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Yamhill moves IT provider, negotiates master plan contract and hires COG for planning services; water grant still pending
Summary
City staff are transitioning IT services, entering contract negotiations for a master plan with AKS, and have arranged to use Mid Willamette Valley COG for contract planning. Water advisory committee members reported a pending $240,000 ‘Merkley’ grant that will inform water project planning.
The City of Yamhill announced multiple administrative service changes and project updates at its Feb. 12 council meeting: the city is switching IT providers, is negotiating a master-plan contract with AKS, and has arranged to contract planning services through the Mid Willamette Valley Council of Governments (COG). Meanwhile, the Water Advisory Committee reported it is waiting on grant funds to proceed with detailed engineering recommendations.
IT transition: City staff said they have sent notice of termination to their current IT provider (IS Outsource) and begun offboarding. The city is onboarding a local provider, Dave Brooks, with the goal of completing offboarding with the incumbent by the end of the month and onboarding Dave Brooks in March. Staff said the transition should reduce ongoing costs and improve service.
Master plan and planning services: Staff reported the city and consultants AKS are in contract negotiations after attorney revisions; once finalized the master-plan work will begin and staff do not expect the negotiation to extend beyond February. To cover immediate planning needs, the council authorized using the Mid Willamette Valley Council of Governments (COG) for contract planning services. Staff said the COG will supply a planner and that the city already has an IGA with COG for other services; the planner was expected to be onboarded by March 1 and to support planning commission work and citizen advisory committee meetings.
Water Advisory Committee and grant funding: A Water Advisory Committee representative said the committee discussed a “Merkley” grant (described in the meeting as roughly $240,000) that would fund studies and infrastructure tie-ins (Hillsborough tie-in, McMinnville tie-in, impound plant pipeline and Barney Reservoir projects). Committee members said recommendations are on hold pending grant funding and subsequent engineering studies, and staff said the city tabled some actions until funding and study results arrive.
Why it matters: The IT transition affects the timing of camera access and vendor onboarding for other projects (including the AI camera subscription trial); the COG planner arrangement ensures planning work continues while the city finalizes a long-form contract; and the water grant will determine whether the city can move forward on several potentially costly water infrastructure projects.
Next steps and timelines: Staff expect the new IT provider to be fully onboarded in March, AKS contract negotiations to conclude in February and the COG planner to start by March 1. The Water Advisory Committee expects to wait for grant funding and engineering studies before making final recommendations.
