The following are the unapproved minutes from the Hines Common Council meeting held Sept. 22. These minutes were edited for clarity and length:

Under department reports:

City Administrator (CA) Kirby Letham reported that the city has been very busy with the water project. Easements were recorded with the county, and CA Letham and Superintendent Jerry Lewellen have spent more time than anticipated facilitating the water project. The city has tried to ensure that residents are notified when water shut-offs are going to occur by using the city website, Facebook, and the radio to get notifications out. However, there have been unanticipated shut-offs, as some of the valves do not work and the construction company has hit unidentified lines. There were also issues with residents encroaching into easements. CA Letham has been working with those residents to alleviate the issues.

Although the city has done a pretty good job of notifying residents about the water-rate increase, some residents are still questioning their water bills. The increase didn’t make a major impact on people until the last billing cycle, when water consumption spiked due to warmer weather.

Letham also reported that the area has seen an influx of evacuees from the fires.

Additionally, he noted that DEQ day will be in October. This is an opportunity for residents to dispose of hazardous household waste.

Councilor Robert Beers asked to readdress the water billing, suggesting that the base usage should be increased. The rate increase was to pay for the water project. CA Letham will do some research to see if any changes can be made at this time.

•••

During the public comment period for non-agenda items, Tory Schmidt, a chamber of commerce board member, told the council that the chamber is doing a “Do You Know” feature each week. Two days focus on Burns, two days focus on Hines, and one day focuses on the county. In the past week, they reached out to more than 6,000 people with the Hines post.

•••

The first item under old business was the West Hanley Paving Project bid reviews and project award. The bid request was mailed to four companies and was posted in construction magazines and on the city website. The city received two bids, which were opened Friday, Sept. 18. The apparent low bidder was Marcum & Sons from Redmond, with a total bid price for the project of $103,953. The council voted to accept the bid and award the contract to Marcum & Sons in the amount of $103,953.

The council then approved Resolution 2295, temporarily suspending the fees charged to property owners desiring to connect to city water and sewer service effective Oct.1, 2020, through Sept. 30, 2021.

CA Letham presented three proposals for financial/billing software. As part of the water project, the city will replace all of Hines’ water meters with Neptune meters. The meter data will be downloaded in the office, and the Public Works crew will no longer have to drive through town to scan meter data. The current software may not be compatible with the new meters. CA Letham will bring more information to a future meeting for the council to review.

Regarding the water project, CA Letham presented the contractor’s application for payment No. 2 in the amount of $114,034.26. He advised that the first two he wanted as agenda items, but moving forward, they will just be included with the accounts payable run. The council voted approve the payment to Warrington Construction in the amount of $114,034.26.

•••

Under new business, Ty Volle requested a land exchange with the city of Hines.

Volle purchased tax lot No. 5900 and did not know that a water main goes through the middle of it. He asked to swap property with the city, and will work this through the planning commission.

•••

During the public comment period, Schmidt said she is working with the chamber of commerce and Biz Harney to create an e-gift card program to promote buying local. The program is titled “Shop Harney.” They are looking for local businesses to participate to keep dollars local.

•••

During mayor and council comments:

• Councilor Marsallai Quick  reminded the council that she’s been participating in the chamber of commerce meetings.

The upcoming golf event will be held Oct. 10 at the Valley Golf Club in Hines, and they hope to make it an annual event. Quick encouraged the council to have a presence at the event.

She added that the chamber would like council members to participate in its meetings;

• Councilor Beers said he fielded complaints about the water rates;

• a local business owner asked whether RVs could pay the city a one-night rate to stay overnight at the park.

Mayor Nikki Morgan and Councilor Quick both mentioned that there is an RV Park in town that they could use;

• Councilor Ron Williams said the city of Burns is starting its paving project, and he asked whether Hines could work with its contractor to get potholes patched while the hot mix plant is up and running.