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Depoe Bay council approves equipment purchases, engineering amendment and internal-controls policy; several items passed on unanimous voice votes
Summary
The Depoe Bay City Council on March 18 approved several administrative actions, including the purchase of a hot-asphalt trailer, an engineering agreement amendment, a contractor payment, acceptance of an OLCC application and adoption of an internal-controls policy.
The Depoe Bay City Council on March 18 approved a series of administrative motions and resolutions, including the purchase of a hot-asphalt trailer, an amendment to the city engineering agreement, payment toward a sidewalk improvement contract, adoption of an internal-controls policy and acceptance of an OLCC application.
Votes at a glance
- Hot-asphalt trailer purchase: Council approved the capital purchase of a hot-asphalt trailer for $32,817.50 to support in-house pothole and street patching work. The motion passed on a voice vote.
- Engineering agreement amendment: Council approved Amendment No. 1 to the city engineer agreement with AKS Engineering as presented. The amendment was moved and seconded; councilors approved it by voice vote.
- Premier Property Management / sidewalk improvements payment: Council moved and seconded a payment related to a sidewalk improvements project and discussed retaining a portion of contract retainage because the project is not fully closed. The transcript lists a retainage/ payment number near $151,798.25 and a motion to pay $131,007.98 (transcript contains both figures). Council approved the motion; staff advised retainage remains until final project closeout. The precise payment and retainage amounts should be confirmed in the finalized voucher and contract file.
- OLCC application: Council approved an Oregon Liquor and Cannabis Commission (OLCC) application for Clary Grant (applicant name recorded in the packet) and confirmed the city’s action to approve the application.
- Internal-controls policy: Council adopted Resolution 576-25, a resolution adopting policy and procedures for internal financial controls. Staff said several additional financial policies (accounts receivable, accounts payable, banking) are in draft and will follow.
- Harbor commission resignation: The council accepted a letter of resignation from Dan Zimmerman from the Harbor Commission; the resignation was accepted by motion and second.
Several items were accompanied by staff reports describing how the purchases or policy changes would be funded: the asphalt trailer cost will be spread across multiple funds (harbor, wastewater, water and parks) and is within equipment funding capacity, staff said. The council asked staff to confirm billing and reimbursement schedules for developer plan-review fees tied to the Hills project and directed follow-up as needed.
Councilors approved the package of administrative items on voice votes and directed staff to finalize contracts, verify invoice amounts for the property-management payment, and file the new internal-controls policy with the city’s records.
