkel said he does not know how much more information the Commission would like to have on even the crossing out there. Even if the Commission recommends going to 24' there, other issues may be required to be addressed, i.e. if the culvert needs to be extended, Mr. Winkel said. He then called the Commissioners' attention to the Army Corps of Engineers letter included in their packet regarding wetlands mitigation and the riparian areas. He noted that they are very limited as to what they can do with those riparian area setbacks, and the developer will have to show the City in detail how he is going to get across that. Mr. Graham said that he thinks what the Commission would like to hear in a case like this is "What do you want?" Is he looking for the Commission to say, "Yes, we do like the project," or "No, we don't like the project?" The Commission, in the absence of an application, can't say yes or no to the project. But, Mr. Graham said, the Commission could certainly discuss the streets, and he personally could see how the development would work out there, even with the stream and riparian issues. Mr. Graham said he 'gets' wanting to finish a project/development once it's been started, and it could happen if the developer is willing to work with the neighbors. It could probably be built with the standards that are already out there, he added. But the Commission has no authority in the absence of an application to approve or disapprove. Mr. Winkel assured the Commission that he is not looking for them to approve or disapprove. Just have a discussion and possibly provide some guidance to the City Council as they consider the issues of street closings and variances to street construction standards. Planning Commission Minutes-July 28, 2016 Page 7 of21 What happens in these cases, Mr. Winkel explained, as a developer, like Mr. Stadelman, begins to go through the approval process, he thinks they reach a point where they begin to assess the project -- what are the costs, obstacles, requirements, drainage engineering issues, culvert crossing designs, bridge designs, etc. that will be encountered with moving forward; only to find after expending all those costs, when he brings a formal application to the City, it is rejected. Maybe he would like to find out his possible options before expending a lot of money. Mr. Reed noted that Mr. Winkel made a point of saying that if the improvements are not made they will never be made. Mr. Winkel clarified "you mean full City specs? He does not believe so. That's a very large ravine to cross out there, he added; and there is a lot of developable land up there. Mr. Winkel said he is looking for some guidance from the Commission - what kind of additional information would it need to make a decision on this fairly complicated situation? What should the City Council be looking for? We need to be able to make a decision on this project, with a lot of concerns and issues associated with it, with the wetland and the riparian area. Ms. Tiffany asked, isn't is fairly standard procedure when a developer comes in wanting to do something, to ask them for a plan? The City doesn't typically have a developer walk in and say, "Can you approve this, because I might want to do this, or I might want to do that," she asked. Mr. Winkel responded, "You've got what Mr. Stadelman wants to do (the map)." But that's not a plan, Ms. Tiffany countered. Mr. Reed added that it's a generalized concept, with some information or details, but not a plan. Ms. Tiffany queried that Mr. Winkel said Mr. Stadelman didn't want to submit a plan because he didn't want to spend all of that money; but isn't that what the City would require of any contractor/developer when asked to open streets or turn one into a driveway? He's not here asking for a permit to build the streets, Mr. Winkel clarified. Mr. Stadelman, he explained, just wants to know if is he going to be allowed to open the streets. And while the City Council will make that decision, Mr. Winkel said, he wants to know how much detail does the Commission need to say 'yes,' we will approve you doing so, provided you do this, this and this. The Commission knows he needs a street crossing over the riparian area. Maybe, Mr. Winkel said, the Commission will just say, "Based upon what has been provided, we are not going to recommend any of these street openings or street construction variances." Ms. Bremmer responded that she has one huge, overarching safety concern under that umbrella of concerns, but it is the big one -- the applicant needs to have a specific statement from the Fire Chief that those substandard streets or cul de sacs are adequate for safe fire protection to that area. If one looks at the map, she said, towards the bottom of it where it shows the development along 12th Court/Avenue -- in 2010, Mr. Stadelman came before the Commission with plans for a development and to take down some trees. The Commission went out there, and was promised there would be no tree cutting of huge trees, among other promises. She recalled the night that Mr. Stadelman came before the Commission to request their approval on his plans there, she made the approval motion that there be absolutely no action on that property until the Commission was provided with a wetland delineation for it. And the Commission was promised by Mr. Stadelman at that time, that the Commission would get that wetland delineation before the end of the year. Planning Commission Minutes - July 28, 2016 Page 8 of21 But, Vice Chair Bremmer continued, by January, 2011, they had no wetland delineation. And it wasn't supposed to be just any wetland delineation, she said, it was to be an approved wetland delineation. And now, the Commission still doesn't have that wetland delineation, she said. So, Vice Chair Bremmer explained, what this picture currently looks like to her is - and she would like to hear otherwise, if this isn't the case - but these piecemeal developments are encroaching onto - and surrounding -- that green area where no action was supposed to take place without an approved wetland delineation to be delivered by December 2010. Will the Commission in the future, she asked, be approached by the same developer citing all of the developments around that initial area, saying, "Gee, this is the next logical step, and shouldn't we just be allowed to go ahead and finish it?" - with a substandard street, with substandard drainage, and substandard everything, including a substandard building that doesn't go along with anything that the City Council has to approve of, and make all kinds of exceptions here. And yet, Ms. Bremmer continued, other areas of the City have developments that have followed the rules and the Code - and they have wetlands, too, and have to have wetland delineations, too. The area along the bluff, she said, has to have wetland delineations, too, as does the area along the jetty; but not this one. And this, she said, is why she does not like all of the exceptions; but, she added, she is not the one making the decision. Further, Vice Chair Bremmer said that her recommendation would be that the first thing the City should have to have is the Fire Chief's written approval of these sorts of substandard streets in that area. There are plenty of people, Ms. Bremmer continued, who live out there - many are in the crowd at this meeting. And it is not just about someone's desire to build this, she added, but rather, "are you safe with this?" "Is this something that you can live with?" she asked. She said that she has read what people have written regarding the developer's intent; but she would really like to hear from them firsthand. Ms. Bremmer concluded by saying she is loath to recommend substandard street plans anymore, believing that the City needs to stop accepting substandard street applications, except in the most extreme of cases; and, this instance doesn't seem like that, because she doesn't have enough information to evaluate it. What she would like to see from Mr. Stadelman is him going to the Fire Chief and getting that approval for his planned substandard streets and a turnaround that would not be standard. Further, Ms. Bremmer states, there is an indication in the information provided that Mr. Stadelman wants a rezoning of the area, and he wants a variance, and he wants an incomplete application, because there is no preapproval of the Fire Chief. Finally, Ms. Bremmer said that Mr. Stadelman has more work to do to make his requests fully understandable from his point of view. This, she said, is her recommendation. Mr. Graham is the Fire Chief's statement of approval a standard part this type of application? Mr. Winkel noted that wetland delineation is - but the applicant has that in this instance. Vice Chair Bremmer noted that they do have that. But they don't have anything that justifies why the drainage must be substandard. She added that she would like a statement from the developer as to why the drainage needs to be substandard. Vice Chair Bremmer said that she believes the City Code requires the drainage to be standardized underground. Yet she saw references in several emails in her packet that the drainage would be accommodated in a ditch - she said that she considers a ditch to be an inept way of dealing with drainage. Planning Commission Minutes - July 28, 2016 Page 9 of21 Mr. Winkel confirmed that City standards require the drainage to be underground. Mr. Graham asked to where would the ditch carry the drainage water. Mr. Winkel admitted he did not have an answer. In summary, Mr. Graham noted that the developer needs to address the three aforementioned items - Fire Chief statement of approval of the substandard roads and hammerhead; the drainage questions, including why it has to be substandard; and to what location will the ditch deposit drainage. Mr. Graham asked his fellow Commissioners ifthere were any items of information they would like to see from Mr. Stadelman in order to make a recommendation. Mr. Fisher said he would like to see more information on the grade of the proposed substandard roads. He said he would like to see at some future point no further acceptance of substandard roads in the City. Mr. Graham asked if it is okay to have an area of town with substandard roads, yet another area of town cannot have substandard roads. Chair Kimes answered that in his opinion the answer is no. Mr. Graham asked, "Then how did we end up with this to begin with?" Mr. Kimes responded that the issue first arose regarding 11th and 1oth Streets. The decision was made that it did not make much sense to expect people to put in a 24' street with gutters, curbs, sidewalks and drainage that people would have to travel a gravel road to access. So the standard was lowered for 11th and 101h Streets on that basis. Mr. Winkel spoke about this as well, speaking about how Ohio A venue fit into the mix. Mr. Kimes said that the question put before them at the time was can we open 1oth and 11th as a 16' wide paved street, since it takes a gravel road to get to it. And that's how we got started down this path, he explained. But Mr. Kimes said, he agrees with Mr. Fisher - at some point in time, the City is going to have to say 'no more' to variances on street construction codes. Mr. Graham added that once the City sets a precedent of variances like that, it opens the gates for other requests. Mr. Kimes agreed. But Mr. Graham said that what he is reading in the paperwork from opponents to this request is that it will negatively impact a family in the neighborhood that was granted a variance earlier, and approval of these variances will negate their previous variance approval. Mr. Winkel noted that if one looks at the Transportation Plan, which was adopted prior to doing all of the construction and street construction standards, this area was designated as a brown street area. We actually had back in the 1990s, people putting in gravel streets in that area. Then once the street and construction codes were completed, it actually left out some areas like the proposal area. But then, given its historical development guidelines, are 24' streets something even the neighborhood wants? he asked. He then gave some examples on the map where may that would not be preferred, and asked, if inasmuch as his suggestion to Mr. Stadelman was to open North Avenue, is it appropriate for North A venue to be a standard 28' street with gutters, etc. Is that better, or does a 24' street have less impact on the neighbors? Planning Commission Minutes -July 28, 2016 Page 10 of21 Ms. Bremmer admitted that there is some logic to what Mr. Winkel had said. But, the people who live out there and daily experience the living out there, should have some input to it. But the other thing she sees that is a negative, is that not only does this request ask for all these conditions, all these extra special circumstances, but now it asks to go further, and not even have a street, but rather convert a street into a really long driveway. "Where does it stop?" Ms. Bremmer asked. "Where is a good place to draw this line?" She stated she would like to see the line drawn, at the very least, by saying no to the really long driveway. If the developer really wants to get into those properties, he can build a street, rather than a driveway. It has to be a street, she said; it needs to be available to everyone. It just makes sense; build a street to get to the properties, she said. Chair Kimes said that the Commission would like to hear from the people who want to give testimony. He noted that as Code Compliance Officer, he had made a lot of trips to the area- but he wants to hear from the people who daily live there. "What do you want to see happen?" he asked. Paul Mounts, 1108 6th Street SE took the podium, and referred to his written statement. He said he had spoken with Fire Chief Lanny Boston today. The Fire Chief told Mr. Mounts that he would reiterate what he had told Mr. Winkel the day before -- that he would approve of no substandard streets. With that issue addressed, Mr. Mounts stated that on July 25th, he had gotten an email from City Planner Brad Owens with all of the attachments pertaining to the Stadelman request, dated April 19th through July 22nd, between Mr. Stadelman, Mr. Winkel and the State of Oregon Stewardship Forrester to pertinent parties concerning Mr. Stadelman's proposal regarding all of his property west of 2nd Avenue, the lot west of North A venue, and North of 6th Street. Also included in this packet is a copy of Mr. Winkel's statement with a verbal request that the Planning Commission review the information and determine if Mr. Stadelman has provided complete enough information to make a recommendation to the City Council. Mr. Mounts said that if he were a councilor he would say there is not enough information - there is not a unified, definitive plan. Mr. Stadelman has taken the time of the City Manager, without giving information about what he wants to do, what it will cost to do it, and without making a formal request to the Planning Commission. Mr. Mounts said that he personally had to write a request to the Planning Commission for a project, and had to pay a fee. He asserted that it should be standard procedure to be upheld for everybody. "Where is a concise Master Plan for all of the proposed development?" he asked. "Why would the Planning Commission or any other governmental approval body even think of opening streets and disturbing neighborhoods until such a time as they are presented with a plan outlining the entire scope of development?" he asked. Mr. Mounts then asked, why should neighbors have to wait for defining information until a development is well along? What potential future good is such an ill-defined development supposed to accomplish? He believes there are seven neighbors in the audience tonight, he said, who would be impacted one way or another by this development. He is concerned as well about the development of North Avenue, not suggested initially by Mr. Stadelman, but rather by Mr. Winkel. Planning Commission Minutes - July 28, 20 I 6 Page I I of2I The neighbors, who will be significantly affected, want to see a concise, unified plan, Mr. Mounts said, before they see their streets torn up - essentially, to do otherwise would be putting the cart before the horse. When developer first contacted Mr. Winkel, Mr. Mounts said, he only wanted to open 9th Street, and place a 16' driveway into the north right of way of 6th Street, west of North Avenue. Mr. Winkel stated in his July 28th document to the Planning Commission, that he suggested opening North Avenue. And this has now become Mr. Stadelman's revised proposal. There is no indication of what the proposal, which would place a driveway in the 6th Street right of way, would do in terms of impact, or that it was ever discussed with the owner of the adjacent property, who's property may decrease dramatically if a driveway were constructed right next to her property line. As for the other intentions, many of the people who live in the area chose to live there, he said, because they are dead end streets and traffic is minimal at all times. Mr. Mounts expressed that policy development sometimes flies in the face of reasonable action, as in the City Council's unanimous approval of a variance for a 15' setback so that he and his wife could build a sunporch on an existing concrete slab. Discussion in the City Council Chambers that night appeared to imply, he said, that there would be no consideration of the street being open for a long, long time. Now, he asked, are they going to lose their investment as well as lose the use of that approved sun porch for the rest of their lives? He urged that Mr. Stadelman be held to existing standards, including the development of a clear, concise plan, as his project moves forward. Mr. Mounts further said that it is ridiculous to believe that a 40-foot or larger fire truck or emergency vehicle could negotiate the sharp tum to or from the steep grade on 9th Street. Having a street like North Avenue widened and backed up again their property would greatly reduce the value of their property, he said. He added that there is no discussion in the information provided to address the leaching of fill material into the ditch at the junction of 9th and North. He also spoke about the large redwood trees on their property that may be lost to them if their roots are disturbed - and that there is no address of compensation for the loss of those trees in the information. In conclusion, Mr. Mounts respectfully requested that the Planning Commission make a recommendation to the City Council that they deny Mr. Stadelman' s request for variances and street openings. Mr. Graham asked Mr. Mounts if he has any trouble traversing the streets as they currently exist. Mr. Mounts responded, no, not in any way. Sandy Rogers, 1122 9th Street SE, took the podium and said she lives right where Mr. Stadelman is planning to open that street. She told the Commission that trash trucks have a terrible time servicing the area, because the current streets are so narrow. Utilizing the projected map of the area, she showed the Commissioners all of the development in the area. Ms. Rogers explained that in case of a fire or emergency, there is one road to get people out and emergency vehicles in - and it is too narrow to accommodate both. She said that one exit road has already been locked off to the residents. She said that if she or her property are injured or hurt, she will hold the City of Bandon responsible because of all of the uncontrolled development. She asked the Commission, "Why do you need to develop anymore?" She urged that they put a moratorium for further development on that whole area, until the City thoroughly addresses the safety issues for the people who currently live there. Planning Commission Minutes-July 28, 2016 Page 12 of21 Mr. Graham asked if the garbage trucks are having trouble because of cars parked on both sides of the streets. Ms. Rogers said no; they can't maneuver well because the streets are too narrow. She has a driveway on her property that they turn around in. Again, Ms. Rogers asked, how much more development is the Planning Commission going to allow up there, without the means to get the residents out in the event of an emergency? We're in the middle of a drought -- she said -- what if there is a forest fire in that area? How will the City get the residents out safely - and how will the City get its people in to fight it? she asked. Mr. Graham noted that she has a valid point; that the discussion has been focused on isolated streets up to this point. He asked if the lack of streets out there is a concern. Ms. Rogers responded, it is a huge concern. She cited tsunamis, earth quakes and the like as potential possibilities - but forest fires happen every day, she said. And yet, she added, she doesn't see any emergency plan or disaster plan coming out of the City; just someone with a key to open the gate if it's needed. How will I know, she asked Mr. Winkel, that that the gate has been unlocked? Why don't we all have keys to unlock the gate? she asked. And where is the disaster or emergency plan to address all of this, before allowing more residences to be build there? Mr. Winkel explained that all of the residents do not have keys to the gate because technically, it is on private property. That's fine, Ms. Rogers said, then how can you encourage or allow more development up there, when you can't tell us how you are going to get the ones that already live there out? Ms. Rogers admitted that she is really angry - because, she said, she is one of those living there that the City hasn't got a disaster plan to get out, while the population grows there with City approved developments. She stated she is completely against this development continuing; and that she agrees with Paul, the area cannot be approved for standard roads -- there simply isn't enough space. It would have to be substandard, she said, because there isn't enough space to do otherwise; and it will go down into the river; and that will mess up the river. But, she asserted, the Commission will do what it wants to do, because it really doesn't care about the people who live there. Ms. Tiffany countered Ms. Rogers remarks about the Commission not caring about the people who live there. She said she has a problem with people telling her what she thinks and how she feels. After all, she said, why would she be serving on the Commission if she didn't care about the people in her community? Mr. Reed had a question for Mr. Winkel. He asked ifthere is a requirement for the City to address access routes out as the density increases in that area? Mr. Winkel said no. It is an already existing subdivision - it has been subdivided. There is no requirement for the City to provide double access out of the area. He said that the concept of developing North Street would provide some additional access for those near that route. Mr. Graham asked when was the last time the City had density studies done? Mr. Winkel could not recall if or when one was done. Planning Commission Minutes-July 28, 2016 Page 13of21 Ms. Rogers cited that there are over 100 houses accessing Ohio there - and the numbers of people living in them would be far greater. And she said, the City could not possibly, utilizing Ohio, get all the people out and the fire trucks in. Keri Johnson took the podium. She explained that cars cannot pass each other due to the narrow streets. Ms. Rogers added that the roads are deteriorating due to all of the construction trucks - even though they are clearly marked 'no trucks.' It is ruining Ohio again, she said - the whole street is going to fall apart. Mr. Graham responded that if nothing else is done, the City needs to look at this situation. He wondered if a density study might be in order, or a close look at an emergency plan. He explained how the results of a density study could lead to recommendations for emergency access points and a plan. Ms. Fisher approached the podium again. She spoke about access regarding the county side of Ohio; it is all gravel, she noted, and the County won't allow it to be paved. So, she said, the residents are stuck. She said that the Commission is slated to adopt the Hazard map in September, and offered that the Commission not act on anything new in the area until that Hazard map is done and adopted. She noted that the area is definitely in the hazard zone - why not wait to make any recommendation to the City Council on this request until then? Mr. Graham clarified that he does not believe the Commission is going to make a recommendation to the City Council on this, but rather, is having the discussion to see what additional information may be required for the Council to make an evaluation. He assured Ms. Fisher that their intent at this meeting is not to make a formal recommendation or take any action; but rather have a discussion and assess what additional information might be helpful. Chair Kimes asked if there were any further comments. Mr. Graham inquired if anyone living in the area wanted to express any other concerns. Now is the time, he said, from a planning perspective to present any other issues. Mr. Mounts approached the podium. On the proposal to open up North A venue, he wanted to inform the Commission of the limited space (35') in which to put a road, with a 5' depression with water in it. What kind of a street can be put there? he asked. Not one that the Fire Chief will approve, he said. Mr. Graham explained that the Commission has already established that Mr. Stadelman will need to have a statement of approval from the Fire Chief for the substandard street construction. So, he said, that requirement will either come back as a straight yes or no. 1 Chair Kimes recognized Bob Fisher, 12 h Street and North Avenue, to the podium for comment. Mr. Fisher suggested that the Planning Commission do a field tour of the area. He noted that the Commission may be working in the dark on this project; and that they would be benefitted by visiting the neighborhood. He suggested while there, the Commission could take a look at Ohio, where he says, the road is caving in on both sides. Planning Commission Minutes-July 28, 2016 Page 14 of21 Chair Kimes recognized Tom Stadelman for comments. Mr. Stadelman stated that Mr. Winkel had done a good job of laying out his requests and reasons for the same. He wanted to provide a little background, he said, to bring the Commissioners up to speed on what is going on in the area. He said that his family has developed virtually all of the area out there - and that the folks in the audience obviously liked the area enough to move out there. Mr. Stadelman asserted that if it were not for his family doing that development, none of those folks would be living out there. He added that Mr. Fisher made a very good point. In fact, he said, he would like it very much for the Commission to tour the area and take a look at their most recent development project. Mr. Stadelman said that of course he cares about the area - he lives there, too. He does understand their concerns about the hill, and as a driver, he is aware that he needs to be cautious about other people driving up and down the hill. He also explained that the proposal he has made has been designed for the least amount of impact on people who live there. As for his investment in the area, the lot that some want designated for a park will not be a park, he said. If people want a park there, he would be happy to sell it to them; and he doesn't need a fortune for it, he said. Further, Mr. Stadelman encouraged the Commission to do the work of planning. He would like to have a long range plan of development for the community, particularly for this area. He explained his reasons behind his request for variances and street openings, and that he does care for the people in the area. He admitted to being confused by the conflicting assertions of some opponents, indicating at times that the streets are too narrow for traffic or escape routes, but opposing the development of wider streets. And, he said, that as his development continues, the neighborhood will have less to fear from a forest fire, because there is not going to be a forest left to burn. Of course, he said, he wants to save as many trees as he can, but much of the dense forest will be gone. Mr. Stadelman gave a historical perspective going back to 2001 when he first put streets in the area. The standards at the time called for the streets to be 24' gravel. Mr. Stadelman wanted to do more, and went to the Council for approval to do 20' paved roads. He reminded the Commission that this area has been a subdivision for over 100 years; this subdivision is nothing new. Mr. Stadelman went on to explain why he is opposed to the opening of the gate on Ohio -because he doesn't want the County trucks utilizing the streets of the subdivision. He explained again that he is attempting to do less impact on the neighborhood, not more. He does not want Mr. Mounts to have to tear down his sun room because he has to put in 28' streets with curbs and gutters. He is trying to do something nice in the area, with minimal impact on the current residents. Mr. Stadelman told the Commissioners that if they want to see a grand plan for the development, he will be happy to do one. Chair Kimes noted for Mr. Stadelman that his five minutes to speak was passed seven minutes earlier, but he would allow him to continue as long as he stayed focused on the matter at hand. Planning Commission Minutes - July 28, 2016 Page 15 of21 Mr. Graham asked Mr. Stadelman, how hard would it be to take some of the existing streets and bring them up to current standards, with easements, setbacks, etc. Mr. Stadelman said it could be done. Mr. Graham said that anytime something is widened, there is less of something else. Mr. Stadelman said there would be fewer trees. Again, Mr. Stadelman said that Mr. Fisher made a great point - anyone is welcome to tour his development and take a walk on his property. He assured the audience that he wants to be a good neighbor and to do the right thing. But, for that, he needs the assistance of the Planning Commission. He wanted to address specifically two items raised during the meeting, he said. The first, the assertion that the City should not allow any new development on his properties; he noted that this has been an established subdivision for decades. The second, that in 2011 he failed to produce a required wetland delineation on his property. In truth, he said, that wetland delineation was competed, and if the Commission did not see it they need to speak with the City because it is there in the City records, dated on the receipt. Vice Chair Bremmer noted that Mr. Stadelman's assertion that the Commission has not been out to the area was not true. She has been out to the area, she looked at his development and his property. Mr. Stadelman countered that he never implied that no one from the Commission had visited the property. Mr. Graham reminded Mr. Stadelman that the Commission throughout the meeting had developed a list of five items or so to guide him towards providing adequate information to the City Council for their evaluation of his requests. He asked if they have given him sufficient suggestions to help him in that effort. Mr. Stadelman said no, that essentially, the Commission had not given him anything. Mr. Graham reminded him that the Commission's purpose was not to make a decision on this, if that is what he was looking for. Mr. Stadelman responded that he was not looking for the Commission to make a decision, but ideally, he wanted the Commission to discuss it, and tell him what they want from him. He noted that he is not a mind reader, and he needs them to tell him exactly what they want to see. Mr. Reed countered that when he came on the Commission, the City Staff gave him a complete book that is the Bandon Municipal Code. In it, he said, it tells any developer exactly what is needed, required and expected for development of any kind in the City. He said that just because historically something was accepted in an area, doesn't mean that the same former standards fit the municipal codes of today. He reminded that Mr. Stadelman that people used to throw excrement out of their windows - they do not do that anymore. Mr. Stadelman countered with approved development within the past five years - "and that's not good enough for you anymore?" he asked. He added that if they want 28' streets up there, he will put in 28' streets. Mr. Reed again told Mr. Stadelman that all he needs to comply with is written in the Bandon Municipal Code. But he said, Mr. Stadelman is loath to follow the code, and that is why his development looks the way it does up there, with streets that are too narrow. Planning Commission Minutes -July 28, 2016 Page 16 of21 Mr. Stadelman countered that if the Commission feels that way, then they should make that recommendation to the Council. But he believes that the Commission should take a little time and think about it. If the Commission likes the book, then they should go ahead and live by it. Mr. Reed said that Mr. Stadelman is not understanding why things are set up the way they are. Mr. Stadelman countered that if the Commission likes the book (BMC), then that's what they should abide by. Mr. Graham suggested to Chair Kimes that it may be time to close the discussion. Chair Kimes asked Mr. Winkel if he got what he needed from the discussion. Mr. Winkel replied that he got some of what he needed. He is in a bit of a quandary - is the Commission saying to Mr. Stadelman that if he provides the five aforementioned items, then his recommendation for approval is assured? Or are the Commissioners saying to him that if he gets the five items and then comes back, that you will give him more things to get before making a recommendation to the City Council? Mr. Winkel again assured the Commission that he was not seeking a decision tonight, but rather seeking their input on whether or not Mr. Stadelman's request is ready to go to the City Council. Chair Kimes noted that he has not seen or heard anything tonight that leads him to believe the development should not be in compliance with current city standards. Mr. Winkel asked for clarification from Chair Kimes. Is he saying that the development must be done in compliance with the city standards. Chair Kimes answered in the affirmative. Ms. Tiffany said she is not in agreement with turning the street into a driveway. The Commissioner and Mr. Winkel continued to discuss the nuances of the request. Commissioner Harv Schubothe admitted struggling with the concept of a development where 15% of it meets city standards, but 85% of it does not. There was not agreement or consensus on a recommendation as to whether to follow the City standards, or grant variances. City Attorney Fred Carlton noted that he does not have an answer for the Commission. However, there are 'clog' points all over the city of Bandon. Right or wrong, they do exist throughout the town, he said. He cited Bates Road, Upper Michigan, Golf Estates, Jetty Road, etc. as examples. The same concerns that some in the audience expressed about access roads out of the neighborhood in case of an emergency could also be said about most of Bandon. Is it right? he asked. No, but that is how the City was developed; it has pockets with limited access all over the city. Chair Kimes said that what he has heard throughout the meeting is that there are City standards that the developer doesn't want to follow because he has not had to do it before - and he does not believe that is a good enough reason to avoid following the City standards. Upon more discussion on what the Commission wants there, the consensus was that in the absence of a fully developed plan, it could not make a valid assessment of what it would recommend there. Planning Commission Minutes -July 28, 2016 Page 17 of21 Dr. Cook took the podium to explain to the Commission that in the telephone conversation she heard between Mr. Mounts and the Fire Chief, Mr. Boston was adamant that no way would he approve the requests, nor be able to navigate the hill of North Avenue with his emergency trucks. Mr. Graham reminded everyone that the Commission cannot override the decision of the Fire Chief, the Forestry Service, Fish and Wildlife, nor any other agency that needs to approve of these plans before the Commission. Ms. Johnson asked ifthe developer could explain how many houses are planned for the development. Mr. Stadelman showed via the visual screen the development sites. There are 30 lots per block, and Mr. Stadelman explained how many blocks he owns and exactly where. A rough estimate is 10 homes per block, he said, on lots that are 40'x 100' Mr. Stadelman stated that the Commissioners do have a development plan in their packets. He said that if he has to spend more money on roads, then he has to build more homes in the area to cover the investment increase. If he is allowed to do what he is proposing, then he does not need to develop as many homes to cover his costs. He noted that he likes to leave trees on each lot, and the placement of those trees goes into his development plans. Ms. Johnson came back to the podium to offer some rough numbers based upon Mr. Stadelman's remarks. She moved to Bandon from California two years ago, and she loves her neighborhood; it is quiet and peaceful. But according to Mr. Stadelman's numbers, she said, 10 homes per block equals 20 cars with two car garages, and then teenagers with their cars adds another 5 cars. She said that equates with an additional 25 cars in their neighborhood, along that narrow road. It will be more congested with cars, people and more homes. In conclusion, Ms. Johnson said that she is against the development in her neighborhood. Mr. Reed asked for clarification - did he just hear in Mr. Stadelman's remarks that if he is allowed to do his development as he is proposing, then it will be limited to ten homes per block; but, if he is required to comply with City standards, then by way of ransom, there will be more than 10 homes built per block. Chair Kimes affirmed. Ms. Tiffany said that she really does not know how the Commission could make any kind of a concrete recommendation to the City Council at this point. She said she does not feel that anything Mr. Stadelman said made the case for his request. The only recommendation that she thinks the Commission could make to the Council is that the Commission would follow the code as best they could. The Council needs more information than what has been provided thus far. She added that one of the things the Council would need is a plan - and while Mr. Stadelman thinks he has a plan, the Council should have some kind of basic idea of what he wants to do there - other than just build a street or put in a driveway. He needs to answer the questions, she said, "Why are you putting in a street? Why are you putting in a driveway?" He needs an overall plan - the Commission would require that of anyone else, she added. She added that she did not see how the Planning Commission could make any other recommendation at this point. Vice Chair Bremmer would like to know ifthere are places in the development where substandard streets are necessary. She noted that there are quite a few previous variances in this development. Planning Commission Minutes - July 28, 2016 Page 18 of21 In her observation, where most of these are it was a matter of time - they were standard then, but today they are not. But now, to follow the City codes, there would be streets where there are no gutters, curbs or sidewalks, but then further down the same streets, all of a sudden, there they are. There are not a lot of houses in the area under discussion, she said. But perhaps because it is forested, or involves wetlands or riparian areas, maybe there could be a tweaking of the codes to make some reasonable accommodations for these. Vice Chair Bremmer added that she doesn't think it is a desirable thing for a city to say to anyone that they cannot build on their own property. The City could take the tact that everything has to be built standard to the code; but there are always exceptions that will come along. Ms. Bremmer added that what should be required of any applicant who feels they need or desire to put in anything substandard is a clear, concise statement - with factual evidence to support that statement - as to why this project demands that exception. So, as in the case of the Fire Chiefs statement, that statement has to be clear and it must be proven by fact, she said. In conclusion, Ms. Bremmer said that the aforementioned requirement is something that should be expected by Staff, by the Commission, and by the Council before considering any exceptions to the City's current building standards. She request that that requirement be added to the list of items that the developer needs to produce for the City Council to evaluate the request. And finally, Ms. Bremmer added that a street is not a driveway. Mr. Graham admitted to being conflicted. Those who live in the area and spoke tonight seem to be saying that they want less impact, yet they want greater accessibility. The Council needs to decide, he said. Mr. Winkel read from the resolution that adopted the street construction standards, including those items that allow the City Manager to make a decision upon. He continued that the City Council shall have the authority to make decisions on specific exceptions to the standards, where the City Council determines the exceptions to be in the best interest of the City. But, he explained, there exists no guidelines with which to define the words, "in the best interest of the City." This is why, Mr. Winkel said, he brought this forward to the Planning Commission for discussion, because this is not a simple exception, it impacts a lot of neighbors. What does the Commission feel is in the best interest of the City? Mr. Reed noted that he does have a concern about the impact of the additional projected traffic in that area, and he would like that concern conveyed to the City Council. Mr. Winkel noted though, that if a developer wants to put in a development, there is no requirement that they must upgrade the access into the area. He mentioned that the gate issue is a two-way dilemma in trying to strike a balance. He explained it via the map on the screen; and the history of how the gate on private property came to be there to accommodate the public in case of an emergency. He said that that whole hillside has to be replaced, according to the engineers in order to fix Ohio, and it will be a several million-dollar project. He invited the ideas of anyone who has a creative way to address Ohio, or another access route into and out of the area. Vice Chair Bremmer asked about drainage. Mr. Winkel noted that Mr. Stadelman, before he can do anything out there, has to hire an engineer to address the drainage plan. Then that engineer's plan will be reviewed by the City's engineer. The City Council will not get into that; but Mr. Planning Commission Minutes - July 28, 2016 Page 19 of21 Stadelman will need to incur that cost in order to move forward. Mr. Winkel said it is a 'chicken and the egg' kind of thing-how much in engineering and planning expenses does Mr. Stadelman incur if at the end of the day, the City decides that is not what they want to allow out there? Mr. Winkel also noted that the extraordinarily long cul de sacs that Mr. Stadelman's plans call for are even more in violation of the City's codes than opening up the streets he is requesting. And Mr. Winkel added, he has spoken with NMFS, and the project is going to have to make applications and get approvals for the wetlands, riparian areas and the creek that must be crossed. In conclusion, Mr. Winkel said he would prepare a list of what all of these approval hurdles are, and bring it to the next Planning Commission meeting. The Planning Commission's recommendation then will be directed to Mr. Winkel, who will then pass it along to the City Council. Mr. Mounts asked Mr. Winkel a number of questions regarding the opening of the North Avenue. Mr. Winkel answered his questions, and offered to come back with a summary of rationale for the suggestion to open the street. Chair Kimes determined it was time to end the discussion on this matter, and moved the Agenda forward to Vice Chair Bremmer' s report. 5.3. REPORT FROM VICE CHAIR BREMMER ON ISSUES RAISED AT THE JOINT CITY COUNCIL/PLANNING COMMISSION WORK SESSION Vice Chair Bremmer reported that the Commissioners had before them her work on the agreed upon priority item from the Joint Work Session of the City Council and the Planning Commission. The top priority item identified was the South Jetty. She noted that the Commission did not have her full report yet, which she plans to have finished by August 5th. But for now, Ms. Bremmer wanted to share with the Commission where she is going structurally with the report. She also noted for the Commission that each member of the City Council received a copy of her initial report in their mailboxes as of this date. She went over the aspects of the current report, including an introduction, historical background and photos. She went over the three major concerns on the South Jetty as identified during the Work Session, and her preliminary work. She noted that the work on the Bandon Municipal Code is well underway. The City Recorder is helping Ms. Bremmer with maps. The Environmental Section is almost complete. Ms. Bremmer reminded the Commission that Councilor Hundhausen had asked for soil data, and this section is complete with that data. Mr. Winkel commended Vice Chair Bremmer who was working simultaneously on three different major projects, including this one. 6.0 ELECTION OF OFFICERS Chair Kimes opened the floor for nominations of officers for the Planning Commission. Vice Chair Bremmer nominated Chair Kimes to continue to serve as Commission Chair. Mr. Schubothe nominated Ms. Bremmer to continue to serve as Vice Chair. Planning Commission Minutes - July 28, 2016 Page 20 of21 Chair Kimes asked for additional nominations. Seeing none, he closed the nominations. Chair Kimes and Vice Chair Bremmer were re-elected unanimously. 7.0 COMMISSIONERS' COMMENTS Mr. Graham reported on the August 27th event, with hot dogs and fun for everyone. Mr. Reed noted that he has been astounded in his time on the Planning Commission regarding the treatment of the Planning Commission Staff, and the comparative analysis of fee schedule for planning. Mr. Winkel reported that Brad Owens last day with the City of Bandon is tomorrow. He has resigned, but the City is not losing his services. He will be working as a private consultant on IT issues for the City. Dollar General is pretty close to the review process; and they will be going into the shopping area. He showed the design of the building, and it looks like it will blend in very nicely with the shopping center. It does comply with the City's commercial design standards. He showed samples of the muted colors which will be utilized instead of the corporation's bright yellow and black. Mr. Schubothe reported on behalf of the Greater Bandon Association. He noted that the organization lost Julie Luu to a move. Her mother in California became ill, and Julie has moved there to assist in her care. The application for a RARE volunteer was accepted, and this time there will be a unique bent to that role. While still classified as a Main Street Manager, the RARE volunteer will be working out of the Planning Department and focusing on planning and design issues. She has her Masters in Regional Planning, and should be a fine asset. 8.0 ADJOURNMENT OF THE REGULAR MEETING Chair Kimes adjourned the meeting at 9:30 p.m. Minutes respectfully submitted by Sandra J. Messerle Planning Commission Minutes -July 28, 2016 Page 21 of 21 City of Bandon CITY COUNCIL AGENDA DOCUMENTATION DATE: September 12, 2016 SUBJECT: Parks and Rec. Commission Meeting Minutes ITEM NO: 6.2.2 BACKGROUND: The regular Parks and Recreation Commission meeting minutes for August 11, 2016 as submitted by Blythe Tiffany, Minutes Clerk. FISCAL IMPACT: None RECOMMENDATION: For information only. SUBMITTED THRU: 1 PARKS AND RECREATION COMMISSION MEETING BANDON CITY HALL July 14, 2016 Present: Chair Harv Schubothe (1-1), Commissioners Donnie Goddard (1-1), Ollie Jones (1-1), Troy Russell (1-5), Esther Williams (1-3) Staff: City Planner Michelle Hampton, Minutes Clerk Blythe Tiffany Absent: Commissioner Zac Pounder 1. Call to Order The meeting was called to order at 5:30 p.m. by Schubothe. 2. Roll Call Roll Call was taken as indicated above, with Comrfussiy 6ners reporting their meeting time, listed first, and outside work time. 3. Approval of Minutes 3.1 July 14, 2016 ( Copies of the minutes of the July 14, 2016,,-(Tleeting had b~en provided. Russell moved for approval, Jones seconded the motion, and it was passed ul'ilar.timously, 5:8. \ . 4. New Business 4.1 Signage Request from Bandon Pool/C9mmittee Hampton explained that the pool committee is requesting to pur a banner on the south ballfield fence. She noted that, although other signs ,are on the fence, the organizations who have them there make donations to eithe r~the -little league or soccer organizations Ann King, re12resenting the pool committee, stated--tb,at the committee is requesting to put a banner on the fence on the l:>ack side of the field, nea r: where the pool is to be located. They will be looking for a permanent locatibn for their sign. J"ney have individuals within their organization who would be willing to pay the sponsorshi fee, and asked -'about the recommended amount. She showed the Commissioners two bar;mers. Jones clarified that the banner wou d be located on the wire fence, forward of where the current pool sign on a post is located, and ~in , confirmed that was correct. Hampton noted that the signs get taken down when the season is over, so if the pool people wanted their sign to remain, that would get into the issue of an off-premise sign, requiring a special permit from the City. The amount of the donation to the leagues would be up to them. During discussion, King stated that the pool people would be happy with having the sign there during the season, and it was agreed that the proper and simpler process would be for the pool people to contact the little league and soccer people directly regarding donation amounts. Parks and Recreation Commission Meeting 08/11/2016 2 Williams suggested, since they have two banners, that they might want to put one at the end of the driveway off of Jackson Avenue that goes into the pool property. She noted that City Park is not the access to the pool property, and is not going to be the access to the pool property, adding, "We don't have the parking and all that stuff that goes with that. That's not going to be the access to the pool." 4.2 Upcoming Schedule Berm Planting - Hampton stated she was unsure of the schedule at this time, but thought that it might wait until Fall. She noted that next month is Arbor Day. Landscaping around Stage - Hampton reported that heather had just been ordered; she will set up a planting party in approximately one week. ,,/ Playground Task Force - Hampton stated that the group ~ill , qontinue to address other items in City Park, and Harvard Street Park Landscaping around neighbors east of the /s,uth ballfield - In ,response to a question from Williams, Hampton stated that they were considerlhg something fast-gr©y/ing and brushy. Williams suggested Leland Cypress, as that is what they w~ uld be pie! :·~ g on the berm, and Hampton stated that she believed that had been discussea: 5. Old Business 5.1 Harvard Street Nieghborhood' Park~ EJpdate from ..the Committee for Citizen Involvement (,0G'i) · ..., / ·~. Schubothe reported that,Ab~CCl "' h~~\experieQced ,ia ,rash of re;?ignations, and noted that the City Manager may be looking 'a{i' ~ ving th'e €ity Counpil ;:ippoint the ·Planning Commission as the CCI, as had been done in the past. Pie noted tmat the CCI \o/as originally created to assure public involvement in land use issu~s; and · Bando"rt{s [email protected](~vol:v~ d into,more than that. It is n0W b9ck·to tt;}e' Parks"4aA9 Recreatj~ n, CotPi'nission to pursue the neighborhood meeting concept. He$ oted that the '€.i!Y·is a~ ai m• short a planner, so this would be adding to the work load, as well. There is a/~ARE worker c qming later: Hampton confirmed ··tpat Planner Braa Owenl had resigned, though he is still serving as the City's IT person. With the City's C::bJrrent situation and a number of extra meetings, she did not see how she could devote any time to the Ha r:yard Streey Park project. She stated that she hoped that the RARE worker will be able to take this on. · Jones pointed out that, the reality is that there is presently no money for development of Harvard Street Park, and she does not want the Commission to create expectations that cannot be met. She felt that a good strategy now would be to concentrate on City Park equipment, and then, in the long term, work on planning. Schubothe noted that the previous CCI Chair had spoken to the Harvard Street Apartments manager, so a seed had been planted; however, he expressed agreement with Jones about working on the City Park playground now, as there are some funds available and some momentum, so now the City needs to pause on the issue of Harvard Street, and work on City Park playground. Parks and Recreation Commission Meeting 08/11/2016 3 5.2 City Park With regard to volunteers, Hampton noted that she had received a call from Bill Russell regarding volunteering for the dog park, and she would be meeting with him soon. Russell brought up the issue of possibly moving the crosswalk to a safer location, as well as providing some better screening for the Park Host, as the current signage directs people right through her compound, rather than the actual access trail. There followed some discussion about how people will go where they will go. Jones asked if any finish work was left on the concession stand, ancl Hampton stated that it is complete, as far as the State is concerned; there was still the matter cl a r(mp to be installed. She believed that she had a volunteer to put it in, if the City will supply the ma eri Is. 5.3 Playground Task Force - Update Schubothe stated that the task force had not met since the recommended e , uipment had been ordered . .. Hampton noted that the City Manager had confirmed the 0rder the previous afternoon. Once the - r equipment is shipped, it will be a matter r-f working with Rublic Works to prepare the site for installation. Jones stated that Lane County is in the public i , volvement prRcess for a new playground at the Fern Ridge Reservoir, near Veneta. She would like to get a copy of the plans, as the equipment is supposed to be ADA accessible. She askeo if it would oe appropriate for he to contact the City Manager of Veneta, whom she knows, a cl ask for a copy of the,..pla , s. \ Schubothe stated that it woulc;t t>e, as she is part of the task force. Russell suggested that, as the RARE worker that will be-comirig is currently i11J hat area, she might be asked to go take a look at it, as well. 5.4 Menthly Financial Repqrt, Hampton stated that she had been advis ~ a - that there will be no financial report until the audit is done. 6. Staff Update Hampton noted that this Ii d already b'~en done, during discussion under item 5.1. 7. Commission Liaiso n. Rep~ 7 .1 Tree Sub-Committee It was noted that there had not been a meeting. Schubothe pointed out that the Arts Council and the CCI are no longer on the list. 8. Public Input - None 9. Open Discussion - Commissioners' Comments Goddard stated that there will be a disc golf tournament on September 10, during the Cranberry Festival, and he needs to recruit some help. Hampton stated that she and Pounder can help. Parks and Recreation Commission Meeting 08/11/2016 4 Schubothe noted three items: (1) Music in the Park this coming Sunday will be Big Creek Rendezvous, and next Sunday, Tonya De Paolo. The two previous concerts have drawn crowds of 150 and 100, with the second drawing less due to a conflict with the Sprague. (2) Alive After Five will be held on August 19. (3) Flashing lights have been installed at Bullards Bridge for bicyclists and pedestrians. Williams commented that there seemed to be a lot of traffic these days. There was discussion of construction issues and fuel prices as causes. Jones expressed congratulations on the concerts. She would like~to see them advertised on the reader board in the park. Schubothe stated that he would speak to th~ facility manager to see what could be done. There followed some general discussion of seating, and the possibility of renting chairs and cushions. 10. Other Schubothe noted that, normally, during the July r:neeting of an even-numt5ered year, a Chair and Vice Chair are elected for two years. Williams moved that Schubothe be Goddard/ seconded the motion, which passed unanimously, 5:0. Russell moved to elect Zac Pounder Vice-Chair. Jones seconded the motion, which was passed unanimously, 5:0. A question was raised ask> the open pt>sition on the Commission, and Hampton stated that she thought it had been advertised, but she would,check. Discussion o;,maj . r-sho , -ter~ items to be dealt with re~ulted in a list of three: (1) Planting at the stage when the plants come in, (2) laygrot:1(lO Task Forn~ planning, and (3) The crosswalk. Williams asked about keeping Brad 'Owens in ~ olved with the Parks and Recreation Commission, and Hampton noted that, while he has resigned from the Planning Department, he has asked to remain on the Playground task force as a citizen. It was suggested that he be asked if he would be interested in serving on the Parks and Ree eaticln €ommission. 11. Adjournment The meeting was adjourned at 6:32 p.m. Blythe Tiffany Minutes Clerk Parks and Recreation Commission Meeting 08/11/2016 City of Bandon CITY COUNCIL AGENDA DOCUMENTATION DATE: August 12, 2016 SUBJECT: Utilities Commission Meeting Minutes ITEM NO: 6.2.5 BACKGROUND: The regular Utilities Commission meeting minutes for July 13, 2016 and August 10, 2016 as submitted by Denise Russell, City Recorder. FISCAL IMP ACT: None RECOMMENDATION: For information only. Denise Russell, City R'ei:brder UTILITIES COMMISSION MEETING BANDON CITY HALL July 13, 2016 · COMMISSION: Open Chair 0Mary O'Dea 0 Patricia Soltys, Vice Chair 0 Bob Berry 0 Linda Olsen 0 Sheryl Bremmer 0 Madeline Seymour, Council Liaison 0 Daniel Graham 0 Brian Vick, Council Liaison STAFF: 0Matt Winkel, Interim City Manager 0Denise Russell, City Recorder 1. CALL TO ORDER • Roll Call: The meeting was called to order at 3:00 p.m. by Vice Chair Patricia Soltys. Roll call was taken with those present shown above. 2. MINUTES A. April 13, 2016 Minutes corrections: • Completed the last sentence under the Election of an Officer item, to reflect the hiring of the new City Manager. • Page 3: added Mr. Vick's name to paragraph seven • Page 5: corrected a typo in paragraph four to change curtsey to courtesy. B. June 8, 2016 Minutes corrections: • Page 2, item C, second paragraph: corrected the name of the Commissioner speaking from Ms. Olsen to Ms. Soltys. • Page 8, second paragraph: corrected the minutes to state, ... the large puddles that are our water supply. • Corrected the attendance of Council Liaisons Seymour and Vick to reflect not present. Commission Graham (Commission Olsen, 2nd) made a motion to approve the minutes as corrected. The Commission passed the motion unanimously. 3. DISCUSSION A. Water Rate Ballot Measure Update Mr. Winkel reported to the Commission that the City Council did pass the resolution to file the ballot measure with the Elections Officer to increase the base rates for the water utility. This starts a timed sequence of steps, including a notice to be published in the next available edition of general circulation newspaper and a deadline for people to file an objection to the ballot title. Because of the timeline, we submitted the notice to the paper in advance of the Council meeting and received written confirmation that it would run in this week's Bandon Western Utilities Commission Minutes -July 13, 2016 Page I of5 World, but it did not happen. The World will publish the notice in their paper tomorrow and on the online notice board, and publish it in the Bandon Western World next week. Once we receive the notification that the notice has actually run in the newspaper, Mr. Winkel will talk with the City Attorney to make sure that the noticing requirements have been met. Mr. Winkel cautioned that Commission, that this is now considered an official ballot measure, and precludes him and the Commission from any kind of campaigning as Utility Commission Commissioners. B. Cranberry Festival - Possibility of Parade Entry Ms. Soltys reported to the Commission that David Kimes is willing to provide the use of the his '62 Shelby Cobra as transportation for a Cranberry Festival parade entry. He is willing to attach a 4 x 6-foot banner ("Your Utility Company" like the sign in City Hall) to his windshield. The physical therapy department has agreed to let their giant stuffed frog be used for decoration on the car. Ms. Soltys wondered if there is a template that can be used to print the 4x6 sized banner for the parade, and where to get lollipops from to pass out during the parade. Mr. Winkel suggested to get the lollipops from Cash and Carry in Coos Bay, and Freedom Graphics is where the banner was printed. Past experience suggests that you need approximately I ,500 lollipops for the parade. Ms. Seymour noted that for the last two parades, she has used six bags of candy. C. Utility Report - Presentation of Financials Ms. Soltys was happy to see the Utility Report was on the back of the Coffee Break last weekend. It sounds like it may be happening more often. Ms. Soltys has talked with a lot of people who have seen the information in the newspaper and they do like it. They are also the ones that read the Utility Commission's bill stuffers. Ms. Soltys poled six individuals and received mixed reviews on how they use the information in the utility bills. Two only read their bills and throw everything else out, two liked the information. One person did not like the background information provided prior to answering the question that was asked, and one person got lost in the numbers; the City has so much to do it is going to be never ending. Another person that Ms. Soltys spoke with said that at the end of the day they just turned on the television, perhaps a few more people could be reached through television if a way can be developed to get the information into this format. Mr. Berry reported that the individuals he talked with, like what the Commission is doing, and the way that the Commission is explaining the need for raising the rates. The general feeling that he gets, is this is going to pass. Ms. Soltys wrote a correction to the 2015 Water Quality Report for a typographical error to place in the Coffee Break. The error involves the lead and copper chart and when the data is collected. The Report said that the numbers are from 2012; however, should have stated 2015. Ms. Bremmer indicated that the last Utilities Commission bill stuffer was a question that Mr. Winkel received from a resident. The answer did include background information as part of the answer. This information was also talked about in the budget meetings, and in other information that has been distributed. Utilities Commission Minutes - July 13, 2016 Page 2 of5 For the next insert, the Commission decided to have a short informative lesson on the chlorine generator. Mr. Berry feels that this topic will be more interesting to the public. Ms. Soltys noted that you can see the corrosion that is happening and the repair work that is being done to keep it running. Ms. Bremmer requested information on questions that may have been asked and/or the feedback that has been received. Mr. Winkel indicated that the feedback he has received is positive. Mr. Winkel believes that the chlorine generator is a good one because it is easily visible. Mr. Vick noted that it will be good for the residents to understand really how much water is in the ponds that provide the fresh water. The silt will have to be dealt with at some point. Currently, the water is not even waist deep. Mr. Vick suggested putting a post in the pond to show the water depth. Mr. Winkel provided the Commission with the old format of the Financial Statement that is again being given to the City Council and shows revenues and expenditures to date by fund. Mr. Winkel offered to provide the Commission with this report, and answer any questions that they might have. This report shows the funds relative to cash and budget rather than just budget. This allows the City to track whether or not the cash levels are good. This year so far, the water fund has lost $64,000 and the sewer fund $28,000. Mr. Winkel indicated that these numbers could be used for the graph on the storyboards. D. Public Event at the Water Treatment Plant Update Ms. Soltys reported that Mr. Graham is providing the food for about two hundred people (hotdogs and fixings and ice cream), the equipment to cook on and the products to serve the food on. The Commission will need volunteers to help cook. Ms. Olsen offered to assist with the lemonade and Ms. O'Dea and Mr. Berry offered to help with anything that needed to be done. Ms. Soltys had an individual suggest having door prizes supplied by town merchants. The Commission, after discussion, determined that there will not be door prizes at the event. The posters that will be put up around town the week before the event will include a map on how to get to the event, hours of the event and the food provided. It was suggested that water and lemon aid be provided to drink. Mr. Graham can bring one 20-gallon drink holder. Mr. Winkel suggested checking with The Barn to see if they have they have any large liquid dispensers. Mr. Winkel suggested having name tags for the volunteers. Ms. Bremmer noted that everyone that participated in the Cranberry Festival last year was given a lanyard with their name on it. If everyone still has those, they can be used. E. Story Board Update- Mary O'Dea Ms. O'Dea provided a Power Point presentation and update on the story board draft for the Commission to provide final feedback prior to printing. The purpose is to inform the public of what the utilities look like, which includes the benefits that are provided to the Community, financial and rate impacts of the utilities, and the staff that provide the services. The Commission will be having Freedom Graphics do the printing of the story boards for City Hall and mobile story boards that can travel to the library or other community events. Utilities Commission Minutes-July 13, 2016 Page 3 of5 F. Stream Gauge - City Manager's Update Mr. Winkel reported that there is a draft of the stream gauge agreement that has been reviewed by Ms. O'Dea and the City Attorney. The Attorney had a couple of comments. Mr. Winkel has a call in to the Water Master regarding the changes, and it is scheduled to go the City Council on August 1, 2016, for approval. G. Water Reservoir Update Mr. Winkel reported that the Western Lily study is going to be completed this week to finish the environmental study. This is the last item to be completed for the feasibility study. H. Other Mr. Graham asked about the discussion at the Council meeting regarding those that may not be able to afford the $10 base water rate increase and ways to make it more affordable. Mayor Schamehorn and Mr. Winkel noted that this is on the next Council meeting agenda. Mr. Winkel reported that the City needs to have a discussion with Community Action about the rules and regulations on how and who gets the monies that are collected for distribution. Perhaps it could be a process similar to the electric funds that they handle for the City. Community Action would be a good choice for administration of the funds because they have the ability to look at the individual's income. Mayor Schamehorn noted that it is good to let people know that it will be an available option to check off on the utility bills for those that are willing to provide additional resources to help others. There will be quite a few people willing to participate. As for the logistics of Community Action, it is not as important as letting people know that they can donate. Mr. Winkel asked for direction on how to place the information for the voluntary water assistance program on the bills. After some discussion, the Commission decided to place a checkbox for $1.00 and a line for an additional amount. Mr. Winkel noted that a brochure will need to be developed for the program to explain what it is for. Information about the program will be included in the October newsletter (end of September's utility bill), which will be sent out just prior to the ballots coming out. The Commission discussed the next three issues of bill stuffers and determined that the topics are as follows: • Chlorine Generator • Seismic Retro Fit • Summary and a compilation of questions and answers. Ms. Soltys reported that Mr. Young from Coos Media is willing to do a video interview at the Water Plant to put on Charter Cable and Comspan, for those who will be unable to attend the Water Plant tour. Mr. Vick will send Bandon.TV's contact information to Ms. O'Dea and she will submit the story boards to them for publication. 4. AGENDA ITEMS FOR NEXT MEETING - August 10, 2016 Regular Meeting Water Plant Tour Voluntary Water Assistance Brochure Utilities Commission Minutes -July 13, 2016 Page 4 of5 5. PUBLIC COMMENTS Mayor Schamehorn stated that the Commission is doing a wonderful job. Having been in the newspaper business for fifty-five years, she knows how difficult it is to educate people. The Mayor requested a short sentence or statement be made stating, "Because the Council is not allowed to set utility rates, the water system is losing money. A rate increase of $10 for home owners and a $20 for commercial users will allow the City to continue providing good, clean water." Encapsulating that the money needed is to do what is being done for clean water. It is true that the City needs millions of dollars to do what needs to be done, but this increase will stop the bleeding and allow the City to provide good, clean water. Mr. Graham likes the way the statement is worded because it is absolutely the issue that is being dealt with; to stop the bleeding and putting band aides together to keep it going. Mayor Schamehorn would like the Commission to get the Bandon Western World involved because their support is needed. 6. COMMISSION MEMBER REMARKS No Commissioner comments. 7. ADJOURN There being no further business, the meeting was adjourned at 4:30 p.m. A motion to adjourn was made by Mr. Berry and seconded by Mr. Graham. Respectfully Submitted by: Denise Russell, City Recorder Utilities Commission Minutes - July 13, 2016 Page 5 of5 UTILITIES COMMISSION MEETING BANDON CITY HALL August 10, 2016 COMMISSION: Open Chair 0MaryO'Dea 0 Patricia Soltys, Vice Chair 0 Bob Berry ,4' 0 Linda Olsen 0 Madeline/Se:Y;mour, Council Liaison 0 Sheryl Bremmer 0 Brian :Vick, Council Liaison D Daniel Graham STAFF: 0Matt Winkel, Interim City Manager 1. CALL TO ORDER / Roll Call: The meeting was called to order at 3 :OOvp':m. b -Vice Chair Patrh~ia Soltys. Roll call was taken with those present shown abo'Ve: / 2. MINUTES A. July 13, 2016 Minutes B. May 11 , 2016 Mfuutes Commissioner Be~y (Commis,sitmer Olsen, 2n: ) made a motfon to approve the minutes with a spelling correction. ::[he Commission passetl the motion unanimously. 3. DISCUSSIO A. ' infiEvent Planning Ms. So tys noted that Ms. Bremme r has made a flyer to pass out around town for the Water Plant o . Ms. Seymour and Mr. Winkel reported to the CCI does not have enough members left to have a quorum for the committeef Ms. Soltys asked if e ommission had any volunteers to take the posters around town. Mr. Berry and Ms. Olsen volunteered. Mr. Winkel noted that the City can print the posters as soon as we know how many. The posters can be letter or ledger sized. The posters can be put up at any of the City facilities. Ms. Soltys suggested putting posters up in the Farmer's Market, BandonPrepares and Salons. Mr. Berry offered to walk around Old Town and ask the merchants ifthe posters can be put up in their shops. Ms. Seymour offered to post flyers at the VFW, Pastries and Pizza and the Baltimore Center. The Commission determined to make 75 copies of the poster for distribution. Mr. Dan Anderson will be doing the cooking for the event. Mr. Graham will make sure that all of the food items and serving products are available for the event. Utilities Commission Minutes - August I 0, 2016 Page I of6 Ms. Soltys noted that Mr. Y ouravish is attending the event, and the Commission will need to be available for most of the five hours to speak with the people that attend the tour. Ms. Soltys will get some balloons from the store and place them out at the intersection of Hwy 42S and Fish Hatchery Road and at the Water Plant entrance. Ms. O'Dea wondered if trash pickup is taken care of. Mr. Winkel note that the City can provide trash collection supplies. Ms. Olsen wondered if Face Rock Creamery had tables to bring. Mr. Winkel said that the City had tables that could be used for the event. Ms. Sey,mour suggested that the volunteers remember to bring chairs to sit on. Mr. Winkel also y ril m3ke sure that there are a few chairs available for those that may come to the event that eed,tb' sit. B. Questions for Bill Stuffer Ms. Bremmer reported that the next bil~s valves and the storage tanks. Ms. Soltys asked the Commission if they saw the videtlliat Mr. Young from Coos Media made at the Water Plant. Mr/ Winkel noted that ~has/the video ready fo:t fue Commission to watch if they wish too, which\ they did. " Ms. Soltys invited the Commissioµ to pro:v'·ide ,feedback on the video. Mr. Berry wondered if a voice over could.be done to increase,the clwity of the topics being discussed. Mr. Young noted that it coulcl ~e done if someone wanted t~narrate. The issue is that the Plant is so noisy, which ~akes it difficult to get really clear audio. tvls. Olsen suggested a narrative introduction could'be provided at the b ~g!nnfng to set th~"'video in context. MZSey~our- su~g~st~ to t}\e ~C_ommi~ sion,\!}1~~-they should decide_ where _the video would be shownrpnor~tQ gettmg mto the discuss1on"of editmg, and wondered if the video would be ~hown at some'i t:.~lte servi'e~ clubs in Bancl..Qh. Ms. Soltys believes that would be a good idea, anq would be willing t5,do tliat. Ms. Sey:ip"bur believes t~at\ the videe>..fs fine the way it is now, and Mr. Y ouravish is very knowledgeaSle about all aspects of the operation of the plant and what happens to water as it moves through the plant. Ms. Soltys suggeste~' th~t' the presentations be made late September through October, which would be just prior to-tfie ballots coming out. Ms. Soltys noted that a small change has been made to the City of Bandon website, placing the video link prominently on the home page. Ms. O'Dea wondered about the political correctness of the Commission showing the video that discusses the ballot measure around to the clubs. Mr. Winkel believes that there is nothing stated in the video that would keep the Commission from being able to share it with the clubs. What is stated in the video are facts. The issue would be if the Commission is encouraging a vote one way or the other. Utilities Commission Minutes - August I 0, 20 I 6 Page 2 of6 Ms. Soltys received a suggestion from an individual in the community to show the video at the library. Ms. Seymour suggested talking to the Library Board about showing the video, and reminded the Commission that the bill stuffer item has yet to be decided. Ms. Soltys noted that the Ms. Bremmer would write on the topic of the seismic valve and perhaps painting. Ms. Bremmer clarified that she would write on the seismic valve, and asked if there are any questions that have been received that need to be answered with this bill stuffer. No one on the Commission or Staff has received any additional questions. Ms. O'Dea offered to send the explanation of how the seismic valve works,that is on the storyboard, to Ms. Bremmer. Mr. Winkel noted that the storyboard will start the discussion about future maintenance items. Ms. O'Dea requested clarification on whether or..mot to use the $20,000 (old) or $40,000 (newer) estimate on the chlorine generator. Mr~ , rfnkel bell -ves the updated estimate should be used. Ms. Bremmer will note that th~updated estimate'fo the chlorine generate is $40,000 so that people can see the cost~ ,are g6ing up. Ms. Negherbon offered to give the Commission the breakdown on the estim~t{ because Dyer Partnshi_p provided the estimates. The goal is to have the portable version of the storyboard,ready for the -open house. ( / C. Water Fund Assistance Update Mr. Winkel passed out the brochurn tfiat Community Action put together for the Water Assistance Program signup. The H20 program will be adcJed as an eligible expenditure under the energy assistance EFO-gram that G.ommuaj_,ty Action currell_!ly administers for the City of Bandon. Thejr cuy tomers,wiU be advisea, "fthe live in Bandon, that there is assistance available for helping pay th~ water bill. Te tltively, the assistance would be limited to $25.00 per month, which,is about t.9-ree thousand\gallons of water used per month. The brochures will Qe-available at Mi. ~V'inkel will be tilkillg this p1:p"gram to the City Council in September. The goal is to have the info · ation ready to,gb out in tQ,ei bills as a stuffer the end of September. D. Electric Policies Update Ms. Soltys requested aitfin . ate on the Electric Policies. Mr. Winkel reported that there has been no more work~on the policies. They just need to be finalized. E. Stream Flow Gauge Update Mr. Winkel reported that the City is waiting on the final approved document from the Department of Water Resources. Mr. Winkel turned the update over to Mr. Gregory Wacker, the District's Water Master. Mr. Wacker noted that the support/construction staff for his department comes out of the Medford office. Mr. Wacker has the equipment already; the project just needs to finalized and scheduled with the support staff. Ms. Soltys wondered ifthere are time constraints on putting the stream gauge in. Mr. Wacker stated that it is the perfect time of year because the streams are at low flow. It will be a reality in a month or two. Utilities Commission Minutes - August 10, 2016 Page 3 of6 Ms. O'Dea wondered ifthe Fish Hatchery does fall fish treatments, and if this will affect the installation of the stream gauge because of the physical space restrictions of the area that they will be working in. Mr. Wacker believes this will not be an issue. The stream gauge will be all wired up and ready to insert into the existing structure, and the installation should only take about a day to complete. F. Reservoir Feasibility Study Update Ms. Negherbon from The Dyer Partnership reported on the feasibility study, and asked that the Commission review the document and offer feedback, comments or questions, on the provided form. Ms. Negherbon will provide the executive review an~oduced Brian Allen who prepared the Hydrological Analysis, Section 7 of the City ofBanckm Off-Channel Reservoir Feasibility Study 2016. Mr. Allen has a degree in Civil En(ineering and a Masters degree in Hydrology and Hydraulics from Oregon State UniversiW: Ms?'Negherbon noted that Mr. Allen assisted her with the overall study, not just Sectio 1. Ms. Negerhbon stated that the Feasibility,Study is required for fuiiding,purposes and to show that all of the issues have been considered in Building/tile off-channe "'~e'servoir. The issues considered are biological, waJer... rights, archeological and"environmenta1-.impacts, hydrological analysis, geotechnical investigation,--permitting,' fe,asi!iility level cost estirria'.te and funding and rate analysis. The water rights s~ction looks at the impacts to other useF~ of the system in regard to their water rights and,,W'ater uses. An ana ¥Sis was,.com eted to determine if there is enough water to take from t~ CJefk. "'To receive federaVtfuji! g, twenfyy fi~e percent of the streamflow will need to be augm~nted by putting water bac into the system. A Geot~~IJ-Engineering ' firm djftestpits on,tfre reservoir site, which are being monitored. T,,h · pie 0mete.F, whicfi,~ses /(bored,.QOle in th~ound like a well, determines the height of ~e ground water table. Th!s~ helps determi~ what type of structure can be built; whether or nG>t the lining will rn;ea to be weighed down and when maintenance can be done, etc. Besides checking into t , e p~ermittingjequirements and archeological impacts, a low level funding an7fu-ate analysis w~s completed to get a good estimate of what the project will cost going out into the future. The City is working )h Martha Pagel, a foremost attorney in the State of Oregon on water rights and previously,the head of the Water Resources Department for the State of Oregon, to pursue the incremental claim of beneficial use for the City's 1916 water rights. The Geiger Creek Permit S3011 has 5 CFS water right, and we are asking for a certificated 1.6 CFS, which is what the City's Water Plant currently works on. A projection for growth and water needs is included in the study; the City should be able to ask for another 1.6 CFS. Currently, the 1916 water right is domestic rather than municipal, which are governed by different laws. Once the 1.6 CFS is certificated, an application will be done to transfer to change the character of use from domestic to municipal water right. Next, permitting will be worked on to get the storage right and the permit to use stored water. This will work hand-in-hand with the design of the storage reservoir. Utilities Commission Minutes - August 10, 2016 Page 4 of6 The biological assessment was done to the federal standard for funding purposes. The assessment did not find anything of major concern. The fish hatchery does not want any wild fish going beyond the two dams because of the diseases or parasites that could be introduced. The augmentation of the stream would be below the dams. Mr. Allen looked at whether or not there is enough water to sustain the reservoir. There is adequate supply during wet periods, which would be used to fill the reservoir for use during the summer (peak water demand) times. The physical characteristics of the watershed do not have arly major hurdles to overcome for construction of the reservoir from a hydro logic standpoin( This is a good way to have a secure and sustainable source of water. Ms. Seymour wondered how deep the test ,filesiare. Ms. N~gherbon indicated that the depth of the test holes' range from 18 to 22 f7et. }}riginally, they dug the pits with the backhoe but the height of the water table and the san4y soil material falling imwere prohibitive; they were unable to get a good sense of what was there. The bore~was able to go a lot deeper. There was one interesting place where the bore ·encoun ered material that 'turned out to be '< r woody debris. Both Cassie M~hy , the Coquille'archeologist, and Jim Maitland, the geologist, assumed that there was at sunami event that liad washed a lot of sand over trees. ' "' "' The site has a very- Ms. O'Dea note · that organic eoals are s~mething that you normally see in the dune shield, and the result of a shifting d'une,.not a result of a tsunami. Ms. Negherbon rejoined that is what-'Slie 1fi"ought, but,botli s. MurJJh~ and"Mr. Maitland disagreed. Ms. O'Dea requested a citation for the,sfudy that confirms the ba is for.vi:he tsunami event. Ms. O'Dea is only aware 16f ilie one monogr~h that ~as, done south of Bandon, which never got anywhere near that. Ms. Negherbon will'a,sR-Ms. Murphy for more information on the basis of the assumption. Ms. Olsen requested what the expected timeframe and process on the water certification is. Ms. Negherbon reported that the water right application has been submitted to the Department of Water Reso~rces. It is a ~bng project; it will need to go through dam safety and find funding. Mr. Winke l m5tecfthat the feasibility study is complete; the water gauging system is going to be movingJ'o ,h d; and it feels like we are reaching a point where the project will need to stop until the permits are granted for the water uses. Ms. Negherbon reported that they sat down with Dwight French and Martha Pagel and he has verbally assured the City that if the steps are followed, they will approve the permits. The City has shown that there is adequate water. Mr. Wacker noted that it should fly, the City can divert water under the current water right, but storage of the water cannot be done until the permit is granted. Ms. Negherbon indicated that once the project is approved by the Council, it is time to start looking for funding. They will start with the storage permit. The application will have to go through dam safety. All indications are that they are happy with the off-channel reservoir and encourage it. Mr. Winkel indicated that the approval will be going to the Council on September 12, 2016. Utilities Commission Minutes - August 10, 2016 Page 5 of6 Ms. Negherbon stated that next steps include letters of interest for funding options; there will be a one stop meeting in October with all the agencies involved in the project and they will try and get written permission from Water Resources to move ahead. The applications for diversion and water storage are filled out and ready to go. Ms. O'Dea wondered ifthe dams are the responsibility of ODFW. Ms. Negherbon indicated that ODFW do in fact own both of the dams. Ms. O'Dea asked for clarification, that if dam safety has an issue with the dams, will ODFW put in a timely fix or will it be the responsibility of City of Bandon. Ms. Negherbon rejoined that the City of Bandon cannot use funds to fix the dams themselves. Also, the dam safety that is being addressed during the permitting stage is for the reservoir itself not the existin 'Structures on the creek. The reservoir structure will have about sixteen fee of water and four feet free board with a dyke six to ten feet above that. The engineer is sn6ot ·ng or 100-acre feet but the minimum expected is 85-acre feet. The cost estimate at·tlifs.-time is $7.2 million, which includes the energy dissipater basin for overflow and the prel sedimentafion basin. The pre-sedimentation basin is a small basin that will allow the sedimentationy in the wateF to settle out prior to being pumped into the main reservoir, which will help with maintenance costs. Currently, the annual operating maintenance is estimated at $41,000. Mr. Winkel requested the Cofunussion consider '!: moJ:ion to approve the Feasibility Study subject to any changes that max l5 e~made in the interim. That way the Council will know the Commission approved the study. 1\hen, ifthere are any changes it can be sent back out to the Commission. Ms. Bremmer/mo'?ed· to approve the Gity. o /Bandon Off-Channel Reservoir Feasibility Study, dated 2016, subject to any changes between now and September 12, 2016. Mr. Berry seconded the motion, which/passed by a vote of 5:0:1 absent (Graham) G. 4. AGENDA IJ:EMS FOR NE:x;T MEEJ'ING - October 12, 2016 Regular Meeting There will be no meeting in September. Reservoir Update 5. PUBLIC COMMENTS None 6. COMMISSION MEMBER REMARKS Mr. Berry talked with Larry Campbell and he spoke to Amy Moss-Strong from the World Newspaper and Bandon Western World. Both are going to write an editorial around the time that the ballots. 7. ADJOURN There being no further business, the meeting was adjourned at 4:34 p.m. Respectfully Submitted by: Denise Russell, City Recorder Utilities Commission Minutes - August I 0, 2016 Page 6 of6 City of Bandon CITY COUNCIL AGENDA DOCUMENTATION DATE: September 12, 2016 SUBJECT: Police Department Report ITEM NO: 6.3.1 B.ACKGROUND: Attached is the monthly report for July 2016. FISCAL IMPACT: None RECOMMENDATION: Motion to approve as part of the Consent Agenda. SUBMITTED BY: r~ Ir.. \1 '--Jl'\l\.'~ ~\n..,\~. l \J.x,L~ Sarah Lakey, Police Records Clerk Bandon Police Department Monthly Report Jul-16 Jul-15 % Difference Alarm calls 18 18 0% Burqlarv Calls 3 4 -25% Burn/Fire Complaints 6 13 -54% Criminal Mischief 3 3 0% Vehicle Offenses 47 31 52% All Driving Complaints 18 34 -47% Thefts/Fraud 18 13 38% All Animal Offenses 18 18 0% Assaults/Fiqhts 18 10 80% Disturbance Calls 30 26 15% Contacts/Persons (Circs./Checks) 219 172 27% Information 4 8 -50% Assist Other Depts (PW, Elec, etc) 2 48 -96% Property Calls 4 28 -86% Druq Related Info 2 5 -60% WARRANTSNIOL. 10 6 67% TRAFFIC OTHER 4 9 -56% MISC 0 0 0% MUNI-CODE OFFENSES 2 0 0% MIP CITES/REFER ALCOHOL 0 1 -56% ARRESTS 13 22 -41% DUii ARRESTS 1 3 -67% TRAFFIC STOPS W/CITATION 22 59 -63% WARNINGS 150 136 10% SPEED CITES 11 59 -81% COUNTY CALLS 9 18 -50% ASSIST OSP 5 3 67% CELLPHONE CITES 0 4 -100% Dog Complaints 0 TOTAL CALLS 637 751 -15% Current Monthly Comparison 9/8/2016 11 :44 AM 2016 Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL YTD 15 % Alarm calls 13 11 15 9 10 14 18 90 82 10% Burglary Calls 3 1 5 3 4 0 3 19 14 36% Burn/Fire Complaints 1 1 8 2 2 1 6 21 30 -30% Criminal Mischief 6 7 5 3 2 8 3 34 24 42% Vehicle Offenses 26 20 24 44 28 32 47 221 193 15% All Driving Complaints 9 19 12 2 16 12 18 88 128 -31% Thefts/Fraud 15 21 18 11 13 16 18 112 100 12% All Animal Offenses 9 12 18 20 7 12 18 96 72 33% Assaults/Fights 18 9 20 10 10 10 18 95 73 30% Disturbance Calls 15 19 15 60 27 39 30 205 179 15% Contacts/Persons 82 162 218 174 217 168 219 1240 1243 0% Information 6 12 11 15 2 4 4 54 69 -22% Assist Other Agencies 39 33 41 35 39 30 2 219 148 48% Property Calls 27 17 29 24 24 16 4 141 174 -19% Drug Related Offenses 0 6 0 1 8 2 17 21 -19% WARRANTSNIOL. 6 3 6 5 8 7 10 45 43 5% TRAFFIC OTHER 1 4 1 14 0 2 4 26 29 -10% MISC 0 1 0 0 1 0 0 2 3 -33% MUNI-CODE CALLS 0 0 0 2 1 1 2 6 6 0% MIP CITES/REFER 0 1 0 0 11 1 0 13 3 333% ARRESTS 26 6 17 15 26 14 13 117 97 21% DUii ARRESTS 1 2 2 4 4 3 1 17 17 0% TRAFFIC STOPS W/CITE 1 14 31 24 39 35 22 166 409 -59% WARNINGS 120 104 121 110 193 155 150 953 1322 -28% SPEED CITES 1 2 10 5 17 4 11 50 207 -76% COUNTY CALLS 17 19 17 11 12 19 9 104 69 51% ASSIST OSP 5 3 4 1 9 8 5 35 23 52% CELLPHONE CITES 0 0 1 3 6 2 0 12 47 0% Doq Warninqs Issued 7 6 0 0 0 TOTAL CALLS 447 509 649 613 728 621 637 0 0 0 0 0 4198 4825 -13% School Zone cites 3 n/a n/a 3 0 0.00% School Zone warning 6 n/a n/a 6 0 0.00% School Zone arrests 0 n/a n/a 0 0 0.00% City of Bandon CITY COUNCIL AGENDA DOCUMENTATION DATE: September 12, 2016 SUBJECT: Accounts Payable Report - Finance Department ITEM NO: 6.3.2 BACKGROUND: The list of bills paid for July, 2016 is attached. FISCAL IMP ACT: Cash Disbursements July Mid-Month Bills $ 565,400.41 Cash Disbursed, Payroll (Net Employee Payroll) $ 132,406.59 Cash Disbursed 08/10/16 $ 429,768.49 Cash Disbursed to BP A for Utility Billings/ACH transfer $ 176,770.00 $1,304,345.49 RECOMMENDATION: Motion to approve as part of the Consent Agenda. SUBMITTED BY: ~ · !tJ<£~ / Sherri Wheeler, Assistant Finance Director THRU: Matt Winkel, Interim City Manager 1 CITY OF BANDON Payment Approval Report Page: 1 Report dates: 8/8/2016-8/8/2016 Aug 10, 2016 11 :10AM Report Criteria: Detail report. Invoices with totals above SO included. Paid and unpaid invoices included. Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid 4300 4300 AVERY PLUMBING 072016 CITY HALL REPAIR MEN'S URIN 07/20/2016 84 .00 .00 Total 4300: 84 .00 .00 4930 4930 BALTIMORE CENTRE MAIL & S 38603 MAIL&SHIP 07/26/2016 68.57 .00 Total 4930: 68.57 .00 5250 5250 BANDON CONCRETE & DEVEL 2296708 HYDRO 07/26/2016 485.89 .00 5250 BANDON CONCRETE & DEVEL 2297561 HYDRO 07/27/2016 1,313.25 .00 Total 5250: 1,799.14 .00 5766 5766 BANDON KEY WORKS 13225 LIBRARY FRONT DOOR VERTIC 07/27/2016 50.00 .00 Total 5766: 50.00 .00 6050 6050 BANDON SUPPLY 10250621 REBAR 07/07/2016 103.52 .00 Total 6050: 103.52 .00 6100 6100 BANDON ACE HARDWARE 629996 TAPE 07/07/2016 7.18 .00 6100 BANDON ACE HARDWARE 630167 PLIER/SOCKET SET 07/11/2016 38.94 .00 6100 BANDON ACE HARDWARE 630171 BATTERIES 07/11/2016 11.99 .00 6100 BANDON ACE HARDWARE 630265 STAIN 07/13/2016 5.99 .00 6100 BANDON ACE HARDWARE 630388 NUTS AND BOLTS 07/17/2016 5.72 .00 6100 BANDON ACE HARDWARE 630401 HALOGEN BULBS 07/17/2016 29 .97 .00 6100 BANDON ACE HARDWARE 630405 STIHL BAR OIL 07/18/2016 13.99 .00 6100 BANDON ACE HARDWARE 630413 SIGN POST 07/18/2016 6.99 .00 6100 BANDON ACE HARDWARE 630442 SHARPIES 07/19/2016 2.59 .00 6100 BANDON ACE HARDWARE 630447 SPRAY PAINT/STENCILS 07/19/2016 8. 18 .00 6100 BANDON ACE HARDWARE 630454 TAPE MEASURE 07/19/2016 17.1 8 .00 6100 BANDON ACE HARDWARE 630472 MISC PVC PIECES/CEMENT 07/19/2016 20.74 .00 6100 BANDON ACE HARDWARE 630482 PVC/PVC CEMENT 07/19/2016 6.58 .00 6100 BANDON ACE HARDWARE 630822 SCREWDRIVERS 07/27/2016 11 .99 .00 6100 BANDON ACE HARDWARE 630834 HAMMER/WIRE/WIRE BRUSH/D 07/28/2016 110.44 .00 6100 BANDON ACE HARDWARE 630854 BATTERIES 07/28/2016 11 .99 .00 6100 BANDON ACE HARDWARE 630868 HOSE ADAPTER 07/28/2016 5.99 .00 6100 BANDON ACE HARDWARE 630913 KEYS FOR JETTY RESTROOMS 07/29/2016 1.29 .00 Total 6100: 317.74 .00 7606 7606 BLUE SKY TREE SERVICE 072716 REMOVE LIMB AT 110 13TH ST 07/27/2016 200.00 .00 7606 BLUE SKY TREE SERVICE 072716-2 TREE TRIMMING - 110 13TH ST 07/27/2016 200.00 .00 CITY OF BANDON Payment Approval Report Page: 2 Report dates: 8/8/2016-8/8/2016 Aug 10, 2016 11 :10AM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 7606: 400.00 .00 8613 8613 BRAUN, PETER A 080116 COUNCIL STIPEND 08/01/2016 100.00 .00 Total 8613: 100.00 .00 8938 8938 BRIM TRACTOR COMPANY INC. IS60528 FILTER 07/21/2016 32.55 .00 Total 8938: 32.55 .00 9950 9950 BY THE SEA GARDENS 7053 LANDSCAPE MAINT. IRRIGATIO 08/01/2016 2,450.00 .00 Total 9950: 2,450.00 .00 10820 10820 CARDINAL EMPLOYMENT SERV 1118465 CUSTOMER #784526-HORATH/ 07/29/2016 1,550.12 .00 10820 CARDINAL EMPLOYMENT SERV 1118610 CUSTOMER #784526-HORATH/ 08/05/2016 1,564.61 .00 Total 10820: 3, 114.73 .00 11150 11150 CASELLE INC. 080216 SOFTWARE SUPPORT CHARGE 08/02/2016 1,065.00 .00 Total 11150: 1,065.00 .00 12000 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 41 .31 .00 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 65.12 .00 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 212.89 .00 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 105.99 .00 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 1,389.37 .00 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 56.13 .00 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 923.50 .00 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 682.16 .00 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 401 .85 .00 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 3,710.02 .00 12000 CITY OF BANDON 072916 UTILITIES 07/29/2016 8,139.27 .00 Total 12000: 15,727.61 .00 12012 12012 CITY OF BANDON 1.08900.01 LIEAP - HOLLE 05/26/2016 399.00 .00 12012 CITY OF BANDON 2.08660.10 LIEAP - LEACH 05/18/2016 495.00 .00 12012 CITY OF BANDON 4.04812.17 LIEAP - THOMPSON 05/24/2016 280.00 .00 12012 CITY OF BANDON 6.23230.03 LIEAP - ROBERTSON 08/03/2016 320.00 .00 Total 12012: 1,494.00 .00 12825 12825 COAST COMMUNITY HEALTH C 041916 PRE-EMPLOYMENT PHYSICAL - 07/11/2016 165.00 .00 Total 12825: 165.00 .00 CITY OF BANDON Payment Approval Report Page: 3 Report dates: 8/8/2016-8/8/2016 Aug 10, 2016 11 :10AM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid 13050 13050 COASTAL PAPER & SUPP INC 510541 NAPKINS 07/05/2016 49.40 .00 13050 COASTAL PAPER & SUPP INC 511157 BASEBOARD STRIPPER 07/15/2016 90.40 .00 13050 COASTAL PAPER & SUPP INC 511901 TOWELS MULTIFOLD 07/29/2016 98.25 .00 13050 COASTAL PAPER & SUPP INC 511902 TOWELS MULTl FOLD 07/29/2016 40.15 .00 13050 COASTAL PAPER & SUPP INC 511906 TOILET PAPER/HAND SOAP 07/29/2016 67.50 .00 Total 13050: 345.70 .00 13450 13450 COMP-U-TALK, INC. 258034 REMOTE BACKUP FOR SERVE 08/01/2016 37.50 .00 Total 13450: 37.50 .00 13457 13457 COMSPAN COMMUNICATIONS I 73083 SPRAGUE THEATER PHONE SE 07/31/2016 148.55 .00 13457 COMSPAN COMMUNICATIONS I 73090 FINANCE PHONE SERVICE 07/31/2016 186.96 .00 13457 COMSPAN COMMUNICATIONS I 73090 PD PHONE SERVICE 07/31/2016 188.06 .00 13457 COMSPAN COMMUNICATIONS I 73090 PW PHONE SERVICE 07/31/2016 110.22 .00 13457 COMSPAN COMMUNICATIONS I 73090 PARKS PHONE SERVICE 07/31/2016 108.85 .00 13457 COMSPAN COMMUNICATIONS I 73090 COMM CTR PHONE SERVICE 07/31/2016 107.02 .00 13457 COMSPAN COMMUNICATIONS I 73090 LIBRARY PHONE SERVICE 07/31/2016 158.01 .00 13457 COMSPAN COMMUNICATIONS I 73090 ELECT PHONE SERVICE 07/31/2016 235.63 .00 13457 COMSPAN COMMUNICATIONS I 73090 WTP PHONE SERVICE 07/31/2016 82.28 .00 13457 COMSPAN COMMUNICATIONS I 73090 WWTP PHONE SERVICE 07/31/2016 377.95 .00 13457 COMSPAN COMMUNICATIONS I 73090 ADMIN PHONE SERVICE 07/31/2016 89.48 .00 13457 COMSPAN COMMUNICATIONS I 73090 PLANNING PHONE SERVICE 07/31/2016 89.46 .00 Total 13457: 1,882.47 .00 13600 13600 CONSOLIDATED SUPPLY CO S7840512.001 COUPLERS/GASKETS/3-PART U 07/18/2016 640.38 .00 Total 13600: 640.38 .00 14550 14550 COOS COUNTY SHERIFF'S OFF 1716017 DISPATCHING FEE - AUGUST 2 08/01/2016 4,683.77 .00 Total 14550: 4,683.77 .00 16200 16200 CURRYDALE FARMS 313869 ORGANIC COMPOUND - STAGE 07/15/2016 39.95 .00 Total 16200: 39.95 .00 17008 17008 DAVIS, PATRICIA 080116 MUNI JUDGE CONTRACT FEE F 07/01/2016 250.00 .00 Total 17008: 250.00 .00 17450 17450 DEMCO 5919890 BOOK COVERS/BOOK SHELF 07/22/2016 245.14 .00 Total 17450: 245.14 .00 18895 18895 E C POWER SYSTEMS OF ORE 178867 GENERATOR PARTS 07/25/2016 231.01 .00 CITY OF BANDON Payment Approval Report Page: 4 Report dates: 8/8/2016-8/8/2016 Aug 10, 2016 11:10AM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 18895: 231 .01 .OD 18930 18930 EFFICIENCY SERVICES GROUP 1170 BPA PROGRAM SERVICES 07/31/2016 1,415.00 .OD Total 18930: 1,415.00 .00 20741 20741 FERGUSON ENTERPRISES, IN 4452375 URN REP KIT 08/02/2016 76.65 .00 Total 20741 : 76.65 .OD 21780 21780 FRONTIER JULYSTMT TELEPHONE EXPENSE 07/25/2016 113.58 .00 Total 21780: 113.58 .OD 22300 22300 GC SYSTEMS, INC. 33491 COIL SOLENOID CONTROL 07/19/2016 86.37 .OD Total 22300: 86.37 .00 22550 22550 GENERAL PACIFIC 1138370 WIRE 08/03/2016 2,815.89 .00 Total 22550: 2,815.89 .00 22850 22850 GODDARD ENERGY COMPANY 12288 OIL 07/01/2016 77.50 .00 22850 GODDARD ENERGY COMPANY 12305 OIL 07/07/2016 77.50 .00 22850 GODDARD ENERGY COMPANY 7037 VEHICLE FUEL-PD 07/28/2016 846.76 .00 22850 GODDARD ENERGY COMPANY 7037 VEHICLE FUEL-PW 07/28/2016 861 .00 .00 22850 GODDARD ENERGY COMPANY 7037 VEHICLE FUEL-PW 07/28/2016 369.21 .00 22850 GODDARD ENERGY COMPANY 7037 VEHICLE FUEL-ELECT 07/28/2016 758.94 .00 22850 GODDARD ENERGY COMPANY 7037 VEHICLE FUEL-WTP 07/28/2016 187.61 .00 22850 GODDARD ENERGY COMPANY 7037 VEHICLE FUEL-WWTP 07/28/2016 45.37 .00 22850 GODDARD ENERGY COMPANY 7037 VEHICLE FUEL-WWTP 07/28/2016 404.99 .00 Total 22850: 3,628.88 .00 23050 23050 GOLD COAST SECURITY, INC. 302964 ALARM MONITORING-COMM C 07/30/2016 26.00 .00 23050 GOLD COAST SECURITY, INC. 303067 ALARM MONITORING-PD 07/30/2016 25.00 .00 23050 GOLD COAST SECURITY, INC. 303136 ALARM MONITORING-WTP 07/30/2016 31 .50 .00 Total 23050: 82.50 .00 23125 23125 GOLDERS BANDON NAPA AUT 532550 BATTERY/CORE DEPOSIT 07/05/2016 125.46 .00 23125 GOLDERS BANDON NAPA AUT 532554 CORE DEPOSIT 07/05/2016 18.00- .00 23125 GOLDERS BANDON NAPAAUT 532888 HOSE END FITTINGS 07/07/2016 39.91 .00 23125 GOLDERS BANDON NAPA AUT 533506 OIUHOSE FITTINGS 07/12/2016 119.91 .00 23125 GOLDERS BANDON NAPA AUT 533812 SCREWDRIVR SET/SWITCH/BA 07/14/2016 78.28 .00 23125 GOLDERS BANDON NAPA AUT 535280 TUBING/U-BOLT VACTOR 07/26/2016 12.11 .00 23125 GOLDE RS BANDON NAPA AUT 535326 STRAIGHT/FLEX TUBING - VAC 07/26/2016 22.05 .00 23125 GOLDE RS BANDON NAPA AUT 535344 EXHAUST CLAMP - VACTOR 07/26/2016 17.38 .00 23125 GOLDERS BANDON NAPA AUT 535418 DEGREASER 07/27/2016 9.99 .00 CITY OF BANDON Payment Approval Report Page: 5 Report dates: 8/8/2016-8/8/2016 Aug 10, 2016 11:10AM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 23125: 407.09 .00 25800 25800 HENNICK'S HOME CENTER 10313080 LUMBER 07/15/2016 52.25 .00 25800 HENNICK'S HOME CENTER 10313401 CONCRETE - ?TH ST SW SEWE 07/20/2016 15.98 .00 25800 HENNICK'S HOME CENTER 10313716 WATERPLUG CEMENT 07/25/2016 19.99 .00 25800 HENNICK'S HOME CENTER 10313899 HOSES 07/27/2016 94.98 .00 25800 HENNICK'S HOME CENTER 10313909 HAMMER/WIRE/STAKES/NAILS 07/27/2016 129.16 .00 25800 HENNICK'S HOME CENTER 10313972 BRUSH/WIRE WHEEUACETON 07/28/2016 51.94 .00 25800 HENNICK'S HOME CENTER 10313984 VINYL HOSE 07/28/2016 35.97 .00 25800 HENNICK'S HOME CENTER 10313987 REBAR 07/28/2016 68.00 .00 25800 HENNICK'S HOME CENTER 10314009 POP-UP HEAD/PVC 07/28/2016 10.72 .00 25800 HENNICK'S HOME CENTER 10314045 BOLTS/WIRE 07/29/2016 12.63 .00 Total 25800: 491 .62 .00 26170 26170 HIMMELRICK ENTERPRISES 218 80 FILMORE - VAC TRUCK DISP 07/25/2016 565.00 .00 Total 26170: 565.00 .00 26800 26800 HPS TOOLING & MACHINE SAL 87680 1/2 HP DC MOTOR 07/11/2016 326.00 .00 Total 26800: 326.00 .00 26872 26872 HUNDHAUSEN, CLAUDINE 080116 COUNCIL STIPEND 08/01/2016 100.00 .00 Total 26872: 100.00 .00 27127 27127 IDEXX LABORATORIES, INC. 3005373547 ENTEROLERT/QTRAY 07/26/2016 253.26 .00 Total 27127: 253.26 .00 27300 27300 INDUSTRIAL RESOURCES 64266 ALUM FLAT (METER TACS) 07/11/2016 13.10 .00 Total 27300: 13.10 .00 27650 27650 INGRAM LIBRARY SERVICES 7/31/16 STMT JULY STATEMENT - BOOKS 08/01/2016 613.70 .00 Total 27650: 613.70 .00 29463 29463 JOSEPH'S JANITORIAL 2536 CITY HALL,SHOP,PD BATHROO 07/25/2016 1,165.00 .00 29463 JOSEPH'S JANITORIAL 2536 CITY HALL,SHOP,PD BATHROO 07/25/2016 80.00 .00 29463 JOSEPH'S JANITORIAL 2536 CITY HALL,SHOP,PD BATHROO 07/25/2016 100.00 .00 29463 JOSEPH'S JANITORIAL 2538 COMM CTR JANITORIAL SVCS 07/25/2016 850.00 .00 29463 JOSEPH'S JANITORIAL 2542 LIBRARY JANITORIAL SVCS. 07/25/2016 800.00 .00 Total 29463: 2,995.00 .00 31209 31209 LAKEY, SARAH 080316 MILEAGE TO NBPD FOR EVIDE 08/03/2016 29.57 .00 CITY OF BANDON Payment Approval Report Page: 6 Report dates: 8/8/2016-8/8/2016 Aug 10, 2016 11:10AM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid 31209 LAKEY, SARAH 080816 REIMB FOR MILEAGE TO COQ 08/08/2016 123.94 .00 Total 31209: 153.51 .00 31350 31350 LARRY'S EXPRESS LUBE 2006812 '12 DODGE 1500-0IL CHANGE 07/01/2016 47.91 .00 Total 31350: 47.91 .00 31750 31750 LEAGUE OF OREGON CITIES 905 LOC CONF REGISTRATION -P.B 07/15/2016 455.00 .00 31750 LEAGUE OF OREGON CITIES 908 LOC CONF REGISTRATION -M. 07/15/2016 455.00 .00 31750 LEAGUE OF OREGON CITIES 923 LOC CONF REGISTRATION - M. 07/15/2016 345.00 .00 Total 31750: 1,255.00 .00 31900 31900 LEFF, DAVID 4316 PASTURE RENT-BIOSOLIDS DIS 07/14/2016 1,585.00 .00 Total 31900: 1,585.00 .00 32770 32770 LOMBARDO, STEVEN 080616 KEYS FOR PATROL CAR 08/08/2016 5.42 .00 Total 32770: 5.42 .00 34300 34300 MCKAYS 072516 COFFEE/CHOCOLATE 07/25/2016 51 .12 .00 Total 34300: 51.12 .00 35200 35200 MINGUS PARK POOL 106-8/16 SUMMER REC-OPEN SWIM 08/04/2016 66.00 .00 Total 35200: 66.00 .00 38450 38450 NORTH BEND MEDICAL CENTE 18210 PHYSICAL - R.MOODY 07/29/2016 134.00 .00 Total 38450: 134.00 .00 39550 39550 ONE CALL CONCEPTS INC 6070328 LOCATES 07/31/2016 56 .76 .00 Total 39550: 56.76 .00 40201 40201 OREGON ASSN OF MUNICIPAL 00418 CONFERENCE - D.RUSSELL 08/03/2016 450.00 .00 Total 40201 : 450.00 .00 41100 41100 OREGON LINEN 441380 SHOP TOWEL CLEANING 07/15/2016 8.00 .00 Total 41100: 8.00 .00 41400 41400 OREGON PACIFIC COMPANY, I 458160 BOOTS FOR TIM 07/05/2016 375.00 .00 CITY OF BANDON Payment Approval Report Page: 7 Report dates: 8/8/2016-8/8/2016 Aug 10, 2016 11 :10AM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid 41400 OREGON PACIFIC COMPANY, I 458162 GLOVES FOR CREW 07/05/2016 100.60 .00 41400 OREGON PACIFIC COMPANY, I 458398 RED INVERTED SPRAY 07/12/2016 75.00 .00 Total 41400: 550.60 .00 43265 43265 PAULSON, C.A. CONCRETE 072516 ADVISE & ASSIST RETAINING W 07/25/2016 7,027.50 .00 Total 43265: 7,027.50 .00 44723 44723 POWELL, CHRISTOPHER A. 080116 COUNCIL STIPEND 08/01/2016 100.00 .00 Total 44723: 100.00 .00 45075 45075 PR OTHMAN 2016-5547 CITY MANAGER JOB LISTING 07/26/2016 36.05 .00 Total 45075: 36.05 .00 45150 45150 PROCETTO, GERI 080116 COUNCIL STIPEND 08/01/2016 100.00 .00 Total 45150: 100.00 .00 47600 47600 RON'S OIL CO. 106663 PROPANE 07/25/2016 47.63 .00 Total 47600: 47.63 .00 48925 48925 SCHAMEHORN, MARY 080116 MAYOR STIPEND 08/01/2016 200.00 .00 Total 48925: 200.00 .00 49205 49205 SCHWABE, WILLIAMSON & WYA 1433961 LEGAL SERVICES-OWRD 07/28/2016 522.00 .00 Total 49205: 522.00 .00 51200 51200 SOUTH COAST OFFICE SUPPL 399246-0 COPIES 07/30/2016 762.40 .00 51200 SOUTH COAST OFFICE SUPPL 399246-0 COPIES 07/30/2016 457.44 .00 51200 SOUTH COAST OFFICE SUPPL 399246-0 COPIES 07/30/2016 304.95 .00 Total 51200: 1,524.79 .00 52601 52601 STAPLES BUSINESS ADVANTA 3308769753 DIVIDERS/PAPER 07/19/2016 8.00 .00 52601 STAPLES BUSINESS ADVANTA 3308769753 DIVIDERS/PAPER 07/19/2016 31.92 .00 52601 STAPLES BUSINESS ADVANTA 3309405782 3 TAB FOLDERS/COPY PAPER 07/26/2016 280.23 .00 52601 STAPLES BUSINESS ADVANTA 3309405783 PADLOCK 07/26/2016 3.20 .00 52601 STAPLES BUSINESS ADVANTA 3309405783 CHAIRMAT/PENS 07/26/2016 30.67 .00 Total 52601 : 354.02 .00 52820 52820 STATE OF OREGON 3650 STRUCTURAL PLAN REVIEW F 08/09/2016 93.37 .00 CITY OF BANDON Payment Approval Report Page: 8 Report dates: 8/8/2016-8/8/2016 Aug 10, 2016 11 :10AM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 52820: 93.37 .00 57046 57046 SMITH, DERICK 080516 TUITION - SOUTHERN OREGON 08/05/2016 145.00 .00 57046 SMITH, DERICK 080516 AMAZON 08/05/2016 24.69 .00 Total 57046: 169.69 .00 57860 57860 USDA-APHIS, WILDLIFE SERVIC 7341 -16-023 ANIMAL DAMAGE MANAGEMEN 07/27/2016 544.94 .00 Total 57860: 544.94 .00 58230 58230 UMPQUA VALLEY TRACTOR 1007701 LINCH PIN KUBOTA 07/15/2016 5.80 .00 Total 58230: 5.80 .00 58900 58900 USA BLUE BOOK 016339 WIDE MOUTH JARS/CONV KIT 07/26/2016 152.55 .00 58900 USA BLUE BOOK 017727 PIPE MARKERS 07/27/2016 70.68 .00 Total 58900: 223.23 .00 59900 59900 VICK, BRIAN 080116 COUNCIL STIPEND 08/01/2016 100.00 .00 Total 59900: 100.00 .00 63500 63500 XEROX CORPORATION 085680574 BILLABLE PRINTS 08/01/2016 93.78 .00 Total 63500: 93.78 .00 64000 64000 FREEDOM GRAPHICS LLC 1510 BLUE PRINTING 07/27/2016 74.25 .00 64000 FREEDOM GRAPHICS LLC 1510 BLUE PRINTING 07/27/2016 5.50 .00 Total 64000: 79.75 .00 64319 64319 CHARTS, MAPS & GRAPHICS 072016 POPULAR BIKE ROUTES IN BA 07/20/2016 369.00 .00 Total 64319: 369.00 .DO 64456 64456 FREEMAN, DENNIS 072916 CONSERVATION REBATE - HEA 07/29/2016 960.00 .00 Total 64456: 960.00 .00 64733 64733 SEYMOUR, MADELINE J 080116 COUNCIL STIPEND 08/01/2016 100.00 .DO Total 64733: 100.00 .00 64816 64816 OREGON COAST PIANO SERVI 34929 PIANO TUNING 07/13/2016 120.00 .DO CITY OF BANDON Payment Approval Report Page: 9 Report dates: 8/8/2016-8/8/2016 Aug 10, 2016 11:10AM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid 64816 OREGON COAST PIANO SERVI 34938 PIANO TUNING 07/29/2016 115.00 .00 Total 64816: 235.00 .00 64817 64817 WINTER CREEK JANITORIAL 758611 -2 JANITORIAL SERVICES - SPRA 06/30/2016 75.00 .00 64817 WINTER CREEK JANITORIAL 758621 JANITORIAL SERVICES-SPRAG 07/31/2016 225.00 .00 Total 64817: 300.00 .00 64890 64890 MERRITT, HAROLD 080316 CREDIT BALANCE REFUND 08/03/2016 19.51 .00 Total 64890: 19.51 .00 64895 64895 THOMPSON INC., DONALD W 20162-4 BANDON CITY SHOPS BUILDIN 08/03/2016 245,764.73 .00 64895 THOMPSON INC., DONALD W 20162-4 BANDON CITY SHOPS BUILDIN 08/03/2016 72,283.75 .00 64895 THOMPSON INC., DONALD W 20162-4 BANDON CITY SHOPS BUILDIN 08/03/2016 18,070.94 .00 64895 THOMPSON INC., DONALD W 20162-4 BANDON CITY SHOPS BUILDIN 08/03/2016 25,299.31 .00 Total 64895: 361,418.73 .00 64941 64941 BANDON FITNESS CENTER 080516 GYM MEMBERSHIPS: D.SMITH ( 08/05/2016 124.00 .00 Total 64941 : 124.00 .00 64942 64942 MORGAN, BRITTANY 080516 REIMB MILEAGE TO POST OFFI 08/05/2016 32.40 .00 Total 64942: 32.40 .00 64943 64943 GEORGE, CAROL 072916 CONSERVATION REBATE - WIN 07/29/2016 300.39 .00 Total 64943: 300.39 .00 64944 64944 CABRAL, JUDITH 080416 DEPOSIT REFUND 08/04/2016 49.83 .00 64944 CABRAL, JUDITH 080416 DEPOSIT REFUND 08/04/2016 25.03 .00 64944 CABRAL, JUDITH 080416 DEPOSIT REFUND 08/04/2016 50.06 .00 Total 64944: 124.92 .00 64945 64945 HOVLAND, ROGER 080416 DEPOSIT REFUND 08/04/2016 139.04 .00 Total 64945: 139.04 .00 64946 64946 KOHL, JAKE 080116 PTO DRIVE SHAFT 08/01/2016 150.00 .00 64946 KOHL, JAKE 080316 60" PTO DRIVEN USED ROTO Tl 08/03/2016 450.00 .00 Total 64946: 600.00 .00 64947 64947 ONEY, GREGG 072816 WATER SERVICE INSTALL REF 07/28/2016 148.21 .00 CITY OF BANDON Payment Approval Report Page: 10 Report dates: 8/8/2016-8/8/2016 Aug 10, 2016 11:10AM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 64947: 148.21 .00 Grand Totals: 429,768.49 .00 Dated: Mayor: City Council: City Recorder: City Treasurer: Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. CITY OF BANDON Payment Approval Report Page: Report dates: 7/18/2016-7/18/2016 Jul 19, 2016 01:21PM Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid 2850 2850 ANDERSON, RICHARD 07122016 CONSERVATION REBATE - LIGH 07/12/2016 20.00 .00 Total 2850: 20.00 .00 5250 5250 BANDON CONCRETE & DEVEL 2283864 CITY YARD 06/30/2016 1,656.90 .00 5250 BANDON CONCRETE & DEVEL 2283872 CITY YARD 06/30/2016 1,300.00 .00 Total 5250: 2,956.90 .00 9849 9849 BUTLER, GREG SJRR-62816 CONSTRUCTION ON SOUTH JE 06/28/2016 14,694.99 .00 Total 9849: 14,694.99 .00 10820 10820 CARDINAL EMPLOYMENT SERV 1117565 CUSTOMER #784526-FRANKS/ 07/0812016 306.68 .00 10820 CARDINAL EMPLOYMENT SERV 1117565 CUSTOMER #784526-HORATHI 07/08/2016 1,576.40 .00 Total 10820: 1,883.08 .00 11100 11100 CARSON OIL CO., INC. JUNE 2016 ST VEHICLE FUEL-ACCOUNT 7610 06/30/2016 142.38 .00 Total 11100: 142.38 .00 13050 13050 COASTAL PAPER & SUPP INC 333665 PAPER TOWELS/KITCH & BATH 0710512016 188.12 .00 Total 13050: 188.12 .00 18650 18650 DYER PARTNERSHIP, INC. 23436 JETTY RD SEAWALL SUB-GRAN 0613012016 115.00 .00 18650 DYER PARTNERSHIP, INC. 23437 MISC ENGINEERING - STORM D 0613012016 993.50 .00 18650 DYER PARTNERSHIP, INC. 23438 MISC ENGINEERING-WATER SY 06/3012016 3,378.50 .00 18650 DYER PARTNERSHIP, INC. 23439 CITY HALL DRAINAGE REROUT 06/30/2016 1,137.50 .00 18650 DYER PARTNERSHIP, INC. 23440 9TH & GRAND AVE STREET IMP 06130/2016 10,528.94 .00 18650 DYER PARTNERSHIP, INC. 23441 2ND ST SE & CHICAGO AVW SE 06130/2016 15,551 .00 .00 18650 DYER PARTNERSHIP, INC. 23442 OFF CHANNEL STORAGE RAW 05131/2016 4,131.50 .00 Total 18650: 35,835.94 .00 18930 18930 EFFICIENCY SERVICES GROUP 1153 BPA PROGRAM SERVICES 0613012016 1,415.00 .00 Total 18930: 1,415.00 .00 24575 24575 HGE, INC. 29514 13.28.2 CITY SHOP REBID 0613012016 4,588.41 .00 Total 24575: 4,588.41 .00 CITY OF BANDON Payment Approval Report Page: 2 Report dates: 7/18/2016-7/18/2016 Jul 19, 2016 01 :21 PM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid 39180 39180 OFFICE DEPOT 841048386002 POP UP POST-ITS 05/26/2016 18.22 .00 Total 39180: 18.22 .00 40445 40445 OREGON COAST COMM. ACTIO ORCCA - 2016 LIEAP WORKUPS 06/30/2016 350.00 .00 Total 40445: 350.00 .00 46300 46300 REESE ELECTRIC, INC. 48512-2 WTP FUSES&H 05/24/2016 73.30 .00 46300 REESE ELECTRIC, INC. 48529 - 2 WTP FUSES&H 05/31/2016 63.00 .00 Total 46300: 136.30 .00 54940 54940 TANNER, JENNIFER 06252016 REIMB. MILEAGE COOS COUNT 06/25/2016 27.00 .00 Total 54940: 27.00 .00 56351 56351 TIFFANY, BLYTHE 06302016 MINUTES 06/30/2016 180.00 .00 Total 56351 : 180.00 .00 59725 59725 VEND WEST SERVICES, INC. 1369014 JUNE 2016 STATEMENT - PD 06/02/2016 8.25 .00 59725 VEND WEST SERVICES, INC. 1369028 JUNE 2016 STATEMENT 06/02/2016 15.25 .00 59725 VEND WEST SERVICES, INC. 1370688 JUNE 2016 STATEMENT - LIBRA 06/08/2016 20.75 .00 59725 VEND WEST SERVICES, INC. 1378224 JUNE 2016 STATEMENT - PD 06/29/2016 15.25 .00 59725 VEND WEST SERVICES, INC. 1382055 RENTAL-PD 06/15/2016 10.00 .00 Total 59725: 69.50 .00 60650 60650 WATERMAN AUTOMOTIVE, INC. 43630 '10 CHARGER/OIL CHANGE/TIR 06/16/2016 152.25 .00 60650 WATERMAN AUTOMOTIVE, INC. 43723 '10 CHARGER SXT/OIL CHANGE 06/24/2016 52.23 .00 60650 WATERMAN AUTOMOTIVE, INC. 43765 '10 CHARGER SXT/GASKET/RO 06/30/2016 1, 179.09 .00 Total 60650: 1,383.57 .00 64817 64817 WINTER CREEK JANITORIAL 758611 JANITORIAL SERVICES-SPRAG 06/30/2016 75.00 .00 Total 64817: 75.00 .00 64821 64821 AS CAP 070616 MUSIC LICENSE FEE 07/06/2016 54.76 .00 Total 64821 : 54.76 .00 64922 64922 BAKER & TAYLOR T40399450 MOVIES 06/24/2016 14.97 .00 64922 BAKER & TAYLOR T40399460 MOVIES 06/24/2016 14.97 .00 64922 BAKER & TAYLOR T40537270 MOVIES 06/28/2016 14.97 .00 64922 BAKER & TAYLOR T40537280 MOVIES 06/28/2016 39.92 .00 CITY OF BANDON Payment Approval Report Page: 3 Report dates: 7/18/2016-7/18/2016 Jul 19, 2016 01 :21PM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 64922: 84.83 .00 64930 64930 WILHITE, DAVID 071916 DEPOSIT REFUND EVENT CAN 07/19/2016 220.00 .00 Total 64930: 220.00 .00 Grand Totals: 64,324.00 .00 Dated: Mayor: City Council: City Recorder: City Treasurer: Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. CITY OF BANDON Payment Approval Report Page: Report dates: 7/19/2016-7119/2016 Jul 20, 2016 03:30PM Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid 2160 2160 AMERICAN BANKERS INSURAN 1011151580 - 7 FLOOD INSURANCE - FILLMOR 06/09/2016 10,353.00 .00 2160 AMERICAN BANKERS INSURAN 1011151581 - 7 FLOOD INSURANCE - S JETTY 06/09/2016 4,376.00 .00 2160 AMERICAN BANKERS INSURAN 1011151584 - 7 FLOOD INSURANCE - WASTE W 06/09/2016 4,684.00 .00 2160 AMERICAN BANKERS INSURAN 1011151585 - 7 FLOOD INSURANCE - SLUDGE 06/09/2016 5,399.00 .00 Total 2160: 24,812.00 .00 2850 2850 ANDERSON, RICHARD 071416 CLOTHING REIMB. 07/14/2016 14.98 .00 2850 ANDERSON, RICHARD 07152016 CLOTHING REIMB. 07/15/2016 27.97 .00 Total 2850: 42.95 .00 3965 3965 AT & T MOBILITY 878007460X07 CELL PHONE BILLING-PD 07/06/2016 360.43 .00 3965 AT & T MOBILITY 878530873X07 CELL PHONE BILLING-PW 07/06/2016 111 .98 .00 3965 AT & T MOBILITY 878530873X07 CELL PHONE BILLING-ELECT 07/06/2016 162.81 .00 3965 AT & T MOBILITY 878530873X07 CELL PHONE BILLING-WTP 07/06/2016 52.14 .00 3965 AT & T MOBILITY 878530873X07 CELL PHONE BILLING-WWTP 07/06/2016 25.04 .00 3965 AT & T MOBILITY 878530873X07 CELL PHONE BILLING-MAPPIN 07/06/2016 88.80 .00 Total 3965: 801 .20 .00 5100 5100 BANDON CHAMBER OF COMM JUNE 1-2016 FIREWORKS DONATIONS 06/20/2016 2,500.00 .00 Total 5100: 2,500.00 .00 5250 5250 BANDON CONCRETE & DEVEL 2286140 CITY PARK PLAYGROUND 07/06/2016 85.00 .00 Total 5250: 85.00 .00 5750 5750 BANDON HISTORICAL SOCIETY 060516 PAYMENT TO ORGANIZATION 06/05/2016 2,500.00 .00 Total 5750: 2,500.00 .00 5815 5815 BANDON PREPARES, INC 070116 CONTRIBUTION 07/01/2016 2,000.00 .00 Total 5815: 2,000.00 .00 10820 10820 CARDINAL EMPLOYMENT SERV 1117827 CUSTOMER #784526-HORATH/ 07/15/2016 1,224.96 .00 Total 10820: 1,224.96 .00 10850 10850 CARLETON, FREDERICK J 072016 REIMB. ROOM AND REGISTRAT 07/20/2016 561 .80 .00 CITY OF BANDON Payment Approval Report Page: 2 Report dates: 7/19/2016-7/19/2016 Jul 20, 2016 03:30PM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 10850: 561 .80 .00 11600 11600 CHEMSEARCH 2378869 ECOFLOW BIOAMP PROGRAM 07/12/2016 280.00 .00 Total 11600: 280.00 .00 11750 11750 CITYCOUNTY INSURANCE SER BAN-12016-00 2016-2017 PROPERTY/LIABILIT 06/10/2016 28,733.14 .00 11750 CITYCOUNTY INSURANCE SER BAN-12016-00 2016-2017 PROPERTY/LIABILIT 06/10/2016 22,986.51 .00 11750 CITYCOUNTY INSURANCE SER BAN-12016-00 2016-2017 PROPERTY/LIABILIT 06/10/2016 6,225.51 .00 11750 CITYCOUNTY INSURANCE SER BAN-12016-00 2016-2017 PROPERTY/LIABILIT 06/10/2016 4,214.19 .00 11750 CITYCOUNTY INSURANCE SER BAN-12016-00 2016-2017 PROPERTY/LIABILIT 06/10/2016 4,309.72 .00 11750 CITYCOUNTY INSURANCE SER BAN-12016-00 2016-2017 PROPERTY/LIABILIT 06/10/2016 15,803.23 .00 11750 CITYCOUNTY INSURANCE SER BAN-12016-00 2016-2017 PROPERTY/LIABILIT 06/10/2016 6,688.12 .00 11750 CITYCOUNTY INSURANCE SER BAN-12016-00 2016-2017 PROPERTY/LIABILIT 06/10/2016 22,029.00 .00 11750 CITYCOUNTY INSURANCE SER BAN-W2016-00 2016-2017 WORKERS' COMP 06/10/2016 162,606.40 .00 11750 CITYCOUNTY INSURANCE SER INT000003863 LATE FEE FOR GL-D-BAN-5728 06/10/2016 25.00 .00 Total 11750: 273,620.82 .00 12012 12012 CITY OF BANDON 3.11230.20 - 71 LIEAP - FAGAN 07/18/2016 410.00 .00 12012 CITY OF BANDON 4.04850.21 - 71 LIEAP - WILLIAMS 07/18/2016 150.00 .00 Total 12012: 560.00 .00 14550 14550 COOS COUNTY SHERIFF'S OFF 1716003 DISPATCHING FEE - JULY 2016 07/05/2016 4,683.77 .00 Total 14550: 4,683.77 .00 21780 21780 FRONTIER BPD 7/01/16 TELEPHONE EXPENSE-PD 07/01/2016 225.68 .00 21780 FRONTIER BPW7/01/16 TELEPHONE EXPENSE-PW 07/01/2016 39 .32 .00 Total 21780: 265.00 .00 24690 24690 HAGA, JOHN 949298 REPAIR TAILGATE ON FLATBED 07/05/2016 162.50 .00 Total 24690: 162. 50 .00 31750 31750 LEAGUE OF OREGON CITIES 17696 ANNUAL MEMBERSHIP 07/13/2016 2,456.06 .00 Total 31750: 2,456.06 .00 32700 32700 LOCAL GOVERNMENT 12371 LGPI MEMBERSHIP 07/01 /2016 586.00 .00 Total 32700: 586.00 .00 35200 35200 MINGUS PARK POOL 102 - 07/20/16 SUMMER REC-OPEN SWIM 07/20/2016 102.00 .00 35200 MINGUS PARK POOL 102 - 7/20/16 SUMMER REC-SWIM LESSONS 07/20/2016 1,680.00 .00 CITY OF BANDON Payment Approval Report Page: 3 Report dates: 7/19/2016-7/19/2016 Jul 20, 2016 03:30PM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 35200: 1,782.00 .00 48485 48485 SANDERS, VICKI 071516 CREDIT BALANCE REFUND 07/15/2016 99.76 .00 Total 48485: 99.76 .00 49990 49990 SIEBER-BENSON, VICKI 072016 MUNI COURT JUDGE 07/20/2016 250.00 .00 Total 49990: 250.00 .00 51200 51200 SOUTH COAST OFFICE SUPPL 392297-0 KYOCERA TASKALPHA G551CI 01/08/2016 2,735.00 .00 51200 SOUTH COAST OFFICE SUPPL 392297-0 KYOCERA TASKALPHA G551 Cl 01/08/2016 3,282.00 .00 51200 SOUTH COAST OFFICE SUPPL 392297-0 KYOCERA TASKALPHA G551 Cl 01/08/2016 1,641 .00 .00 51200 SOUTH COAST OFFICE SUPPL 392297-0 KYOCERA TASKALPHA G551 Cl 01/08/2016 1,641 .00 .00 51200 SOUTH COAST OFFICE SUPPL 392297-0 KYOCERA TASKALPHA G551 Cl 01/08/2016 1,641 .00 .00 Total 51200: 10,940.00 .00 52601 52601 STAPLES BUSINESS ADVANTA 3307113367 WALL MOUNT 07/01/2016 145.99 .00 52601 STAPLES BUSINESS ADVANTA 3307113369 PRINTER/TONER/CABLE/CAN A 07/01/2016 372.73 .00 Total 52601 : 518.72 .00 56750 56750 TOWER MOTOR COMPANY 160337 '08 F550/FUEL TANK/PUMP REP 07/05/2016 2,725.66 .00 Total 56750: 2,725.66 .00 58500 58500 UNITED STATES POST OFFICE 071916 POSTAGE-UTILITY BILLS-PERM 07/19/2016 1,431 .52 .00 Total 58500: 1,431 .52 .00 58700 58700 US BANK 296751 SERIES 2012 PRINCIPAL PAYME 06/17/2016 90,000.00 .00 58700 US BANK 296751 SERIES 2012 INTEREST PAYME 06/17/2016 29,015.23 .00 Total 58700: 119,015.23 .00 59750 59750 VERIZON 9768531924 CELL PHONE SERVICE-WTP 07/10/2016 40.08 .00 Total 59750: 40.08 .00 64091 64091 KRALL, JEFF 072016 CREDIT BALANCE REFUND 07/20/2016 252.98 .00 Total 64091: 252.98 .00 64825 64825 KIMES, DAVID 07202016 REIMB MILEAGE-CODE COMPLI 07/20/2016 58.86 .00 CITY OF BANDON Payment Approval Report Page: 4 Report dates: 7/19/2016-7/19/2016 Jul 20, 2016 03:30PM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 64825: 58.86 .00 64854 64854 ANDOR, DANIEL & OLIVIA 070816 DEPOSIT REFUND 07/08/2016 8.31 .00 Total 64854: 8.31 .00 64890 64890 MERRITT, HAROLD 070816 DEPOSIT REFUND 07/08/2016 108.54 .00 Total 64890: 108.54 .00 64927 64927 HOLDER, REBECCA 071116 REIMB FOR SUMMER REC PUR 07/11/2016 233.15 .00 Total 64927: 233.15 .00 64929 64929 ADAM, MARTIN 070816 DEPOSIT REFUND 07/08/2016 146.13 .00 64929 ADAM, MARTIN 070816 DEPOSIT REFUND 07/08/2016 25.00 .00 64929 ADAM, MARTIN 070816 DEPOSIT REFUND 07/08/2016 50.01 .00 Total 64929: 221 .14 .00 64931 64931 ULETT, GEORGE 07122016 CREDIT BALANCE REFUND 07/12/2016 6.15 .00 Total 64931 : 6.15 .00 64932 64932 BOLIN, MARGARET 1167 4TH ST N CREDIT BALANCE REFUND 07/15/2016 28.65 .00 64932 BOLIN, MARGARET 1246 INDIANA CREDIT BALANCE REFUND 07/15/2016 29.68 .00 Total 64932: 58.33 .00 64933 64933 HUNNICUTT, SEAN & !SABELLA 071516 CREDIT BALANCE REFUND 07/15/2016 39.48 .00 Total 64933: 39.48 .00 64934 64934 L & KVILLAS 071516 CREDIT BALANCE REFUND 07/15/2016 2.88 .00 Total 64934: 2.88 .00 64935 64935 LLOYD, RAWSON & DIANA 071516 CREDIT BALANCE REFUND 07/15/2016 23.96 .00 Total 64935: 23.96 .00 64936 64936 VANDERVOORDEN, MELISSA 001107 CREDIT BALANCE REFUND 07/15/2016 153.64 .00 Total 64936: 153.64 .00 64937 64937 BECK, COLIN 071516 CREDIT BALANCE REFUND 07/15/2016 121 .27 .DO CITY OF BANDON Payment Approval Report Page: 5 Report dates: 7/19/2016-7/19/2016 Jul 20, 2016 03:30PM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 64937: 121 .27 .00 64938 64938 WADDINGTON, JORDAN 071216 REIMB FOR GAS AND EQUIP - A 07/12/2016 326.95 .00 Total 64938: 326.95 .00 64939 64939 PIERCE, DAWN 072016 CREDIT BALANCE REFUND 07/20/2016 35.29 .00 Total 64939: 35.29 .00 Grand Totals: 455,595.96 .00 Dated: Mayor: City Council: City Recorder: City Treasurer: Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. CITY OF BANDON Payment Approval Report Page: 1 Report dates: 7/27/2016-7/27/2016 Jul 28, 2016 03:13PM Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Pa id 5250 5250 BANDON CONCRETE & DEVEL 2284531 CITY YARD 07/01/2016 1,637.00 .OD 5250 BANDON CONCRETE & DEVEL 2288072 CITY YARD WALL 07/08/2016 1,637.00 .DO 5250 BANDON CONCRETE & DEVEL 2293883 MANHOLE & H20 METER 07/20/2016 323.50 .DO Total 5250: 3,597.50 .DO 5766 5766 BANDON KEY WORKS 13214 REPLAEC DOOR HANDLE AN L 07/13/2016 346.00 .DO Total 5766: 346.00 .DO 6615 6615 BAY WATCH SECURITY 95335 FIRE ALARM TEST/INSPECTION 07/16/2016 212.00 .OD Total 6615: 212.00 .DO 10820 10820 CARDINAL EMPLOYMENT SERV 1118092 CUSTOMER #784526-HORATH/ 07/22/2016 1,573.69 .OD Total 10820: 1,573.69 .DO 10850 10850 CARLETON, FREDERICK J 072916 LEGAL COST 07/29/2016 3,320.67 .DO Total 10850: 3,320.67 .DO 12012 12012 CITY OF BANDON 2.17300.08 LIEAP - TAMBLYN 07/20/2016 460.00 .OD 12012 CITY OF BANDON 4.10000.03 - 2 LIEAP - VERNON 07/20/2016 376.00 .OD Total 12012: 836.00 .OD 13050 13050 COASTAL PAPER & SUPP INC 510542 TOWELS MULTIFOLD 07/05/2016 126.79 .OD Total 13050: 126.79 .OD 20050 20050 EVERGREEN JOB & SAFETY TR 516 JOB & SAFETY PROGRAM 07/19/2016 2,924.43 .OD Total 20050: 2,924.43 .OD 23710 23710 GREATER BANDON ASSOCIATI 072016 PAYMENT TO ORGANIZATION 07/20/2016 2,500.00 .DO Total 23710: 2,500.00 .OD 24650 24650 HACH COMPANY 10000412 POCKET CHLORINE SYSTEM 07/01/2016 448.89 .DO Total 24650: 448.89 .DO CITY OF BANDON Payment Approval Report Page: 2 Report dates: 7/27/2016-7/27/2016 Jul 28, 2016 03:13PM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid 26170 26170 HIMMELRICK ENTERPRISES 326 PUMP TRUCK USED AT NAVE, 07/12/2016 945.00 .00 Total 26170: 945.00 .00 26880 26880 HUGHES NETWORK SYSTEMS, B1-301232016 FIRE HALL INTRNET-EMERG M 07/14/2016 75.73 .00 Total 26880: 75.73 .00 31750 31750 LEAGUE OF OREGON CITIES 899 LOC WORKSHOP - S.KUDLAC 07/15/2016 95.00 .00 31750 LEAGUE OF OREGON CITIES 901 LOC CONFERENCE REGISTRAT 07/15/2016 540.00 .00 Total 31750: 635.00 .00 37775 37775 NEVITT, DAVID 07202016 WORK CHANGE FOR BULLET R 07/20/2016 2,665.50 .00 37775 NEVITT, DAVID 193202 NUISANCE ABATEMENT MOWIN 07/16/2016 610.00 .00 Total 37775: 3,275.50 .00 38320 38320 911 SUPPLY 41429 BLAU ER ARMOR 07/07/2016 59.99 .00 38320 911 SUPPLY 41430 CAUTION TAPE 07/07/2016 57.36 .00 38320 911 SUPPLY 41724 CAUTION TAPE/VOODOO 07/21/2016 215.99 .00 Total 38320: 333.34 .00 38410 38410 NORRIS, JEFF 072316 JULY MGMT OF THE BARN COM 07/23/2016 1,500.00 .00 38410 NORRIS, JEFF 072316 JULY MGMT OF THE BARN COM 07/23/2016 500.00 .00 Total 38410: 2,000.00 .00 38445 38445 NORTH BEND LANES 214825 SUMMER REC. BOWLING 07/15/2016 112.00 .00 38445 NORTH BEND LANES 214843 SUMMER REC. BOWLING 07/22/2016 112.00 .00 Total 38445: 224.00 .00 40831 40831 ODOT TSO, MS3 94465325 TRAINING COURSE - D.SMITH # 07/24/2016 50.00 .00 Total 40831 : 50.00 .00 41650 41650 OREGON TOOL & SUPPLY INC 343258 PARTS AND LABOR 07/05/2016 36.90 .00 Total 41650: 36.90 .00 46300 46300 REESE ELECTRIC, INC. 1601653 BLOWING CONVEYOR REPAIR 07/22/2016 1,899.80 .00 Total 46300: 1,899.80 .00 51300 51300 SOUTH COAST SAW & GARDEN 071316 PRISON BLUES 07/13/2016 57.50 .00 CITY OF BANDON Payment Approval Report Page: 3 Report dates: 7/27/2016-7/27/2016 Jul 28, 2016 03:13PM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 51300: 57.50 .00 52601 52601 STAPLES BUSINESS ADVANTA 3308200076 TONER 07/12/2016 106.24 .00 Total 52601: 106.24 .00 52820 52820 STATE OF OREGON 072716 BUILDING PERMIT-CITY SHOP 07/27/2016 606.51 .00 Total 52820: 606.51 .00 56351 56351 TIFFANY, BLYTHE JULY 16 STMT MINUTES 07/27/2016 225.00 .00 Total 56351 : 225.00 .00 58200 58200 UMPQUABANK JULY 2016 ST NEUSTAR 07/18/2016 30.00 .00 58200 UMPQUABANK JULY 2016 ST WAYFAIR/DELL 07/18/2016 872.99 .00 58200 UMPQUA BANK JULY 2016 ST AMAZON 07/18/2016 27 .96 .00 58200 UMPQUABANK JULY 2016 ST AMAZON 07/18/2016 441.4 8 .00 58200 UMPQUABANK JULY 2016 ST HOLLYWOOD LIGHTS 07/18/2016 143.11 .00 58200 UMPQUABANK JULY 2016 ST BILL VS/BREWED AWAKENING 07/18/2016 70.65 .00 58200 UMPQUABANK JULY 2016 ST NORTON 07/18/2016 89.99 .00 Total 58200: 1,676.18 .00 58900 58900 USA BLUE BOOK 000345 BOTTLES/SAMPLER/DIPPER/B 07/12/2016 404.79 .00 58900 USA BLUE BOOK 997858 PVC FITTING 07/08/2016 306.08 .00 58900 USA BLUE BOOK 997944 ALGAE BRUSH/DRIERITE ANHY 07/08/2016 416.53 .00 Total 58900: 1, 127.40 .00 60575 60575 WARDROBE CLEANERS, LLC 55757 TABLECLOTH/NAPKINS/LAUND 07/19/2016 45.55 .00 60575 WARDROBE CLEANERS, LLC 55784 TABLECLOTH/NAPKINS/LAUND 07/19/2016 81 .60 .00 Total 60575: 127.15 .00 64787 64787 NORTH PACIFIC SECURITY, INC 28223 SECURITY-FIREWORKS 07/06/2016 321 .30 .00 Total 64787: 321 .30 .00 64940 64940 HALL, SAM 032516 NOVEL PURCHASE "DAUGHTE 03/25/2016 12.00 .00 Total 64940: 12.00 .00 Grand Totals: 29,620.52 .00 CITY OF BANDON Payment Approval Report Page: 4 Report dates: 7/27/2016-7/27/2016 Jul 28, 2016 03:13PM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Dated: Mayor: City Council: City Recorder: City Treasurer: Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. CITY OF BANDON Payment Approval Report Page: 1 Report dates: 7/28/2016-7/28/2016 Sep 08, 2016 02:05PM Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. Vendor.Vendor Number = 1600, 12250,26950,27115,34185,55050,55051,56850,59250,64785 Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid 1600 1600 AFLAC PR0721160 AFLAC INSURANCE DEDUCTIO 07/28/2016 1,180.18 1,180.18 07/29/2016 1600 AFLAC PR0721160 AFLAC INSURANCE DEDUCTIO 07/28/2016 81.54 81.54 07/29/2016 Total 1600: 1,261 .72 1,261.72 12250 12250 CITY OF BANDON 072816 JULY 2016 PAYROLL 07/28/2016 132,406.59 132,406.59 07/28/2016 Total 12250: 132,406.59 132,406.59 26950 26950 l.B.E.W. #659 PR0721160 UNION DUES DEDUCTION IBE 07/28/2016 1,259.48 1,259.48 07/29/2016 Total 26950: 1,259.48 1,259.48 27115 27115 ICMA- VANTAGEPOINT TRAN. PR0721160 DEFERRED COMP DEDUCTION 07/28/2016 869.71 869.71 07/29/2016 Total 27115: 869.71 869.71 34185 34185 MCCOWAN MEDICAL LABORAT 29293 WATER TESTING 07/21/2016 160.00 160.00 07/28/2016 Total 34185: 160.00 160.00 55050 55050 TEAMSTER'S LOCAL #206 PR0721160 UNION DUES DEDUCTION Tea 07/28/2016 726.00 726.00 07/29/2016 Total 55050: 726.00 726.00 55051 55051 TEAMSTERS 206 EMPLOYERS PR0721161 Teamster's Insurance Teamster I 07/28/2016 420.63 420.63 07/29/2016 55051 TEAMSTERS 206 EMPLOYERS PR0721161 Teamster's Insurance Teamster 07/28/2016 5,047.48 5,047.48 07/29/2016 Total 55051 : 5,468.11 5,468.11 56850 56850 TRAFFIC SAFETY SUPPLY 114216 PUBLIC PARKING NO OVERNIG 06/14/2016 43.13 43.13 07/28/2016 56850 TRAFFIC SAFETY SUPPLY 115122 NO BEACH ACCESS SIGN 06/29/2016 59.78 59 .78 07/28/2016 Total 56850: 102.91 102.91 59250 59250 VALIC PR0721160 DEFERRED COMP DEDUCTION 07/28/2016 5,900.00 5,900.00 07/29/2016 Total 59250: 5,900.00 5,900.00 64785 64785 ECKHOFF, TERRI 747411 CLEAN OVENS 06/29/2016 112.00 112.00 07/28/2016 CITY OF BANDON Payment Approval Report Page: 2 Report dates: 7/28/2016-7/28/2016 Sep 08, 2016 02:05PM Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Amount Paid Date Paid Total 64785: 112.00 112.00 Grand Totals: 148,266.52 148,266.52 Dated: Mayor: City Council: City Recorder: City Treasurer: Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. Vendor.Vendor Number = 1600, 12250,26950,27115,34185,55050,55051,56850,59250,64785 I :y 0 f Ban d on CITY COUNCIL AGENDA DOCUMENTATION DATE: August 4, 2016 SUBJECT: Library Report ITEM NO: 6.3.3 BACKGROUND: Attached you will find: 1. The Library Board minutes for July 2016 2. Monthly statistics for July 2016 Items of Interest: 1. In June the children visited with Smokey the Bear, heard Oregon Tellers (tellers of tall tales), Moved like a Mammoth - a wonderful show from OSU, not to mention had fantastic stories and wonderful crafts with Miss Julie. 2. The door has decided to wait until August to make its entrance. Fire alarms were tested early one Saturday morning, which probably didn't make the people to the west of the Library happy. New employees Micky Franks, Sara Michael and Rhiya Brooks started July 1 and are proving their worth already. 3. Continuing in popularity are the art shows, travel night & film night. Author night has been replaced by a book discussion group which meets the third Monday of the month. The Library Coloring program for Adults was also a big hit. 4. The Friends of the Library held their July booksale and made over $2,000 to help support the Library. 5. The Library Director attended a Coos County Library Directors meeting, Bandon Library Board meeting, Friends of the Library meeting, and Bandon City Council meeting and the Coos County Fair representing the Bandon Library, reading, learning and continuing education to over 1,000 people. FISCAL IMPACT: None RECOMMENDATION: Motion to approve as part of the Consent Agenda. SUBMITTED BY: RD.SC! Ltj V\, /V\CC1C! YV C! Rosalyn McGarva, Library Director Bandon Library Board Meeting Minutes Thursday July 21, 2016 Present: Tracy Hodson, Cathy Johnston, Merle Logan, Karen Thomas, Syd Wiesel and Library Director Rosalyn McGarva. Library Board Chair Cathy Johnston called the meeting to order at 10:05 a.m. Minutes of the June meeting were approved as read. Visitors: None. Reports: Report of the Bandon Library Friends and Foundation: Newsletter had to reprint, problems with email, editing & computers formed a perfect storm. Booksale successful $2,500. Merle noted he has 20 boxes of books stored in his barn for the next one and is taking a truck full to Eugene tomorrow. The treasurer has been evaluating the past several years budgets and is projecting a future need for more fund raisings. Travel night is looking for a new hostess. Marilyn is willing to participate but no longer wishes to be in charge. Book discussion group had a lively time 7/18 discussing the Long Way Home, snacks were provided and 9 people attended. The August book is Night Circus. Art Committee Report: Tracy will meet with Jason (electrician) about replacing the gallery lights. The mosaic show has been extremely popular and several pieces have sold. Next month is Fiber arts in the case and Kelp art on the walls. Library. The Library staff is weeding the extremely outdated collection. Suz is weeding and purchasing new materials to replace the out of date material. Expenses & Circulation: Circulation report was handed out noting that for the first time North Bend actually loaned 12 more than Bandon. Discussion of the end of the year finances followed. Other: Rosalyn reported damage to two of the outside electrical outlets; she caught the alleged perpetrators and called the police again, after calling them last week about campers outside the Library. The rocks used to prop the doors open are being kept inside to help curtail the damage. Rosalyn will be speaking to the City Manager about replacing the carpet in the Sprague room with vinyl. Fair is next week Thursday and Rosalyn will be representing the Bandon Library there. New Business. Door was supposed to be replaced on July 17 & 18, however a snafu in the permits department in Salem has it postponed several weeks. Action Item: None. Adjourned at 11:08 a.m. The next meeting will be Thursday August 25, 2016 at 10 a.m. in the Logan/Friends room. Rosalyn McGarva, Secretary July CHECKOUT/RENEWALS 2016 Fiscal YTD 6,789 6,789 ITEMS CATALOGED 315 Attendance Programs FRIENDS OF THE LIBRARY EVENTS 112 3 STORYTIMES 46 4 HEADSTART VISITS 0 0 CHILDREN'S PROGRAMS 45 3 SUMMER READING 85 8 LEGO 10 1 TOTAL PROGRAMS & ATTENDANCE 298 19 VOLUNTEER HOURS 143.50 Inter Library Loan Statistics July Library BORROW LOAN Bandon 14 130 Coos Bay 55 82 Coquille 18 53 Dora 2 25 ESO (CCLSD headquarters) 16 28 Lakeside 0 31 Myrtle Point 16 57 North Bend 32 138 Powers 4 33 swocc 2 14 Totals 159 591 Library Cards People Counted July 35 10,777 City of Bandon CITY COUNCIL AGENDA DOCUMENTATION DATE: August 5, 2016 SUBJECT: Staff Report- Wastewater Plant ITEM NO: 6.3.4 BACKGROUND: Find attached the monthly Wastewater Plant activity report for July, 2016. The City's Wastewater facility treated 7,799,000 gallons of wastewater during the month of July. Based on DEQ permit requirements, the fecal coliform bacteria shall not exceed a monthly median of 14 organisms per 100 mls. The facility's average bacteria count for the month of July was 8. FISCAL IMPACT: NONE RECOMMENDATION: Motion to approve as part of the Consent Agenda. SUBMITTED BY: Bill Nielson, Treatment Plant Operator WASTEWATER PLANT ACTIVITY REPORT FOR JULY 2016 Table 1: Treatment Plant Operations MAXIMUM MAXIMUM SUMMER WINTER AVERAGE DEQ DEQ MONTHLY PARAMETERS AND UNITS PERMIT PERMIT OPERATIONS MG/L or PPM 20 30 7 EFF TSS AVERAGE MG/L or PPM 20 30 10 POUNDS/DAY 75 110 19 FECAL COLIFORM COLONIES/100 MLS 14 14 8 INF FLOW AVERAGE GALLONS/DAY 264,000 INF SOLIDS AVERAGE DESIGN RECEIVED BOD POUNDS/DAY 1150 582 TSS POUNDS/DAY 1350 608 *SUMMER MAY 1 - OCTOBER 31 ** WINTER NOVEMBER 1 - APRIL 30 1. TREATMENT PLANT OPERATIONAL SYNOPSES The Wastewater Plant has met all DEQ permits for the month of July 2016. City of Bandon CITY COUNCIL AGENDA DOCUMENTATION DATE: August 30, 2016 SUBJECT: Staff Report - Public Works ITEM NO: 6.3.5 BACKGROUND: Attached is the Public Works Monthly Report for August 2016. FISCAL IMPACT: None. RECOMMENDATION: Motion to approve as part of the Consent Agenda. SUBMITTED BY: Richard Anderson, Public Works Supervisor PUBLIC WORKS MONTHLY REPORT AUGUST2016 The public works department is responsible for city streets, wastewater collection, water distribution and parks. Duties include maintaining the parks, playgrounds, restrooms, equipment, vehicles and city buildings. The crew also performs tree trimming, mowing, spraying for weed control, installing water meters, monthly meter reading, sweeping streets and locating sewer and water mainlines. Additional duties undertaken this month: ~ Working with WWTP and WTP on various projects ~ Continued flushing distribution and collection lines ~ Continued construction of new city shop building ~ Torched down Premark for bike lanes and center line dividers on 11th ~ St SE and SW ~ Assisted contractor with installing new sliding front door at library ~ Crew trained on new siren warning system software City of Bandon CITY COUNCIL AGENDA DOCUMENTATION DATE: September 12, 2016 SUBJECT: Conference and Community Center Report ITEM NO: 6.3.8 BACKGROUND: Attached are the Conference and Community Center (The Barn) monthly finance report for July 2016, and the contact log and calendar for August, 2016. As submitted by: Sherri Wheeler and Jeff Norris FISCAL IMP ACT: None RECOMMENDATION: Motion to approve as part of the Consent Agenda. SUBMITTED BY: Sherri Wheeler, Assistant Finance Director CITY OF BANDON Detail Ledger - COM CENTER FIN STATEMENT Page: 1 Period: 08/16 - 08/16 Sep 08 , 2016 01:25PM Report Criteria: Actual Amounts All Accounts Summarize Payroll Detail Print Period Totals Print Grand Totals Page and Total by Fund All Segments Tested for Total Breaks [Report].Account Number = "10044801","10078611","10078620","10078623","10078624","10078631 ","10078632","10078633","10078634","10078635","10078636","10078640","10078657","10 078661","10078665","100787 49","10044802" ,"1 004731 O", "10047804","10078685" ,"10078687 ","10078757", "10078505","10078550","10078551","10078552","10078 555" ,"10078663" Reference Account Debit Credit Date Journal Number Payee or Description Number Amount Amount Balance COMMUNITY CENTER RENT REVENUE 07/31/2016 (07/16) Balance 100-448-01 1,760.10- 08/29/2016 CR 7016131 COMMUNITY CENTER REVENUE - WOAH, 0 75.00- 08/02/2016 CR 9014061 COMMUNITY CENTER REVENUE - EAT 140.00- 08/02/2016 CR 9014068 COMMUNITY CENTER REVENUE - PALS PIZ 450.00- 08/02/2016 CR 9014076 COMMUNITY CENTER REVENUE - COAST R 75.00- 08/05/2016 CR 9014395 COMMUNITY CENTER REVENUE - SPRENG 108.75- 08/08/2016 CR 9014404 COMMUNITY CENTER REVENUE - MATTHE 510.00- 08/09/2016 CR 9014631 BANDON FIVE PIZZA - OCONNOR, MARY 15.00- 08/22/2016 CR 9014960 COMMUNITY CENTER REVENUE - RUSSELL 75.00- 08/22/2016 CR 9014966 COMMUNITY CENTER REVENUE - PALS PIZ 225.00- 08/23/2016 CR 9014975 COMMUNITY CENTER REVENUE - SOUTH C 630.00- 08/23/2016 CR 9014978 COMMUNITY CENTER REVENUE - ODOT 75.00- 08/23/2016 CR 9014980 COMMUNITY CENTER REVENUE - OCONNO 15.00- 08/15/2016 CR 11007753 COMMUNITY CENTER REVENUE - PD EXTR 15.00- 08/19/2016 CR 11008075 COMMUNITY CENTER REVENUE - THE BAR 60.00- 08/31/2016 (08/16) Period Totals and Balance .00 • 2,468.75- . 4,228.85- YTD Encumbrance .oo YTD Actual -4,228.85 Total -4,228.85 YTD Budget -15,000.00 Unearned 10,771 .15 COM CTR NEW YEAR'S PARTY 07/31/2016 (07/16) Balance 100-448-02 .00 08/31/2016 (08/16) Period Totals and Balance .00 . .00 . .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget .00 Unearned .00 REIMB. BARN-BEVERAGES 07/31/2016 (07/16) Balance 100-473-10 .00 08/31/2016 (08/16) Period Totals and Balance .00 . .00 . .00 YTD Encumbrance .00 YTD Actual .oo Total .00 YTD Budget .00 Unearned .00 COMMUNITY CENTER DONATIONS 07/31/2016 (07/16) Balance 100-478-04 .00 08/31/2016 (08/16) Period Totals and Balance .00 . .00 • .00 YTD Encumbrance .oo YTD Actual .oo Total .00 YTD Budget -100.00 Unearned 100.00 REGULAR EMPL Y SALARIES & WAGES 07/31/2016 (07/16) Balance 100-78-505 415.99 08/31/2016 (08/16) Period Totals and Balance .00 . .00 . 415.99 YTD Encumbrance .oo YTD Actual 415.99 Total 415.99 YTD Budget .00 Unexpended (415.99) SOCIAL SECURITY 07/31/2016 (07/16) Balance 100-78-550 30.06 08/31/2016 (08/16) Period Totals and Balance .00 . .00 • 30 .06 YTD Encumbrance .00 YTD Actual 30.06 Total 30 .06 YTD Budget .00 Unexpended (30.06) RETIREMENT 07/31/2016 (07/16) Balance 100-78-551 81 .06 08/31/2016 (08/16) Period Totals and Balance .00 . .00 . 81 .06 CITY OF BANDON Detail Ledger - COM CENTER FIN STATEMENT Page: 2 Period: 08/16 - 08/16 Sep 08, 2016 01 :25PM Reference Account Debit Credit Date Journal Number Payee or Description Number Amount Amount Balance YTD Encumbrance .00 YTD Actual 81.06 Total 81 .06 YTD Budget .oo Unexpended (81 .06) HEAL TH & LIFE INSURANCE 07 /31 /2016 (07 /16) Balance 100-78-552 152.00 08/31/2016 (08/16) Period Totals and Balance .00 . .00 • 152.00 YTD Encumbrance .00 YTD Actual 152.00 Total 152.00 YTD Budget .00 Unexpended (152.00) W/C INSURANCE 07 /31 /2016 (07 /16) Balance 100-78-555 11.42 08/31/2016 (08/16) Period Totals and Balance .00 . .00 • 11.42 YTD Encumbrance .00 YTD Actual 11.42 Total 11 .42 YTD Budget .00 Unexpended (11.42) OFFICE EQUIPMENT 07 /31 /2016 (07 /16) Balance 100-78-611 .00 08/3112016 (08/16) Period Totals and Balance .00 . .00 • .00 YTD Encumbrance .00 YTD Actual .oo Total .00 YTD Budget 500.00 Unexpended 500.00 OFFICE SUPPLIES 07/31/2016 (07/16) Balance 100-78-620 .00 08/31/2016 (08/16) Period Totals and Balance .00 . .00 . .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget 250.00 Unexpended 250.00 POSTAGE 07/31/2016 (07/16) Balance 100-78-623 .00 08/31/2016 (08/16) Period Totals and Balance .00 . .00 • .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget 250.00 Unexpended 250.00 PRINTING/PRINTED MATERIAL 07/31/2016 (07/16) Balance 100-78-624 .00 08/31/2016 (08/16) Period Totals and Balance .00 . .00 . .00 YTD Encumbrance .00 YTD Actual .oo Total .00 YTD Budget 1,000.00 Unexpended 1,000.00 UTILITIES 07/31/2016 (07/16) Balance 100-78-631 971 .13 08/31/2016 (08/16) Period Totals and Balance .00 . .00 • 971 .13 YTD Encumbrance .00 YTD Actual 971 .13 Total 971 .13 YTD Budget 9,000.00 Unexpended 8,028.87 TELEPHONE 07/31/2016 (07/16) Balance 100-78-632 107.02 08/31/2016 (08/16) Period Totals and Balance .00 . . 00 . 107.02 YTD Encumbrance .00 YTD Actual 107.02 Total 107.02 YTD Budget 1,000.00 Unexpended 892.98 CONTRACTED SERVERS 07/31/2016 (07/16) Balance 100-78-633 .00 08/31/2016 (08/16) Period Totals and Balance .00 . .00 . .00 YTD Encumbrance .00 YTD Actual .oo Total .00 YTD Budget .00 Unexpended .00 BAR SUPPLIES 07 /31 /2016 (07 /16) Balance 100-78-634 .00 08/3112016 (08/16) Period Totals and Balance .00 . .00 . .00 YTD Encumbrance .oo YTD Actual .oo Total .00 YTD Budget .00 Unexpended .00 LINEN RENTAL 07/31/2016 (07/16) Balance 100-78-635 127.15 08/31/2016 (08/16) Period Totals and Balance .00 . .00 . 127.15 YTD Encumbrance .00 YTD Actual 127.15 Total 127. 15 YTD Budget 2,500.00 Unexpended 2,372.85 CITY OF BANDON Detail Ledger- COM CENTER FIN STATEMENT Page: 3 Period: 08/16 - 08/16 Sep 08, 2016 01 :25PM Reference Account Debit Credit Date Journal Number Payee or Description Number Amount Amount Balance EVENT - FOOD & MISC 07/31/2016 (07/16) Balance 100-78-636 .00 08/31/2016 (08/16) Period Totals and Balance . 00 • .00 • .00 YTD Encumbrance .oo YTD Actual .oo Total .00 YTD Budget 3,500.00 Unexpended 3,500.00 MISC EQUIPMENT 07/31/2016 (07/16) Balance 100-78-640 375.97 08/31/2016 (08/16) Period Totals and Balance . 00 • .00 • 375.97 YTD Encumbrance .00 YTD Actual 375.97 Total 375.97 YTD Budget 3,500.00 Unexpended 3,124.03 CONTRACTUAL SERVICES - JANITOR 07/31/2016 (07/16) Balance 100-78-657 1,007.90 08/31/2016 (08/16) Period Totals and Balance .00 • .00 • 1,007.90 YTD Encumbrance .oo YTD Actual 1,007 .90 Total 1,007.90 YTD Budget 10,000.00 Unexpended 8,992.10 CONTRACTUAL SERVICES 07/31/2016 (07/16) Balance 100-78-661 1,526.00 08/31/2016 (08/16) Period Totals and Balance .00 • .00 • 1,526.00 YTD Encumbrance .00 YTD Actual 1,526.00 Total 1,526.00 YTD Budget 18,000.00 Unexpended 16,474.00 WEB & MARKETING 07/31/2016 (07/16) Balance 100-78-663 .00 08/31/2016 (08/16) Period Totals and Balance .00 • .00 • .00 YTD Encumbrance .oo YTD Actual .oo Total .00 YTD Budget 3,000.00 Unexpended 3,000.00 DEPOSIT REFUNDS 07/31/2016 (07/16) Balance 100-78-665 .00 08/31/2016 (08/16) Period Totals and Balance .00 • .00 • .00 YTD Encumbrance .00 YTD Actual .oo Total .00 YTD Budget .00 Unexpended .00 DUCT CLEANING 07/31/2016 (07/16) Balance 100-78-685 .00 08/31/2016 (08/16) Period Totals and Balance .00 • .00 • .00 YTD Encumbrance .00 YTD Actual .oo Total .00 YTD Budget 3,500.00 Unexpended 3,500.00 ACOUSTICS/DINING & SR 07/31/2016 (07/16) Balance 100-78-687 .00 08/31/2016 (08/16) Period Totals and Balance .00 • .00 • .00 YTD Encumbrance .oo YTD Actual .oo Total .00 YTD Budget .00 Unexpended .00 OTHER 07/31/2016 (07/16) Balance 100-78-749 .00 08/31/2016 (08/16) Period Totals and Balance .00 • .00 • .00 YTD Encumbrance .00 YTD Actual .oo Total .00 YTD Budget 5,000.00 Unexpended 5,000.00 DINING RM W/DOORS 07/31/2016 (07/16) Balance 100-78-757 .00 08/31/2016 (08/16) Period Totals and Balance . 00 • .00 • .00 YTD Encumbrance .00 YTD Actual .oo Total .00 YTD Budget .oo Unexpended .00 Number of Transactions: 14 Number of Accounts: 28 Debit Credit Proof Total GENERAL FUND (100): .00 2,468.75- 2,468.75- Number of Transactions: 14 Number of Accounts: 28 Debit Credit Proof Grand Totals: .00 2,468.75- 2,468.75- CITY OF BANDON Detail Ledger - COM CENTER FIN STATEMENT Page: 4 Period: 08/16 - 08/16 Sep 08 , 2016 01 :25PM Reference Account Debit Credit Date Journal Number Payee or Description Number Amount Amount Balance Report Criteria: Actual Amounts All Accounts Summarize Payroll Detail Print Period Totals Print Grand Totals Page and Total by Fund All Segments Tested for Total Breaks [Report).Account Number = "10044801" ,"10078611","10078620","10078623","10078624","10078631","10078632","10078633","10078634","10078635","10078636","10078640","10078657","10 078661","10078665","100787 49", "10044802","1004731 O", "10047804","10078685","10078687","10078757","10078505","10078550","10078551","10078552","10078 555","10078663" '· CONTACTLOG Ji()R "THg BARN1'· MONTH:· .d-oz le ~d6~"- . . . . . 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