Gateway to the Lakes" OREGON EAGLE POINT CITY COUNCIL 17 BUCHANAN AVE. SOUTH, EAGLE POINT, OREGON REGULAR MEETING MINUTES 1. CALL TO ORDER 7: 00 P. M. Council President Bilden called the meeting to order at 7: 00 p.m. Council Members Present: Jonathan Bilden, Wayne Brown, Bill Fierke, Ruth Jenks, Kathy Sell, and Aaron Prunty. Council Members Absent: Bob Russell. Staff Members Present: Henry Lawrence, City Administrator; Robert Miller, Public Works Director; Melissa Owens, Finance Officer; Vern Thompson, Police Chief; Mike Upston, Planning Director; and Cindy Hughes, City Recorder. Guests: Suzi Collins, Planning Commissioner; Millie Wewerka, Budget Committee Member and Planning Commissioner; Jerry Zieman, Budget Committee Member; and members of the public and press. 2. FLAG SALUTE AND INVOCATION Council President Bilden called on Councilor Brown to lead the Pledge of Allegiance and Jerry Zieman offered an invocation. 3. AUDIENCE QUESTIONS OR COMMENTS CONCERNING ITEMS NOT ON THE AGENDA There were no audience questions or comments concerning items not on the agenda. 4. PRESENTATIONS There were no presentations. 5. PUBLIC HEARINGS There were no Public Hearings. 17 Buchanan Ave. South P.O. Box 779 Eagle Point, OR 97524 City Hall 826-4212 Police 826-91.71 Fax 826-6155
Page 2 of 6 6. CONSENT CALENDAR 6. 1 Presentation of Regular Meeting Minutes of May 12, 2015. Council President Bilden announced the Consent Calendar. Cindy Hughes, City Recorder, proposed to revise Item No. 10. 5 of the Minutes to include the motion, discussion, and voting record as presented to the Council ( Submission No. 1). There being no further discussion, Council President Bilden asked for a motion. Councilor Fierke moved to approve the Consent Calendar as presented with the proposed revisions and Councilor Sell seconded the motion. There was no further discussion regarding the Consent Calendar. Roll call: Jonathan Bilden, aye; Wayne Brown, aye; Bill Fierke, aye; Ruth Jenks, aye; Aaron Prunty, aye; Kathy Sell, aye; and Bob Russell, absent. The motion passed unanimously by those present. 7. CONSIDERATION OF ITEMS REMOVED FROM THE CONSENT CALENDAR There were no items considered for removal from the Consent Calendar. 8. PRESENTATION OF BILLS TO BE PAID Council President Bilden asked if there were questions regarding the bills to be paid. Questions arose regarding payments to Rogue Valley Council of Governments ( RVCOG), Stoel Rives LLP, and Hardy Engineering and Associates, Inc. The payment to RVCOG was for a donation to the Food and Friends program from the current year' s budget. Payment to Stoel Rives LLP was for the deposit on the water right purchase; and Hardy Engineering was for the engineering services on the Cottonwood development and VA Cemetery expansion. There being no further questions, Councilor Sell moved to approve the bills to be paid including the Additional Bills List in the amount of $ 17, 636. 67. Councilor Prunty seconded the motion. There was no further discussion. Roll call: Wayne Brown, aye; Bill Fierke, aye; Ruth Jenks, aye; Aaron Prunty, aye; Kathy Sell, aye; Jonathan Bilden, aye; and Bob Russell, absent. The motion passed unanimously by those present. 9. OLD BUSINESS There was no Old Business to discuss. 10. NEW BUSINESS 10. 1 Resolution No. 2015-25. A Resolution authorizing the selection of consultant(s) for Engineering Services for USDA Water System Improvements. Robert Miller, Public Works Director, provided a brief overview as detailed in the related Agenda Statement. The 2013 Water System Master Plan identified needed improvements to the existing water system. During the last year, the City worked with Civil West Engineering Services to complete a Preliminary Engineering Report as required by USDA - Rural Development for funding. Although there are several proposed components, the key components of the project are construction of a new
Page 3 of 6 tank and relocation/ upgrades of the Bellerive Pump Station. Mr. Miller further explained that the Request for Proposals had been advertised and field reviews conducted. Proposals were submitted by Century West Engineering, Civil West Engineering Services, Inc., HDR, Inc., Murray Smith & Associates, Inc., and RI-12 Engineering, Inc. Next, Mr. Miller introduced the following representatives: Evan Malepsy and Jeff Ballard of RH2, Brian Gintner of Murray Smith, Michael Bull of Century West, John Parianni of Parianni Surveying ( representing most of the firms for surveying), and James Parmenter and Jamir Lopez of Civil West. Mr. Miller noted that a review team comprised of the City Administrator, Public Works Director, and Public Works Supervisor together with input from the Finance Officer, Melissa Owens, ranked the following firms based upon the submitted proposals and the evaluation criteria: 1. Murray, Smith & Associates, Inc. 2. Civil West Engineering Services, Inc. 3. HDR, hic. Mr. Miller clarified that any of the firms could complete the project and the City Council has the authority to change the ranking. Mr. Lawrence explained that the Council could not consider price or inquire about rates at this stage of the selection process. Mr. Miller noted that access to the proposals had been provided to the City Council; however, it was determined later in the meeting that hardcopies would be provided along with the evaluation criteria to assist the Council in its evaluation. In addition, the Council discussed and concurred that it would be appropriate to delay its decision until the next meeting, noting the seriousness of the decision and material to be reviewed. Brian Gintner of Murray Smith was asked to give an explanation regarding the Pressure Reducing Valve Station and Pressure Zone Configurations. Mr. Gintner explained about their task of evaluating the recommendations and determining if everything was appropriately located. From their review, there could be slight changes but the engineering analysis was not thought to be inappropriate. One question to the engineering firms was whether they were local companies. Civil West and Century West are both located in Eagle Point while RI-12 is in Central Point. Murray Smith' s nearest office is in Springfield, Oregon, and Brian Gintner' s office is in Portland. Mr. Miller reported HDR' s office is located in Ashland, Oregon. Councilor Fierke made a motion to table and continue to the next meeting. Councilor Prunty seconded the motion. A brief discussion followed about providing a written explanation of the selection process. Roll call: Bill Fierke, aye; Ruth Jenks, aye; Aaron Prunty, aye; Kathy Sell, aye; Jonathan Bilden, aye; Wayne Brown, aye; and Bob Russell, absent. The motion passed unanimously by those present.
Page 4 of 6 10. 2 Resolution No. 2015-26. A Resolution authorizing a City of Eagle Point Personal /Professional Services Contract with Kunert Electric LLC for the Main Street Lighting Phase II. Robert Miller, Public Works Director, provided an overview of the proposed six lights and eight electrical tree well outlets planned to begin at Centennial Plaza to the Old Fire Station property; and the sidewalk replacement near the curb to allow for new conduit. Included in the budgeted $ 78, 500 is the Main Street Lighting - Phase II project 74, 500), and the project to install three Loto Street Lights ($ 4, 000). Funding comes from the Street Fund Main Street Improvements $ 35, 000; General Fund Non Departmental) Downtown Street Lights $ 26, 000; and Street SDC Street Lights $ 17, 500. Streetlights were purchased separately at a cost of $21, 474. The proposed project was appropriately advertised and the project was rebid for prevailing wage and design revisions. Two contractors bid on the project each time. Kunert Electric, LLC with a bid in the amount of $42, 620.00, and Pacific Electrical Contractors bid in the amount of $46,403. 54. Both bids were responsive and it was recommended to award the contract to the lowest responsive, responsible bidder. The discrepancy on individual items was discussed and Mr. Miller explained that one bid included trenching for conduit in a different area than the other bidder based on their interpretation of the specifications. However, there was not enough discrepancy to disqualify the bid. It was also clarified that Kunert Electric installed the first set of lights. There being no further discussion, Council President Bilden asked for a motion to approve Resolution No. 2015-26. Councilor Jenks made a motion to approve Resolution No. 2015-26 and Councilor Fierke seconded the motion. There was no discussion. Roll call: Ruth Jenks, aye; Aaron Prunty, aye; Kathy Sell, aye; Jonathan Bilden, aye; Wayne Brown, aye; Bill Fierke, aye; and Bob Russell, absent. The motion passed unanimously by those present. 10.3 Resolution No. 2015-27. A Resolution authorizing a City of Eagle Point Personal /Professional Services Contract with Crater Landscape Management for 2015 On -Call Park Mowing Services. Robert Miller, Public Works Director, provided an overview beginning with the City' s growth as well as development of new parks. The proposed contract for mowing services at the City' s largest parks would assist the Public Works Department in keeping up with summer maintenance, scheduled projects and special events. The 2015 On -Call Park Mowing was appropriately advertised and the following four local bids were received: Crater Landscape Management... $ 350 /week Overstreet Landscape... $ 812 /week Rolling Hills Landscape... $ 985 /week ProLawn Service, Inc... $ 1, 200 /week
Page 5 of 6 Staff recommended approval of the lowest proposal from Crater Landscape Management. Discussion ensued about the discrepancy in the bid amounts and Mr. Miller assured the Council that the low bidder would honor the bid. A question was also raised about Crater Landscape Management parking trailers on a residential street in Eagle Point. Staff planned to direct Code Enforcement to evaluate the situation and address as appropriate. Council President Bilden asked for a motion to approve Resolution No. 2015-27. Councilor Prouty made a motion to approve Resolution No. 2015-27 and Councilor Sell seconded the motion. There was no discussion. Roll call: Ruth Jenks, aye; Aaron Prunty, aye; Kathy Sell, aye; Jonathan Bilden, aye; Wayne Brown, aye; Bill Fierke, aye; and Bob Russell, absent. The motion passed unanimously by those present. 11. REPORTS FROM CITY COUNCIL AND CITY COMMITTEE REPRESENTATIVES Councilor Brown reported everything was good with Rogue Valley Sewer Services except one key person was moving out of the area although that position would be refilled. Councilor Fierke rexorted on School District 9 Board passing its budget. At the work session on May 13, there were three main items: demonstration of I -pad applications from the middle school, discussion regarding a pre - school proposal due to few students being prepared for kindergarten, and discussion about a dual language program starting at the kindergarten class level in White City. At the Board' s regular meeting, there was a presentation about the Charter School and Learning Center. There are approximately 200 students and they would like to increase that number to 250 students. On a separate note, Councilor Fierke discussed pictures of Veterans on light poles in Susanville, California. Councilor Fierke did not know details about the display but nevertheless reported it as a nice showing. In addition, Councilor Fierke discussed population statistics as reported in the Medford Mail Tribune in comparison to the figures provided by the Portland State University Population Research Center. Along those lines, Councilor Fierke expressed disappointment about a statement in the recent Fire Station Property Development Proposal regarding Eagle Point' s population quickly reaching 10, 000. While Councilor Fierke liked the proposal, he would have liked for that statement to have been removed, noting credibility as a factor. Council President Bilden announced the upcoming Economic Development Commission meeting, and reported attending an ACCESS Board Retreat which included a discussion about a grant for Veteran Homelessness. With pleasure, Council President Bilden reported attending the Memorial Day Celebration at the VA Cemetery with his family. The event was well attended with Mayor Russell, both U.S. Senators and Congressman Walden in attendance. 12. STAFF REPORTS Mike Upston, Planning Director, reported receiving numerous building permit applications, mostly for single family homes. Mr. Upston noted that the recent edition of the Friday Letter included commentary about multi- family housing, and livability. Additionally, it
Page 6 of 6 contained a listing of Development Services' activities during the past fiscal year as well as long range work plans. A brief discussion followed regarding multi - family homes such as duplexes and triplexes, as well as Eagle Point being a bedroom community. Melissa Owens, Finance Officer, announced the City is now 83% through the fiscal year. Ms. Owens also provided the Financial Report during the meeting and discussed SDCs coming in as permits are issued. Currently, the City is at 120% of the projected permits issued. Ms. Owens further reported on the completion of the budget document with corrections being provided to the Budget Committee. Ms. Owens welcomed comments regarding the budget and noted the meeting was scheduled for May 28th. Anyone not able to attend the meeting was asked to let staff know. Lastly, Ms. Owens announced a new tenant at the Judge Stewart House, a marriage and family counselor. Robert Miller, Public Works Director, expressed appreciation to the Council for their approval of the mowing contract. Mr. Miller also reported on the initial review process for the selection of playground equipment for the Lucas Park Natural Playground. Additionally, construction projects are well under way, and Mr. Miller noted the upcoming June 13th bike ride and the 4th of July celebration. Vern Thompson, Chief of Police, reported attending a two -day class on Emergency Operations Centers. In regard to staffing, Officers Anselmi and LaFord will return in July. Henry Lawrence, City Administrator, reported the Friday Letter had gone out earlier in the day. Cindy Hughes, City Recorder, reported recruitment for the Economic Development Commission and Parks & Recreation Commission. 13. INFORMATION There were no information items for discussion. 14. ADJOURN There being no farther business, Mayor Russell closed the meeting at 7: 49 p.m. Respectfully submitted, ndy Hu es Recorder AAF LV Z:\ I- Comcil\Minutes\ 2015\2015-05- 26- Comoil- Minutm.doe