Dayton Rich in History...Envisioning Our Future
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1 AGENDA DAYTON CITY COUNCIL REGULAR/EXECUTIVE SESSION DATE: MONDAY, JANUARY 8, 2018 PLACE: CITY HALL ANNEX, 408 FERRY STREET TIME: 6:30 PM Dayton Rich in History...Envisioning Our Future ITEM DESCRIPTION PAGE # A. CALL TO ORDER & PLEDGE OF ALLEGIANCE B. ROLL CALL C. APPEARANCE OF INTERESTED CITIZENS This time is reserved for questions or comments from persons in the audience on any topic. D. ACTION ITEMS 1. Council President Election 2. Reappointment of Historic Preservation Committee Members 1 3. Amend City Manager Recruitment Process Schedule 3-6 EXECUTIVE SESSION The City Council will meet in Executive Session pursuant to ORS (2)(a) to consider the employment of a public officer, employee, staff member or individual agent. E. CITY COUNCIL COMMENTS/CONCERNS F. INFORMATION REPORTS 1. City Manager s Report 7-10 G. ADJOURN Posted: 01/04/2018 Rochelle Roaden, City Recorder Persons with hearing, visual or manual impairments who wish to participate in the meeting should contact the City of Dayton AT LEAST 32 WORKING HOURS (4 DAYS) prior to the meeting date in order that appropriate communication assistance can be arranged. The City Hall Annex is accessible to the disabled. Please let us know if you need any special accommodations to attend this meeting. NEXT MEETING DATES City Council Special/Executive Session, Monday, January 22, 2018 City Hall Annex, 408 Ferry St, Dayton
2 To: Honorable Mayor and City Councilors From: Rochelle Roaden, Interim City Manager Issue: Approval of Historic Preservation Committee Members Background and Information All five of the members need to be re-appointed to the Historic Preservation Committee. All five would like to continue to serve another four year term. Interim City Manager Recommendation: I recommend re-appointing Kim Courtin, Dave Hargett, Kelly Haverkate, Wayne Herring and Judy Gerrard to the Dayton Historic Preservation Committee. Potential Motion to Re-Appoint: I move to re-appoint Kim Courtin, Dave Hargett, Kelly Haverkate, Wayne Herring and Judy Gerrard to the Dayton Historic Preservation Committee. City Council Options: 1 Move to re-appoint Historic Preservation Committee members as recommended. 2 Move to re-appoint only one or more Historic Preservation Committee members. 3 Take no action and direct Staff to do more research and bring more options back to the City Council at a later date. 1
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4 To: Honorable Mayor and City Councilors From: Rochelle Roaden, Interim City Manager Issue: Amend the City Manager Recruitment-Process Schedule Background and Information The City Manager Recruitment-Process schedule approved at the November 6, 2017, City Council meeting lists January 15 th as the completion date for Step 12 (Candidate Interviews Community Open House followed by Interviews in Executive Session, Selection of Successful Candidate, Delegation to Negotiate). Due to scheduling conflicts, the date for Step 12 should be moved to Monday, January 22 nd, so all City Councilors will be in attendance. Interim City Manager Recommendation: I recommend amending the City Manager Recruitment-Process Schedule changing the Step 12 Completion Date from January 15 th to January 22, Potential Motion to Amend: I move to amend the City Manager Recruitment Process Schedule changing the Step 12 Completion Date from January 15 th to January 22, City Council Options: 1 Move to amend City Manager Recruitment-Process Schedule. 2 Take no action and direct Staff to do more research and bring more options back to the City Council at a later date. 3
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6 Approved Schedule STEP ESTIMATED TIME COMPLETION 1 Council Develop and Approve Recruitment Process / Advertisement November 6 2 Council Develop and Approve Position Profile November 6 3 Place Advertisement November 7 4 Initial Review Date Four to six weeks December 4 5 Send Acknowledgment Letters One week after closing December 11 6 Screen / Score Applications One week after closing December 11 Council meets to (1) Close recruitment, and (2) Select Candidates for Phone/Skype 7 Interviews (3) approve interview questions December 11* One week after closing. and score sheets (Optional depending on number of applications) 8 Phone/Skype Interviews for Top Candidates in Executive Session (Optional depending on number of December 18 applications) 9 Council Selects Candidates for Background and Reference Checks in December 18 Executive Session 10 Obtain Candidate Release / Conduct Backgrounds and Reference Checks 3 4 weeks January 8 11 Council Meets in Executive Session to (1) Select Finalists for Interviews, (2) approve January 8* interview questions and score sheets 12 Candidate Interviews Community Open House followed by Interviews in January 15 Executive Session. 12 Selection of Successful Candidate, Delegation to Negotiate January 15 (Council meetings are 1 st and 3 rd Mondays of the month, * notes a special meeting.) 5
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8 City of Dayton Check Register - no signature lines Page: 1 Check Issue Dates: 11/1/ /30/2017 Jan 04, :31PM Report Criteria: Report type: Summary GL Check Check Vendor Invoice Invoice Invoice Discount Check Period Issue Date Number Number Payee Number Sequence GL Account Taken Amount 11/17 11/06/ Elizabeth Wytoski REIMB 11/2/ /17 11/17/ Alexonet Inc /17 11/17/ Ashley Backhaus DEP REFUN /17 11/17/ Baker Rock Resources Multiple /17 11/17/ Beery, Elsner & Hammond NOV /17 11/17/ Business Radio Licensing WQIX /17 11/17/ Cascade Columbia Multiple , /17 11/17/ Chemeketa Community College S /17 11/17/ CIS Trust DAY-I /17 11/17/ City of Dayton Multiple /17 11/17/ City of Newberg OCT , /17 11/17/ City of Yamhill /17 11/17/ City Sweepers, LLC /17 11/17/ Comcast Cable /17 11/17/ Confederated Tribes of Grand Ro CITY/CTY DI /17 11/17/ Copiers Northwest, Inc INV /17 11/17/ Copy Cats /17 11/17/ Corporation Division /17 11/17/ Davison Auto Parts Multiple /17 11/17/ DCBS Fiscal Services OCT /17 11/17/ Debra Lien PETTY CAS /17 11/17/ DEQ WQ18DOM , /17 11/17/ Edge Analytical Multiple /17 11/17/ Express Services, Inc. Multiple , /17 11/17/ eztask.com, Inc , /17 11/17/ Ferrellgas /17 11/17/ Frontier Multiple /17 11/17/ Grainger , /17 11/17/ GSI Water Solutions, Inc /17 11/17/ Hach Company Multiple /17 11/17/ Iron Mountain Records Mgmt PJR /17 11/17/ John Deere Financial /17 11/17/ Kelly and Brian DeKar DEPOSIT RE /17 11/17/ Lane Wilson DEPOSIT RE /17 11/17/ Lowe's Multiple /17 11/17/ Michael & Melissa Lorenzen DEPOSIT RE /17 11/17/ Mid-Willamette Valley COG Multiple , /17 11/17/ Office Depot, Inc Multiple /17 11/17/ OHA - Drinking Water Services D6845 T /17 11/17/ One Call Concepts, Inc /17 11/17/ Oregon Dept of Revenue OCT /17 11/17/ PGE Multiple , /17 11/17/ Portland Engineering, Inc /17 11/17/ Portland General Electric WO: M /17 11/17/ Recology Western Oregon Multiple /17 11/17/ Rochelle Roaden /17 11/17/ Rosendo Valdovinos DEPOSIT RE /17 11/17/ Schulz-Clearwater Sanitation, Inc /17 11/17/ Scott Pingel REIMB /17 11/17/ Stacy Millsap DEP REFUN /17 11/17/ Staples Credit Plan Multiple /17 11/17/ Statesman Journal ANNUAL RE /17 11/17/ Steve Sagmiller REIMB M = Manual Check, V = Void Check 7
9 City of Dayton Check Register - no signature lines Page: 2 Check Issue Dates: 11/1/ /30/2017 Jan 04, :31PM GL Check Check Vendor Invoice Invoice Invoice Discount Check Period Issue Date Number Number Payee Number Sequence GL Account Taken Amount 11/17 11/17/ Terminix Processing Center /17 11/17/ US Bank Multiple , /17 11/17/ VFW post # /17 11/17/ Westech Engineering, Inc Multiple , /17 11/17/ Wilco Multiple /17 11/17/ Xylem Dewatering Solutions, Inc /17 11/17/ Yamhill County Community Corre OCTOBER /17 11/17/ Yamhill County Sheriff NOV , /17 11/17/ Yamhill County Sheriff /17 11/17/ YCOM FY18-05-DA , /17 11/30/ AFLAC /17 11/30/ Baker & Taylor /17 11/30/ Cindy Holmes REFUND DE /17 11/30/ CIS Trust DEC , /17 11/30/ Comcast Cable - phone /17 11/30/ Corey Brown REIMBURSE /17 11/30/ Edge Analytical Multiple /17 11/30/ Frontier /17 11/30/ Hashina Monteith DEPOSIT RE /17 11/30/ Northwood Signs , /17 11/30/ Oregon Dept of Revenue L /17 11/30/ Oregon Dept of Revenue NOV , /17 11/30/ PGE /17 11/30/ Pitney Bowes Purchase Power , /17 11/30/ Print NW /17 11/30/ Sprint Grand Totals:.00 90, M = Manual Check, V = Void Check 8
10 TO: MAYOR WYTOSKI AND CITY COUNCIL MEMBERS THROUGH: ROCHELLE ROADEN INTERM CITY MANAGER FROM: STEPHEN SAGMILLER PUBLIC WORKS DIRECTOR SUBJECT: PUBLIC WORKS ACTIVITIES REPORT DECEMBER 2017 Water: Regulatory Samples bi weekly Daily rounds Work orders Repair chlorine at Treatment Plant Locates Meter reading Meter Re Reads Turn ons / turn offs Water Report to Lafayette Water report to State Meter replacement (various) Emergency shut offs (various) Install radios on McDougal Repair well 1 Wastewater: Regulatory Samples bi weekly Daily Rounds Check operation of lift stations daily Locates DMR to DEQ Parks: Clean Restrooms at park daily Dump garbage all parks Mow parks Leaf pickup in parks Facilities: Dump garbage at CC 9
11 Fire extinguisher checks Storm water: Locates Streets: Dump garbage on Ferry Street sweeping Misc: Deliver agendas 10
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