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City Council Agenda 1 of 2 August 5, 2019

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City of Florence Council Regular Session Florence City Hall 250 Hwy 101 Florence, OR 97439 541-997-3437 www.ci.florence.or.us

August 5, 2019 AGENDA 5:30 p.m.

Councilors: Joe Henry, Mayor Woody Woodbury, Council President Ron Preisler, Council Vice-President

Joshua Greene, Councilor Geraldine Lucio, Councilor

With 48 hour prior notice, an interpreter and/or TDY: 541-997-3437, can be provided for the hearing impaired. Meeting is wheelchair accessible.

Proceedings will be displayed live on Cable Channel 191 and rebroadcasted on Channel 191 and the City of Florence Vimeo Site.

CALL TO ORDER – ROLL CALL – PLEDGE OF ALLEGIANCE 5:30 p.m. PRESENTATIONS & ANNOUNCEMENTS

• Keepers of Heceta Head Lightstation Week Proclamation • Employee Introduction

o Matt Miller – Florence Events Center Maintenance Technician • Florence Urban Renewal Agency Appointment – Mayor Henry

1. PUBLIC COMMENTS – Items Not on the Agenda

This is an opportunity for members of the audience to bring to the Council’s attention any item not otherwise listed on the Agenda. Persons wishing to address the Council should complete a Speaker’s Card available online at http://www.ci.florence.or.us/council/request-address-city-council-speakers-card, or at the meeting. Speakers cards are due at least five (5) minutes before the meeting. Comments will be limited to three (3) minutes per person, with a maximum time of 15 minutes for all items. Speakers may not yield their time to others.

CONSENT AGENDA

2. APPROVAL OF MINUTES Kelli Weese

City Recorder Consider approval of the June 3, 2019 City Council meeting minutes.

3. RHODODENDRON DRIVE ENGINEERING Mike Miller

Public Works Director

Consider accepting the proposal from RH2 Engineering, Inc. in the amount of $38,357 for preliminary engineering and design services for the Rhododendron Drive realignment project.

4. FEE SCHEDULE Anne Baker

Administrative Services Director

Consider approval of Resolution No. 20, Series 2019, a resolution updating the City of Florence’s fees.

PUBLIC HEARING AND ACTION ITEMS The public will have an opportunity to offer comments on public hearing items after staff has given their report. Persons wishing to address the Council must complete a Speaker’s Card available online at http://www.ci.florence.or.us/council/request-address-city-council-speakers-card, or at the meeting. Speakers cards are due at least five (5) minutes before the meeting. Comments will be limited to five (5) minutes per person. Speakers may not yield their time to others. 5. RODS & RHODIES STREET CLOSURE REQUEST

Lezlea Purcell

Finance Manager

A. PUBLIC HEARING Hear and consider written or oral testimony regarding the proposed street

closure along Bay Street for the Rods & Rhodies Car Show.

• Meeting materials including information on each agenda item are published at least 24 hours prior to the meeting, and can be found of the City of Florence website at www.ci.florence.or.us/council.

• Items distributed during the meeting, meeting minutes, and a link to the meeting video are posted to the City’s website at www.ci.florence.or.us/council as soon as practicable after the meeting.

• To be notified of City Council meetings via email, please visit the City’s website at http://www.ci.florence.or.us/newsletter/subscriptions.

http://www.ci.florence.or.us/

http://www.ci.florence.or.us/council/request-address-city-council-speakers-card



http://www.ci.florence.or.us/council

http://www.ci.florence.or.us/council

http://www.ci.florence.or.us/newsletter/subscriptions

City Council Agenda 2 of 2 August 5, 2019

Lezlea Purcell Finance Manager

5c. B. STREET CLOSURE REQUEST Consider approval of the street closure along Bay Street from just east of the

Siuslaw River Bridge to Nopal Street and the half blocks of Laurel, Maple and Nopal Streets, just north of Bay Street, for the Rods & Rhodies Car show occurring on September 14, 2019 as applied for by Gary Cargill of Florence Rods and Rhodies.

ACTION ITEMS The public will have an opportunity to offer comments on action items after staff has given their report. Persons wishing to address the Council must complete a Speaker’s Card available online at http://www.ci.florence.or.us/council/request-address-city-council-speakers-card, or at the meeting. Speakers cards are due at least five (5) minutes before the meeting. Comments will be limited to three (3) minutes per person. Speakers may not yield their time to others.

6. HIGHWAY 126 UTILITY PROJECTS CONTRUCTION BID AWARD

Mike Miller Public Works

Director Consider accepting the proposal from Ray Wells, Inc. in the amount of $284,426 for

construction of the Hwy 126 water and wastewater improvements project to extend water and wastewater services along the south side of Hwy 126.

REPORT & DISCUSSION ITEMS

Erin Reynolds City Manager

7. CITY MANAGER REPORTS & DISCUSSION ITEMS • USDA Rural Business Development grant for RAIN

8. CITY COUNCIL REPORTS & DISCUSSION ITEMS Joe Henry

Mayor

COUNCIL CALENDAR All meetings are held at the Florence City Hall (250 Hwy 101, Florence Oregon) unless otherwise indicated

Date Time Description

August 19, 2019

10:30 a.m.

City Council Work Session

August 19, 2019

5:30 p.m.

City Council Meeting

September 2, 2019

- - -

Labor Day Holiday City Offices Closed

City Council Work Session Canceled

City Council Meeting Canceled

September 16, 2019

10:30 a.m.

City Council Work Session Tentative

September 16, 2019

5:30 p.m.

City Council Meeting



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Office of the Mayor, City of Florence

Heceta Lighthouse BED & BREAKFAST

Keepers of Heceta Head Lightstation Week August 4-11, 2019

Whereas, communities all across America will be celebrating National Lighthouse Day this week on August 7th, marking the anniversary of the signing of the Lighthouse Act two-hundred and thirty years ago, and to the commissioning of the first Federal lighthouse in the United States, and

Whereas, our City and neighboring community mariners traversing our waters have been protected by the ever-shining light at Heceta Head Lightstation for 125 years, and

Whereas, the lightkeepers of Heceta Head Lightstation have worked tirelessly to the service of the lightstation, raising families and serving their country at Heceta Head with the utmost dedication to their work ~~d being productive citizens of the Florence community, and

Whereas, we acknowledge the presence of those currently dedicated to preserving the lightstation's grounds, buildings and history and to their passion to sharing the history to those who visit the lightstation and interpretive centers: :,..- .... .,,.

NOW, THEREFORE, I, Joe Henry, Mayor, of the City of Florence, Oregon, do hereby proclaim the week of August 4-11, 2019 as Keepers of Heceta Head Lightstation Week in the City of Florence, to honor Florence Oregon's Heceta Lightstation and its' keepers of days gone by to the present, and encourage citizens to join in this observance.

2019 Florence Urban Renewal Area

Director Appointment

Office of the Mayor, City of Florence

I, Joe Henry, Mayor of the City of Florence, do hereby appoint the following person to the Florence Urban Renewal Agency per Florence City Code Title 2, Chapter 5.

Florence Urban Renewal Agency

• Woody Woodbury – City Councilor Position

AIS – Public Comments Page 1 of 1

AGENDA ITEM SUMMARY ITEM NO:

FLORENCE CITY COUNCIL Meeting Date: August 5, 2019 Department: Mayor & Council

ITEM TITLE:

PUBLIC COMMENTS – Items Not on the Agenda

DISCUSSION/ISSUE:

This is an opportunity for members of the audience to bring to the Council’s attention any item not otherwise listed on the Agenda. Persons wishing to address the Council must complete a Speaker’s Card available online at http://www.ci.florence.or.us/council/request-address-city-council-speakers-card, or at the meeting. Speaker’s cards are due at least five (5) minutes before the meeting. Comments will be limited to three (3) minutes per person, with a maximum time of 15 minutes for all items. Speakers may not yield their time to others.



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AIS – Approval of Minutes Page 1 of 1


FLORENCE CITY COUNCIL Meeting Date: August 5, 2019 Department: City Council

ITEM TITLE:

Approval of Minutes

DISCUSSION/ISSUE:

Consider approval of the draft minutes listed below.

Materials distributed during City Council meetings can be found on the City of Florence’s website at www.ci.florence.or.us under the calendar date for each particular meeting. In addition, all items pertaining to the meeting including the meeting agenda, materials and items distributed, as well as electronic audio/video recordings of the meeting, are referenced at the top of each set of approved minutes, and can be referenced either on the City’s website or upon request of the City Recorder.

FISCAL IMPACT:

Minutes incur staff time for compilation / retention and have no other fiscal impacts.

RELEVANCE TO ADOPTED COUNCIL GOALS:

Goal 1: Deliver efficient and cost-effective city services.

ALTERNATIVES:

1. Approve the minutes as presented 2. Review and approve the minutes with modifications

RECOMMENDATION:

Approve the minutes as presented

AIS PREPARED BY:

Kelli Weese, City Recorder

CITY MANAGER’S RECOMMENDATION:

� Approve � Disapprove � Other Comments:

ITEM’S ATTACHED:

Attachment 1 – Draft June 3, 2019 City Council Meeting Minutes

http://www.ci.florence.or.us/

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Accepted

City Council Meeting Minutes – June 3, 2019 1 of 7

City of Florence City Council Regular Session

Florence City Hall 250 Hwy 101, Florence, Oregon

Final Action Minutes June 3, 2019

CALL TO ORDER - ROLL CALL - PLEDGE OF ALLEGIANCE Meeting called to order at 5:30 p.m. Councilors Present: Mayor Joe Henry, Councilors Woody Woodbury, Ron Preisler,

Joshua Greene and Geraldine Lucio. Councilors Absent: None Staff Present: City Manager Erin Reynolds, Public Works Director Mike

Miller, Chief of Police Tom Turner, Planning Director Wendy FarleyCampbell, City Recorder / Economic Development Coordinator Kelli Weese and City Project Manager Megan Messmer.

PRESENTATIONS & ANNOUNCEMENTS

• Summer Block Party Preparation – July 19, 2019

Start Time: 5:30 p.m. Handouts: Summer Block Party Presentation Summer Block Party Flyer Action: PM Messmer discussed the upcoming summer block party

event. 1. PUBLIC COMMENTS – Items Not on the Agenda

This is an opportunity for members of the audience to bring to the Council’s attention any item not otherwise listed on the Agenda. Persons wishing to address the Council must complete a Speaker’s Card available online at http://www.ci.florence.or.us/council/request-address-city-council-speakers-card, or at the meeting. Speakers Cards are due at least (5) minutes before the meeting. Comments will be limited to three (3) minutes per person, with a maximum time of 15 minutes for all items. Speakers may not yield their time to others.

Start Time: 5:40 p.m. Comments: None

This document is supplemented by agenda packet materials, meeting materials distributed and electronic audio / video recordings of the meeting and may be reviewed upon request

to the City Recorder.


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Attachment 1


CONSENT AGENDA 2. ODOT TRANSPORTATION GROWTH MANAGEMENT GRANT APPLICATION

Consider approval of Resolution No. 11, Series 2019, a resolution authorizing the City of Florence to apply for a Transportation Growth Management (TGM) grant with the Oregon Department of Transportation (ODOT) for completion of the Florence Transportation System Plan update.

3. WORKERS COMPENSATION INSURANCE TO CITY VOLUNTEERS

Consider approval of Resolution No. 12, Series 2019, a resolution extending the City of Florence’s worker’s compensation insurance to volunteers of the City of Florence for the policy year 2019-2020.

4. APPROVAL OF MINUTES

Consider approval of the April 22, 2019 City Council meeting minutes and the May 6, 2019 City Council meeting minutes.

Start Time: 5:40 p.m. Action: Approve the consent agenda as presented. Motion: Councilor Preisler Second: Councilor Lucio Vote: Unanimous PUBLIC HEARING AND ACTION ITEMS The public will have an opportunity to offer comments on public hearing items after staff has given their report. Persons wishing to address the Council must complete a Speaker’s Card available online at http://www.ci.florence.or.us/council/request-address-city-council-speakers-card, or at the meeting. Speaker’s cards are due at least five (5) minutes before the meeting. Comments will be limited to five (5) minutes per person. Speakers may not yield their time to others. 5. STATE REVENUE SHARING A. PUBLIC HEARING ON STATE REVENUE SHARING

Hear and consider written or oral testimony on the use of State Revenue Sharing funds.

Start Time: 6:15 p.m. Handouts: Staff Presentation Public Hearing: Opened at 5.44 p.m. and with so speakers was immediately

closed.




B. DECLARE ELECTION TO RECEIVE SHARED REVENUES Consider approval of Resolution No. 13, Series 2019, a resolution declaring the City’s election to receive State Shared Revenues.

Action: Approve Resolution No. 13, Series 2019. Motion: Mayor Henry Second: Councilor Woodbury Vote: Unanimous C. CERTIFY ELIGIBILITY TO RECEIVE SHARED REVENUES

Consider approval of Resolution No. 14, Series 2019, a resolution certifying the City’s eligibility to receives shared revenues.

Action: Approve Resolution No. 14, Series 2019. Motion: Mayor Henry Second: Councilor Preisler Vote: Unanimous 6. CITY OF FLORENCE 2019-2021 BIENNIAL BUDGET A. PUBLIC HEARING ON 2019-2021 BIENNIAL BUDGET

Hear and consider written or oral testimony on the 2019-2021 Biennial Budget.

Start Time: 5:45 p.m. Handouts: Staff Presentation Discussion: The City Council discussed…

• Concerns for the City Council’s action to defund the Public Art Committee by not allowing it to pursue funding from the Florence Urban Renewal Agency

• Public art projects contained in the Florence Urban Renewal Agency budget

• Potential allocation of savings from the public art grant to additional public art and/or beautification objectives

Comments: Councilors Preisler, Greene and Mayor Henry Public Hearing: Opened at 5.54 p.m. and with so speakers was immediately

closed.


B. ADOPTION OF BUDGET Consider approval of Resolution No. 15, Series 2019, a resolution adopting a biennial budget for the fiscal years beginning July 1, 2019, making appropriations and imposing and categorizing ad valorem taxes.

Action: Approve Resolution No. 15, Series 2019. Motion: Mayor Henry Second: Councilor Lucio Vote: Unanimous 7. CITY OF FLORENCE FEE ADJUSTMENTS A. PUBLIC HEARING ON FEE ADJUSTMENTS

Hear and consider written or oral testimony on the proposed City of Florence fee adjustments.

Start Time: 5:55 p.m. Handouts: Staff Presentation Discussion: None

Public Hearing: Opened at 5:57 p.m. and with so speakers was immediately

closed. B. CITY OF FLORENCE FEE ADJUSTMENTS

Consider approval of Resolution No. 16, Series 2019, a resolution setting the fees for the City of Florence.

Action: Approve Resolution No. 16, Series 2019. Motion: Councilor Woodbury Second: Mayor Henry Vote: Unanimous


ACTION ITEMS The public will have an opportunity to offer comments on action items after staff has given their report. Persons wishing to address the Council must complete a Speaker’s Card available online at http://www.ci.florence.or.us/council/request-address-city-council-speakers-card, or at the meeting. Speaker’s cards are due at least five (5) minutes before the meeting. Comments will be limited to three (3) minutes per person. Speakers may not yield their time to others. 8. AGREEMENTS FOR RECURRING SERVICES

Consider approval of Resolution No. 17, Series 2019, a resolution authorizing the City Manager to execute agreements for services within the City of Florence’s adopted 2019-2021 Biennial Budget, including employee benefits and transit, building inspection and social support services.


• Method for estimating building inspection costs Comments: Councilor Preisler

Action: Approval of Resolution No. 17, Series 2019 Motion: Councilor Preisler Second: Councilor Lucio Vote: Unanimous 9. PAVING CONTRACT AWARD

Consider accepting the proposal from Knife River Corporation in the amount of $498,964.50 for all labor, equipment, and materials necessary for 2019 Road Rehabilitation projects including portions of, or complete segments of, 23rd, 18th, 17th, 11th, and 10th Streets.


• Differences in costs between engineering estimates and bids

Comments: Councilor Preisler Action: Accept the proposal from Knife River Corporation and

authorize the City Manager to proceed with a construction contract.

Motion: Councilor Greene Second: Councilor Preisler Vote: Unanimous




10. STREETS CHIP / FOG SEAL PROGRAM AND MICROCOAT Consider accepting the proposal from Sierra Santa Fe Corporation in the amount of $133,869 to complete pavement maintenance including a chip / fog seal and microcoat. The project area includes Spruce Street from 25th to 35th Streets, 42nd Street between Hwy 101 and Spruce Street, Rhododendron Drive between Fawn View Lane and Sebastian Street, paved surfaces at the wastewater treatment plant, the south parking area of Florence City Hall, and Miller Park.


• Restriping costs for the chip and fog seal areas • Difference in pavement area thickness for the street

right-of-way and the bike lanes • Length of time to perform the chip and fog seal

Comments: Councilors Woodbury, Greene and Preisler Action: Accept the proposal from Seirra Santa Fe Corporation and

authorize the City Manager to proceed with a contract. Motion: Councilor Woodbury Second: Councilor Greene Vote: Unanimous REPORT & DISCUSSION ITEMS

11. CITY MANAGER REPORT & DISCUSSION ITEMS Start Time: 6:20 p.m. Discussion: The City Council discussed…

• City Council and other city upcoming meetings • Upcoming Housing Code Amendments work session

with the Planning Commission


12. CITY COUNCIL REPORTS & DISCUSSION ITEMS

Start Time: 6:06 p.m. Discussion: The City Council discussed…

• Council activities in the community and community announcements

• Workings of the Florence Municipal Court Judge • Updates on the Council’s Ex-Officio roles on various

City Committees • Potential for the Council to consider hosting a work

session with each of the City’s Committees concerning their work plans and timeline for the City’s committee work plans

Meeting adjourned at 6:30 p.m. ATTEST: Joe Henry, Mayor Kelli Weese, City Recorder

AIS – Rhododendron Drive Phase 1 Engineering Services Page 1 of 2


FLORENCE CITY COUNCIL Meeting Date: August 5, 2019 Department: Public Works

ITEM TITLE:

Accept fee proposal from RH2 Engineering, Inc. in the amount of $38,357 for preliminary engineering and design services for the Rhododendron Drive Realignment Project.

DISCUSSION/ISSUE:

The City has solicited proposals from experienced and qualified civil engineering firms, licensed in the State of Oregon, to perform civil and environmental engineering for our capital improvement projects. In our process, the City received six proposals, which were scored and ranked according to the criteria contained in our Request for Qualifications/Proposals. RH2 Engineering, Inc. is one of two firms that were selected through that process. The City has identified and budgeted funding during the 2019-21 biennium to improve Rhododendron Drive from Wildwinds to 35th Street to address concerns regarding road base stability, intersection safety, sight vision safety, and stormwater drainage. The recommended design improvements to be evaluated will realign the roadway to the east along much of the current alignment which will allow better sight distance, improvement of the existing parking along the Siuslaw River and will include a separated multi-use path along the project limits. Due to the complexities and nature of the project, the design of the Rhododendron Drive Realignment Project will be completed in two phases. Phase 1, which is before Council for approval, will evaluate the opportunities and obstacles associated with the project. Phase 1 will also include preliminary design, cost estimates and schedule. Phase II, which will be approved at a later date, will be the final design and construction services for the selected improvements evaluated during Phase 1. Staff has reviewed the proposed scope of services for the project, including the work tasks and fees, and finds the proposal to be adequate and within reason for projects of this scope.

FISCAL IMPACT:

Phase 1 engineering fee proposal from RH2 Engineering, Inc. is $38,357. The total preliminary estimated project costs that we used for the 2019-21 biennium budget was $3.8 million ($300,000 for engineering/design services and $3.5 million for construction).

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AIS – Rhododendron Drive Phase 1 Engineering Services Page 2 of 2

RELEVANCE TO ADOPTED CITY WORK PLAN:

• City Service Delivery – improving, maintaining and enhancing our infrastructure as feasible.

• Livability & Quality of Life – by providing transportation facilities that are responsive to our community’s needs with efficient, effective and sustainable service delivery.

• Economic Development – quality transportation facilities enhances the development and redevelopment potential of this entire corridor.

• Communication & Trust – strengthening citizen trust by cooperatively working with residents for the common good.

• Financial & Organizational Sustainability – construction infrastructure that supports current and future needs.

ALTERNATIVES:

1. Accept the engineering service proposal for Phase 1 from RH2

Engineering, Inc. 2. Reject the proposal from RH2 Engineering, Inc. and request

proposals from another qualified firm.

RECOMMENDATION:

Staff recommends that City Council accept the engineering services proposals from RH2 Engineering, Inc. and authorize the City Manager to proceed with a professional services contract.

AIS PREPARED BY:

Mike Miller, Public Works Director



ITEM’S ATTACHED:

Attachment 1 - Map of area for proposed improvements

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Accepted

Project Area for Rhododendron Drive Enhancement Project

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Attachment 1

AIS – Amendment to City Fees Page 1 of 2


FLORENCE CITY COUNCIL Meeting Date: August 5, 2019 Department: Admin Svs Dept.

ITEM TITLE:

Amendment to City Fees and charges.

DISCUSSION/ISSUE:

June 3, 2019 the City Council approved Resolution No. 16, Series 2019 (amended July 15, 2019) that increased fees and charges 1.3% (CPI). The City’s fiscal policies include an annual review of fees and charges, with proposed changes submitted for consideration by Council. Attached is a resolution that amends the resolution adding a $35.00 fee for lien searches. The City currently charges title companies and other interested parties $10.00 to manually search properties for liens, and; ORS 93.643 (1b) outlines how constructive notice of interest in real property may be given. It states: “A city may give constructive notice of a governmental lien by maintaining a record of the lien in an electronic medium that is accessible online during the regular business hours of the city.” In order to be in compliance with State Statutes, the City will provide its lien searches through Net Assets, Conduits, a web-based application that will allow online property searches. Net Assets charges $12.00 per search. River Cities Taxi rates were inadvertently increased the CPI. Those rates should be the same as in the 2018-2019 fiscal year.

FISCAL IMPACT:

It is anticipated that the increase in lien fees will net an additional $5,500 during the 2019-2020 fiscal year and approximately $13,000 for the biennium. There is no impact for taxi rates.


The proposed fee adjustments provide incremental and necessary funding, consistent with the adopted budget, to sustain and improve the City’s operations and protect its investment in its infrastructure and are consistent with the City’s adopted fiscal policies.

ALTERNATIVES:

The Council may choose to:

1. Approve the resolution, or; 2. Adjust rates by a different amount than proposed.

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AIS – Amendment to City Fees Page 2 of 2

RECOMMENDATION:

Staff recommends approving Resolution No. 20, Series 2019, amending Resolution No. 16, series 2019 and adjusting the City of Florence’s fees and charges for services.

AIS PREPARED BY:

Anne Baker, Administrative Services Department Director



ITEM’S ATTACHED:

Attachment 1 – Resolution No. 20, Series 2019

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Accepted

Resolution No. 20 Series 2019 Page 1 of 2

CITY OF FLORENCE RESOLUTION NO. 20, SERIES 2019

A Resolution amending Resolution No. 16, Series 2019, and adjusting the City of

Florence’s fees and charges for services.

RECITALS:

1. Resolution No. 16, Series 2019 updated fees and charges for fiscal year 2019-20, and;

2. The City currently provides lien searches manually, and;

3. ORS 93.643 (1b) states that cities may give constructive notice of interest in real property if through an electronic medium, and;

4. Implementing Net Assets, Conduits, an electronic search medium will cost the City $12.00 per search, and;

5. The fees for taxi rates were inadvertently increased.

Based on these findings, THE CITY COUNCIL OF THE CITY OF FLORENCE RESOLVES AS FOLLOWS: 1. The fees and charges for services for the City of Florence are hereby amended as set

forth below:

Administration Lien Searches $35.00

Other City-Regulated Fees River Cities Taxi Minimum charge (meter drop) $ 2.50 Mileage rate 2.50 Increments 0.25 Wait time (per hour) 24.00 Extra charges (bikes, etc.) 1.00

2. This Resolution takes effect immediately upon adoption.

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Resolution No. 20 Series 2019 Page 2 of 2

ADOPTION: This Resolution is passed and adopted on the 5th day of August, 2019. Joe Henry, Mayor Attest: Kelli Weese, City Recorder

AIS – 2019 Rods N Rhodies Street Closure Page 1 of 3

AGENDA ITEM SUMMARY

FLORENCE CITY COUNCIL

ITEM NO:

Meeting Date: August 5, 2019

Department: Administrative Ser.

ITEM TITLE:

Request for Temporary Street Closure – 12th Annual Rods N Rhodies Car Show

DISCUSSION/ISSUE:

The City of Florence received a request from Mr. Gary Cargill, Rods N Rhodies, Inc. for a temporary street closure permit for a car show / vendor fair for their “12th Annual Rods N Rhodies Car Show” scheduled for Saturday September 14th, 2019.

The event is for a car show to be held in Old Town, requesting streets be closed as shown in the table below. The applicant is requesting permission to allow for a Car Show to be located along Bay Street.

The attached application, map,request recommendations, and other materials are included that stipulate the specifics of the temporary street closure. The mailing of the applicable notice as required by code was performed by the City’s Finance Office for the public hearing /comment on this agenda item. Notices were mailed to business owners / managers, property owners

and site addresses within 100 feet of the proposed street closure on July 24th and a public hearing notice was published on the City of Florence website on July 24th and in the Siuslaw News on July 27th.

Street Closure / Special Event Regulation

The City of Florence regulates special events that will affect the ordinary use of city property, public streets, rights-of-way or sidewalks, and those that may require an increased presence of City personnel. This regulation gives the City an opportunity to assess traffic impacts, safety concerns, possible noise violations, fire / ambulance access, and to avoid undue hardship to adjacent businesses.

Schedule of Events

Car Show: Bay Street from Siuslaw River Bridge to Nopal St. port parking lot (includes Laurel & Maple Streets)

Street Closure Times:

Saturday 5:00 a.m. to 7:00 p.m.

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In order to apply for a street closure, the applicant must submit responses to the criteria listed within the Florence City Code. Enclosed with the materials for this agenda item is a representation of the code provisions for street closures and how those provisions are addressed via findings. These responses are contained in Attachment 2. In order to approve the application, Staff recommends the following conditions of approval:

Staff Recommendations for Permit Conditions for Approval:

1. Promoter is required to post ‘no parking’ signage in the affected street closure areas for the time periods when the road is to be closed.

2. Florence Police will not begin enforcement of the prohibited parking posting for all non-participants until Saturday September 14th.

3. Promoter shall permit delivery vehicles access as required.

4. Promoter shall ensure that no permanent business shall be blocked by car show activities and shall make efforts to ensure that foot traffic continues to permanent businesses.

5. The promoter shall have 6 traffic control points: 1. Bay east of Siuslaw River Bridge 2. Laurel / Old Town Way 3. Maple / Old Town Way 4. Nopal / Old Town Way 5. Bay / Parking Lot between BJ’s Ice Cream & Florence Bling 6. Maple / 1st

6. All traffic control points shall be staffed at all times by at least one person with communication capability with the promoter or his designee.

7. There shall be one person “rover”, either the promoter or his designee, to supervise the event at all times. This person shall have communication capability with all traffic control points.

8. Promoter is responsible to ensure all vendors (should vendors be incorporated into the event) are properly licensed by the City of Florence (via the Master Vendor Business License process).

FISCAL IMPACT:

Street closure applications affect the City fiscally by the staff time inherent in processing the applications including:

• Meeting(s) with the applicant, • Mailing notices to surrounding interested parties, • Reviewing the application and preparing it for Council decision, and


• Increased police presence during the event.

Per Resolution No. 29, Series 2009, the applicant paid the $250 street closure fee.


Goal 1: Deliver efficient and cost-effective city services.

ALTERNATIVES:

1. Approve the request to temporarily close a city street as identified in the application with the conditions specified.

2. Do not approve the request to temporarily close a city street as identified in the application.

3. Approve the request to temporarily close a city street as identified in the application, but modify, change, add, or delete any conditions of the permit or require fees.

RECOMMENDATION:

Approve the request to temporarily close a city street as identified in the application with the conditions specified.

AIS PREPARED BY:

Lezlea Purcell, Finance Manager


� Approve � Disapprove � Other

Comments:

ITEM’S ATTACHED:

Attachment 1 – Street application including map Attachment 2 – Applicant response to code criteria and staff

findings of code compliance

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Accepted

~~~ Street Closure Application

City Hall - 250 Hwy 101, Florence, OR 97439 (541) 997-3437-www.ci.florence.or.us

Application must be submitted at least 45 days prior to the event. Please see reverse for information about the street closure approval process.

Name of Event: 12th Annual Rods N Rhodies Car Show Detailed description Classic Car Show with approximately 135 Hot Rods and Classic Automobile of Event: displayed . Raffles, Live DJ Music, Musical Entertainment, Vendors, Service (Including purpose and Groups. Bringing classic car culture to Florence Old Town. Volunteered charity statement of how the event will benefit the citizens of event to benefit Rods N Rhodies Inc. 501 (c) (3) Nonprofit Organization. Florence)

General Location of Bay Street from the bridge to Nopal St. port parking lot. Laurel St. and Maple Street Closure: Street. Refer to attached Street Closure Diagram Date(s) of Street From: To:

Closure: Sept. 14th 2019 Sep. 14 2019 Hour(s) of Street From: To:

Closure: 5am 7pm Please describe Free event that is open to the public. admission fees (if any):

Additional Information Required Below is a check list of the required information for the City of Florence to complete the review of your application:

l!d The full name and contact information for all event ~ Map and description of all streets and rights of way organizers including those that will be at the event during affected by the closure. all hours of the event.

0 A detailed plan for ingress and egress from the closed area D A detailed security plan including: including the number of access points, who will be allowed • The number and deployment of security ingress and egress at those points, and how these points personnel (including qualifications of the personnel for

will be staffed and controlled. Plan must include events over 500 people)

consideration for: • Temporary fencing plan

• Delivery trucks • Crowd control plan

• Participants/ Attendees • Traffic Control Plan

• General Public • Plan for how first aid will be provided at the event

• Residents

• Emergency Vehicles

~ An estimate as to how many participants and attendees ~ A sanitation plan providing details on public restrooms and are expected at the event and an explanation of how the sanitation facilities provided. estimate was derived.

D Statement as to whether alcohol will be consumed or sold ~ If sound producing devices or amplification will be used, during event, and a copy of OLCC permits if applicable. Noise Variance Application must be included. - If goods/

services will be sold, a Business License Application must be included.

~ Proof of liability insurance in the form and amount D A written agreement to indemnify the city against any and approved by the City Manager naming the City as all claims related to the applicant's actions or inactions

additionally insured. (If alcohol will be sold, proof of obtainment of related to the event. Such indemnity shall be approved by commercial liquor liability insurance. - $SOO,OOO for events of less than the City Manager. 500 people, $1,000,000 for events greater than 500 people)

Primary Event Contact Information Contact Name: Gary Cargill Mailing Address: PO Box2443 City, State, Zip: Florence, OR 97 439 Contact Phone: 541-9~9-6513 Contact Email: [email protected]

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Signature: (_\ / &>£/ .r ~-< / ,1 :t·11./

Date: 05/28/2019 ~ ,r

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Attachment 1

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Street Closure Diagram

3rd St

Old Town Inn

Riverhouse Inn C) Bridgewater - B

Fish House Q a'I s'-and z I A r 'o

A. Two Barricades with four sandbags and four orange cones at Bay Street just east of the bridge.

•• •• E

8. Two Barricades with four sand bags and four orange cones at the intersection of Laurel Street and Old Town Way.

C. Two Barricades with four sandbags and four orange cones at the intersection of Maple Street and Old Town Way.

D. Two Barricades with four sandbags and four orange cones at the intersection of Nopal and Old Town Way.

E. Eight orange cones blocking access to Bay Street from the parking lot between BJ's Ice Cream and Florence Bling Business.

F. Two Barricades with four sandbags and four orange cones at the intersection of Maple Street and 1St.

Sanitation Diagram

Riverhouse Inn ~

3rd St

Old TOHn Inn

wat r c Hous

11; ra Bar

A. One Standard and One Handicapped Porta Pottie located in the South West area ofthe Port Parking Lot. B. One Standard and One Handicapped Porta Pottie located at the intersection of Laurel Street and Old Town Way. C. One Handicapped Porta Pottie located on Bay Street under the bridge. Placement on September 13th before 12pm and removal on September 15th before 12pm. This configuration and the permanent facilities at the intersection of Bay Street and Maple should be ample.

Street Closure / Car Show Area

Traffic Control Points

12th Annual Rods N Rhodies Car Show Street Closure Map

Attachment 2 – Rods & Rhodies Street Closure Page 1 of 6

Attachment 2 Rods & Rhodies Street Closure Request

Code Criteria Response and Findings Applicant Response:

1. The full name and contact information for all event organizers and a detailed description of the event, including dates, hours, admission fees, and purpose, and a statement as to how the event will benefit the citizens of Florence. Gary Cargill President Rods N Rhodies, Inc. Contact: 541-999-6513 The event is a vendor fair and car show sponsored by Rods N Rhodies, Inc. to be held on September 14th, 2019 The vendor fair will occur on September 14th, 2019 and will allow for a Car Show that will host 100+ participants and hundreds of attendees. This event is held on Bay Street. There will be no charge to residents of Florence and all other visitors coming to town.

2. A map and description of all streets and rights-of-way affected by the closure with sufficient detail to allow the City to complete the review and assess the impact of the closure. See map for ingress and egress points. (Attachment 1) Delivery vehicles, residents, emergency and security vehicles and participants will be allowed access. The general public is invited, but must walk in. No motorized vehicles, skateboards, bicycles will be allowed (except for handicapped).

3. A list of all businesses within 100’ of the portion of the streets to be closed. A list of all businesses within 100’ of the portion of the streets to be closed was generated.

4. A detailed plan for ingress and egress from the closed area including delivery trucks, participants, attendees, the general public, residents, and emergency vehicles. This plan must include the number of access points, who will be allowed ingress and egress at those points, and how these points will be staffed and controlled. There will be manned barricades at each intersection, and only foot traffic will be allowed in the show area. There will be barricades as shown on the map in Attachment 1. There will be access for emergency vehicles, delivery trucks, residents, security vehicles and participants.

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Attachment 2


5. An estimate as to how many participants and attendees are expected at the event including an explanation of how the estimate was derived.

It is estimated that 100+ cars will participate with two people per car (200+). Attendees and visitors are somewhat harder to estimate, but from previous shows, comments from other persons who have managed this event in the past, and personal observation, approximately 2,000 people are estimated. Calculations based on the history of the show, now in its 12th year.

6. A sanitation plan providing details as to how the organizers plan to accommodate the expected attendees and participants with an appropriate number of public restrooms or sanitation facilities.

Sanitation will include public restrooms by Mo’s, one portable restrooms on Laurel Street, one on the port boardwalk and one under the bridge. Delivery will be Friday, pick-up on Sunday with daily cleaning.

7. A security plan which must include the number and deployment of security personnel, a temporary fencing plan, a crowd control plan, a traffic control plan, and a plan for how first aid will be provided during the event. For Special Events predicted to have a total attendance of greater than 500 people, the applicant shall supply information concerning the qualifications of the personnel that will provide crowd control and traffic control.

See attached map for five manned barricade areas. (Attachment 1). The manned barricades will be in place again this year; however, we will not be hiring a foot patrol this year. We have asked the Florence Police Auxiliary to be at the event providing community awareness of their program and recruiting volunteers in return for police presence for security. Hand-held radios will be used, along with a cell phone list of all volunteers and event staff.

8. A statement as to whether alcohol will be consumed or sold during the special event, a copy of all required OLCC permits, or a statement that all required permits will be obtained and copies provided prior to the special event; and a plan which demonstrates compliance with all state and local laws, rules, and regulations. If alcohol will be sold at the Special Event, the applicant will obtain a commercial liquor liability insurance policy and submit a certificate of insurance to the City. For special events predicted to have total attendance of less than 500 people, the policy shall be for coverage of at least $5,00,000 combined single limit per occurrence. For special events predicted to have total attendance greater than 500 people, the policy shall be for coverage of at least $1,000,000 combined single limit per occurrence.

No alcohol will be sold at this event. Event participants will be able to purchase alcohol only at restaurants and bars. We have obtained a OLCC Raffle/Auction Permit allowing us to use Beer, Wine, Cider and Spirits in our Raffle Program.


9. A disclosure as to when and whether any sound producing devices including musical instruments will be used during the Special Event and when and where any sound will be amplified for any purpose during the event.

Music and announcements to include sponsors recognition amplified over a series of wireless speakers located on Bay Street. A noise variance application was submitted to the City of Florence.

10. Proof of liability insurance for the Special Event in the form and amount approved by the City Manager naming the City as additional insured.

Applicant has provided proof of liability insurance from their insurance agency.

11. An approved City business license if required by FCC 3-1-4.

Vendors will be a part of the event and we will submit the Master Vendor Application. They will not be placed in a dedicated vendor area but assigned a spot for each day at strategic points amidst the event area.

12. Approvals to place any signage within the rights of way as required by FCC 10-26-6.

Applicant referred to Community Development for requirements and/or restrictions.

13. A list of on-site contact persons that will be at the Special Event during all hours of the Special Event. The list shall contain the contact information for each contact person such that the City will be able to reach the contact person during the Special Event.

A list of on-site contact persons has been provided to the Police Department.

14. Consent to attend a pre-special event conference with city staff to prepare for the special event should such conference be requested by the City Manager, or designee.

The applicant will be available to attend a pre-special event conference or follow up conference with City staff should such a request be made.

15. The fees required by FCC 7-5-1-4.

The $250 fee has been paid.

15. A written agreement to indemnify the city against any and all claims related to the applicant’s actions or inactions related to the Special Event. Such indemnity shall be in a form approved by the City Manager.

To be provided by the City for the applicant to execute upon approval of the application by the City Council.


Staff Findings: 1. The street closure and/or Special Event will not disrupt traffic within the city beyond

practical solution. Staff finds that it does not.

2. The street closure and/or Special Event will not create unreasonable or significant safety issues for the participants, the public, attendees, pedestrians, motorists or others. Staff finds that it does not.

3. The special event will not result in a violation of the City’s noise ordinance, FCC 6-1-2-3. If the applicant is planning to use any sound producing devices which may violate the noise ordinance, a separate application for a variance under FCC 6-1-2-3 must accompany the application for a street closure. A final decision on the street closure application will not be made until after a final decision is made on the application for a variance to the noise ordinance. The applicant has formally applied for a noise variance. Approval of the noise variance will be conditional on the applicant notifying the surrounding properties of the date, times, and purposes for the noise variance.

4. The Special Event and/or the street closure will not unreasonably interfere with access to fire hydrants. Siuslaw Valley Fire and Rescue will continue to maintain access for emergencies.

5. The special event and/or the street closure will not unreasonably interfere with access to the affected area by police, fire, ambulance, or other emergency services providers. Staff finds that it does not. Notice was sent to Siuslaw Valley Fire and Rescue and Western Lane Ambulance. As of the writing of this staff report no comments have been heard from either entity.

6. If alcohol will be served or sold at the Special Event, applicant will obtain or has obtained any and all necessary OLCC permits. Applicant shall include a plan in the application which demonstrates the ability to comply with all state and local laws, rules and regulations. Not applicable – All alcohol will have to be purchased and consumed by attendees in the businesses licensed by OLCC.


7. The special event and/or street closure will not cause undue hardship to adjacent

businesses, public services including public transit, public buildings, and/or residence which cannot be reasonably mitigated by the applicant. If the special event will create undue hardships for adjacent businesses, public services, or residences, the applicant shall provide and fund a plan to mitigate or avoid these hardships. Parking: The parking along Bay Street and the half streets will be restricted during the hours the streets will be closed. Additional street parking is available along the N/S cross streets in Old Town and at the property located at 1150 Bay Street (old Lotus).

Business: The Rods N Rhodies car show is a festival advertised by the Rods N Rhodies, Inc. Such festivals draw in additional tourism to the City exposing permanent businesses to potential customers.

8. The application is complete as required by this Chapter and contains no false information. Staff finds that it is complete and does not contain false information.

9. The applicant has fully paid or guaranteed payment for the cost of any mitigation plan and the cost of any activity the City has agreed to perform in support of the Special Event, if any. This is not applicable and there is nothing to mitigate and the city is not involved in the special event.

10. The applicant has provided proof of insurance in the form and amount as approved by the City Manager sufficient to protect the City and the public from the risk of any liability created by the street closure and/or the Special Event. The City Manager determined the amount to be $2,000,000 for each occurrence, $2,000,000 for damage to rented premises for each occurrence, $30,000 for medical expenses to any one person, $2,000,000 for personal injury, and $4,000,000 general aggregate.

Hwy 126 Water and Wastewater Extension Project Award AIS Page 1 of 2


FLORENCE CITY COUNCIL Meeting Date: August 5, 2019 Department: Public Works

ITEM TITLE:

Accept the low bid as submitted by Ray Wells, Inc. for the Hwy 126 Water and Wastewater Utility Extension Project

DISCUSSION/ISSUE:

On July 25, 2019, bids were opened and publicly read aloud for the HWY 126 Water and Wastewater Utility Extension Project, Project No. WA17-01 and WW17-01. The bid results are as follows: Bidder Amount Ray Wells, Inc. $284,426 H&J Construction, Inc. $300,917 The Saunders Company $359,768 This project includes all labor, equipment and materials necessary to extend the water system from Upas Street to approximately 225 feet east of Vine Street; and extend the wastewater collection system from Vine Street east approximately 350 feet. The project includes boring and jacking of Hwy 126 to accommodate a new 12-inch water main to serve the north side of Hwy 126; 565 lineal feet of 12-inch C900 water main; 35 lineal feet of restrained 12-inch C900 water main; 60 lineal feet of 12-inch Ductile Iron water main (for the roadway crossing); 108 lineal feet of 8-inch C900 water main; 20 lineal feet of 6-inch C900 water main; two fire hydrants; five 1-inch water services; 342 lineal feet of 8-inch sewer pipe; 10 lineal feet of 6-inch sewer pipe; three manholes; one 6-inch sewer cleanout; pavement restoration; temporary traffic control; construction survey; and erosion control. The Contractor that submitted the lowest qualified quote is Ray Wells, Inc. and has completed similar projects with very good results. Public Works has verified, in accordance with ORS 279C.375, that the contractor has had no disciplinary action by the Construction Contractor’s Board (CCB); nor is the contractor listed on the Oregon Bureau of Labor and Industries (BOLI) ineligible list or the Federal Excluded Parties List System (EPLS).

FISCAL IMPACT:

The low bid of $284,426 is $55,059 under the engineer’s estimate of $339,485. In the 2019-21 biennium budget, we budgeted $345,000 from Waterline Extension capital budget and $120,000 from Sewer Line Extension capital budget.

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Hwy 126 Water and Wastewater Extension Project Award AIS Page 2 of 2

Ray Wells, Inc. is the responsive low bidder that can perform the work. Funding for this project in included in the FY2019-21 biennium Water and Wastewater capital improvement budgets and is fully funded.

Fund Budget Fund Budget Water $345,000 Sewer $120,000 Engineering Services $112,500 Engineering Services $37,500 Available for Construction $232,500 Available for Construction $82,500

Fund Available

Funds Engineers

Estimate (EE) Bid

Bid Over/(Under)

Available Funds Bid Over/(Under)

EE Water $232,500 $246,235 $213,999 ($18,501) ($32,236) Sewer $82,500 $93,250 $70,427 ($12,073) ($22,823) Total $315,000 $339,485 $284,426 ($30,574) ($55,059)


• City Service Delivery – improving, maintaining and enhancing our infrastructure as feasible.

• Livability & Quality of Life – implement City’s 2019/21 Capital Improvement Program. • Communication & Trust – strengthening citizen trust by cooperatively working with

residents for the common good. • Financial & Organizational Sustainability – constructing infrastructure that supports

current and future needs.

ALTERNATIVES:

1. Award contract to Ray Wells, Inc. 2. Do not award bid. 3. Reject bids and re-scope the project.

RECOMMENDATION:

Staff recommends that the City Council accept the proposal from Ray Wells, Inc. and authorize the City Manager to proceed with a construction contract.

AIS PREPARED BY:

Mike Miller, Public Works Director



ITEM’S ATTACHED:

Attachment 1: Hwy 126 Water and Wastewater Utility Extension Project Map

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Accepted

Map of Hwy 126 Water and Wastewater Utility Extension Project

New 12-inch water main

New sewer line extension

Fire Hydrant

12-inch water main crossing

Sewer Manhole

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Attachment 1

AIS – City Manager Report & Discussion Items Page 1 of 1


FLORENCE CITY COUNCIL Meeting Date: August 5, 2019 Department: City Manager

ITEM TITLE:

CITY MANAGER REPORT & DISCUSSION ITEMS

• USDA Rural Business Development grant for RAIN

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AIS – City Council Reports & Discussion Items Page 1 of 1


FLORENCE CITY COUNCIL Meeting Date: August 5, 2019 Department: City Council

ITEM TITLE:

CITY COUNCIL REPORTS & DISCUSSION ITEMS

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M Tu W Th F Sa/Su M Tu W Th F Sa/Su

1 2 3 4 5 6 & 7 1 2 3 & 4Council Work

Session - CanceledCouncil

Meeting - Canceled

Independence Day Holiday

8 9 10 11 12 13 & 14 5 6 7 8 9 10 & 11Council &

Public Art Work Session

Council Meeting

15 16 17 18 19 20 & 21 12 13 14 15 16 17 & 18

Council Work Session

Council Meeting

22 23 24 25 26 27 & 28 19 20 21 22 23 24 & 25Council & Planning

Comm. Work Session

Council Meeting

29 30 31 26 27 28 29 30 31 & 1


2 3 4 5 6 7 & 8 1 2 3 4 5 & 6

Labor. Day Holiday

Council Work Session - CanceledCouncil

Meeting - Canceled

9 10 11 12 13 14 & 15 7 8 9 10 11 12 & 13

Council Work Session -

Tentative

Council Meeting

16 17 18 19 20 21 & 22 14 15 16 17 18 19 & 20


Tentative

Council Meeting

23 24 25 26 27 28 & 29 21 22 23 24 25 26 & 27Council Work


Meeting - Rescheduled

30 28 29 30 31Council

Meeting - Tentative


1 2 & 3 2 3 4 5 6 7 & 8Council Work

Session - Rescheduled

Council Meeting -

Rescheduled

4 5 6 7 8 9 & 10 9 10 11 12 13 14 & 15Council Work

Session - Tentative


TentativeCouncil Meeting

Council Meeting

11 12 13 14 15 16 & 17 16 17 18 19 20 21 & 22

Council Work Session - Canceled

Veteran's Day Holiday Observed

Council Meeting - Canceled

18 19 20 21 22 23 & 24 23 24 25 26 27 28 & 29


Tentative

Council Meeting Christmas Holiday

25 26 27 28 29 30 & 1 30 31

September

November

Thanksgiving

International City Manager's Association Conference

Oregon City County Management Association Summer Conference

League of Oregon Cities Conference in Bend

October

December

Florence City Council Calendar - 2019July August


1 2 3 4 5 6 & 7 1 2 3 & 4Council Work


Meeting - Canceled

Independence Day Holiday

8 9 10 11 12 13 & 14 5 6 7 8 9 10 & 11


Council Meeting

15 16 17 18 19 20 & 21 12 13 14 15 16 17 & 18


Council Meeting

22 23 24 25 26 27 & 28 19 20 21 22 23 24 & 25Council Work

Session - Tentative

Council Meeting

29 30 31 26 27 28 29 30 31 & 1


2 3 4 5 6 7 & 8 1 2 3 4 5 & 6

Labor. Day Holiday

Council Work Session - CanceledCouncil

Meeting - Canceled

9 10 11 12 13 14 & 15 7 8 9 10 11 12 & 13


Tentative

Council Meeting

16 17 18 19 20 21 & 22 14 15 16 17 18 19 & 20


Tentative

Council Meeting

23 24 25 26 27 28 & 29 21 22 23 24 25 26 & 27Council Work


Meeting - Rescheduled

30 28 29 30 31Council

Meeting - Tentative


1 2 & 3 2 3 4 5 6 7 & 8Council Work

Session - Rescheduled

Council Meeting -

Rescheduled

4 5 6 7 8 9 & 10 9 10 11 12 13 14 & 15Council Work

Session - Tentative


TentativeCouncil Meeting

Council Meeting

11 12 13 14 15 16 & 17 16 17 18 19 20 21 & 22

Council Work Session - Canceled

Veteran's Day Holiday Observed

Council Meeting - Canceled

18 19 20 21 22 23 & 24 23 24 25 26 27 28 & 29


Tentative

Council Meeting Christmas Holiday

25 26 27 28 29 30 & 1 30 31

Florence City Council Calendar - 2019July August

Thanksgiving

International City Manager's Association Conference

Oregon City County Management Association Summer Conference

League of Oregon Cities Conference in Bend

October

December

September

November

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