A finished draft, from a real meeting

DRAFT FOR CLERK REVIEW – NOT THE OFFICIAL RECORD

                                            CEDAR BEND
                                      CITY COUNCIL MINUTES

                                            July 15, 2026

Cedar Bend City Council met in its regularly scheduled council meeting July 15, 2026 at the city office building located at 20 Main Street. Meeting started at [time – clerk to verify] with Mayor Leonard Hale presiding. ▶ 0:01
[Note: the chair opened "the Cedar Bend City Council meeting for 07/25/2026." The posted agenda date is July 15, 2026. Clerk to verify.]

The following were in attendance:

Mayor:    Leonard Hale

Council:  Judd Barlow, Tom Reyes, Lesa Carver, Devin Ashby, Gloria Ashby

Recorder: Brandy Holt

Treasurer: Ronni Vance

Zoning Administrator/Code Enforcement: Jessica Moore

Maintenance Dept.: Scott Fenn   Animal Control: Robert Ames [not named in roll – clerk to verify attendance]

Also present: Fire Chief Chase Dalton, one additional fire department member [name – clerk to verify], Julie Lund ▶ 0:18

Council member Carver extended a word to open the meeting. Council member Barlow led those present in the pledge of allegiance. ▶ 0:28

Agenda Item 1. MOTION: CONSENT AGENDA
                                    – Approval of June 17, 2026 City Council Minutes
                                    – City Claims and Review of Financials

COUNCIL MEMBER REYES MOVED TO APPROVE THE CONSENT AGENDA; MOTION SECONDED BY COUNCIL MEMBER CARVER. ROLL CALL VOTE: COUNCIL MEMBER BARLOW [name heard as "Chet" – clerk to verify] – YES, COUNCIL MEMBER REYES – YES, COUNCIL MEMBER CARVER – YES, COUNCIL MEMBER D ASHBY – YES, AND COUNCIL MEMBER G ASHBY – YES. MOTION CARRIED. ▶ 2:03

Agenda Item 2. Discuss/approve/deny: BUSINESS LICENSE
Mayor Hale stated there were no business licenses this month. ▶ 2:10

Agenda Item 3. Discuss/approve/deny: FRAUD RISK ASSESSMENT
Council member D Ashby reported for the audit committee. The committee reviewed the fraud risk assessment and recommended approval, with a total of 365 points earned out of 395. ▶ 2:39
COUNCIL MEMBER D ASHBY MOVED TO ACCEPT THE 2026 FRAUD RISK ASSESSMENT; MOTION SECONDED BY COUNCIL MEMBER G ASHBY AND CARRIED. ▶ 3:02
Mayor Hale explained that the City loses some points for items it does not have and would not have, such as a CPA. ▶ 3:04

Agenda Item 4. Discuss/approve/deny: ORDINANCE O-2026-6
Mayor Hale explained that Planning and Zoning had reviewed the ordinance, which covers the following:
    – Flag lots. A lot that is large and wide enough may be split, with a drive to the back portion, so the back half can be sold.
    – An ADU summary table.
    – Definitions.
Staff [clerk to verify speaker] provided further detail:
    – The ADU summary table summarizes Chapter 17 to make it easier for residents to read. If there is a conflict, the code book governs.
    – The flag lot is a new provision, added to the definitions and the conditional use table.
    – Technical corrections and updated out-of-date references came from the codifiers after the last update to Title 9 and were corrected by Planning and Zoning.
    – A reference table lists the corrected citations.
Mayor Hale noted that the lot platted for Larry Cobb's family is considered a flag lot. He stated nothing substantive was changed other than cleanup and the addition of the flag lot. ▶ 6:42
COUNCIL MEMBER BARLOW MOVED TO ACCEPT ORDINANCE O-2026-6, FIXING THE DEFINITIONS FOR FLAG LOT AND ADDING THE ADU SECTION; MOTION SECONDED BY COUNCIL MEMBER CARVER. ROLL CALL VOTE: COUNCIL MEMBER BARLOW – YES, COUNCIL MEMBER REYES – YES, COUNCIL MEMBER CARVER – YES, COUNCIL MEMBER D ASHBY – YES, AND COUNCIL MEMBER G ASHBY – YES. MOTION CARRIED. ▶ 8:06

Agenda Item 5. Discuss/approve/deny: ORDINANCE O-2026-7
Staff [clerk to verify speaker] explained the ordinance, which was prompted by business licensees who had not complied with City requirements. It makes the following changes:
    – Adds an appeal section similar to the one in the animal control ordinance.
    – Adds an administrative reinstatement fee of $200. A revoked licensee would pay this fee in addition to the business license and late fees.
    – Adds a general appeal process to the code book as Title I, Chapter 12.
In response to a question, staff stated that no license has been revoked, although one came close. The licensee complied after more than a year of contact.
On timelines, staff explained the following schedule:
    – Licenses expire December 31.
    – Renewal notices are sent in November.
    – A 20% late fee applies in mid-January.
    – A 50% late fee applies in February.
    – A business is considered closed in March, after which the reinstatement fee would apply.
In response to a question about a second signature page [referred to as "O2027-2" – clerk to verify], staff explained that the page is the summary for the certificate of posting. Only the ordinance needs to be adopted. [source? clerk to verify]
COUNCIL MEMBER REYES MOVED TO APPROVE ORDINANCE O-2026-7; MOTION SECONDED BY COUNCIL MEMBER BARLOW. ROLL CALL VOTE: COUNCIL MEMBER BARLOW – YES, COUNCIL MEMBER REYES – YES, COUNCIL MEMBER CARVER – YES, COUNCIL MEMBER D ASHBY – YES, AND COUNCIL MEMBER G ASHBY – YES. MOTION CARRIED. ▶ 13:18

Agenda Item 6. Discuss/approve/deny: PINE COUNTY PRE-DISASTER MITIGATION PLAN
Mayor Hale read Resolution R-2026-14, adopting the Pine County Pre-Disaster Mitigation Plan. The resolution states:
    – Cedar Bend City participated in creating the plan, approved 12/30/2025.
    – The plan was developed under 44 CFR Section 201.6.
    – The resolution is effective immediately upon adoption and remains in effect until amended or replaced by the Council.
Mayor Hale stated the City has adopted the plan in the past and it was time to update it. ▶ 13:30
COUNCIL MEMBER BARLOW MOVED TO ACCEPT RESOLUTION R-2026-14; MOTION SECONDED BY COUNCIL MEMBER CARVER. ROLL CALL VOTE: COUNCIL MEMBER BARLOW – YES, COUNCIL MEMBER REYES – YES, COUNCIL MEMBER CARVER – YES, COUNCIL MEMBER D ASHBY – YES, AND COUNCIL MEMBER G ASHBY – YES. MOTION CARRIED. ▶ 15:51

Agenda Item 7. Discuss/approve/deny: PURCHASE OF CANOPIES FOR HERITAGE DAY CELEBRATION
Mayor Hale explained that after this year's celebration it was determined more canopies were needed. The proposed purchase includes:
    – Six additional small canopies requested by Council member Reyes, at approximately $3,500.
    – Two 10 by 20 canopies offered by an individual for $2,000 [each or total – clerk to verify].
Mayor Hale stated the total was about $7,500 [figure – clerk to verify]. ▶ 16:46
COUNCIL MEMBER G ASHBY MOVED TO PURCHASE THE CANOPIES FOR HERITAGE DAYS; MOTION SECONDED BY COUNCIL MEMBER REYES. ROLL CALL VOTE: COUNCIL MEMBER BARLOW – YES, COUNCIL MEMBER REYES – YES, COUNCIL MEMBER CARVER – YES, COUNCIL MEMBER D ASHBY – YES, AND COUNCIL MEMBER G ASHBY – YES. MOTION CARRIED. ▶ 17:35

Agenda Item 8. Discuss: MANUFACTURED HOME PARKS AND RECREATIONAL PARK – Jessica Moore
Jessica Moore reported the following:
    – Over July 4, a trailer was brought into an existing mobile home park without a zoning clearance and possibly without state transportation paperwork.
    – The trailer is noncompliant with the age requirement set in March.
    – No variance was requested.
    – The code book does not state what happens when a home is brought in without permission.
Mayor Hale stated that the trailer replaced one damaged by fire a few years ago. He said that after discussion with the City's legal counsel, the City has no recourse under the current code. He stated that language needs to be written, reviewed by Planning and Zoning, and brought back to the Council for the ordinance book (Title 9). Staff will draft the language [clerk to verify who].
Ms. Moore stated that staff reviews ordinances from cities of similar size and adapts them to Cedar Bend, as was done for short-term rentals and annexation. No action was taken. ▶ 18:19

Agenda Item 9. Mayor's Report
Mayor Hale reported on the following:
    – Heritage Days and Volunteers: He thanked City workers, office staff, the Council, volunteers and the fire department for Heritage Days and the rodeo, noting good turnout and positive comments. He encouraged recruiting citizen volunteers to help run the celebration.
    – Fire Department: He thanked the fire department for its work this month, including a call on Juniper Mountain. He noted the department is shorthanded and asked anyone interested in volunteering to contact Chase.
    – Drought and Water Use: As of last week, the City had used 213 acre-feet of its 700 acre-feet of secondary water. He asked residents to keep conserving and noted that some rain is expected in the coming weeks.
    – Thanks to Residents: He thanked the citizens of Cedar Bend for allowing him to serve as mayor. He stated that the City tries to enforce its rules fairly and to run the City economically. ▶ 22:11

Agenda Item 10. Department Reports

Fire Department: Fire Chief Chase Dalton reported on the following:
    – July 4 Parade and Fireworks: The parade had limited City engines due to staffing. Cody with the BLM brought additional engines and assisted with fire watch during the fireworks. One spot fire was extinguished during the show. There were no injuries and several low detonations, but no duds.
    – Next Year: Planning has begun for next year's fireworks show.
    – Female Fire Camp: The department will again assist Ridgeway Fire with its all-female fire camp, October 2 and 3 at the Ridgeway City Fire Station. The minimum age is believed to be 16 and up, to be verified. The department currently has one female firefighter on its roster and one on leave of absence.
    – Stony Hollow Fire: Firefighters responded to a fire at the north end of Juniper Mountain, past the airstrip. Responders included one other Cedar Bend firefighter, three Millbrook firefighters, the area assistant fire warden with the state forestry division, and four smoke jumpers from the Ridgeway Airport spike camp. The fire was 1.6 acres and named the Stony Hollow Fire. Crews spent eight hours on it.
    – Reimbursement: Red-carded firefighters are reimbursed $33 per hour, from time of page until one hour after returning to the station. The engine was not reimbursed because two red-carded firefighters are required. Engine mileage will be reimbursed under the City's MOU with the state.
    – Questions: In response to questions, Chief Dalton explained that the MOU covers initial attack outside city limits, including unincorporated areas such as Elk Flat. Reimbursement is available only on public, federal or state land, not private land.
    – July 4 Incidents: There were zero fireworks incidents on July 4, and he thanked residents for following fire restrictions.
    – Training: The department is resuming State Fire Rescue Academy training toward Firefighter I and II certification, with a focus on wildland, radio communications, fitness and hydration.
He thanked his firefighters and Assistant Chief Hunter Shaw. ▶ 26:33

Maintenance Department: The maintenance department representative [clerk to verify] reported on the following:
    – The department has been busy with the rodeo, Heritage Days and several funerals, and is now catching up on regular work.
    – Jennifer is nearly caught up on cemetery mowing.
    – Renee helped through Heritage Days.
    – The department is returning to normal summer duties, including sprinklers and weed spraying. ▶ 36:43

Agenda Item 11. Youth City Council Reports
Report given during council reports. ▶ 37:32

Agenda Item 12. Council's Reports

Gloria Ashby reported on the following:
    – Cemetery: Three plots were sold, two plots were transferred and there were five funerals this month.
    – Heritage Days: She attended the rodeo, the ice cream social (which nearly ran out, helped by five-ounce cups), the parade and the junior high festivities.
    – Thanks: She thanked the Youth City Council for throwing candy in the parade and filling sandbags for the fireworks. She also thanked Robert, Scott and the firefighters.
    – Firefighter Dinner: She suggested the Council honor firefighters with a steak dinner on Heritage Days. Chief Dalton suggested holding it after the fireworks instead.
    – Cemetery Project: The cemetery project has been advertised in the paper, with a walk-through on Monday the 27th at [time – clerk to verify].
She thanked the mayor. ▶ 37:41

[Council member – clerk to verify] reported on the following:
    – City Workers: Crews skirted the shed at the ball field, and he thanked Renee, Dave and the City workers.
    – Pine County Ambulance: The ambulance crew had a booth at Heritage Days, where three or four individuals signed up for training. The training runs from August through December. Information is on the Pine County Ambulance social media page.
    – Pine County Recreation: About 16 applications were received for the director position. A hiring committee interviewed five candidates. Cade Rowe accepted the position and starts the 27th of this month.
    – Heritage Days: He noted good attendance at a citizen-organized event Thursday night at the pavilion. He suggested reaching out to a local business for rodeo sponsorship next year. ▶ 41:14

Devin Ashby reported on the following:
    – He thanked everyone who helped with Heritage Days and said he heard only positive comments.
    – He hopes to post several sidewalk projects for bid soon.
    – Christmas Dinner: Discussion was held on planning for the Christmas dinner, including:
        – chili portions and cup size
        – use of roasters and electrical capacity
        – roaster liners
        – the amount of hamburger (60 vs. 80 pounds) [clerk to verify outcome]
        – ordering candy and containers
      Further discussion was deferred. ▶ 46:23

[Council member – clerk to verify] reported on the following:
    – Thanks: Everyone pitched in and Heritage Days was a success. Tom filled in during her absence.
    – Arena Lighting: Arrangements were made for someone with a bucket truck to adjust arena lights to address dark spots on the arena floor.
    – Next Year's Rodeo:
        – Tom will handle entertainment next year.
        – A sponsor has offered to sponsor mutton busting.
        – A new sponsor will be needed for the wild pony race.
        – Chickens are already lined up for the chicken chase.
        – The rodeo committee plans to return next year. ▶ 51:23

Tom Reyes reported on the following:
    – Planning and Zoning: The commission met this week. It was Don Fenn's last meeting, and he was given a gift card and blanket. A new chair and co-chair will be selected next month.
    – Thanks: He thanked the City workers, the fire department for help with parking and the fireworks, Gary for the Heritage Days setup at the junior high, and Council members who helped. ▶ 53:52

Agenda Item 13. Zoning Administrator Report
Jessica Moore reported on the following:
    – Zoning Clearances: Three zoning clearances were issued this month: one for storage sheds and two for houses.
    – Resident Inquiries: She received several calls regarding setbacks. An inquiry about short-term rentals prompted further work on Chapter 9.
    – Trailer Brought In: Regarding the trailer brought into the mobile home park, she spoke with the out-of-state manager. She hand-delivered paperwork to the new on-site manager and emailed it to the out-of-state manager and the park owner.
    – Code Updates to Parks: The code book updates from May were sent to all mobile home parks and to Sage Park.
    – Business License Compliance: A business licensee completed its state entity filing, so all business licenses are now in compliance.
    [6 items about individual residents and properties are left out of this sample.]
    – Watering Days: A branch manager was informed of the business watering days. ▶ 55:29

Agenda Item 14. Adjournment
COUNCIL MEMBER CARVER MOVED TO ADJOURN; MOTION SECONDED BY COUNCIL MEMBER REYES AND CARRIED. MEETING ENDED AT [time – clerk to verify]. ▶ 1:01:47

                                                            Brandy Holt
                                                            Cedar Bend City Recorder