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This facility is ADA accessible. If you need special accommodation please contact the City Recorder at 503.852.7575 at least 24 hours prior to this meeting.
CITY OF CARLTON CITY COUNCIL REGULAR MEETING AGENDA TUESDAY, MARCH 6, 2018, 7:00 P.M.
CITY COUNCIL CHAMBERS, 191 E. MAIN STREET, CARLTON
The Mission of the City of Carlton is to safeguard and enhance the vitality and livability of the community by providing essential services with professionalism and integrity.
1) Call to Order – Roll Call Pages
1) Salute to the Flag 2) Changes to the Agenda 1
2) Citizen Comments
This section of the agenda allows members of the public to address the City Council on any item not otherwise on the agenda. Members of the public, when recognized by the Mayor, should come forward and identify themselves. Comments are normally limited to three (3) minutes.
3) Announcements/Reports/Presentations 2
1) City Manager Recruitment Community Panelist Interviews and Appointments
4) Council Discussion Topics
5) Consent Agenda 3 – 15
1) Meeting Minutes
City Council Special Session Town Hall Minutes – February 15, 2018 4 – 6
City Council Work Session Minutes – February 20, 2018 7
City Council Regular Meeting Minutes – February 20, 2018 8 – 11 2) Department Monthly Reports 12 – 13 3) Accounts Payable Report 14 – 15
6) Ordinance Presentation, Discussion and Potential Action Items 17 – 24
1) Bid Award: MW&L‐Carlton Emergency Intertie Project – Haworth, Inc. & Leo Excavation 17 – 18
2) Bid Award: Wilson Street Project – Concrete Solutions 19 – 24
7) Executive Session: ORS 192.660 (2)(a) To consider the employment of a public officer, employee, staff member or individual agent.
8) Adjournment
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MEMORANDUM
To: The Mayor and City Council From: Chad Olsen, City Manager Subject: Announcements/Reports/Presentations Date: March 1, 2018
Announcements/Reports/Presentations
1. City Manager Recruitment Community Panelist Interviews & Appointments
At the January 2nd meeting, Sean O’Day discussed the process and profile for the recruitment of Carlton’s next City Manager. One of the items concerned having a panel of 5 – 7 community members participate in the interview process. Sean asked the Council to identify candidates for the panel and the Council requested staff advertise for volunteers.
There was a lot of interest for this panel however only two positions remain to be filled. The Council has requested each interested community member attend either the February 20th or March 6th regular Council meeting at 7:00p to introduce themselves and discuss their interest in participating on the panel. The Council will have a difficult decision to select among the nine community members and they want to insure an open and transparent process.
At the February 20th meeting, Council interviewed John Dorner, Nelda Skidmore, David VanDeWalle, and Annette Madrid. Kathy Rich is the final candidate confirmed to attend the March 6th meeting.
Brian Rake and Ginger Williams have withdrawn their names from consideration. It is unknown if Darin Proebstel or Ken Wright are still interested in serving on the panel; no written statements of interest have been submitted.
Once the interviews are complete, the Council may consider appointments of the remaining two panelists from the pool of candidates.
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This facility is ADA accessible. If you need special accommodation please contact the City Recorder at 503.852.7575 at least 24 hours prior to this meeting.
Memorandum
To: The Mayor and Members of the City Council From: Jennifer Nelson, City Recorder Subject: Consent Agenda - Minutes Approval Date: February 28, 2018
Recommendation
At the March 6, 2018 regular meeting, approve and authorize the Mayor to sign the February 15, 2018 City Council special session town hall meeting minutes and the February 20, 2018 work session minutes and regular meeting minutes, as submitted, for preservation and permanent retention in the City’s historical records.
Background
The City of Carlton City Council held a public meeting and minutes were recorded by digital audio recording and written text. In accordance to Oregon State Records Management law, the City of Carlton must approve and preserve these minutes for permanent retention.
Fiscal Impact
None.
Alternatives
1. Do not approve 2. Approve with amendments 3. Postpone approval until another date with direction to staff for amendments.
Attachments
1. City Council Special Session Town Hall Minutes – February 15, 2018 2. City Council Work Session Minutes – February 20, 2018 3. City Council Regular Meeting Minutes – February 20, 2018
R:\City Recorder\Agenda Packets\City Council\Regular Session\2018\2018-0306\Council Memo - Minutes.docx
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City of Carlton – City Council Special Session Community Town Hall Minutes – February 15, 2018 Page 1
Community Town Hall & Legislative Briefing Meeting Minutes
FEBRUARY 15, 2018, 6:00 PM American Legion Hall, Post 173 (158 E. Main Street)
1. CALL MEETING TO ORDER & ROLL CALL Mayor Kathie Oriet called the meeting to order at 6:06 PM. The agenda had no changes. Members Present: Kathie Oriet, Mayor Scott Chitwood Gwen Jernstedt Carey Rhoads Shirley Ward‐Mullen Amy Wilder Members Absent: Scott Carl, Council President Staff Present: Chad Olsen, City Manager Jennifer Nelson, City Recorder Jake Blair, Police Officer Tim Jordan, Police Officer Aimee Amerson, Office Specialist Others Present: Senator Brian Boquist, Peggy Boquist, Linda Watkins, Randy Stapilus, Kathy Rich, Nelda
Skidmore, Ron Skidmore, Lynette Shaw, John Marvin, Pat Swanick, Starla Pointer (News‐Register), Andy Eldien, Char Eldien, David Blanchard, Maureen Hovenkotter, Kathleen Shrum, Mike Baird, Neyssa Hays, Tristan Shell‐Spurling, Glenna Green, Karen Brock, Kris Bledsoe, Bill Rizer, Carolyn Rizer, Heidi Larson, Paul Junker, Cathy Dorner
2. WELCOME & INTRODUCTIONS Mayor Oriet welcomed and introduced Senator Brian Boquist. 3. LEGISLATIVE BRIEFING – SENATOR BRIAN BOQUIST 6:07 PM Boquist offered a summary of issues and projects going on in current legislature. Discussions followed about Panther Creek and the fish persistence issue. Carlton is on list to get additional $5.1 million in next week or so; the City already received $4.5 million to assist with water projects. Boquist mentioned the current short session, revenue forecasting, mental health and gun issues, and the need for citizens to serve on legislative committees. Lynnette Shaw spoke about House Bill 4145 that passed today in House and is moving onto the Senate tomorrow regarding the “boyfriend loophole,” and asked for Boquist’s support on the bill. Shaw continued that although the headlines we are seeing now are tragic, mass shootings are only a tiny percent of the shootings that occur. Most shootings are in homes and because of domestic violence. Shaw asked Boquist to speak to his stand on the matter. Boquist replied he has not seen the bill, but is aware of it from the briefing with Governor Brown’s staff and believes and amendment is being worked on. Two priorities are the boyfriend loophole and the felony loophole. Boquist said he is working with a group looking to make changes and encouraged people to email him. If the bill makes it to the rules committee, the structure could change. Boquist stated he is supportive of boyfriend loophole and discussed more effective ways to communicate with him via email. An audience member commended Boquist and stated she has been a democrat all her life and he now has her vote. She said it takes tremendous courage to take flak for not selling guns to people with mental illnesses. Boquist encouraged her to reach out. What is Oregon doing to protect integrity of voting systems? Boquist replied the Secretary of State issued a
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City of Carlton – City Council Special Session Community Town Hall Minutes – February 15, 2018 Page 2
series of audits, tracking individuals to ensure they get right ballots, that no double ballots are sent out, and avoiding ballots disappearing. Dennis Richardson is putting some things in place and county clerks are trying to figure out how to prevent these issues. Another loophole was fixed in the rules committee regarding an allowance of political parties to appoint individuals instead of election by primary. The loophole was not intentional, but it did not allow the authority to do anything about it. Boquist suggested people track what the rules committee and the two chambers are doing. Pat Swanick thanked Boquist for his advocacy for Carlton to receive an award of $4.5 million that would have been added to our water bills and said he hopes to thank him again for the additional $5 million in the works. Boquist encouraged people to volunteer for councils, commissions, or local water boards. David Blanchard clarified that an additional $5.1 million may be added to the $4.5 million already received by Carlton for a total of $9.65 million in lottery funds. It was noted there is one award per session and it was spent on Carlton. Blanchard said Boquist deserved applause. 4. CITY PROJECTS STATUS REPORT – CHAD OLSEN 6:32 PM Olsen spoke about Boquist and how he went to bat for city and if it weren’t for him the City would not have gotten that money. He thanked Boquist again. Olsen noted the funds will go towards water projects like dredging the reservoir and the rehabilitation of seven miles of transmission line. The best the City could do three years ago was to set aside $50,000 per year in reserve in hopes of having enough money to do something at some point. This money directly benefits the water system rate payers, so they will not have to pay for these projects in the future through the water rates. Olsen presented a City projects status report including a PowerPoint (see official record for full report). 5. PUBLIC SAFETY FACILITY PROJECT & GENERAL OBLIGATION BOND – CHAD OLSEN 6:41 PM Olsen summarized the background on the Public Safety Building Project and referral of the general obligation bond (see official meeting record for full report). If one bond is coming off the tax roll in three years, why not wait? Olsen replied that was one option considered, however the cost escalation is 7% per year and the $150,000 in reserves per year cannot keep pace with that rate. The committee even looked at building only one portion and remodeling the other. Pat Swanick, City Hall Project Advisory Committee Chair, added that the other component is that interest rates are projected to increase which makes the borrowing cost higher. This will put the project out of reach quickly. If the project does not happen quickly, it will be priced out of affordability within that three years of waiting for the other bond to fall off. John Marvin expressed concerns about being taxed out of his home since he is retired. He wishes there was some way the tax structure could be based on income or if another way can be found to pay for this other than mandating. Olsen said he understands what he is saying, and this was talked about on the citizen committee and they could not come up with another way other than a bond. Smaller communities have projects that get deferred over 10‐50 years until they cannot defer anymore. Things start breaking and mandates require improvements. Currently, water and sewer rates are competitive and below most, but over the next 10‐20 years water and sewer improvements will cause rates to go up because it becomes more expensive to keep up with technology and regulations which is outside of the City’s ability to control.
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City of Carlton – City Council Special Session Community Town Hall Minutes – February 15, 2018 Page 3
6. PUBLIC COMMENTS, DISCUSSION, QUESTIONS & ANSWERS Andy Eldien offered a history of the water reservoir being dredged in the past and asked if the dam raising would occur at the same time. Olsen explained this is the first dredging due to the past mudslide on federal land and it will never get back the capacity from 50 years ago. Dredging is only part of the answer and heightening cannot occur at the same time. David Blanchard asked about curbs and sidewalks being elevated with some specifications on future street improvements. Olsen said he is describing the old system and the design process is completely different now. 7. ADJOURNMENT The meeting adjourned at 7:21 PM.
APPROVED by the City of Carlton City Council on March 6, 2018. ATTEST: ____________________________________ ____________________________________ Jennifer L. Nelson, City Recorder Kathie Oriet, Mayor
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CityofCarlton–CityCouncilWorkSessionMinutes–February20,2018 Page1of1
City Council Work Session Minutes
FEBRUARY 20, 2018, 6:00 PM Carlton City Hall, Council Chambers (191 E. Main Street)
1. CALL MEETING TO ORDER & ROLL CALL Mayor Kathie Oriet called the meeting to order at 6:00 PM. No changes were made to the agenda.
Members Present: Kathie Oriet, Mayor Scott Carl, Council President Scott Chitwood Gwen Jernstedt Carey Rhoads Shirley Ward‐ Mullen Amy Wilder Staff Present: Chad Olsen, City Manager Kevin Martinez, Chief of Police Christy Martinez, Finance Director Tim Jordan, Police Officer Jennifer Nelson, City Recorder Others Present: Sharon Harris, Citycounty Insurance Services (CIS), David Samuel Hill, and Pat Swanick 2. WORK SESSION AGENDA ITEMS
1) Inclusivity Training – Sharon Harris, Citycounty Insurance Services (CIS) 6:01 PM Olsen explained why the City invited Sharon Harris to attend and offer a training this evening from discussions on sanctuary and inclusive city resolutions and racial graffiti found in the Upper Park. Sharon Harris, CIS Human Resources Senior Consultant, presented a training “Dealing with People Who Are Different from Me” including a PowerPoint (see official meeting record for full report). The presentation defined inclusivity, generational eras, Oregon and Yamhill County Census data and racial demographics, offered an alternate definition of diversity (perspectives, ideas, and experiences based on cultural, social, socio‐economic, and generational background), adopting slang without thinking who may offend when using it, discriminatory categories, protected classes in Oregon, examples of national origin discrimination, assumptions based on perspective and association, racial harassment and stereotypes, non‐gender specific dress codes, bias, and microaggressions (dominant group making derogatory or negative messages towards non‐dominant group). 3. FUTURE WORK SESSION AGENDA ITEMS ‐ No discussions occurred regarding future work session items.
4. ADJOURNMENT The meeting adjourned at 6:53 PM.
APPROVED by the City of Carlton City Council on March 6, 2018.
ATTEST: ____________________________________ ____________________________________ Jennifer L. Nelson, City Recorder Kathie Oriet, Mayor
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City of Carlton – City Council Regular Session Minutes – February 20, 2018 Page 1 of 4
Council Regular Meeting Minutes FEBRUARY 20, 2018, 7:00 PM
Carlton City Hall, Council Chambers (191 E. Main Street)
1. CALL MEETING TO ORDER & ROLL CALL Mayor Kathie Oriet called the meeting to order at 7:00 PM. An executive session pursuant to ORS 192.660 (2)(e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions was added to the agenda directly before adjournment. Members Present: Kathie Oriet, Mayor Scott Carl, Council President Scott Chitwood Gwen Jernstedt Carey Rhoads Shirley Ward‐ Mullen Amy Wilder Staff Present: Chad Olsen, City Manager Christy Martinez, Finance Director Kevin Martinez, Chief of Police Jennifer Nelson, City Recorder Tim Jordan, Police Officer Others Present: Pat Swanick, John Dorner, David VanDeWalle, Nelda Skidmore, Kathy Tate (Online NW),
and Annette Madrid The Pledge of Allegiance was performed. 2. CITIZEN COMMENTS 7:01 PM Pat Swanick spoke on behalf of the Friends of the Carlton Police Department Political Action Committee, noting they worked on statement for the City Council to endorse the general obligation bond for the public safety building. The publication in the county voters’ pamphlet requires a fee and he asked for Council to personally contribute towards that fee and support the effort so they can list each council members name with the statement. Discussions followed about endorsement forms needing to be signed and submitted with the statement for every name included on the statement. 3. ANNOUNCEMENTS/REPORTS/PRESENTATIONS
1) City Manager Recruitment Community Panelist Interviews 7:05 PM Olsen stated no questions were provided and asked candidates to introduce themselves and explain why they are interested in serving. If Council asks any questions, please try to ask the same question to all. John Dorner said he moved to Carlton in 2013 and he loves the city. He felt Chad has done a great job communicating with all in city and Jennifer with minutes that come out every month and it’s been an education to me. He is interested in what people have as a vision for the future of Carlton. He saw a visioning plan from 2009 and asked if there has been another one since then. Olsen replied a citizen advisory committee updated the vision and mission statement and tied it in with council goals in 2015. Dorner continued that he is mainly concerned with land use laws and how a new city manager envisions the future of the City since they will be coming on with a lot of moving parts in Carlton. Hopefully, the vision will be of one we can all feel proud of for our families and visitors. Dorner said he has no deep political experience and no axe to grind. He drives for Yamhill County, Meals on Wheels, and provides disability services so he is concerned with the residents of Carlton that are not on the high end of the fiscal scale and outside monies coming in to create a megalopolis vs. the great little town we love. Shirley asked if Dorner had work experience for interviewing a candidate. Dorner replied he worked 29 years as a bus operator and interviewed a lot of people, but not city manager.
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City of Carlton – City Council Regular Session Minutes – February 20, 2018 Page 2 of 4
Nelda Skidmore said she volunteered with several different community activities through Walk in the Park Foundation, Carlton Crush, the Wine County Half‐Marathon, looking for opportunity to involved more in city govt and some of boards/commissions end up traveling and could not consistently participate in something, this looked like good opportunity, worked in HR at city and state level in recruitment and selection so background. David VanDeWalle said he lived in Carlton since 1995 and served as city councilor from 2000 to 2012. He was involved in the hiring of four city managers, Police Chief Kevin Martinez, and several other interviews. He is concerned because the city manager drives where the city is going and prepares for the future. Chad has done a fair job of organizing things into a list and checking things off – he’d like that to continue and to see the city continue to progress forward. He’d like to see Carlton stay a great little town with organized priorities to get accomplished. Annette Madrid said she has been here 30 years, raised children here, owned a business, and currently works for Yamhill County with plans to retire after 20 years. She volunteers at ASPIRE and worked on several committees with Chad. Madrid said the Council did a great job with first five selected panelist. She has experience with interviews and commented that Chad has done an excellent job and the City will want to keep that trajectory going with social awareness and cultural sensitivity and by being fiscally conservative as the town grows to see that it is managed well. Madrid is concerned about housing and affordability in our town and issues from McMinnville which will bleed into our community. Olsen reminded everyone of process with four interviews tonight and additional ones on March 6th. One of the nine candidates withdrew their name when they saw the number of interested participants. If the candidates left are unable to attend the next meeting, they may submit a written statement and the decision will be made on March 6th.
2) Visit Carlton Tourism Committee Appointment – Justin Hovey 7:21 PM Oriet reported that Roselyn Mostafa stepped down from the committee to attend to her business. The tourism committee had two applicants, Trudy Malis and Justin Hovey, and recommended Justin. The Council needs council to authorize the appointment.
MOTION: Jernstedt/Ward‐Mullen to appoint Justin Hovey to the vacant position on the Visit Carlton Tourism Committee with a term expiring June 30, 2018. Motion carried (7 Yes/0 No/0 Absent/0 Abstain).
4. COUNCIL DISCUSSION TOPIC – No council discussion topics were raised. 7:23 PM 5. CONSENT AGENDA 7:23 PM
1) Meeting Minutes
City Council Work Session Minutes – January 16, 2018
City Council Regular Meeting Minutes – January 16, 2018
City Council Work Session Minutes – February 6, 2018
City Council Regular Meeting Cancelation Notice – February 6, 2018 2) Department Monthly Reports ‐ Police 3) Accounts Payable Report
MOTION: Jernstedt/Wilder to approve the consent agenda including City Council meeting minutes from January 16 and February 6, 2018, the department monthly reports, and accounts payable report, as submitted. Motion carried (7 Yes/0 No/2 Absent/0 Abstain).
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City of Carlton – City Council Regular Session Minutes – February 20, 2018 Page 3 of 4
6. ORDINANCE PRESENTATION, DISCUSSION & POTENTIAL ACTION ITEMS 1) Ordinance No. 2018‐716: Online NW Franchise Agreement (Emergency Reading) 7:24 PM
Olsen presented the ordinance and franchise agreement which City Attorney Walt Gowell introduced at the 2/16 work session (see agenda packet for full report). Kathy Tate, the Chief Executive Officer (CEO) of Online NW was present to answer any questions. The agreement is comparable to the one with Comcast and models one adopted by the City of McMinnville. Olsen reported that Gowell recommended declaring the emergency. Tate offered some background as to the request from Rockblock to provide services and briefly described the route they would take into town. Olsen passed out city comprehensive plan map as exhibit A to ordinance to show urban growth boundary and city limits of service area (entire city limits) (see official meeting record). Tate described what McMinnville required and it was determined clarification on the map would be needed from the city attorney. Three options were presented to Council to approve the ordinance as presented with the Exhibit A as the comprehensive plan map, approve as a first ready and return with clarification to a second reading on March 6th, or approve subject to the mayor and city attorney’s discretion on the Exhibit.
MOTION: Ward‐Mullen/Carl to approve reading Ordinance No. 2018‐716 granting McMinnville Access Company, an Oregon corporation, a franchise to conduct general telecommunications business and granting a right to use public rights of way within the city and declaring an emergency by title only. Motion carried (7 Yes/0 No/0 Absent/0 Abstain).
Olsen read Ordinance No. 2018‐716 by title only.
MOTION: Chitwood/Rhoads to adopt and authorize the Mayor to sign Ordinance No. 2018‐716 granting McMinnville Access Company, an Oregon corporation, a franchise to conduct general telecommunications business and granting a right to use public rights of way within the city, as read by title only, subject to final approval of the city attorney, and declaring an emergency. Motion carried by roll call vote (7 Yes/0 No/0 Absent/0 Abstain).
2) Purchase Request: Truck Utility Box for Public Works Vehicle 7:56 PM
Olsen presented the staff report (see meeting agenda packet). This item was a budgeted and planned purchase. Only two dealerships in state of Oregon have the item, so the City could not get three quotes usually required for purchase.
MOTION: Wilder/Carl to approve the purchase of an Reading Classic 11 Service Body utility truck box for the Ford F 250 work truck from Pacific Service Center PSC in Portland Oregon for $8,130. Motion carried (7 Yes/0 No/0 Absent/0 Abstain).
7. EXECUTIVE SESSION 8:02 PM
Pursuant to ORS 192.660(2)(e) to conduct deliberations with persons designated by the governing body to negotiate real property transactions for city owned property on tax lot R3422CB00100 at East Main and 6th Streets, Carlton, OR 97111
Mayor Oriet opened the executive session pursuant to the above referenced ORS at 8:02 PM. The following City Council members were present: Mayor Kathie Oriet, Council President Scott Carl, Councilors Scott Chitwood, Gwen Jernstedt, Carey Rhoads, Shirley Ward‐Mullen, and Amy Wilder. The following staff members were present: City Manager Chad Olsen, Finance Director Christy Martinez, and City Recorder Jennifer Nelson. Mayor Oriet closed the executive session at 8:22 PM and reconvened the regular meeting. No action was taken during the executive session.
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City of Carlton – City Council Regular Session Minutes – February 20, 2018 Page 4 of 4
RECONVENED TO THE REGULAR MEETING 8:22 PM Oriet shared a letter from city manager Cottage Grove regarding a problem with nitrous oxide inhalation and a group of kids that got a bill passed for prohibition of the sale to minors (see official meeting record). Olsen reminded Council the priorities planning session facilitated by the Mid‐Willamette Valley Council of Governments (MWVCOG) will be held on Saturday, March 3rd at 9:00am to 3:00pm. Other topics will include a project status update, community survey results report from Jeff Tryens, and a review of the city manager evaluation process with Lake Oswego City Manager Scott Lazenby. The bond election materials have received safe harbor on the informational brochure from the state elections division. A webpage on the city website is ready to launch as materials are approved and expectations and rules for campaigning will be reviewed with staff. Small informational meetings will be held at City hall as well. 8. ADJOURNMENT The meeting adjourned at 8:54 PM.
APPROVED by the City of Carlton City Council on March 6, 2018. ATTEST: ____________________________________ ____________________________________ Jennifer L. Nelson, City Recorder Kathie Oriet, Mayor
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Memorandum To: The Mayor and Members of the City Council From: Kevin Martinez, Police Chief Subject: Monthly Department Report Date: February 26, 2018
Crime During the week of February 6th, the Carlton Police Department received several reports about personal property taken from vehicles in the city limits of Carlton. It appears the thefts were occurring sometime during the night. The Carlton Police Department is asking citizens to take the following steps to help prevent theft opportunities for thieves and aid police in the capture of these individuals by: 1) Immediately report suspicious individuals or vehicles to YCOM @ 503-434-6500. Stay on the phone with the dispatcher and be the responding police officer's eyes and ears as you provide information to the dispatcher what the suspicious subject(s) or vehicles are doing. Do not confront these individuals. If you have the opportunity to take video or pictures do so but do not compromise your safety. License plates, vehicle descriptions and descriptions of suspicious persons can prove to be very valuable to police. 2) Remove all bags, valuables and other items that appear be valuable from your vehicle or keep them in the trunk. Thieves often will use force to enter a vehicle if they see a bag or container that may appear to contain something of value. 3) Lock your vehicle and park it in a location that is well lighted, and you can see it from a window within your residence, so you can visually see it during the evening or if you happen to get up during the night. 4) Motion lights and/or cameras can be helpful in discouraging thieves. Cameras can also be helpful in capturing the thieves. 5) Report all thefts and crimes within the city limits of Carlton to the Carlton Police Department. If these are not in progress circumstances when the thefts or crimes are discovered please contact
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Chief Martinez at 503-852-3805 and leave a message or you may send an email containing the details of the crime to [email protected] . The Carlton Police Department is currently utilizing additional patrols and surveillance to aid in the capture of these individuals. Keeping in line with the Carlton Police Department's motto "Police & Community Together" it will take this partnership to help stop these thefts from occurring in our great community. If anyone has information regarding possible suspect(s) in these thefts, you are asked to contact Chief Martinez at the aforementioned phone numbers. Project IMPACT Presentation – Domestic Violence A presentation was provided to the community by the Carlton Police Department in conjunction with representatives from the Yamhill County District Attorney’s Office. There were 12 citizens that attended the presentation about domestic violence and its affects on families, children, and the community overall. Thank you, Councilors Carl, and Jernstedt for also joining us. Upcoming Project IMPACT presentation – March 22, 2018 March 22, 2018 @ 6:30 @ City Hall How the Carlton Police Department Does Business and Their Tools of the Trade
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Accounts Payable
User:
Printed:
aamerson
2/21/2018 3:28 PM
Checks by Date - Summary by Check Date
Check No Check DateVendor NameVendor No Check Amount
AirNor Airgas USA, LLC 02/14/2018 171.0653103
AmiChr Christine Amiel 02/14/2018 90.0053104
CarCor Carlton Corner Service 02/14/2018 723.7953105
CItBan Citizens Bank 02/14/2018 2,588.5553106
Comcas Comcast 02/14/2018 239.5053107
ConSup Consolidated Supply 02/14/2018 351.0253108
McMCha McMinnville Area Chamber of Commerce 02/14/2018 345.0053109
OreRevCT Oregon Department Of Revenue 02/14/2018 191.5053110
PorGen Portland General Electric 02/14/2018 4,921.9153111
PriUti Private Utility Locating, LLC. 02/14/2018 487.5053112
Univar Univar USA Inc 02/14/2018 3,569.0753113
YamShe Yamhill County Sheriff's Office 02/14/2018 118.0053114
13,796.90Total for 2/14/2018:
10001 ASIFlex 02/20/2018 324.9953115
9981 EFTPS 02/20/2018 6,871.6053116
OreRev Oregon Dept. of Revenue 02/20/2018 1,049.2753117
9100 PERS 02/20/2018 3,210.7453118
10004 VOYA- State of Oregon Plan 02/20/2018 1,650.0053119
13,106.60Total for 2/20/2018:
UB*00395 Laurie Busse 02/21/2018 0.9753120
CanSol Canon Financial Services, Inc. 02/21/2018 523.2053121
DavCha Chad E Davis Construction 02/21/2018 1,280.0053122
CnaSur CNA Surety Direct Bill 02/21/2018 100.0053123
Comcas Comcast 02/21/2018 366.6553124
ConSup Consolidated Supply 02/21/2018 262.3153125
CorMai Core & Main LP 02/21/2018 3,250.0053126
DaiJou Daily Journal of Commerce 02/21/2018 227.7053127
EmpDep Employment Department 02/21/2018 11.5453128
FirFedCC First Federal Card Services 02/21/2018 4,594.7853129
VerWir Verizon Wireless 02/21/2018 604.7653130
GalCon Galardi Consulting,LLC 02/21/2018 6,536.4053131
GenTec Genuine Technology Group, Inc. 02/21/2018 2,762.7053132
GovCom Government Ethics Commission 02/21/2018 38.0153133
HauRue Haugeberg, Rueter, Gowell 02/21/2018 1,815.0053134
LakInd Lakeside Industries, Inc. 02/21/2018 258.7253135
Leaf Leaf 02/21/2018 54.0053136
NewReg News-Register 02/21/2018 700.9653137
OreSta Oregon Stationers 02/21/2018 750.0053138
SimsW Wade Sims 02/21/2018 100.0053139
TetTec Tetra Tech, Inc 02/21/2018 50,778.1553140
75,015.85Total for 2/21/2018:
Page 1AP Checks by Date - Summary by Check Date (2/21/2018 3:28 PM)
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Check No Check DateVendor NameVendor No Check Amount
Report Total (38 checks): 101,919.35
Page 2AP Checks by Date - Summary by Check Date (2/21/2018 3:28 PM)
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This facility is ADA accessible. If you need special accommodation, please contact the City Recorder at 503.852.7575 at least 24 hours prior to this meeting.
Memorandum
To: The Mayor and Members of the City Council From: Chad Olsen, City Manager Subject: Bid Award – MW&L Intertie Project Date: March 2, 2018
Recommendation
Staff recommends that at its March 6, 2018 regular meeting the Council approve a bid award to Haworth Inc., to complete Schedule A of the MW&L Intertie Project for $170,000 and Leo Excavation to complete Schedule B for $42,500.
Background
The bid opening was held on March 1, 2018 at 2pm at City Hall. The City received eight bids for Schedule A, and five bids for Schedule B.
Schedule A work consists of the following: approximately 1,000 feet of waterline from the MWL meter vault to the City of Carlton water treatment plant where the connection to the City system occurs, a backflow preventer, a flow control valve and vault including the electrical and controls, and an automatic transfer switch for the standby generator.
Schedule B work consists of the following: replacement of the computer at the City of Carlton water treatment plant, updated software, a new auto‐dialor, programing and developing a new HMI.
The bids were as follows: CONTRACTOR SCHEDULE A SCHEDULE B Haworth Inc. $170,000 $62,857 Leo Excavation $190,000 $42,500 Turney Excavation $195,000 Kizer Excavation $216,812 $44,000 Trench Line Excavation $216,900 $41,500 Emery & Sons $266,170 Pacific Excavation $271,000 McClure & Sons $297,600 $48,129
Trench Line Excavation did not submit the First‐Tier Subcontractor form; therefore, their bid is not valid.
The low bid for Schedule A is Haworth Inc. at $170,000.
The low bid for Schedule B is Leo Excavation at $42,500.
This is a total of $212,500. The Engineers estimate was $295,000.
The contractors were checked on the States list and are in good standing. It is recommended that award be made to Haworth Inc. for Schedule A, and Leo Excavation for Schedule B.
Fiscal Impact
The total project funding of $212,500 will be paid as part of the Infrastructure Funding Authority (IFA) loan for water system improvement projects.
Attachments 1. Bid Tabulation for MWL Intertie – Bid Opening March 1, 2018
R:\City Recorder\Agenda Packets\City Council\Regular Session\2018\2018‐0306\Correspondence to City Council ‐ Bid Award ‐ MWL Intertie_SCADA ‐ Haworth and Leo.docx
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City of Carlton ‐ MWL Intertie
Bid Opening March 1, 2018
CONTRACTOR SCHEDULE A SCHEDULE B
INTERTIE SCADA
Haworth Inc. $170,000 $62,857
Leo Excavation $190,000 $42,500
Turney Excavation $195,000
Kizer Excavation $216,812 $44,000
Trench Line Excavation $216,900 $41,500
Emery & Sons $266,170
Pacific Excavation $271,000
McClure & Sons $297,600 $48,129
Attachment
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This facility is ADA accessible. If you need special accommodation please contact the City Recorder at 503.852.7575 at least 24 hours prior to this meeting.
Memorandum
To: The Mayor and Members of the City Council From: Bryan W. Burnham, Public Works Director Subject: Pine & Washington One‐Half Street Project Date: March 2, 2018
Recommendation
Staff recommends that at its March 6, 2018 meeting the City Council approve the quote from Concrete Solutions for $18,550.
Background
Public Works solicited quotes from three vendors to complete curb, gutter, sidewalk, drive approaches and some storm water work the north side of Wilson Street between Pine and Park Streets. Concrete Solutions was the only responsive vendor and quoted the work for $18,550.
This work is related to a negotiated scope with the developer that constructed the two new homes on Wilson. After the development was approved the City intervened and required all public improvements per the City’s public works design standards. In fairness to the developer the City negotiated a shared scope and then released the developer once he put up a cash bond for his share of the project.
There is about 130 LF of curb and gutter to excavate and pour, 350 SF of 5‐foot wide sidewalk, 500 SF of driveway approach, and a catch basin.
Fiscal Impact
This item was approved in the 2017/18 streets line item for $20,000.
Attachments
Vendor solicitations.
R:\City Recorder\Forms\TEMPLATE ‐ Council Transmittal Memo.docx
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