lebanon city council meeting...draft lebanon city council meeting minutes – 12/13/17 page 2 of 4...

Lebanon City Council Meeting Agenda – 1/10/2018 of 2

Mayor Paul Aziz

Councilor Jason Bolen Council President Bob Elliott Councilor Floyd Fisher Councilor Robert Furlow Councilor Rebecca Grizzle Councilor Wayne Rieskamp

MISSION STATEMENT The City of Lebanon is dedicated to providing exceptional services and opportunities that enhance

the quality of life for present and future members of the community.

CALL TO ORDER / FLAG SALUTE

ROLL CALL

APPROVAL OF COUNCIL MINUTES: December 13, 2017 Regular Session Minutes

CONSENT CALENDAR: The following item(s) are considered routine and will be enacted by one motion. There will not be a separate discussion of these items unless a Councilor so requests. In this case, the item(s) will be removed from the Consent Calendar and considered separately.

AGENDA: Lebanon City Council Agenda – January 10, 2018 APPOINTMENT: Budget Committee – Kim Ullfers (reappointment) EASEMENTS: Aspen Place Apartments & Christ Community Lutheran Church

PROCLAMATION / PRESENTATION / RECOGNITION:

Introduction – Matt Apken, Finance Director

PUBLIC COMMENTS: The Council welcomes all respectful comments regarding the City’s business. Citizens may address the Council by approaching the microphone, signing in, and stating their name and address for the record. Each citizen is provided up to 5 minutes to provide comments to the Council. The Council may take an additional two minutes to respond. The City Clerk will accept and distribute written comments at a speaker’s request.

REGULAR SESSION:

1) Enterprise Zone Extended Tax Abatement Agreement – Griffin Bros, Inc. (Albany)

Presented by: Gary Marks, City Manager

Approval/Denial by RESOLUTION NO. 2018-1

LEBANON CITY COUNCIL AGENDA January 10, 2018 (6:00 p.m.)

Santiam Travel Station 750 3rd Street, Lebanon, Oregon

Revised 1/10/18

Lebanon City Council Meeting Agenda – 1/10/2018 of 2

2) City Manager's Report

Presented by: Gary Marks, City Manager

Discussion

ITEMS FROM COUNCIL

Jail tour reminder – Mayor Aziz Council preference on Utilities Update – 5:00 p.m. Work Session before the February

14 meeting or Noon Session on February 28 – Mayor Aziz

PUBLIC COMMENTS: An opportunity for citizens to comment on items of city business.

ITEMS FROM PRESS: An opportunity for the Press to ask questions pertaining to city business.

NEXT SCHEDULED COUNCIL MEETING(S)

February 14, 2018 (6 p.m.) Regular Session March 14, 2018 (6 p.m.) Regular Session

ADJOURNMENT

EXECUTIVE SESSION: Executive Sessions are closed to the public due to the highly confidential nature of the subject. It is unlawful to discuss anything outside of the Executive Session. Final action/decisions are to be made in open session.

Per ORS 192.660(2)(e) To conduct deliberations with persons designated by the governing body to negotiate real property transactions.

[City Council Annual Jail Tour – following adjournment]

Added

Added

Approval of Minutes

DRAFT Lebanon City Council Meeting Minutes – 12/13/17 Page 1 of 4

Council Present: Mayor Paul Aziz, Councilors Bob Elliott, Robert Furlow and Wayne Rieskamp Staff Present: City Attorney Tré Kennedy, City Manager Gary Marks, City Clerk Linda Kaser,

Police Chief Frank Stevenson, Interim Finance Director Tina Huff, Engineering Services Director Ron Whitlatch and Engineering Services Supervisor Rob Emmons

CALL TO ORDER: Mayor Aziz called the Regular Session of the Lebanon City Council to order at 6:02 p.m. in the Santiam Travel Station Board Room and led in the Pledge of Allegiance.

ROLL CALL: Roll call was taken with Councilors Bolen, Fisher and Grizzle absent. Mayor Aziz stated that Councilor Bolen was unable to attend tonight’s meeting due to a death in the family.

APPROVAL OF CITY COUNCIL MINUTES

Councilor Elliott moved, Councilor Rieskamp seconded, to approve the November 8, 2017 Regular Session Minutes as presented. The motion passed unanimously.

CONSENT CALENDAR

AGENDA: City of Lebanon Council Agenda – December 13, 2017 APPOINTMENTS: Arts Commission – Ray Hendricks & Kate Lacy BOARD MINUTES: Arts Commission – October 9, 2017 Bike & Pedestrian Advisory Board – September 28, 2017 Library Advisory Committee – September 12, 2017 LIQUOR LICENSE: Bigfoot Bites, Inc. (1112 S. Main Street) – New Outlet

Councilor Furlow moved, Councilor Elliott seconded, to approve the Consent Calendar as presented. The motion passed unanimously.

PRESENTATION – 2017 Audit Report – postponed to the January 10, 2018 Council meeting

PUBLIC COMMENTS

Bill Sullivan, PO Box 2506, noticed that there was more than one City maintenance staff person working on the School District property and asked who is paying for the additional staff since his understanding was that the City was only going to hire one person for that job. City Manager Marks explained that the City added one more City employee to a two-man team to accomplish more in an efficient manner. All three employees are used as a team for both the City properties and the School properties.

Tom Pouliot, 1350 Williams Street, left material from another City on possible museum ideas. He also asked whether the City recognizes those [businesses] who renovate their building, like the log cabin look that Bigfoot Bites did. Mayor Aziz stated that the City does not but the Chamber of Commerce or the Downtown Association may.

LEBANON CITY COUNCIL MINUTES – DRAFT December 13, 2017


Nick Bottger, 2060 S. 5th Street, recalled that they came to the Council a few months ago regarding a number of issues related to their neighborhood and are here tonight to thank Police Chief Stevenson and Maintenance Services Director Williams for their help in working with ODOT to reclassify this area as a school zone (because of speeding). He shared that Stevenson has also been working on a number of other things with the City and School Board to help them accomplish this. We look forward to watching this be followed through.

Wyatt King, 2076 S. 5th Street, reiterated Mr. Bottger’s statement; the response by the Police Department has been amazing. Chief Stevenson and Community Policing Officer Johnson personally contact us with updates and attended a couple of our neighborhood watch meetings. It is great to feel heard and know things are being done. We understand that there has been an application submitted to make the entire block a school zone. Thank you all for your action, and Councilor Rieskamp for getting back to my message. It is wonderful to know that the City listens and works. In response to Councilor Reiskamp’s question about the traffic counters, Mr. King reported that speeding has been reduced due to that and the increased police presence.

REGULAR SESSION

1) Biosolids Emergency Hauling Agreement

Engineering Services Director Whitlatch provided background and presented a resolution authorizing execution of an annual agreement with the City of Albany and City of Millersburg for emergency biosolids hauling due to an excess of solids at the wastewater treatment plant.

Mayor Aziz asked how much the City is currently hauling. Whitlatch indicated that it varies from year to year. He briefly explained the hauling schedule; there is no room for winter haul storage if conditions for spreading are not just right. Maintenance Services Supervisor Emmons’ guesstimate was that the winter haul may be about 250,000 gallons.

In response to Councilor Furlow's question, Whitlatch stated that the cost could be up to $36,000 (for a half million gallons per year at approximately 8 cents per gallon) but he does not foresee having to haul that much.

He confirmed for Councilor Elliott that this should avoid having to haul to Roseburg.

Responding to Mayor Aziz's comment that it is nice to have a better relationship with Albany, Whitlatch agreed and added that Albany approached Lebanon about this.

Kennedy read the title of RESOLUTION NO. 2017-38. Councilor Elliott moved, Councilor Rieskamp seconded, to APPROVE RESOLUTION NO. 2017-38, A RESOLUTION AUTHORIZING EXECUTION OF AN INTERGOVERNMENTAL AGREEMENT WITH THE CITY OF ALBANY AND CITY OF MILLERSBURG FOR EMERGENCY BIOSOLIDS HAULING. The motion passed unanimously.

2) City Manager's Report – Marks provided highlights:

New Finance Director – Staff is looking forward to the new Finance Director, Matt Apken, starting next Monday.

Intermodal Rail Truck Facility Siting Process – The Oregon Shipping Group identified Lebanon as an ideal location for this facility and, on our behalf, will be applying to ODOT for funds to help develop plans in advance of ODOT's site selection process, which will be sometime next year. Marks stated that the application is due Friday, December 15 and we feel that this will be a strong application. He thanked the Councilors who provided letters of


support. The Transportation Board will likely provide funds to several sites to develop plans; they will base their choice on those plans. Possible other sites include Millersburg, Brooks and Springfield.

LBCC Business Incubator – LBCC will be utilizing their building on Main Street (former JC Penney) to create a business incubator. The college assigned staff to this project and are calling it a “makerspace.” We are working with RAIN (a group that supports budding entrepreneurs) on a Business Oregon funding application. Funds will be for the incubator project and to hopefully develop an economic development position for the City of Lebanon. If finances prove to be strong we hope to include this position in our next FY’s budget. The final piece of the application is to jointly fund, with six other cities in our region, an entrepreneurial advisor for RAIN who would be assigned to the Linn and Benton County areas working with individuals who have business ideas and need assistance with resources in developing those ideas. The cities that we are partnering with are Sweet Home, Harrisburg, Halsey, Monroe, Brownsville and Philomath along with RAIN and LBCC.

3) Accepting the City’s 2017 Audit Report

Marks stated that he received and reviewed the audit report today. It is a clean audit; overall fund balances are up. Interim Finance Director Huff agreed with his comments. Marks applauded Huff and her staff and added that Mayor Aziz recognized Huff with the Extra Mile Award.

In response to Mayor Aziz's question, Marks and Huff indicated that there were no corrective actions.

Responding to Councilor Furlow's question, Huff stated that she was not aware of any comments about the policies and procedures implemented in the last couple of years. Marks added that the new auditor is aware of them.

Mayor Aziz stated that he feels uncomfortable accepting the audit without seeing the documents so this item was tabled to January 10, 2018 Council meeting.

ITEMS FROM COUNCIL –

Councilor Furlow reported about an issue involving numerous requests for assistance on 12th Street that always seems to have no resolve due to jurisdictional boundaries. He suggested forming a City/County taskforce to deal with these borderline issues, as this likely also occurs in other areas. Marks explained that the situation on 12th Street is that the City lacks the ability to enforce something on a County resident. Marks stated that he can propose this to County staff with the hope of getting a positive response.

Mayor Aziz announced that three Budget Committee members are needed – two from Ward I and one from Ward III. He previously discussed with Marks and City Clerk Kaser opening these positions (at a later date) to "at large" because of the struggle to get people on this committee. Councilor Rieskamp agreed.

Mayor Aziz shared that Cascade Christmas lights runs from 6:00-11:00 p.m.

Marks stated that the Arts Commission is selling calendars for $30 as a fundraiser. It includes pictures of Lebanon and the surrounding area submitted through a local photography contest.


PUBLIC COMMENTS

Bill Sullivan, PO Box 2506, thanked the Mayor for not approving the audit without having looked at the hard copy.

John Brown, 33435 Tennessee Road, thanked the Maintenance Department for doing a good job of cleaning up the mud on the Marks Slough Trail.

[Tammy Harvey] thanked the Mayor for putting on the Christmas light display every year.

ITEMS FROM PRESS – There were no comments or questions.

NEXT SCHEDULED COUNCIL MEETING(S)

January 10, 2018 (6 p.m.) Regular Session February 14, 2018 (6 p.m.) Regular Session

ADJOURNMENT

Mayor Aziz adjourned the Regular Session at 6:40 p.m.

[Minutes prepared by Linda Kaser & Donna Trippett]

Minutes Approved by the Lebanon City Council on

this 10th day of January 2018. Paul R. Aziz, Mayor Bob Elliott, Council President ATTESTED: Linda Kaser, City Clerk

Consent Calendar

Appointments

925 S. Main Street Lebanon, Oregon 97355 TEL: 541.258.4905 www.ci.lebanon.or.us

City Clerk’s Office

To: Mayor Aziz and City Council Date: January 3, 2018

From: Linda Kaser, City Clerk Subject: Budget Committee Reappointment – Kim Ullfers

I. CURRENT REPORT

Mayor Aziz is pleased to reappoint Kim Ullfers to the Lebanon Budget Committee at the January 10, 2018 City Council Meeting. Mr. Ullfers has served on the Lebanon Budget Committee since 2012. We are fortunate to have his budget committee experience continue for another three-year term which ends June 30, 2020.

II. RECOMMENDATION

Confirm the Mayoral appointment through the Consent Calendar. /lgk C: Kim Ullfers File Record

Easements & Rights-of-Way


Engineering Services

The attached easement and map is to be presented for approval at the next City Council meeting. This various width public utility easement is for the newly constructed water main extension as part of the Aspen Place Apartments project located along South Second Street. This easement is associated with the condition of approval per Planning File #14-11-70.

To: Ron Whitlatch, PE Engineering Services Director

From: Shana Olson Engineering Associate

Subject: Easement – Aspen Place Apartments

Date: December 21, 2017


Engineering Services

The attached easement and map is to be presented for approval at the next City Council meeting. This various width public utility easement is for the newly constructed water main extension as part of the Christ Community Lutheran Church project located along Market Street. This easement is associated with the condition of approval per Planning File #16-07-33.

To: Ron Whitlatch, PE Engineering Services Director

From: Shana Olson Engineering Associate

Subject: Easement – Christ Community Lutheran Church

Date: December 21, 2017

Proclamation/Recognition/Presentation

Introduction

Matt Apken, Finance Director

Agenda Item 1


City Clerk’s Office

To: Mayor Aziz and City Council Date: January 3, 2018

From: Linda Kaser, City Clerk Subject: Extended Tax Abatement Request for Griffin Bros, Inc. (Albany, Oregon)

I. BACKGROUND

The City of Lebanon is a co-sponsor of the South Santiam Enterprise Zone along with the City of Albany, Millersburg and Linn County.

II. CURRENT REPORT

Griffin Bros, Incorporated of Albany is planning a $1.5 million investment in the purchase and upgrade of a building as outlined in the attached memo from AMEDC President John Pascone. Griffin Bros is requesting a five-year tax abatement for this capital investment. The extension cannot officially be approved without a resolution adopted by each co-sponsor. This agreement does not, in any way, impact City of Lebanon’s tax revenues.

III. RECOMMENDATION

Move to approve Resolution #2018-1.

Memo

Date: December 19, 2017 To: South Santiam Enterprise Zone Co-Sponsors

Roger Nyquist Linn County Peter Troedsson City of Albany Gary Marks City of Lebanon Kevin Kreitman City of Millersburg From: John Pascone, President Subject: Griffin Bros, Inc. Enterprise Zone Application And Extended Abatement Agreement Griffin Bros is planning a $1.5 million investment in Albany which includes purchasing and upgrading a building in Albany and relocating 9 employees. They have completed an Enterprise Zone Authorization Application dated October 20, 2017. Under regular enterprise zone exemption rules the company is required to add 10% to their workforce, which would be 1 person, the exemption is 3 years. The company plans on hiring 1 new employee and relocating 9 for a total of 10 employees. For companies that agree to hire and pay wages and benefits in excess of 150% of Linn County’s Average Annual Wage, the firm can qualify for an additional 2 years. Attached is a draft resolution which needs to be passed by each co-sponsor. The zone manager (me) and the county assessor’s representative (Mark Wilkinson) cannot officially approve the company’s application until the extended resolution is approved by the co-sponsors. Please contact me if you have any questions. When you have the matter scheduled let me know and if desired, I could attend to present it on behalf of the company. Thank you, John

Resolution No. 2018-1 Page 1 of 3

A RESOLUTION APPROVING AN EXTENDED PROPERTY TAX ABATEMENT AGREEMENT BETWEEN THE CITY OF ALBANY, A COSPONSOR OF THE SOUTH SANTIAM ENTERPRISE ZONE AND GRIFFIN BROS, INC.

) ) ) ) )

RESOLUTION NO. 2018-1

WHEREAS, GRIFFIN BROS, INC. is expanding and investing in a building, remodeling and equipment; and

WHEREAS, GRIFFIN BROS, INC. intends to add one new employee; and

WHEREAS, GRIFFIN BROS, INC. anticipates providing average pay and benefits to these employees equal to or greater than 150% of the Linn County average, as required under ORS 285C.160; and

WHEREAS, GRIFFIN BROS, INC., which is located in the City of Albany, has applied to extend the property tax abatement for which it qualifies through its inclusion in the South Santiam Enterprise Zone; and

WHEREAS, the City of Albany has requested support of this agreement from the other cosponsors of the South Santiam Enterprise Zone; and

WHEREAS, the City of Lebanon is a cosponsor of the South Santiam Enterprise Zone.

NOW, THEREFORE, BE IT RESOLVED that the attached Extended Abatement Agreement (Exhibit A) is hereby approved by the Lebanon City Council.

Passed by the Lebanon City Council and executed by the Mayor on this 10th day of January, 2018 by a vote of ____yeas and ____nays.

CITY OF LEBANON, OREGON

Paul R. Aziz, Mayor Bob Elliott, Council President

ATTESTED BY: ______________________________ Linda Kaser, City Clerk


EXHIBIT A

Agreement for Oregon Enterprise Zone Extended Abatement AGREEMENT WITH THE SOUTH SANTIAM ENTERPRISE ZONE SPONSORS TO EXTEND PROPERTY TAX EXEMPTION TO FIVE CONSECUTIVE YEARS IN TOTAL FOR CAPITAL INVESTMENT BY GRIFFIN BROS, INC. The sponsors of the South Santiam Enterprise Zone comprising the governing bodies of the Cities of Albany, Lebanon, Millersburg and Linn County (hereinafter "The Zone Sponsor") and Griffin Bros, Inc. (hereinafter "The Firm") do hereby enter into an agreement for extending the period of time in which The Firm shall receive an exemption on its investment in qualified property in the South Santiam Enterprise Zone contingent on certain special requirements, under ORS 285C.160 (2003). The Zone Sponsor and The Firm jointly acknowledge: that subject to submission and approval of an application for authorization and the satisfaction of other requirements under ORS 285C.050 to 285C.250, The Firm is eligible for three years of complete exemption on its qualified property; that nothing in this agreement shall modify or infringe on this three-year exemption or the requirements thereof, and that this agreement becomes null and void if The Firm does not qualify for these three years of the exemption. The Zone Sponsor extends The Firm's property tax exemption an additional two years on all property that initially qualifies in the South Santiam Enterprise Zone in the assessment year beginning on January 1, 2019 and, thus, sets a total period of exemption of five consecutive years during which statutory requirements for the standard three-year enterprise zone exemption must also be satisfied and maintained. CONFIRMATION OF STATUTORY PROVISIONS In order to receive the additional two years of enterprise zone exemption granted herein, The Firm agrees herewith under 285C.160(3)(a)(A) that for each year of the entire exemption period, all of The Firm's new employees shall receive an average level of compensation equal to or greater than 150 percent of the county average annual wage, in accordance with the specific definitions and guidelines in Oregon Administrative Rules (OAR), Chapter 123, Division 65 (123-065-41##), which provides that: 1. Such compensation may include non-mandatory benefits that can be monetized; 2. The county average annual wage is set at the time of authorization, except as pursuant to ORS 285C.160(4), according to the 2018* Linn County average annual wage rate of $ 40,962 for which 150 percent equals $ 61,443. * Note: 2017/2018 is the year this rate applies; it is published by the Oregon Employment Dept. as Average Annual Wage by County- 2016.


3. Only employees working at jobs filled for the first time after the application for authorization but by December 31 of the first full year of the initial exemption and performed within the current boundaries of the South Santiam Enterprise Zone are counted; and 4. Only full-time, year-round and non-temporary employees engaged a majority of their time in The Firm's eligible operations consistent with ORS 285C.135 & 285C.200(3) are counted, regardless if such employees are leased, contracted for or otherwise obtained through an external agency or are employed directly by The Firm. LOCAL ADDITIONAL REQUIREMENTS For The Firm to receive the additional two years of enterprise zone exemption granted herein, The City of Albany, a Zone Sponsor and The Firm agree that no additional requirements in addition to statutory requirements are being requested by The Zone Sponsor under ORS 285C.160(a)(B). ACCEPTING FOR THE CITY of ALBANY, A ZONE SPONSOR OF THE SOUTH SANTIAM ENTERPRISE ZONE: ____________________________ ACCEPTING FOR GRIFFIN BROS, INC.: ______________________________ The other Zone Sponsors; City of Millersburg, City of Lebanon and Linn County approve this Agreement by passing separate Resolutions. Copies of which are attached.

Agenda Item 2

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City Manager Report – December 2017 Page 1 of 7

I. A. ADMINISTRATION – Gary Marks, City Manager

Month in Review: The following provides the highlights of my work during the month of December. • The City’s new Finance Director, Matt Apken, started work on December 18th. Welcoming him to our staff team caps a

five-month effort to fill the vacancy and also secure the financial expertise the City needs going forward. Thanks are due to the many elected officials and staff members who worked together both on the Finalist Selection Committee and the Interview Committee. Also, special thanks are owed to Debi Shimmin, HR Generalist, who provided the committees and I with excellent support throughout the process. If you have not had a chance to meet Matt please stop by City Hall soon.

• During the month of December, I worked with Walt Wendolowski, representatives of Oregon Rain (an organization promoting entrepreneurship and incubator spaces in the South Willamette Valley) and the city managers of Sweet Home, Brownsville, Harrisburg, Monroe, Philomath, and Haley to develop and submit a regionally-supported joint grant application to Business Oregon. The application seeks funding that would create a new RAIN position to promote and support entrepreneurial efforts in Linn and Benton Counties, potentially further the Linn Benton Community College incubator project (proposed for the old J.C. Penney Building on Main Street), and partially-fund the economic development position foreseen in the Lebanon 2040 Strategic Action Plan for the City of Lebanon. The grant application was submitted to Business Oregon on December 20th. The application process comes in two parts and we expect to learn by this Friday, January 5th, if the joint application will advance to the final phase for funding consideration.

• I also finished working with Attorney Kevin Mannix and the Oregon Shipping Group on the development of the application to the Oregon Department of Transportation Board for siting of an Intermodal Truck-Rail facility in Lebanon. I believe the finished application is very strong having garnered the endorsements of industry organizations and individuals representing nearly 200 local and regional members. We expect to learn by the end of January if the Oregon Shipping Group’s application has been selected to advance to ODOT’s final site selection phase.

• On December 5th, I served as the master of ceremonies for the City’s annual Employee Appreciation Event held at the Boulder Falls Event Center. During the event, the nine (9) members of the City’s Safety Committee were recognized, Eight (8) staff members received bonus awards for finishing the 2017 BALANCE Program (an employee self-improvement program), Nineteen (19) staff members received longevity awards for attaining years of service of 5, 10, 15, 20 and 25 years, and Tina Huff, Assistant Finance Director received the Mayor’s Extra Mile Award for 2017 for her efforts above and beyond her normal job to maintain the City’s finances during the vacancy in the Finance Director’s position. I also congratulated the entire staff for the efforts that led to the City receiving the 2017 Oregon Main Street Award for the “Best Downtown Public Improvement” for the Strawberry Plaza Project, and also for attaining the third Gold Safety Award in four years from the Oregon League of Cities and City/County Insurance Services. Finally, I addressed the staff team about the amazing teamwork seen in 2017 that made many good things happen for Lebanon. I listed off many of the team’s 2017 accomplishments which I have added here: o Construction of Strawberry Plaza o New Transit Development Plan o New Library Director o Progress on new Water Treatment Plant o Another Big Flush o Welcomed new Police Dog Lexi Honor o Airport Road Extension Project o Russell Drive Improvements o Joined the Linn Library Consortium

CITY MANAGER REPORT Reporting period: December 2017

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o Great programs for Seniors o Police Protection/bad guys arrested o Supported $11.4 million in new community development (as of Oct.) o Police Dispatch, Records and Administrative support o Christopher Columbus Park Improvements underway o Great Library service and programs o Support of the justice process through our Municipal Court and attorneys o School District Grounds Contract o Community Garden Project underway o Expanded Library hours o Transit Services throughout Lebanon o Utility billing and budget administration o Administration of bidding and contracting processes o Expansion of Ralston Park on Maple Street lot o Successful September 11th Event o I.T. support…nothing happens without it o Successful Oregon Mayors Conference o New Finance Director o Progress on Transportation Master Plan o Downtown Building Restoration Program launched o Ongoing infrastructure maintenance and meter reading o Added Lebanon Skate Park to City Parks o Progress toward Wetlands Delineation Update o Added Cheadle Lake Park to City Parks o Support for community events o Created new Arts Commission o Human Resources support in many areas o Clerk support for nearly all of the above o Clerk support for City Council and Boards o Legal support from City Attorney’s Office

• In addition to the above listed activities I participated in several meetings, including but not limited to meeting with representatives of the Build Lebanon Trails group concerning trail signage, attendance at the Chamber of Commerce Forum Lunch, lunch with Matt Apken on his first day, chairing the monthly meeting of the Arts Commission and lunch meetings of the Lebanon Optimist and Rotary Clubs.

B. HUMAN RESOURCES – Debi Shimmin, HR Generalist

• Employee Benefits & Rewards: Open Enrollment for Health Coverage and Flexible Spending plans concluded on December 8, for programs that begin on January 1, of the new plan year. --Notified staff of the voluntary benefit LegalShield and Identify Theft. --11 employees utilized FMLA/OFLA in 2017, compared to 9 in 2016, and 11 in 2015.

• Employee Safety/Wellness Committee: The Committee is busy working on the Employee Wellness Fair which will be held on February 6, 2018. --The Committee has finished its review of the Emergency Action Plan with plans to approve the first draft next month. --So far this year, there have only been two (2) employee injuries, and both were with no loss time injuries.

• Employee Recruitment: Finance Director: Matt Apken began work on December 18, 2017. --Park Maintenance Worker: Alex Williams began work on January 2, 2018. --Library Assistant I: 39 applications were received, with interviews scheduled for the first week in January 2018. --Communications Specialist: Interviews are scheduled for January 10, with a start date near the end of January 2018. --Job Descriptions: Working on developing an IT Systems Administrator and IT Technician job description for the IT Department. Both job descriptions will be submitted to LGPI for classification in January 2018.

• Employee Training: Noise Exposure training will be available to staff in January 2018, and Noise Awareness will be this month’s safety short topic.

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--I will be attending the National Labor Relations Board update for 2018, sponsored by Barran Leibman, on January 24, in Portland.

• HR Notes: HR has developed an Employee Recruitment Process Checklist to assist department directors and supervisors, which should be ready for distribution to staff sometime around the first of the new year. Along with the Benefits Enrollment Checklist Form and the Employee Status Change Checklist Form, all three documents are designed to improve internal control and workflow between departments, vendors, and the employee. -- Oregon law requires that public employers grant certain preferences in the hiring and promotion of veterans and disabled veterans, ORS 408.225 to 408.237. The City’s application has been updated to reflect these new requirements. The department directors will be briefed at the next manager’s meeting in January 2018. -- Effective October 6, The Equal Pay Law, House Bill 2005, prohibits employers from seeking the pay history of an applicant or employee from the applicant or employee or a current or former employer of the applicant or employee before the employer makes an offer of employment to the prospective employee that includes an amount of compensation; BOLI enforcement of this provision will begin January 1, 2019; The City’s application has been updated to reflect this new law.

II. LEGISLATIVE / CITY CLERK’S OFFICE – Linda Kaser, City Clerk

• Advisory Boards: Kim Ullfers agreed to serve another term on the Budget Committee. Mr. Ullfers will be appointed at the January 10 Meeting. There have been no other responses to the advertisement for Budget Committee members to fill the vacancies from Ward 1 and 3.

• City Council Meetings: The next Regular Council Meeting will be held on January 10 at 6:00 p.m. • Records / Filing: In 2010, I inherited a ton of old records that were stored in the Senior Center attic. Since that time, I

have been going through each box and file (as time allowed) to determine what needs to be kept per state law and how best to organize those records in our limited Archive space. The historical and permanent records have all been scanned as part of my mitigation plan, in case our records are ever damaged by flood or fire. After devoting most of December to working in the Archive Room, I’m happy to report that I’m finally seeing a light at the end of the tunnel. With any luck, I can keep my momentum and have this project done before the end of the fiscal year!

III. COMMUNITY DEVELOPMENT – Walt Wendolowski, Director A. Planning: • The December meeting was cancelled due to a lack of applications. The next scheduled meeting will be in January as the

Commission considers a Conditional Use for a dog park and reviews a preliminary report on the Transportation System Plan.

• Since last report, the Department has reviewed several applications including two Property Line Adjustments; two separate Administrative Reviews to construct a 10-unit apartment complex; Variances to fence height and building setbacks; and, a Partition/Administrative Review to establish two duplexes.

• Applications were recently submitted to for an Adjustment to setbacks, an Administrative Review for a large accessory building and multi-application to construct apartments.

• Work continues with scanning all prior land use and building permits to assist in future development of our existing Geographic Information System.

• Transportation System Plan’s consulting team is continuing work. A meeting was held in December to update the Technical Advisory Committee; a meeting will be held in January to update the Public Advisory Committee. Periodic updates and a comments map may be found at www.lebanontsp.org.

B. Building: • The City processed 48 permits in November, down significantly from 64 permits in October. For FY 2017/18 total fees to

date were $185,607 on $12,797,831 in valuation. By comparison, for the same period in FY 2016/17, the fees were $232,777 on $16,706,242 in valuation. While the work is steady, there are no large projects in the pipeline.

IV. ENGINEERING SERVICES – Ron Whitlatch, Director

• Construction of the New Water Treatment Plant (WTP) is continuing. Slayden Constructors (SCI) has completed the tie-backs to keep new intake structure in place. Construction of the actual intake will begin soon. Work is continuing at the

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Water Plant site as well, with construction of the underground piping and building foundations/floor slabs. The building sub-contractor will begin erecting the building in early January. Currently there are two City Staff assigned to the construction oversight along with intermittent help from Carollo Engineers. To date there have a couple of minor Change Orders associated with the Water treatment plant and one pending large ($50k - $75k) change order for the canal crossings. The raw waterline has been installed under the canal. The replacement of the underdrain for Cheadle Lake has been put on hold. Staff will be coordinating with Albany and Carollo Engineers to determine a different construction method to complete this work. City IT Staff are continuing to work on the systems integration for the water plant. They have played a key role in saving approximately $300k for the project.

• Staff is continuing the design for sidewalks on Dodge Street between Williams Street and Bromil Street. Staff has received numerous complaints citing the lack of safe pedestrian facilities in this neighborhood. Staff will be holding a neighborhood meeting on January 9th to discuss the project and answer questions about the project.

• Staff is working with CH2M to replace all of the existing pumps at the Garvord Street Sanitary Sewer Pump Station. These pumps are well over 20 years old, and are starting to have frequent maintenance issues. We hope to have this done within the next couple of months.

• Staff is continuing design of the next and final phase of Russell Drive Improvements. This phase will go from Franklin Street to Cheadle lake Park. Staff anticipates requesting approval to bid the project in February 2018.

• Staff is working with Linn County and ODOT to realign the intersection of Dewey and Walker Road at Highway 20. Linn County is in possession of the property where the old Hoskins Supply was located. Staff is currently working on funding the project.

• The Airport Road/Russell Drive Project is almost complete. The Contractor has several fences to replace, cleanup, and minor punch list items to finish. Overall the project has gone well with most change order work being add on for Porter Park and other minor items on Airport/Russell. The goal was to be complete by November, but with the rainy weather, completion will likely be in Mid-January

• Staff is currently working with ODOT to install a Pedestrian Activated Crosswalk light at the intersection of Fifth Street and Tangent Street. The design is currently being reviewed by ODOT. Once approval is obtained, Staff will request quotes from several contractors to complete the work.

• The first phase of Porter Park, which was to strip and prep the site for construction has been completed. North Santiam Paving has installed all of the main utility lines into the park. Due to weather and being able to get equipment out into the park are, there will likely be very little work done on the park until next spring. It is anticipated that this will take well over a year to complete.

• Staff has submitted a request to ODOT to extend the School Zone on Fifth Street, south of Airport Road. It will take several months for ODOT to review this and give a decision.

• David Evans and Associates is under contract with the City to update the existing Westside Interceptor (sanitary sewer) model. The last model update was done 10 years ago and showed that the existing pipe was at capacity. Due to all of the potential for development along the west and south portion of the City, we are updating the model to determine if there are any short-term solutions to allow large developments prior to the new Westside Interceptor being completed. Staff intends to hold a work session with City Council in the spring of 2018 to go over options and issues with the sewer system for this portion of the City.

• Final occupancy granted for Starbucks restaurant and drive thru along with an AT&T retail store and a Corvallis Clinic Quick Care. Remodel on the remaining old Ford building complete.

• Construction of the Conser “Aspen Place” Apartments on 2nd Street just south of Airport Rd continues. Final occupancy granted.

• Gleanns at River Place II is a residential subdivision between Kokanee Way and the Santiam canal north of River Road near Cheadle Lake. The public improvements are complete. Staff approved the subdivision plat. Construction of the last couple homes are almost complete.

• Public improvements are complete and accepted building permits to be issued soon for duplexes that will be constructed at the northwest corner of 7th Street and Airport Road. Duplex construction currently underway.

• Public improvements are near completion of the duplexes on West Ash Street east of 10th. Final occupancy complete to 2 duplexes others are still under construction at this time.

• Home construction continues in the Eagle View Subdivision (east of South Main south of Joy), Heather Estates Subdivision (west of South Main Road south of Joy), and Santiam Riverfront Estates (east of Mountain River Drive by the Santiam River). The Gleann Subdivision (formerly known as Santiam River Place 3 along Kokanee Way) is full. Staff continues to review site plans for additional homes for these subdivisions and other home sites throughout the City.

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• Plans have been approved for the new Kidco Head Start campus on S Main Road and Joy St. building construction is underway with all on site improvements completed.

• Plans have been approved for the new Samaritan Treatment and Recovery center located on the Corner of Hwy 20 & Tangent St. (former Teen Challenge building demo) Site work is expected to start soon.

• Stutzman Residential Project plans have been approved for a 5-plex off Second Street. Site work is expected to start soon. • Plans have been approved for Snook investments for an Industrial Flex Space for 2 tenants. Site work is expected to start

soon. • Plans have been approved for the new Keller-Williams building off Grant Street, west of Williams. New building and site

work is near completion. • Plans have been approved and public improvements have been extended down 9th street. Testing has been approved and

final punch list items have been submitted. No Building permits issued at this time. • Plans have been submitted for Mill Race Apartment site and Self-storage facilities at the north end of town along with the

proposed public improvements. All three projects are under separate review, revisions have been returned to the Developer’s Engineer.

• Plans have been submitted and revisions have been returned to the Developer for Kate’s addition 4 duplexes with a half street improvement along Wasson Street.

• Site plan for Miller’s Auto Repair have been approved site work to begin soon. • Site plan for Veteran’s home Parking lot expansion have been received and currently under review. • Site plan for Cascade Ridge 2 Apartment complex have been submitted and are under review.

V. FINANCE SERVICES – Matt Apken, Finance Director

• The IVR system is in the last phase of completion. Currently we are waiting on Accela to finish the implementation. The IVR system is another option allowing customers to pay their utility bills over the phone or through the use of a smart phone app, 24 hours per day.

• We have postponed having the Auditors present their report until Matt has a chance to review the financials. We should have the reports for the February council meeting and Steve will be here to present his report to the council that day.

• Accounts Payable; FY17/18 payments made in December 2017, 351 invoices were processed for payments of $1,556,228.

• There was no lock off fees for December, per Gary. • Utility Billing for December 2017: • 6021 Billing statements mailed by the end of December = $833,743 • 1318 Accounts received a penalty (past due 12/19/17). • 301 lien letters mailed to property owners. • 87 accounts were locked off for non-payment on 12/13/17 for bills due 11/15/17. • 75 accounts were reconnected the same week. The balance was vacant properties or the tenants moved out and

property is back in the owner’s name. 7 Pre-lock off door hanger for multi-family accounts. • 1 accounts called for after-hours reconnect, paid as promised. • Total of 374 Service orders: 50 Move Outs, 58 Move ins, 3 Turn offs, 32 Turn on, 82 reconnects, 21 read request, 1

Dead meters, 13 Leak Checks, 1 Quality checks, 89 Lock offs, 3 Meter Change out, 5 New Meter Installations, 2 Pressure check, 10 Doorhangers, 4 misc. other.

Dec 16

Jan 17

Feb 17

March 17

April 17

May 17

June 17

July 17

Aug 17

Sept 17

Oct 17

Nov 17

Dec 17

Billing Statement

6001 5688 5694 5986 5703 5713 5997 5767 5783 6071 5799 5761 6021

Penalty applied

1175 1112 794 927 832 852 1041 1257 935 1247 1277 990 1318

Lock Offs 82 122 124 112 69 94 144 95 112 87 109 126 87

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VI. INFORMATION TECHNOLOGY SERVICES – Brent Hurst, Director

• Andy and Nico, our two temp employees working in IT, continue to significantly contribute to the productivity of the IT Department as we resolve issues for end users.

• Work continues on the Water Treatment Plant. IT continues to work with Engineering on this project. • Bus 12 at the Senior Center has a failed camera. IT is waiting for a replacement unit from the vendor to get this bus

back to where the camera can be used by Senior Center Dispatch. • IT is rebuilding a dedicated camera server for the jail. Anticipate this work to be complete in January 2018. • IT is working with Police on multiple other projects, including collaboration with the Police’ vendor selection for their new

CAD\RMS system, outfitting replacement Police vehicles with mobile computer and camera systems, moves for a new staff person in Police Records, phone system feature enhancements for Police, replacing older cell phones for officers as needed, and improvements to the intercom system in the jail.

• During the December City Council Meeting, we started cross-training Andy Roy on the YouTube Council streaming and also tested an open source software program to save dollars in software upgrades. The Council Meeting streaming was successful.

• Completed installation of fixed wireless connectivity with Jason Rush, the new City Electrician, to the Santiam Travel Station specifically to enhance City YouTube streaming of meeting is in progress. We plan to test this new network connection which will only be used for YouTube during the January 2018 meeting.

• Worked with the planning department and administration to secure the door from City Hall CDC\Planning lobby for staff safety using a push button lockdown. Testing was completed successfully and we are waiting on our vendor to schedule final install. Estimate complete by January 2018.

• Upgrading Engineering Department to Windows 10 for use with their AutoCAD software. • Performed multiple installations and various WiFi, MDT, user access, email, and printer work for Lebanon Fire District. • Worked to prepare for and assist in welcoming and getting our new Finance Director, Matt Apken, set up using City

computer and phone systems as a new employee. • Updated, created custom selection set, exported, and transferred Sanitary Sewer West Side Interceptor Arch E map for

City contractor. • We have addressed multiple other normal break-fix issues, equipment replacements, and maintenance renewals for

IT. During the past month, the IT Department closed 220 tickets or work orders. This includes system generated tickets that needed analysis and resolution in addition to end user requests for help.

VII. LIBRARY – Kendra Antila, Director

• Interviews for the Library Assistant I position will be held on Wednesday, January 3rd. • New, extended hours for the library will begin January 2nd, 2018. We will be open an extra hour on Tuesday evenings

(until 7 pm). We will also add an extra hour on Saturdays. Additionally, after analyzing circulation data, we are shifting our Saturday open hours to later in the day to better meet patron needs (12:00 – 5:00 instead of 10:00 to 2:00).

• Resource sharing is going well. The time spent observing the methods of other participating libraries allowed our staff to develop policies and procedures that have made for an easy transition.

VIII. MAINTENANCE – Jason Williams, Director

• We are operating business as usual with normal day-to-day operations.

IX. POLICE – Frank Stevenson, Chief of Police • As of December 20th, 126 individuals were booked and released, brought to Lebanon Municipal Court or Linn County

Court, transported to/from Linn County Jail or sentenced to Lebanon Municipal Jail. A combined 123 days were served by inmates in the Lebanon Jail.

• The recently-established LINE (Linn Interagency Narcotics Enforcement) team continues to be successful. Recently, the team assisted in focused patrols targeting suspected narcotics areas within Linn County. While in Lebanon, search warrants were executed and several vehicles were seized for suspected narcotics. LINE also conducted a bust which resulted in the seizure of ½ pound of methamphetamine, and the arrest of two Salem residents. The team is comprised of the following agencies: Sweet Home Police Department, Lebanon Police Department, Albany Police Department, Oregon State Police, U.S. Department of Justice, Linn County District Attorney’s Office, and Linn County Sheriff’s Office.

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• Lebanon Police and Lebanon Fire Department participated in Shop-With-A-Cop at Walmart. A total of 63 less-fortunate children from the Lebanon area enjoyed a day of shopping with police and fire department personnel.

• The Patrol Division had approximately 1,578 calls for service this month, made 95 arrests, wrote 209 case reports and issued 142 traffic citations. We also participated in a saturation patrol with Oregon State Police and Linn County Sheriff’s Office on Highway 34, focusing on distracted driving (the main goal for this type of patrol is to issue warnings and encourage drivers to become safer as the holiday season approaches).

• The Detectives Division is actively working many involved investigations including narcotics enforcement, sex abuse cases and property crimes. This month, detectives cleared 8 in-depth cases and made several arrests. Detectives also assisted in several search warrants in the surrounding Linn County area which yielded various amounts of illegal substances.

• The Community Services Division remains active with many local events. This month, the Division conducted a new Neighborhood Watch meeting, and held a traffic safety class with 16 in attendance. We are the first to have the ODOT-certified safety class, all thanks to the efforts of Community Policing Officer Dala Johnson. Members conducted a meeting with a local Youth Services Team (YST), which is a multidisciplinary team that provides integrated services to students in Linn County, Oregon and coordinates efforts for children and youth who have been referred for services.

• We have a total of 16 students from the Lebanon School Distract signed up to participate in the first Lebanon Police Cadet Academy; classes will begin January 10th, 2018.

• Peer Court heard 7 cases this month (3 regarding juvenile use of marijuana, 2 for curfew violation and 2 for driving violations from Lebanon Municipal Court).

• Lexi Honor continues to grow and thrive as LPD’s K-9 Officer. She has already began indicating on certain narcotics and is impressive to watch. She will be visiting the Lebanon Senor Center in January where she will show off some of her skills.

X. SENIOR SERVICES – Kindra Oliver, Director

• We are still waiting on word from our bus vendor with the final delivery date for the new bus for the new deviated fixed route, but it should arrive in the next 4-7 weeks.

• Tax season is around the corner and we will soon start taking calls for making appointments for February 1st through April 15th. We are hoping to have a few volunteers help with those phone calls and making appointments this year. Most of the time there is only one staff person in the front office to assist people at the counter, answer phones, schedule Dial-a-Bus rides and dispatch the buses for our riders.

• A complete list of Senior Center events, classes, workshops and activities for January are posted on the city’s website and on the Senior Center Facebook page.

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