Minutes July 9, 2018
City Council July 9, 2018
The Enterprise City Council held a Work session from 7:00 p.m. until 7:30 p.m. for the purposes of discussing the fire hall rebuild, including correspondence between City Council and the contractors and future change order approval.
Mayor Stacey Karvoski opened the public meeting for Enterprise City Council at 7:30pm. Those present were Mayor Karvoski, Councilors, Ashley Sullivan, Micah Agnew, Chris Pritchard, Dave Elliott, Jenni Word (arrived after the start of meeting); Staff Lacey McQuead, Denine Rautenstrauch, and Ronnie Neil. Absent was City Councilor Larry Christman.
Guests present were Nils Christoffersen and Kyle Petrocine.
Press: Kathleen Ellen with Wallowa County Chieftain
Pledge of Allegiance
Moment of Reflection
ADDITIONS TO THE AGENDA
Councilor Sullivan made a motion to approve June payables and the June Council minutes. Councilor Pritchard seconded the motion. Motion passed unanimously.
DEPARTMENT ACTIONS & UPDATES
City Administrator Lacey McQuead stated that she submitted her report prior to the meeting. She updated the Council on her meeting with Ronnie that happened the day of council. Lacey explained that she met with Ronnie to discuss the streets, in poor enough condition that they meet the qualifications for the Small Cities Allotment Grant of $100,000 and the grant would be complete and ready to be submitted soon.
Public Works Department:
Public Works Director Ronnie explained that the county is working on Hurricane Creek Rd. and the City will pay roughly $12,000 for the County Road Department to continue chip seal work from the bridge to the highway. In August the City will begin their paving projects once the county asphalt plant opens.
Police Chief Joel Fish explained that regarding the stats he normally gives to the City Council showing the calls for EPD, he took out the fire and ambulance calls to try and get more accurate numbers. He explained that he and Lacey had a meeting with Commissioner Susan Roberts and County Administrator Brenda Micka, after we requested a new contract for dispatch services. Dispatch had reported to Brenda that the Police Department was using the equivalent of a full time employee. Joel explained to them that was not the case and unfortunately anytime there was a call within the city limits of Enterprise, regardless of it being a medical call, a Sheriff Deputy stop within the city limits, or serving civil papers, it was attached to the Police Department call log. He explained that he took more accurate numbers to the meeting and explained the difference. We expect to have a new contract with them soon. Councilor Elliott stated that he would like to recognize how much of a difference the speed trailer has made on Depot Street.
Librarian Denine Rautenstrauch stated that she submitted her report prior to the council meeting. Councilor Agnew asked if Denine could include the previous month and current month for a comparison, when submitting the statistics each month. Denine stated she would be happy to. Mayor Karvoski asked if Denine advertised for the part time position. Denine stated that she put it on the City Facebook page, submitted it to the Chieftain on Wednesday and will post on the website. Denine explained that upon hiring this new person, the hope is to have the library open 6 hours a day on Friday and Saturday. Councilor Elliott stated that the new person needs to understand the importance of keeping the count of patrons entering the library, as it is important to see what hours the foot traffic into the library increases. Denine agreed and explained that it will be a little hard to judge because there is going to be an increase in circulation with the County Library closing.
Event Permit: Main Street Show & Shine-
Councilor Pritchard asked if this is the same event that happens annually and if there are any changes. Lacey stated it was the same event and there are no changes reflected on the application submitted. Councilor Pritchard made a motion to approve the event permit submitted by Candy Bunn and Doug Crow for the Main Street Show & Shine. Councilor Agnew seconded the motion. Motion approved unanimously.
District Biomass Heating-
Kyle Petrocine from Wallowa Resources introduced himself to the council. He handed out a packet of a slide show he intended to use for his presentation. Kyle went through the slide show and explained the key points and information provided on each page (see attached slideshow). He explained that the project we have been looking at has to do with the City Hall, Fire Hall, and Library area and surrounding businesses. Nine total buildings would be involved.
Councilor Elliott asked if the system required pelletized wood and not wood chips. Kyle stated yes, explaining that they have received a lot of feedback and the lowest operation and maintenance cost is associated with the wood pellet. He explained that their organization was involved in converting the school to a biomass system, it is a chip system, there were bugs to work out, but it seems to be cruising right along now. The main reason for not going with chip for this system is the storage area. Kyle stated that they had been in contact with Andy McKee who is willing to house the boiler in his basement and if that option fell through, they had the option of working with Ralph Swinehart on getting a location set up. The plans have changed a little bit, but the idea is the same. The City Hall/Fire Hall would be about 50% of the use for the entire block.
Kyle explained the pros of the project and stated that they are proposing to own, build, finance, and operate it and engage in contracts between the customers. He explained that they looked at this project and looked at the economics, depending on what kind of heat the customers currently have, depends on the savings that can be offered. He stated that we are not asking the City to outlay any money. We are going to go get financing for this project. We will take on the debt as well. The cost benefit to the City, with the old City hall fire house, was immediately compatible. With the new rebuild the City hall and office space of the fire house will be propane forced air. The propane acts as a back up at that point. In the apparatus bay the current heat source is over head heaters which is not compatible with the project. So we were in conversation with Michele and Brett Moore for considering heat in the slab for the apparatus bay. If the city went forward with the current propane heaters, basically all we need is some pipe in the slab that we could hook up to. Kyle stated that the only money the City would have to come up with is the cost to install the pipe in the slab. He estimated the cost between $30,000 and $50,000. Kyle continued his presentation by explaining the case studies and examples provided in the slide show.
Kyle explained that they would like approval from the council to add the pipes into the bay. A construction change order would be required for this. Nils Christoffersen explained that we can own it for so many years and then sell it to the City once we prove that it works. He stated that based on the reaction from City Council when Kyle introduced this idea three years ago, the preference from the council was that Wallowa Resources would own and manage it. Councilor Elliott stated that we have to figure out what the exact cost is going to be and explained that his other concern is no longer having a pellet manufacture in the county. Without that, how do we get what we need to keep it going? Nils explained that they have been running the old hospital on the same system and over the years the cost has stayed at around $175/ton, but have to get the product from places outside the county. The customers will have their own source of heat, so if we are not able to provide the materials, then we are the ones taking the loss. Councilor Pritchard stated that if the system fails, the City still has their heating system to back it up. Councilor Agnew asked if the city chooses to move forward with this, would there be a possibility of Wallowa Resources facilitating or helping with finding grant money to help with the cost. Nils stated that they don’t have that money today, but if that was the only way that was going to happen, they would look hard to see if there was something available. Mayor Karvoski asked if this is something the fire committee would like to take on. Councilor Agnew asked if Kyle would want to make contact with Brett Moore of Anderson Perry, since there has been prior conversation regarding this, and see if they can come up with a better idea on cost. Kyle stated he would. Councilor Agnew asked if there is any test on the lifespan of the system. Kyle explained that the economic span of the project is estimated at 30 years. The council thanked both Nils and Kyle for their presentation.
Mayor Karvoski announced the Enterprise City Council will hold an Executive Session as allowed by ORS 192.660(2)(d) to conduct deliberations with the cities designated labor negotiator. The City will re-open Public Session at the end of the Executive Session. Public session is now closed.
Mayor Karvoski announced that the Executive Session is closed, Public Session is now open.
Councilor Agnew made a motion to approve the change in job descriptions for the City Administrator/Recorder, Office Specialist and Financial Specialist. Councilor Word seconded the motion. Motion passed unanimously.
Councilor Sullivan made a motion to approve the requested Finance Specialist hourly wage according to the Enterprise Administrative Department Wage Scale submitted by Lacey McQuead. Councilor Pritchard seconded the motion. Motion passed unanimously.
Councilor Agnew made a motion to approve the requested Office Specialist hourly wage according to the Enterprise Administrative Department Wage Scale submitted by Lacey McQuead. Councilor Word seconded the motion. Motion passed unanimously.
Lacey stated that the Enterprise Administrative Wage Schedule will replace the schedule attached to Resolution #622. Both scales will be kept with said resolution but the Administrative Assistant and Utility Billing Specialist positions are no longer active positions within the Administrative Department.
Stacey Karvoski, Mayor
Lacey J. McQuead, Administrative Assistant