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04/21/2015 - Work Study - MinutesCity of Port Orchard Council Meeting Minutes Work Study Session Meeting of April 21, 2015 CALL TO ORDER AND ROLL CALL Mayor Tim Matthes called the meeting to order at 7:00 p.m. Roll call was taken by the City Clerk as follows: Councilmember Cartwright Councilmember Chang Councilmember Childs Councilmember Clauson Councilmember Lucarelli Councilmember Putaansuu Mayor Pro-Tern Ashby Mayor Matthes Present Present Present Present Present Present Present Present Staff present: Public Works Director Dorsey, City Treasurer Martin, Development Director Bond, City Clerk Rinearson, Office Assistant Floyd, and Assistant City Attorney Kelly were also present. Pledge of Allegiance Mayor Matthes led the audience and Council in the Pledge of Allegiance. 1. Presentation & Discussion: Solid Waste Services Public Works Director Dorsey noted the City has a contract for solid waste services with Waste Management, and we have been operating a number of years under this contract. The current contract is up for renewal, and this was discussed at the last Utility Committee meeting. Laura Moser with Waste Management said the existing contract follows the Washington Utilities Transportation Commission Rate Structure (UTC) and is in our tariff 20, which is part of the Kitsap County area. They service 40,000 plus customers. They propose to move ahead with the existing rate structure. In response to Councilmember Ashby, Ms. Moser said the rate structure is the same, and should the rates change is an involved process and is something that would not happen overnight. The process also includes a lot of public input as well. In response to Councilmember Clauson, Ms. Moser said she attempted to provide a document that showed the rate structure pulled from the Tariff 20, as it is a complex document to interpret. She did Minutes of April 21, 2015 Page 2 of 4 note that one thing they currently do not do in Port Orchard that is noted on the rate sheet provided, is can rates on residential, as Port Orchard has carts. In response to Mr. Dorsey, Ms. Moser noted the way the UTC requires the bills to break up the recycling rates. The recycling is automatically a part of the service. Customers have the option to customize their yard waste/food service based on the number of persons in the home. In response to Councilmember Cartwright, Councilmember Putaansuu said in regards to citizens hauling their own waste, that from a public health standpoint, we want the garbage gone once a week, so we are not having rodent or smell issues. City Clerk Rinearson said we can have a public hearing, which can be the beginning of May, or hold off until the end of May. In response to Attorney Kelly, Ms. Rinearson said she would check to see what the noticing requirements are. In response to Councilmember Clauson, Mayor Matthes said he has not fully read the contract but is supportive of having the ability for citizens to opt-out of service, however that is a separate issue, and not related to this contract. The Port Orchard Municipal Code would need to be updated. In response to Councilmember Clauson, Mr. Dorsey said our options are to go with this contract, or we hire a consultant to develop a solid waste Request for Proposal (RFP). Ms. Moser stated the current contract expires at the end of June with no extensions left and would be challenging to meet the deadline for a selection process. Council and staff briefly discussed the options and timelines of going out for a RFP, the City maintaining the services, and continuing the contract with Waste Management. Including providing Council more time to evaluate and see what other options are available. In response to Attorney Kelly, Mr. Dorsey said the hazardous waste is handled through the Public Works department with multiple notices to the public. Council Direction: Council directed staff to notice for a public hearing. 2. Transportation City Treasurer Martin provided a Transportation Funding report to the Council, which he said is an extension of the City's finance option report to be served as a baseline for the Council to make deliberations on the City's four major projects id~ntified on the chart provided that night. He thanked other City staff who collaborated and helped put this report together. Minutes of April 21, 2015 Page 3 of 4 In addition, the City attorney can provide guidance to adopting the legal structure for these financings; the Community Development Director can place the transportation projects, if the Council agrees, in the Comprehensive Plan, which makes it move forward; the City Engineer can provide construction plans and estimates; and the Treasurer can collect and distribute those funds which the Council can choose to authorize by these policy choices. The report does not recommend specific funding choices and Mr. Martin recommends the Council use this report as a working source document when identifying the funding source elements. In response to Councilmember Putaansuu, Mr. Bond updated the Council on the Comprehensive Plan process and the McCormick Woods' impact fees with a possible need of a development agreement. Councilmembers discussed different funding options, including the Transportation Improvement Plan (TIP) and the Transportation Benefit Districts (TBD) and agreed to review the reported provide and be ready to discuss with funding opting they were in support of at the next Work Study Session. Mr. Dorsey provide an update on the Pavement Management System (PMS) stating the City will not be able to partner with Kitsap County and asked for support to implement this into the 2016 budget. Council Direction: No direction was given to staff. 3. Kitsap Regional Coordinating Council (KRCC} Contract Councilmember Ashby stated there are two issues she would like to discuss; one is a voting issue which has come up; and the council's concern about the KRCC ILA due structure and potential cost. She provided documents to the council stating the KRCC's History of the Budget and Dues, stating the City paid more in dues in 2008 than we did over the last few years. In addition, she said the dues will not be changing. In response to Councilmember Putaansuu, she stated if KRCC were to hire an executive director and have their own employees, they could not do it under their current structure. They would have to move to a joint board, and would need an administering agency. This is the least expensive way, meaning they would not have to rent their own facility and get their own accounting department. Councilmember Childs said another City concern was the way projects were administered and jurisdictions having to pay upfront a certain percentage. Councilmember Ashby said that due structure was not supported and has died. When the ILA was being adopted by the various jurisdictions, the City of Bremerton said they would like to change the KRCC voting structure, and brought forth a proposal. She also noted the voting structure is going back before KRCC on May 5. She felt it is important that we have a City position on this. She provided a document which showed each jurisdictions voting. The way it currently works, is there are twelve votes available; County Commissioners have three votes, city of Bremerton has three Minutes of April 21, 2015 Page 4 of 4 votes, Bainbridge Island has two votes, City of Port Orchard has two votes, Poulsbo has one vote, and the Port of Bremerton has one vote. You need a majority of those twelve votes for any action to pass. In addition to that, two of the County Commissioners must vote for an action to pass, and two of the cities must vote for an action to pass. What Bremerton brought forward, was for one vote, one person, and to remove the additional criteria. Also, they came back and defined a quorum as a majority of the jurisdictions represented by one person at a meeting. Meaning only 4 jurisdictions would have to be there, so two jurisdictions would not have to be there. In response to Councilmember Clauson, Councilmember Ashby said the Port of Bremerton is a taxing district, and is not classified as a city. Councilmember Putaansuu noted what Bremerton is proposing gives them too much power. Councilmember Ashby stated at the KRCC Executive Committee, a population based alternative was suggested. She said Poulsbo and Bainbridge Island would like to keep the current structure. MOTION: By Councilmember Clauson, seconded by Councilmember Lucarelli, that the City of Port Orchard position on this is to remain with the current voting structure. The motion carried. Council Direction: Council directed staff to draft a letter on behalf of the Council, which indicates they would like to keep the current voting structure and does not support any changes. ADJOURNMENT The meeting adjourned at 8:10 p.m . Brandy Rinearson, CMC, City Clerk J!. F-t:r .., ,. .-tfa. L