City of Lyons		

Phone:	(503)859-2167		449 5th Street
Fax:		(503)859-5167		Lyons, Oregon 97358

CITY COUNCIL MEETING MINUTES
August 25, 2015

Present:  Mayor Troy Donohue, Councilors:  Mark Orr, Lloyd Valentine, Jessica Ritchie, Mike Wagner, Librarian Brenda Harris, Public Works Richard Berkey, Recorder Micki Valentine

Public Present:  Barbara Orr, Jim, Larry Brown, Pam Brown, Jeanne Gunner, Steven Baldwin

Open @ 6:30pm by Mayor Troy Donohue

Conflict of Interest/ExParte – none

Consent Agenda 
Mike motions to accept the minutes and bill reports as presented – Mark seconds – carried with all in favor.

Liaison Report
•	Sheriff’s liaison not present. 
•	Steve Baldwin, Schools liaison, nothing to report. 

Unfinished Business
Resolution 511 to Establish a Building Reserve Fund – was discussed and approved to establish the fund with $25, 000 at the budget committee meeting. Mark motioned to approve Resolution 511 – Jessica seconds – motion carried with all in favor.

New Business
WaveBroadband wishes to renew their franchise license. Action item for next regular meeting. Provide current agreement and check with other cities. 

Staff Report
•	Employee Handbook – CIS recommends several changes. Tabled to next month. Pay period end on the 25th with pay date on the last day of the month. Benefits need to be addressed. 
•	Online council meeting packets discussed. Cost for Boardbooks is $3,000 per year. Tablets would be additional cost. Materials could be added to our website in pdf format or similar. Tabled to gather information – cost of preparing monthly council books. 
•	Public Works – Working on sign project. They are installing stop signs where they are lacking. Street names are also missing and will be replaced. List of tools provided. They have been busy with weed-eating and mowing. Quote from Valley Green for spraying the ditches. The city has in the past done this however, it was not budgeted. We will need to use contingency or move money around. Council would like a cost comparison of our employees doing it versus Valley Green. (time and materials) Applicators license may be necessary. Need a quote from another company. 
•	Library Lift Inspection – Inspection done, we need to do regular maintenance, may need to be certified. 
•	Safety Meetings – safety meetings held with walk through of the library. CPR/First Aid training will be done when the instructor has recovered from surgery. No injuries of our personnel. Labor laws and posters are posted. Troy is working on updating MSDS. Evacuation plans are posted. Mayor Donohue recommends random evacuation drill. 
•	Chimney – has the chimney been inspected or is it capped. The library would like to use it as the exhaust for a floor model air conditioner if the other is not approved. Brenda said it was inspected when they first moved in – possibly in purchase records for the building. 

Library Report
Mayor Donohue requests council’s approval to appoint Heidi Groom and Kristen Gustafson to the library board – Lloyd seconds – approved with all in favor.

Brenda provides her reports, summer reading program was successful, tools for school, tickets for State Fair. Jessica asks about a direct entrance to the downstairs, not ADA. Need something to keep people out of the stairway area. They are looking into the cost of a wheelchair lift for the lower level. Parking area needs paved and porta-pot during the summer months for the summer reading program to be held at the library. Septic tank location discussed. Need two ways out that meet ADA. Windows don’t open. Building is paid for. 

Liaison Reports
•	Mayor Donohue would like to appoint Jessica to Library Commissioner and Mike as Building Commissioner. 
•	Mark provides his report on Neighborhood Watch event at the fire station. They need to recruit more people. Community members need to report issues to the police.
•	Lloyd reports that the brush is cleaned up. Cemetery looks good. Three or four funerals in the past month. Power pole project – flaggers doing a good job. 
•	Mayor Donohue would like Jessica Ritchie appointed as Mayor Pro-tem – Mark seconds – motion carried with all in favor.
•	Mayor Donohue asks for motion to appoint Jessica as Library Commissioner and Mike Wagner as Building Commissioner. Mark motions to accept commissioners as recommended – Lloyd seconds – motion passed with all in favor.

Business License
No ordinance for dispensaries. Linn County has option to put it before voters but is a substantial cost for election. Consider instituting a business license with a small fee and require businesses meet all state and federal laws. Selling marijuana is still federally illegal. Zoning is discussed. Need to find out what our business rules are - conditional use rules. Need specific State rules for location of dispensaries. Need more information on options and current ordinances. 

Donation to Fire District
They originally requested half the cost of the install. They are asking if the City would donate more to the siren project. In previous minutes it said they would donate $500 in that year and $500 the following. The following year donation didn’t happen. It appears the minutes show the council agreed to $1,000. Mike has potential conflict – wife is on the fire board – and will abstain from any further discussion. Lloyd motions to follow through with the agreement to donate $500 to the fire district for the siren project – Mark seconds – motion passes with four in favor (Wagner abstained). Council has followed through with previous commitment and has no obligation to provide anything further to the siren project.

Agenda Requests
Mark requests Fireworks Ordinance be placed on the agenda. Current ordinances – what we have in place and what can we do. Ban illegal fireworks with fine attached with condition to ban fireworks during extreme fire danger. See what other cities have done. Requires permit to display fireworks. 

Mike requests council review City’s form of governance. Troy explains commissionerships. Employees report to City Recorder. Commissioners would assist when there’s something major they want our involvement in, something that costs money, gets brought out to the commissioners to get them to help with. They should not be micromanaging. City Recorder manages the employees. Ordinance G1-2012 addresses some of the issues. City charter will be updated. Possible grant money available to update the charter and codes. Neighboring city charters provided. It will require a vote of the people to change the charter. It may simply to become educated with the current rules and follow what’s already there.

Mike requests Recorder position be reviewed as a future agenda item, to review hours, what is needed, and do we need more people. He likes the binder with the tabs, works well.

Mike reports that the school district has partnered with the YMCA for the After-School program. Intend to hold program at Mari-Linn but if there isn’t enough participating they may have to bus the kids to Stayton. 

Next Meeting – September 29th

Mayor Donohue requests Agenda item for next month – project to benefit the community, get the community’s input. Submit ideas to City Hall. 

Adjourned 8:03 pm

Transcribed by Micki Valentine, City Recorder