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06/12/2012 - Regular - MinutesCity of Port Orchard Council Meeting Minutes Regular Meeting of June 12, 2012 1. CALLTOORDERANDROLLCALL Mayor Tim Matthes called the meeting to order at 7:00p.m. Mayor Pro-Tem Jerry Childs and Councilmembers Fred Chang, Jim Colebank, Cindy Lucarelli, Carolyn Powers, Rob Putaansuu and John Clauson were present and constituted a quorum. Public Works Director Dorsey, Police Chief Townsend, Development Director Weaver, Treasurer Martin, Clerk Rinearson, Attorney Jacoby, and Deputy Clerk Fernandez were also present. A. Pledge of Allegiance Councilmember Colebank led the audience and Council in the Pledge of Allegiance. 2. CITIZENS COMMENT Jerry Harmon spoke regarding the new tattoo parlor downtown. She did not believe that tattoo parlors were allowed in the Downtown Overlay District (DOD). Section 16.22.01 listed permitted uses. A tattoo parlor and pawn shop moved in, and she does not feel they fall under the permitted uses. The SIC document is overpowering the DOD document. The tattoo is allowed because they do ear piercing and are classified as a jewelry store because they sell studs. Does the Council want to rewrite the DOD to be in line with their vision, or to let this continue? 3· APPROVAL OF AGENDA The following items were removed from the Consent Agenda and placed under Business Items: • Approval of Contract No. 040-12, Authorizing the Mayor to Execute an Interlocal Agreement with the Department of Emergency Management Regarding Emergency Services; • Approval of Contract No. 041-12. Authorizing the Mayor to Execute an lnterlocal Agreement with the Kitsap County Sheriff's Office Regarding WestNet Drug Task Force; • Approval of Amendment No. 1 to Contract No. 021-12, Authorizing the Mayor to Execute an Agreement with Calm River Demographics, Inc. Regarding Demographics Survey Services; and • Approval of Public Events Application: Hi-Joy's Cackle Fest and Car Show. Councilmember Colebank MOVED and Councilmember Chang seconded the motion to approve the Consent Agenda, as amended. Upon vote, the motion passed unanimously. Minutes of June 12, 2012 Pa e2 of14 Councilmember Clauson MOVED and Councilmember Childs seconded the motion to approve the Agenda, as modified. Upon vote, the motion passed unanimously. 4· APPROVAL OF CONSENT AGENDA A. Approval of Claim Warrants Nos. 57665 through 57762 in the amount of $697,396.11; May's Payroll Warrant Nos. 144528 through 144581 in the amount of 530,468.09; and Treasurer's check book in the amount of $2,309,785.98. B. Approval of the May 15, 2012, Council Work Study Session Meeting Minutes C. Approval of Setting Meeting Date for Work Study Session to June 19, 2012, at 7:00p.m. at City Hall D. Adoption of Resolution No. 014-12, Repealing Resolution No. 1779 by Changing the Policy Regarding Utility Over and Under Payments ofTen Dollars or Less E. Approval of Contract No. 039-12, Authorizing the Mayor to Execute an Agreement with the Washington State Department of Commerce Regarding a Grant for the DeKalb Pier Project F. ApprO'Iftl of CoHtraet No. 040 12, fMthoriziHg the Meyer to Elfeeute aH IHterloeal f.greemeHt with the DepartmeHt of EmergeHey MaHagemeHt R€gardiHg EmergeHey SeF¥iees G. Approval of CoHtraet No. 041 12. }MthoriziHg the Meyer to Exeeute aH IRterloeal AgreemeHt ·,'lith the Kitsap Cotmty Sheriffs Offiee RegardiHg Vf.est:Net Dmg Task Foree; H. f.pprO'Iftl of AmeHdmeHt No. 1 to CoHtraet No. 021 12, }MtftoriziHg the Meyer to Exeeute aH i\greemeHt with Calm Rker Demographies, IRe. RegardiHg Demographies St1rvey Serviees I. ."qJprO'Iftl of Plfblie EveRts >'.pplieatioH: Hi Joy's Caekle Fest aHd Car Show Councilmember Putaansuu MOVED and Councilmember Lucarelli seconded the motion approving the Consent Agenda, as amended. Upon vote, the motion passed unanimously. 5· PRESENTATION There were no presentations. 6. PUBLIC HEARING A. 2012 Shoreline Master Plan Update Development Director Weaver presented the staff report, noting the State of Washington has mandated the City to update the Shoreline Master Program (SMP), first written in 1973 and last updated in 1994. The SMP update was developed in consideration of WAC 173-26 and RCW 90.58 -The Shoreline Management Act of 1971. The City's zoning designations and Comprehensive Plan is also considered in development of the SMP. This SMP is a culmination of efforts by planning staff, the public, and the Planning Commission to Minutes of June 12, 2012 Pa e3 of14 provide guidance for protection of environmental resources, public use, and private property rights in the shoreline areas of the City. The proposed Shoreline Master Program Update (SMP) incorporates and has been written to be consistent with State goals and requirements, as well as City of Port Orchard laws and the Comprehensive Plan. On January 25, 2012, the Port Orchard Planning Commission held a public meeting, which was continued to March 19, 2012, and considered testimony on the Draft SMP Update prior to approving Planning Commission Resolution No. 001-12, recommending City Council adoption. A letter from the Department of Ecology (DOE) with additional suggested revisions to the Shoreline Master Program was received on April 23, 2012. A Public Hearing was heard by City Council on April 24, 2012, to collect testimony for the update to the Shoreline Master Program (SMP). The City Council, upon deliberation regarding the late receipt of the letter from the Department of Ecology, remanded the SMP process back to City staff and to the Port Orchard Planning Commission to attempt to address the items identified from the Department of Ecology. A matrix of proposed revisions to the draft Shoreline Master Program Update document was prepared by City staff in close consultation with the Department of Ecology (DOE) staff to respond to the April 23, 2012, DOE letter. On May 18, 2012, the Port Orchard Planning Commission worked closely with staff and reviewed the matrix of proposed revisions, correspondence from the Department of Ecology staff, and deliberated regarding the three possible items of difference from DOE recommendations, including analysis of the Washington State Law (WACs & RCWs) on the items. Upon deliberation and review, the Port Orchard Planning Commission voted unanimously to approve Planning Commission Resolution No. 002-12, recommending approval to the City Council of the revision matrix to the draft Shoreline Master Program Update document. The findings, conclusion, and recommendations of the Planning Commission Resolution are referenced in City Council Resolution No. 009-12. The three specific items regarding shoreline wetlands that remained of concern to the Department of Ecology staff were wetland buffers within the Shoreline Zone, mitigation ratios for wetland or wetland buffer impacts within the Shoreline Zone, and fill of wetlands within the Shoreline Zone. The only difference is allowing for variances and how that is treated. The Department of Ecology has a one size fits all solution. The City allows more flexibility for each individual site. This will be less constraining for future projects. Once the Resolution is approved by the Council, the plan will be forwarded to the Department of Ecology for approval. Once approved by the Department of Ecology, it will come back to the Council to be adopted as an ordinance. Mayor Matthes opened the Public Hearing and there being no testimony, closed the Public Hearing at 7:15 p.m. Minutes of June 12, 2012 Pa e4of14 B. Six-Year Transportation Improvement Program Annual Update Public Works Director Dorsey presented the staff report, noting based on Washington State Department of Transportation requirements, cities are required to submit their six- year transportation improvement plan (TIP) annually. A copy of the City's TIP, which covers the years 2013-2018, was included in the staff report. This document is required to be financially constrained, which means that project funding (either secured or planned) must be realistic based on the City's budget. The City has transportation needs that include upgrading its street and pedestrian facilities and providing maintenance activities on its streets and sidewalks. Federal and State funding, for the most part, is available on a very competitive basis. The City has to look at innovative ways of funding transportation shortfalls such as forming Local Improvement Districts (LIDs) by which residents agree to tax themselves to do these improvements or Transportation Benefit District's. More discussion on this issue will be part of the City's upcoming budget preparation. Mayor Matthes opened the Public Hearing, and there being no testimony, closed the Public Hearing at 7:20 p.m. 7· BUSINESS ITEMS A. Adoption of Resolution No. 009-12, Adopting the 2012 Shoreline Master Program Plan Update Development Director Weaver noted that the Council had a Public Hearing earlier tonight. Resolution No. 009-12 will update our recommendation for the Shoreline Master Plan and directs staff to send the update to the Department of Ecology for their final approval. The Resolution before you includes Exhibit B, which is the entirety of the Planning Commission Resolution No. 002-12, and all of the revisions that Department of Ecology has asked for in their date April 23, 2012. The Planning Commission supports the revisions with the exceptions of the minor issues with the wetland buffers and aspects of the mitigation ratios. The plan will end staffs work over the last 3 years, and the Shoreline Master Plan will be put in the hands of the Department of Ecology for approval. Staff expects to hear back from the Department of Ecology by the end of the year. City Attorney Jacoby clarified that the exhibits in the Resolution are Exhibit A, the Shoreline Master Program document and Exhibit B, the Planning Commission Resolution with the exhibits associated with it. Councilmember Childs congratulated staff on all of their hard work. In response to Councilmember Childs, Development Director Weaver stated that if the DOE does not accept the last three items that have been left unchanged; they will send it back to the City for revision. Minutes of June 12, 2012 Pa e 5 of14 In response to Councilmember Colebank, Development Director Weaver said the Department of Ecology could ultimately impose changes on the City by RCW, but they typically do not like to do that. Larger cities have pushed back and received concessions. In response to Councilmember Clauson, Development Director Weaver said there are not any restrictions in our plan that is more restrictive than County and State regulations. If the Department of Ecology (DOE) buffers are enacted, then it would make it more restrictive. The plan does not do anything that was not called out by State law. The buffers were not called out in State law; they were interpretations by DOE staff. In response to Councilmember Chang, Development Director Weaver stated that in forested land the critical areas ordinance buffer is larger, but the City's allows for more variances. Councilmember Lucarelli MOVED and Councilmember Childs seconded the motion to adopt Resolution No. 009-12, Adopting the 2012 Port Orchard Shoreline Master Program Update and directing staff to forward the Shoreline Master Program to the department of ecology for review and approval. Upon vote, the motion passed unanimously. B. Adoption of Resolution No. 015-12, Adopting the Six-Year Plan Update Public Works Director Dorsey presented the staff report, noting that the City Council held a Public Hearing earlier this evening, as required, to hear testimony regarding the Six-Year Transportation Improvement Program (TIP) for the Years 2013-2018. In response to Councilmember Childs, Public Works Director Dorsey said the projects were identified in the transportation service plan completed last year. The projects are not listed in order of priority. Staff is trying to capture major projects that have been identified either from a level of service standpoint or corridor standpoint. If projects are not on the TIP, the City cannot go after funding for them. In response to Councilmember Powers, Public Works Director Dorsey said while the Bay Street and Rockwell intersection is on the list, he is unsure when the City will may be able to work on it, or if there is a solution other than blocking the road. He also clarified that the sidewalk repair is going to be on Sroufe Street. There is no funding source for sidewalks. In response to Councilmember Chang, Public Works Director Dorsey said there was no reason to change the order of the projects on the list. The important thing is to have the projects on the list. Ranking will not change whether or not we get funding. Councilmember Colebank MOVED and Councilmember Lucarelli seconded the motion to adopt Resolution No. 015-12 adopting the Six-Year Transportation Improvement Program for years 2013-2018. Upon vote, the motion passed unanimously. Minutes of June 12, 2012 Pa e 6 of14 C. Approval of Ordinance No. 009-12, Amending the 2012 Budget City Treasurer Martin presented the staff report, noting the City Budget is written to capture revenue and expense over the fiscal year. During the year changes to the budget in both revenue and expenditures need to be recognized by Budget Amendment. Traditionally the City has twice yearly considered Budget Amendments. This Budget Amendment Ordinance recognizes amendments for the first half of the year and includes Bethel Corridor North Annexation increases to revenue and expense as described in the Bethel Corridor North Annexation Supplemental Budget. The Budget Amendment Ordinance reflects the following: 1. $18,970 for Dimensional Audio for audio upgrades to the Council Chamber completed in 2011 but invoiced after 2011 year-end transferred from Cumulative Reserve for Municipal Facilities Fund No. 302 to Current Expense Fund No. 001. 2. $258,629 for the Interlocal Agreement dated November 14, 2001 between Kitsap County and the City concerning sales tax revenue sharing, set aside and budgeted in 2011 but not reconciled and invoiced by the County until 2012 from Current Expense Fund No. 001. 3. $50,000 additional for paving projects to mitigate unforeseen challenges caused by poor subsurface from Cumulative Reserve for Municipal Facilities Fund No. 302 transferred to City Street Fund No. 002. 4. $2o8,ooo for conversion of 22 McCormick Woods Septic Tank Effluent Pumping systems and 170 pump-outs from Water Sewer Utility Fund No. 401 Fund Balance. 5· $1,ooo,ooo to mitigate water quality issues relating to Well No.9 to meet the City's priority of ensuring safe potable water $300,000 from Water Sewer Utility Fund No. 401 Fund Balance and $700,000 transferred from Cumulative Reserve for Water- Sewer Fund No. 403 to Water Sewer Utility Fund No. 401. 6. $125,000 to the Storm Drainage Equipment Fund No. 422 established in Ordinance No. 022-11 to set money aside for future equipment purchases transferred from Storm Drainage Utility Fund No. 421 to Storm Drainage Equipment Fund No. 422. 7· $612,000 McCormick Woods Impact Fees received and held in Current Expense Fund No. 001 transferred to the Transportation Impact Fee Fund No. 111 (Impact Mitigation Fee Fund) as described in Title 16 Port Orchard Municipal Code. 8. $197,000 added to Water Sales revenue due to the rate increase approved Ordinance No. 027-11, December 13, 2011 for the Water Sewer Utility Fund No. 401. g. $9,850 Water Utility tax from the Water Sewer Utility Fund No. 401 to the Current Expense Fund No 001. 10. $19,000 for Developers Handbook to be shared among three funds City Street Fund No. 002 $2,280, Water Sewer Utility Fund No. 401 $11,780 and Storm Drainage Utility Fund No. 421 $4,940. 11. $476,548 adjustments for Bethel Corridor North annexation supplemental expenditures and revenue as described in the Bethel Corridor North Annexation Supplemental Budget which is referenced as Exhibit A. Minutes of June 12, 2012 Pa e7of14 Mayor Matthes opened the Public Hearing, and there being no testimony, closed the Public Hearing at 8:05p.m. Councilmember Clauson MOVED and Councilmember Childs seconded the motion to adopt Ordinance No. 009-12, amending the 2012 Budget. Upon vote, the motion passed unanimously. D. Approval of May 22, 2012, Council Meeting Minutes Councilmember Colebank MOVED and Councilmember Clauson seconded the motion to approve the minutes of the May 22, 2012, Regular Council Meeting. Upon vote, the motion passed unanimously. E. Adoption of Resolution No. 016-12, Confirming the Mayoral Appointment to the Public Facility District Board Clerk Rinearson presented the staff report, noting Dolores (Dee) Coppola's position on the Kitsap County Public Facilities District Board will expire June 30, 2012. RCW 36.100.030 authorizes public facilities district to acquire, construct, remodel, maintain, equip, reequip, repair, and operate (a) sports facilities, entertainment facilities, convention facilities, or regional centers, and (b) for districts formed after January 1, 2000, recreational facilities other than ski areas, together with contiguous parking facilities. Kitsap County has assumed those powers and created this public facilities district. Jeffrey Braden has agreed to serve on this Board for a four-year term, expiring June 30, 2016. Councilmember Lucarelli MOVED and Councilmember Colebank seconded the motion to adopt Resolution No. 016-12, confirming the mayoral appointment of Jeffrey Braden to the Kitsap County Public Facilities District Board for a term effective July 1, 2012 and ending June 30, 2016. Upon vote, the motion passed unanimously. F. Approval of Contract No. 042-12, Authorizing the Mayor to Execute an Agreement with the Port Orchard Independent as the City's Official Newspaper Clerk Rinearson presented the staff report, noting that annually, RCW 35.23.352(7) requires second class cities to designate an Official City Newspaper. The newspaper shall be of general circulation within that City or town and shall have been published regularly, at least once a week. Request for Newspaper Publication Services was published May 18, 2012. The City received two bids: the Port Orchard Independent, which runs weekly; and the Kitsap Sun, which runs daily. In addition, the City has spent approximately $5,250 in legal notices and/or display ads in 2011. In response to Councilmember Childs, Clerk Rinearson said the size differences would impact a word or two, and would not make a big difference in the overall pricing. In response to Councilmember Chang, Clerk Rinearson said public notices are sent to both presses to notify them of an event. Legal notices would only run in the designated paper. The difference between the two bids is approximately $162, based on services used last year. Councilmember Childs MOVED and Councilmember Lucarelli seconded the motion to approve Contract No. 042-12 authorizing the Mayor to execute an agreement with Port Orchard Independent as the City's Official Newspaper. Upon vote, the motion passed unanimously. G. Approval of Contract No. 043-12, Authorizing the Mayor to Execute an Agreement with Gordon Thomas Honeywell Governmental Affairs regarding a City Lobbyist Attorney Jacoby presented the staff report, noting for several years, the City has contracted with Gordon Thomas Honeywell Governmental Affairs (GTH) to provide lobbying services for the City. Notable successes have included monies appropriated for the DeKalb pier project and for the Bay Street Pedestrian Pathway, as well as legislative changes relating to Planning Commission. GTH also provides regular updates to the Council and City staff regarding legislative issues. The current contract expires on June 30, 2012. GTH has proposed a new contract for the period July 1, 2012 through December 31, 2012, with an option to extend the contract term for an additional one year. The proposed monthly fee of $3,000 and total expenses not to exceed $2,500 are the same as the current contract. The proposed six month term is intended to put future 12-month contracts on a calendar year renewal cycle (January 1 through December 31). In response to Councilmember Childs, City Lobbyist Taylor clarified what kinds of expenses that would be charged per the contract. Clerk Rinearson followed up by saying the expenses have averaged $8o a month. Councilmember Putaansuu MOVED and Councilmember Powers seconded the motion to approve Contract No. 043-12 authorizing the Mayor to execute an agreement with Gordon Thomas Honeywell Governmental Affairs for the period July 1, 2012, through December 31, 2012, regarding a City Lobbyist. Upon vote, the motion passed unanimously. H. Approval of Contract No. 044-12, Authorizing the Mayor to Execute a Cooperative Purchasing Agreement with King County and Approving the Purchase of a Valley Freightliner 2012 Multi-purpose Truck Public Works Director Dorsey presented the staff report, noting on May 22, 2012, the first reading of the proposed 2012 Budget Amendment was included within the City Council's Regular Meeting Agenda as Business Item 7A. Within the proposed budget amendment, Minutes of June 12, 2012 Pa e 90f14 and as a function of the 2012 Bethel Corridor Annexation, the authorization for the Public Works Department to purchase a Multi-Purpose Truck was included. The requested Freightliner "Super Single" Multi-Purpose Truck will have the capability to 1) plow/sand with brine pre-wet, 2) apply brine from tank, 3) be used as a flatbed and 4) be used as a dump truck. In addition, the Super Single Hooklift Loader System allows for additional function(s) with added components. This new truck is being purchased for $261,313.54. The timeliness of this purchase, being a Demo Model with 4,000 miles on the odometer, will result in a 20% savings to the City. In order to obtain the best possible price for this truck, Staff is proposing that the City execute a Cooperative Purchase Agreement with King County so that the City can piggyback on the bid terms that the County was able to obtain from Valley Freightliner. State law permits public agencies to make purchases from each other's contract awards, if the vendor has agreed to such participation. As set forth in the attached letter, Valley Freightliner has agreed to allow the City to use the bid terms and specifications in King County Contract #1327-09. Councilmember Clauson said this is a fairly common practice and saves the City lots of money by purchasing off of King County's bids, which probably attracts the best bids of any jurisdiction in the State. Public Works Director Dorsey shared all of the features and benefits of the multi-purpose vehicle. Councilmember Clauson MOVED and Councilmember Colebank seconded the motion to approve the Cooperative Purchasing Agreement with King County and authorize the Mayor to execute said agreement. Upon vote, the motion passed unanimously. Councilmember Clauson MOVED and Councilmember Lucarelli seconded the motion to approve Contract No. 044-12 to purchase in the amount not to exceed $261,313.54 of a Freightliner "Super Single" Multipurpose Truck using King County Contract No. 1327-09. Upon vote, the motion passed unanimously. I. Approval of Contract No. 045-12, Authorizing the Mayor to Execute an Agreement with Everson's Econo-Vac Inc., for Storm Drainage Infrastructure Maintenance and Service Public Works Director Dorsey presented the staff report, noting on May 16, 2012, Public Works staff sent a request for bids to Pro-Vac, Everson's Econo-Vac, Drain-Pro Inc., Bravo NW, and C-More Pipe requesting bids for Storm Drainage Infrastructure Maintenance and Service. This contract is to clean all of the City's Type I and Type II catch basins (Bethel Corridor not included/required) to keep the City compliant with the National Pollutant Discharge Elimination System (NPDES) Permit. On May 29, 2012, the City closed the bid and received the following from three firms: • Bravo Environmental-$8,761.04; • C-More Pipe-$n,o6o.oo; and • Everson's Econo-Vac-$8,445.00. The lowest responsible bidder was Everson's Econo-Vac. Minutes of June 12, 2012 Pa e 10 of14 In response to Councilmember Putaansuu, Public Works Director Dorsey said the City does have a vactor truck, but this is beyond the scope of what the City has enough staff to do and cannot afford to get fined by the Department of Ecology at $w,ooo per day. Councilmember Colebank MOVED and Councilmember Putaansuu seconded the motion to approve Contract No. 045-12 authorizing the Mayor to execute an agreement with Everson's Econo-Vac Inc., for Storm Drainage Infrastructure Maintenance and Service Contract in an amount not to exceed $8,445. Upon vote, the motion passed unanimously. J. Approval of Contract No. 040-12, Authorizing the Mayor to Execute an Interlocal Agreement with the Department of Emergency Management Regarding Emergency Services Police Chief Townsend presented the staff report, noting the contract is the renewal of the Interlocal agreement between the City and the Department of Emergency Management (OEM). The document spells out our relationships with OEM as it pertains to decision making, control, management, funding and budget, and certain duties and responsibilities of the OEM. The Mayor represents the City on this Council, along with the Mayors of all cities, and one County Commissioner. Councilmember Childs MOVED and Councilmember Colebank seconded the motion to approve Contract No. 040-12 authorizing the ·Mayor to execute an Interlocal Agreement between the City and the Department of Emergency Management for emergency services. Upon vote, the motion passed unanimously. K. Approval of Contract No. 041-12. Authorizing the Mayor to Execute an Interlocal Agreement with the Kitsap County Sheriff's Office Regarding WestNet Drug Task Force Police Chief Townsend presented the staff report, noting this is the renewal of the WestNet Drug Task Force. The City currently does not have an officer in WestNet, but the City works with them in other ways. The only difference in the agreement is they changed the overtime reimbursement if you have an officer on the task force. This does not mean the City puts assigns an officer there, it is an operating agreement. In response to Councilmember Childs, Police Chief Townsend said this agreement exists because the City does investigative work alongside WestNet. WestNet has cases that come into the City that we need to be a part of. When the City decides to put an officer on this task force, we would still maintain this agreement, because there would be cases where WestNet would need to come into the City. In response to Councilmember Chang, Police Chief Townsend said this is cost neutral to the City, because we do not have an officer on the task force. Councilmember Colebank MOVED and Councilmember Lucarelli seconded the motion to approve Contract No. 041-12 authorizing the Mayor to execute an agreement with the Kitsap County Sheriff's Office regarding WestNet Drug Task Force. Upon vote, the motion passed unanimously. L. Approval of Amendment No. 1 to Contract No. 021-12, Authorizing the Mayor to Execute an Agreement with Calm River Demographics, Inc. Regarding Demographics Survey Services Development Director Weaver presented the staff report, noting the Washington State Office of Financial Management required as a component of any annexation per RCW 35.13.260, an annexation certification and a population census survey within 30 days of annexation. The Bethel Annexation was approved by City Council on November 22, 2011. Calm River Demographics was a contractor identified as qualified by the Washington State Office of Financial Management that provided the service as needed via approved Contract No. 021-12, which was approved by City Council on January 24, 2012. The council approved Contract No. 021-12, included a scope of work for the Bethel North annexation survey of the 462 parcels, and that was based upon an estimate of 250 households. Additionally Contract No. 021-12, scope of work specified an additional amount of $18 per household for each additional household in the event that the actual survey identified a household count above the initial estimated number. During the period between the contract submittal and the final 2012 annexation survey, a number of new multi-family units were finalized and occupied within Kitsap County and within the annexation survey area. The Washington State Office of Financial Management approved final annexation census survey resulted in 410 total households, amounting to 160 households in excess of the original estimate and entailing a total amount of $2880, in additional expenses. Contract No. 021-12, language required additional approval by City Council if the survey household results were in excess ofthe estimated initial contract amount of $7,217. In response to Councilmember Childs, Development Director Weaver said the contract was an estimate; they had no idea of the actual number of households that would come online, as those were not anticipated in the annexation projection. In response to Councilmember Chang, Development Director Weaver said the new multifamily dwellings were West of Bethel and South of Lund. Minutes of June 12, 2012 Pa e 12 of14 Councilmember Powers MOVED and Councilmember Clauson seconded the motion to approve Amendment No. 1 to Contract No. 021-12, in a form approved by the City Attorney, authorizing the Mayor to execute the revision not to exceed a total of $10,097 to the contract for Calm River Demographics. Upon vote, the motion passed unanimously. M. Approval of Public Events Application: Hi-Joy's Cackle Fest and Car Show Clerk Rinearson presented the staff report, noting Hi-Joy Bowl has submitted an application for a Public Event, Hi-Joy's Cackle Fest and Car Show, to be held on Saturday, August 11, 2012, in the Hi-Joy Bowl Parking lot. Race cars will be lined up for viewing in the parking lot and at approximately TOO p.m. the race cars will start and run their engines for about one (1) minute and then shut down. The City departments, as well as the Fire Department, have reviewed the application and have provided their recommendations and/or comments for Council review. The applicant is seeking permission to host their event using a portion of City right-of-way with no anticipated street closures. In response to Councilmember Chang, Public Works Director Dorsey clarified the portion of right-of-way being used for the event is part of the parking lot that is being leased to the Hi-Joy Bowling Alley. In response to Councilmember Powers, Police Chief Townsend said there were no complaints during the period that the cars rev their engines. Clerk Rinearson followed up by saying the applicant will be notifying the neighbors about the event. In response to Councilmember Childs, Clerk Rinearson responded that the cars will be lined up on both sides of the fire lanes. Councilmember Putaansuu MOVED and Councilmember Colebank seconded the motion to approve the Public Event application for Hi-Joy's Cackle Fest and Car Show, being held on Saturday, August 11, 2012, allowing them to hold their public event using a portion of the City's parking lot and/or right-of-way as presented. Upon vote, the motion passed unanimously. 8. COMMITIEE REPORTS Councilmember Clauson reported the Finance Committee discussed that the sales tax revenue is coming in very close to what was budgeted. The departments are doing a great job of staying within their budget. In addition, discussed the Community Service Program with the Police Chief and what it might look like if the program was to change. Councilmember Childs reported the next Economic Development and Tourism Committee is June 13, 2012, at 3:30 p.m. at City Hall, the public is welcome to attend. This week he and Minutes of June 12, 2012 Pa e 1 of14 Councilmember Lucarelli met with the downtown Rotary members to put together some preliminary sign drawing for downtown. They are interested in a continuing partnership of putting a new sign up each year. Councilmember Lucarelli reported she met with Paul Frederickson from Yacht Fish Marine, who has agreed to loan the City a crane for putting up the tree for the Festival of Chimes and Lights. Councilmember Putaansuu reported the Utility Committee meets June 15, 2012. The Sewer Advisory Committee meeting is June 20, 2012. He also mentioned, beginning June 25, 2012, the Rich Passage 1 ferry will start sailing to Seattle four round-trips a day. Councilmember Powers reported the Public Properties Committee met with Doug Skrobut to start some work at the McCormick Woods Park. They reviewed a temporary vendor license request, a street vacation request, a request for Etta Turner Park use, handicap parking in McCormick Ridge, and the Givens Playfield playground equipment. She attended the ribbon cutting ceremony at Central Park and thanked former Councilmember Fred Olin for all the work he did and Public Works staff for their dedication of installing the equipment. The next meeting will be held on July 10, 2012. Councilmember Chang reported the Lodging Tax Advisory Committee met on June 6, 2012, and he will be presenting their recommendations to the Council at the June 19, 2012, Work Study Session. Councilmember Colebank reported he attended the KRCC TransPol meeting on June 1, 2012. He will attend the PSRC Transportation meeting Thursday in Seattle. Friday he meets with the Regional Transportation Policy Group in Poulsbo. Saturday he went around to the three parks where the Latter Day Saints volunteers were working and he was impressed with all of the hardworking, happy people working in the park. He feels they did a great job at all three parks. 9· MAYOR'S REPORT Mayor Matthes presented Clerk Rinearson a Five-Year Service Award in recognition to her dedication and service to the City of Port Orchard. Mayor Matthes read part of a letter from Express Septic Services commending Dave Boltz on his great service and professionalism. Mayor Matthes announced the City of Port Orchard received the Well City Award, and he thanked Deborah Howard, HR Coordinator, for her commitment to bettering the health of employees. Mayor Matthes thanked the Church of Latter Day Saints for spending 4 hours volunteering in three city parks last weekend. Minutes of June 12,2012 Page 14 of 14 10. REPORT OF DEPARTMENT DIRECfORS Public Works Director Dorsey reported the power poles on Mile Hill are coming down. City Treasurer Martin reported the Finance Department has met 5 milestones of 26 of the conversion of the Spring Brook Accounting program. The capital asset conversion will be next . Billing cycle realignment letters have gone out to different utility users that are affected. Grant administration is busy as we move into the summer season . The State has realigned budget numbers and will be assigning new coding for BARS numbers. The Mayor noted the Finance Department's professionalism during the conversion and their ability to work through the problems quickly. Development Director Weaver reported that June 14, 2012, at 10:00 a.m. is the Public Hearing for the Blackjack Creek Trail. 11. CITIZENS COMMENTS Jerry Harmon asked the Council to look into the DOD and send it back to the Planning Commission. Mayor Matthes proposed bringing this topic up at a Work Study Session. Development Director Weaver will put together a memo of this issue and send it to the Council for review. 12. EXECUTIVE SESSION At 9:14 p .m., Mayor Matthes recessed the meeting for a 18-minute Executive Session regarding potential litigation in accordance with RCW 42.30.11o(b). City Attorney Jacoby was invited to attend; and the Mayor announced that no action would be taken as a result of the Executive Session. 13. ADJOURNMENT ayor Matthes adjourned the meeting. ~;;?~.C:-~/ ~~~ Timothy C. MattKes, Mayor Brandy Rinearson, CMC, City Clerk