City Manager's Newsletter - October 16, 2009

City of Bandon

CITY MANAGER’S NEWSLETTER

October 16, 2009

This newsletter is an informal report by City Manager Matt Winkel on the news, issues, and other items of interest from the City of Bandon. It will normally be posted once each month (on the Friday following the City Council meeting) on the City’s WEB Page at www.ci.bandon.or.us, and will be e-mailed directly to all subscribers. Subscribers will also receive copies of City Council, Planning Commission, Parks & Recreation Commission, Committee for Citizen Involvement, and Water Resource Committee agendas via e-mail in advance of each meeting.

To subscribe or un-subscribe, or if you have any questions, comments, or suggestions, please e-mail to citymanager@ci.bandon.or.us. Your e-mail addresses will be kept confidential and not distributed or used for any purposes other than e-mail communications with the City of Bandon.

FEATURED IN THIS ISSUE

• Bid Awarded For Several Sidewalk/Pathway Projects
• Police Department Operating Levy On November 3^rd Election Ballot
• Barn/Community Center Restroom Hours Of Operation
• City Reviewing Regulations Regarding Vehicle & RV Parking And Truck Routes
• Low Income Energy Assistance Program
• Reminder That Open Burning Is Not Allowed In Bandon
• Brush And Yard Debris Pick-Up Week
• City Council Meeting Videos Now Available On The Internet
• Linda’s Church Joke

BID AWARDED FOR SEVERAL SIDEWALK/PATHWAY PROJECTS

In an effort to reduce costs and get construction completed prior to the winter weather, the City recently combined several sidewalk and pedestrian walkway projects into a single project. These include the Madison Avenue pedestrian/bike path and emergency access route from the South Jetty to 7^th Street at the top of the bluff; the Old Town sidewalk replacement at the west end of First Street, including decorative sidewalk adjacent to the Port of Bandon offices in the old Coast Guard building; and the Harlem Avenue sidewalk, which will provide a safe pedestrian connection between 11^th Street and the Harvard Street Apartments and the future eastside City park.

After reviewing the two construction bids submitted, the City awarded the bid to LTM, Inc., dba Knife River Materials, the low bidder in the amount of $196,697.20. This amount is significantly less than the City Engineer’s original construction cost estimate of $352,175.00. Combined with engineering and archaeological assessment costs, the total project cost estimate is $233,777.20.

Several resources are being combined to fund all three segments of this project. A $100,000 federal stimulus program grant was received for the Harlem Avenue sidewalk project, and the Urban Renewal budget includes funds for the Madison Avenue pedestrian/bike path and the First Street sidewalks. The Public Works crews will also be undertaking all of the existing sidewalk removal along First Street, and the demolition, drainage, and base work on the Harlem Avenue sidewalk. Since property owners are responsible for the maintenance of the adjacent sidewalks, the Port of Bandon will be funding the portion of the sidewalk replacement adjacent to their building, and the owner of the residences along the north side of First Street between the Port building and Cleveland Avenue will be sharing in a proportionate share of that sidewalk replacement.

The initial plans included installing the electric conduit and equipment vaults under the First Street sidewalk, so it would be ready for future undergrounding of the electric, telephone, and cable TV lines. However, this area is one of the most sensitive Coquille Indian Tribe archaeological sites in Bandon. Removing and replacing the sidewalk alone necessitated hiring Southern Oregon University to undertake a State Historic Preservation Office (SHPO) approved archaeological assessment at a cost of $13,000.00. Expanding the work to include open trenching for the electric, telephone, and cable television system undergrounding would have increased the archaeological assessment cost to $70,000.00 - $125,000.00. If significant artifacts were discovered, the cost for mitigating could potentially go much higher. The likelihood of that happening is significantly greater if utility trenches are dug than if the work only involves sidewalk removal and replacement. Considering the additional costs and potential impacts on archaeological resources, the installation of underground conduit and vaults has been eliminated from the project at this time. The sidewalk will be sectionalized, so future installation of underground utilities could take place by just removing the necessary sections of sidewalk. Some other less intrusive alternatives may also exist, such as installing the underground utility lines in the street in conjunction with future sewer line replacement (the soils above the sewer lines have already been disturbed, so the impact on archaeological resources should be much lower), installing the transformers and switching equipment above ground, and boring instead of open trenching.

POLICE DEPARTMENT OPERATING LEVY ON NOVEMBER 3^RD ELECTION BALLOT

The City of Bandon has placed Measure No. 6-128 on the November 3, 2009 election for voters to decide whether to impose a five-year property tax levy to generate funds for providing police protection beginning in 2010. The ballots will be mailed by the Coos County Elections Department on Friday, October 16^th, and should be received by registered Bandon voters the following week.

One of the primary public safety concerns for the City of Bandon is ensuring 24 hour police coverage. Considering the normal 40-hour work week, three shifts per day, seven days per week, vacations, sick leave, and court appearance time, it takes a minimum of five officers, including the Chief and Sergeant, to schedule coverage with at least one officer on duty at all times. To allow for some overlapping schedules for administrative duties, investigations, drug enforcement programs, and other similar activities, a minimum of six officers is recommended. With a population of 3,300, this calculates to 1.8 police officers per 1,000 population. The statewide average is 1.6 police officers per 1,000 population. (Source: Northwest Area Foundation, 1997-2007: Federal Bureau of Investigation, Uniform Crime Reports, http://www.fbi.gov/ucr/ucr.htm (Last Updated: November 17, 2008.) Dropping Bandon’s police force to five officers would mean 1.5 officers per 1,000 population, which is below the statewide average.

The City of Bandon currently has six police officers. Until this year, the City had seven officers, but due to budget constraints the City could only fill one of two recent vacancies, thereby reducing the force to its current level. Without additional funding, current budget projections indicate that the City would not be able to guarantee its ability to continue providing 24 hour police patrol coverage. The Police Department budget constitutes approximately 60% of all discretionary funds in the General Fund (money not legally obligated to other purposes), so their budget is projected to continue being negatively impacted along with other General Fund departments as cost increases outpace revenue growth. If additional budget cuts are necessary, they could include further reduction in the number of police officers, elimination of the clerical/dispatch office specialist position, and/or further reduction in the training, equipment, and vehicle replacement budgets.

The proposed police levy will be used to pay the expenses of two full-time police officers, including wages, benefits, insurance, training, travel, and vehicle costs for a period of five years. Those funds will be combined with money from the City’s General Fund to provide a total of six full-time police officers, plus the clerical/dispatch office specialist and all other police department operating expenses. The City Council has committed to providing 4 full-time certified police officers as the highest priority expenditure of the City’s General Fund, so funding 2 officers with a police levy will ensure a force of at least 6 officers.

The proposed levy will generate $1,105,125 over 5 years, which will be imposed in equal amounts of $221,025 each year. It is estimated that the proposed tax will result in a rate of $0.56 per $1,000 assessed value in the first year. To determine the impact on your property taxes, multiply the assessed valuation in $1,000's by $0.56. For example, a house with an assessed valuation of $150,000 would pay $84 per year ($150 x $0.56), $300,000 would pay $168 per year ($300 x $0.56), etc. That amount could vary up or down each year, depending on increases or decreases in total Bandon assessed valuation.

BARN/COMMUNITY CENTER RESTROOM HOURS OF OPERATION

This issue of Barn/Community Center restroom operating hours was discussed by the City Council at their October 13^th meeting. The question revolved around whether the restrooms should be opened for general public use on weekends and other times the Barn is not being used for specific activities. Neither before nor after the recent renovation have the restrooms been opened for general public use except in conjunction with activities at the Barn. The small restrooms adjacent to the Park Host space are open to the public on a daily basis, and are cleaned by the Park Host. The Barn restrooms are open during activities of all regular Barn users, such as the Lions Club, EAT program, senior meals, senior center, etc. It has also been understood that occasional users who rent all or part of the Barn for meetings, weddings, parties, etc. are also renting the restrooms, and are responsible for the costs of cleaning after those events. In all cases, the Barn restrooms have only been open when someone is using the facility, and they have never been open without someone in attendance.

Keeping the restrooms and kitchen clean and maintained is costly, and is a critical part of the overall value and appeal of the Barn. Opening the Barn restrooms to general public use, seven days per week, would add to the janitorial, supplies, and maintenance costs at a time when both the Community Center and Parks & Recreation budgets are very tight. The City’s experience with the South Jetty Park restrooms is that unattended restrooms are subject to extensive damage, vandalism, and abuse. These problems would be exacerbated at the Barn if the restrooms were opened without someone in attendance, since the lobby and hallways would also be open unless security gates were installed in the front hallway.

The most significant concern is that the existing small restroom building is not handicapped accessible. After discussing the matter, the City Council unanimously agreed that the Barn restrooms should remained closed except during events and activities at the facility, and that staff should make a concerted effort to identify a funding resource to replace the existing City Park public restrooms with a larger handicapped accessible building.

CITY REVIEWING REGULATIONS REGARDING VEHICLE & RV PARKING AND TRUCK ROUTES

City staff and Councilors occasionally receive inquiries and complaints regarding the number of vehicles parked in City streets and private yards, heavy trucks parked in residential neighborhoods, and large trucks and vehicles driving on certain collector and local streets. The various existing traffic, parking, recreational vehicle (RV), and truck route regulations were reviewed and discussed by the City Council at their October 13^th meeting.

At the conclusion of those discussions, it was the consensus of the Council that staff should prepare and bring back for further consideration an amendment to the regulations which would prohibit semi-trucks from parking in residential neighborhoods. At the same time, the City would make available the parking lot south of 3^rd Street (the property adjacent to the site of the former Bandon Cheese Factory which is leased from Tillamook Cheese) for parking semi-trucks and trailers. The existing truck route regulations allow owners of semi-trucks to park their vehicles without trailers at their residences, provided they do not idle more than 5 minutes before leaving or after arriving. The City Council also requested that the Planning Commission review the existing regulations related to RV parking and multiple vehicle parking in residential neighborhoods, and report back to the Council with any recommendations for regulatory changes which would address problems related to those issues.

LOW INCOME ENERGY ASSISTANCE PROGRAM

The City annually participates in the Low Income Energy Assistance Program (LIEAP), which is a federally funded program, providing energy bill paying assistance to qualifying low income households. Low income Bandon electric customers are also helped by the City’s low income energy assistance program, which was instituted to comply with State electric regulations. This local program is funded by a surcharge on the electric utility bills and through voluntary contributions by customers who participate in the City’s “Round-Up” Program. These programs allow qualifying low-income households to apply for energy bill-paying assistance once each year. The maximum standard benefit is $300, which can be increased to $800 for crisis situations.

To provide efficient program administration and keep overhead costs as low as possible, the City contracts with the Southwestern Oregon Community Action Committee, Inc. (SWOCAC) to administer these programs on behalf of the City. Those services include providing information to customers, taking applications, reviewing income qualifications, qualifying customers, authorizing payments, and record keeping. SWOCAC receives administrative funds directly from LIEAP and the State of Oregon for administering the federal and State programs, and is paid $10 per assisted household for administering the City of Bandon’s local program.

For the one-year period from October 1, 2008 - September 30, 2009, a total of $47,946.01 in Federal LIEAP assistance was provided to 154 households (367 individuals) in the Bandon electric service territory. For the period April 30, 2009 - September 30, 2009, a total of $9,463.00 from the City’s local low income energy assistance program provided electric bill paying assistance to an additional 32 households (77 individuals). A total of 185 customers are currently participating in the “Round-Up” Program, providing an annual voluntary contribution of approximately $1,110.

If you feel your income level may qualify you for energy bill paying assistance, please contact Southwestern Oregon Community Action at 541-888-1574.

REMINDER THAT OPEN BURNING IS NOT ALLOWED IN BANDON

Recent data from the Police Department indicate a significant increase in the number of complaints related to fires and open burning. Please remember that open burning is not allowed in Bandon. This prohibition applies to burning garbage, rubbish, yard waste, and other materials in open fires, incinerators, and burn barrels. Operating indoor wood stoves is permitted, as is the appropriate use of approved outdoor barbeques and patio fireplaces. Any other outdoor burning for special events is subject to individual review and approval by the City Council, and payment of the cost for a permit and pre-inspection by the Fire Department.

BRUSH AND YARD DEBRIS PICK-UP WEEK

The final brush and yard debris removal program of 2009 will be held during the week of October 26 - 30, during which time Bandon Disposal will be picking up piles of brush and yard debris. City residents are allowed up to a maximum of 5 cubic yards of brush and yard debris removal (approximately two pickup loads) at no cost. PRIOR TO Monday, October 26, simply place your yard debris in the right-of-way along your street, and Bandon Disposal will pick it up sometime during that week. Please make sure that your brush is in one pile, since there is a maximum of one pile per address, and no group piles. Keep in mind that this program is for woody yard debris such as branches, brush, gorse, etc., so other items and materials such as metals, appliances, furniture, etc. will not be accepted. Branches must be cut into lengths no longer than 5 feet. Grass clippings and leaves will also be picked up, provided they are placed in biodegradable PAPER bags. NO PLASTIC bags can be accepted. Also, please avoid placing your pile under overhead utility lines, since a boom truck is used to pick up the debris. Locate your pile away from fire hydrants and utility boxes, and do not impede sidewalks or pedestrian walkways. A total of three brush and yard debris removal events are held each year. In addition to the last week in October, the other free events are scheduled for mid-January and the first week in May. If you have more than 5 cubic yards of debris, or if you want debris picked up at times other than the three brush removal week, please contact Bandon Disposal at 347-9633 for a price quote.

CITY COUNCIL MEETING VIDEOS NOW AVAILABLE ON THE INTERNET

The Bandon City Council meetings are now available on the internet as video-on-demand, so they can be viewed at any time. The videos can be found at http://coosmediacenter.pegcentral.com/. (The latest version of Flash Media Player is required.) From the opening page, scroll down and through the pages (there are several pages which also contain Coos Bay City Council, North Bend City Council, Coos County Commissioners, and other area meetings).

Since there is limited storage space, the amount of time each meeting can be maintained on line has not yet been determined. It is anticipated that a minimum of the two most recent meetings will always be available, which means each meeting can be accessed for at least two months. For older meetings, copies of the DVDs are available for viewing and copying at City Hall and the Library.

LINDA’S CHURCH JOKE

This one was sent in by one of Linda’s many church-joke fans:

A man appeared before St. Peter at the pearly gates. "Have you ever done anything of particular merit?" St. Peter asked.

“Well, I can think of one thing," the man offered. "On a trip to the Black Hills out in South Dakota, I came upon a gang of nasty bikers, who were threatening a young woman. I directed them to leave her alone, but they wouldn't listen. So, I approached the largest and most heavily tattooed biker and smacked him on the head, kicked his bike over, ripped out his nose ring, and threw it on the ground. Then I yelled, ‘Now, back off! Or you'll answer to me!’"

St. Peter was extremely impressed, and asked, "When did this happen?"

The man replied, "Just a couple of minutes ago."

HA! HA! Ha! HO! Ho! HA! Ha! ha! ha! ha!

ANYTHING ELSE?

Do you have any questions, input, or suggestions? Are there any topics you want addressed or covered in the Newsletter? If so, please let me know at citymanager@ci.bandon.or.us. For more complex questions or issues that may take significant discussion, please feel free to contact me by telephone at (541) 347-2437, voice mail ext. 229, so we can schedule an appointment.

Also, remember to visit the City of Bandon WEB page at www.ci.bandon.or.us, where you can get more information on this wonderful place in which we live.

That’s it for now. Have a good one!

Matt Winkel

City Manager