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09/10/2013 - Regular - MinutesCity of Port Orchard Council Meeting Minutes Regular Meeting of September 10, 2013 1. CALLTOORDERANDROLLCALL Mayor Tim Matthes called the meeting to order at 7:00 p.m. Mayor Pro-Tern Fred Chang and Councilmembers Jerry Childs, John Clauson, Rob Putaansuu, Carolyn Powers, and Jeff Cartwright were present and constituted a quorum. City Clerk Rinearson, Police Chief Marti, Public Works Director Dorsey, Human Resources Coordinator Howard, Deputy City Clerk Fernandez, and City Attorney Jacoby were also present. Excused: Councilmember Cindy Lucarelli A. Pledge of Allegiance Gail Porter led the audience and Council in the Pledge of Allegiance. Chief Marti introduced Gail Porter as the new Chaplain for the Port Orchard Police Department. Mr. Jeff Cartwright was sworn into Council Position No.1 by City Clerk Rinearson. 2. CITIZENS COMMENT Gerry Harmon commented on an article written by the former Mayor regarding the Bethel Corridor. The article stated the Council Finance Committee had a plan in place for the Bethel Corridor moving forward in 2012. She asked why the Council Finance Committee did not share this plan with the Mayor and direct him to work on it. Councilmember Powers moved and Councilmember Clauson seconded the motion to excuse Councilmember Lucarelli from the September 10, 2013, Council meeting. Upon vote, the motion passed unanimously. 3.APPROVALOFAGENDA Councilmember Putaansuu MOVED and Councilmember Chang seconded the motion to add a 15-minute executive session for real estate matters at the end of the meeting. Upon vote, the motion passed unanimously. Councilmember Clauson MOVED and Councilmember Putaansuu seconded the motion approving the Agenda, as amended. Upon vote, the motion passed unanimously. 4· APPROVAL OF CONSENT AGENDA Minutes of September 10, 2013 Page 2 of7 A. Approval of Checks Nos. 60303 through 60419 totaling $542,569.23, August Payroll Checks Nos. 145352 through 145426 totaling $778,129.50, and Treasurer's Checkbook in the amount of $2,656,752.28 · B. Setting the September 17,2013, Work Study Session Meeting C. Approval of August 23, 2013, Special Council Meeting Minutes D. Adoption of Resolution No. 020-13, Declaring Certain Personal Property as Surplus and Authorizing the Disposition of Vehicles Councilmember Childs MOVED and Councilmember Putaansuu seconded the motion approving the Consent Agenda. Upon vote, the motion passed unanimously. 5· PRESENTATION A. Lodging Tax Committee Chris Stansberry and Frank Graziani gave a report on the Lodging Tax Committee meetings and their recommendations for.hotel-motel tax distribution. 6. PUBLIC HEARING No Public Hearings were held. 7· BUSINESS ITEMS A. Adoption of Resolution No. 021-13, Repealing Resolution No. 028-12, and Establishing Certain Employee Benefits for Non-Union Represented Employees Classified as FLSA Not Exempt In response to Councilmember Clauson, Human Resources Coordinator Howard clarified that this Resolution will have to be adopted each year. Councilmember Clauson said this resolution establishes the COLA that has been negotiated with the represented groups for the non-represented non-exempt employees within the City. Councilmember Clauson MOVED and Councilmember Putaansuu seconded the motion to adopt Resolution No. 021-13, repealing Resolution No. 030-11 approving the Employee Benefits Policy to reflect a rate of pay increase for a 1.4% COLA effective October 1, 2013 for non-union represented employees classified as FLSA Non Exempt. Upon vote, the motion passed unanimously. Minutes of September 10, 2013 Page 3 of7 B. Adoption of Resolution No. 022-13, Repealing Resolution No. 029-12, and Establishing Certain Employee Benefits for Non-Union Represented Employees Classified as FLSA Executive Exempt Councilmember Clauson said this is the same action as Resolution No. 021-13, but it will cover the executive exempt employees and it provides them with the same COLA percent increases as the represented groups. Councilmember Clauson MOVED and Councilmember Putaansuu seconded the motion to adopt Resolution No. 022-13, repealing Resolution No. 031-11 approving the Employee Benefits Policy to reflect a rate of pay increase for a 1.4% COLA effective October 1, 2013, for non-union represented employees classified as FLSA Executive Exempt.. Upon vote, the motion passed unanimously. C. Approval of Resolution No. 003-13, Adopting a City of Port Orchard Social Media Policy City Clerk Rinearson presented the staff report, noting some departments have expressed an interest in creating a City Facebook or Twitter account to inform the public of City business. It would be in the City's best interest to first adopt a policy defining individual and departmental responsibilities before the use of social media. At the August 20, 2013, Council Work Study session, Council was presented a draft social media policy. Council directed City Clerk Rinearson to revise the Social Media policy to state there will only be a one-way dialogue and no discussion boards, which has been provided for their review. Councilmember Putaansuu thanked the Clerk for the red-line changes to the policy. Councilmember Childs noted Section 4.5.01(a) and expressed concern that the process may be cumbersome for emergency posts that the Police Department may make. Councilmember Chang thanked the City Clerk and Deputy City Clerk for finding examples of how other entities have already adopted social media presences. He said that Twitter allows you to archive all of the tweets. Facebook may need a third-party entity to back it up. But this policy will only allow augmentation of what is on our website. Councilmember Powers would like to receive a report on how this is working. The City Clerk will provide quarterly reports. Councilmember Chang MOVED and Councilmember Putaansuu seconded the motion to approve Resolution No. 003-13, adopting a citywide social media policy. Upon vote, the motion passed unanimously. Minutes of September 10, 2013 Page4of7 D. Approval of Contract No. 075-13, Authorizing the Mayor to Execute an Agreement for the 2013 Ditch Restoration North of Bethel from Lund Intersection Public Works Director Dorsey presented the staff report, noting on August 22, 2013, the City Public Works Department selected from the City of Port Orchard's MRSC Small Works Roster, six contractors for the City's 2013 Ditch Restoration North of Bethel from Lund intersection. One sealed bid was received prior to the n:oo a.m. September 10, 2013 bid deadline. Staff determined that the Caseco Associates bid of $70.434 was the lowest responsible bid. It is anticipated that all work will be completed within 2013. Funding for this project was not provided in the 2013 Budget. Funding for this project will come from the storm drainage utility fund balance. The City Treasurer has not had a chance to review the bid, and would like the Council to approve the contract if the City Treasurer agrees that the amount can be paid from the 2013 cash balance in the fund. Councilmember Putaansuu is happy to see another local contractor getting the work. Councilmember Putaansuu MOVED and Councilmember Chang seconded the motion to authorize the Mayor to execute Contract No. 075-13 with Caseco Associates Inc. for the 2013 Ditch Restoration of Bethel Road in the amount not to exceed $70,434 with the contract term beginning September 25, 2013 and project completion within 35 working days. This is with the concurrence of the Treasurer after he has a chance to review the dollar amount is within the budget of the stormwater utility fund. Upon vote, the motion passed unanimously. E. Approval of the August 20, 2013, Council Work Study Session Minutes Councilmember Putaansuu MOVED and Councilmember Powers seconded the motion to adopt the August 20, 2013, Council Work Study minutes. Upon vote, the motion passed with five affirmative votes and one abstaining vote. Councilmember Cartwright cast the abstaining vote. F. Approval of August 27, 2013, Council Meeting Minutes Councilmember Childs MOVED and Councilmember Powers seconded the motion to approve the August 27, 2013, Council meeting minutes. Upon vote, the motion passed with four affirmative votes and two abstaining votes. Councilmembers Clauson and Cartwright cast the abstaining votes. G. Approval of Public Event Application: Community BBQ on the Water Minutes of September 10, 2013 Pages of7 City Clerk Rinearson presented the staff report, noting Brian Lozano with Capital Christian Center, has requested permission to use City parking lots and right-of-ways on Sunday, September 22, 2013, for a Community BBQ on the Water. Capital Christian Center is providing the community with a free BBQ and activities for the whole family, including bouncy house, face paint, and live music, as well as bringing various non-profit organizations together so that the community can see what services are out there. This application was received on September 5, 2013. Due to time constraints, staff wanted to make sure the application was brought before City Council. City Departments, Fire Department, and Kitsap Transit recommendations and/ or comments were provided at the meeting. Public Works Director Dorsey said on Saturdays the parking lot is already closed for the Farmers Market and the Port of Bremerton puts up the no parking signs. He wants to avoid having someone getting their car towed because they are blocking the event. City Clerk Rinearson said she is waiting for confirmation from the Port of Bremerton that they will put the signage up to close the parking lot for the event. She will also determine if there is a charge for the meters on the weekend, and if there is, the event sponsors will have to pay the rate of the parking. Councilmember Clauson MOVED and Councilmember Powers seconded the motion to approve the Public Event application for Capital Christian Church, allowing them to hold their event using a portion of the City's parking lots and/or streets. Upon vote, the motion passed unanimously. 8. COMMI'ITEE REPORTS Councilmember Clauson reported the Finance Committee meeting IS scheduled for September 26, 2013 at 7:30 a.m. at the Pancake House. Councilmember Childs reported the following: • The ED /Tourism Committee is scheduled to meet on September 18, 2013, at 3:30 p.m. at City Hall; • He attended the Realtors Legislative Luncheon; and • September 21, 2013 there is an event at Etta Turner Park by Etta Turner Projects. There will be a concert and vendors at the park. Councilmember Powers reported the following: Minutes of September 10, 2013 Page 6 of7 • Public Property meeting date has changed this month to September 17, 2013. Development Director Bond adjusted the start time to 7:30 a.m., so she will check with Hideaway Cafe to make sure they can accommodate the earlier start. • KRCC Transpol is meeting Thursday in Bremerton. • The Etta Turner Celebration will also have a lot of education happening at the event. • The Farmers Market is having a Tomato Taste Off this Saturday. She will be a judge for the event and encouraged the public to attend. • Kiwanis fundraiser is happening Saturday night and starts at s:oo p.m. at the Pavilion. Tickets cost $40 to attend. Councilmember Chang thanked the Lodging Tax Committee for condensing the four meetings into a 20-minute presentation. They went through many applications and thanked them for putting in many hours. 9· MAYOR'S REPORT The Mayor Matthes announced the following: • Town Hall Meeting scheduled for September 12, 2013, 6:30 p.m. at City Hall • McCormick Woods Park Town Hall Meeting scheduled for September 16, 2013, 6:30 p.m. at Christ the Rock. 10. REPORT OF DEPARTMENT DIRECfORS Public Works Director Dorsey reported: • The Compass Rose contract is back with Development Director Bond. The contractor and the Public Works Department will be working with Kitsap Transit to look at potential route modifications. • The department has received back from the Department of Commerce their readiness survey and it has been approved. Cultural Resources has been passed. The grant contract for $336,ooo should be received soon. He will get the geo-engineers on board with the hydraulic approval and environmental approval of the bridge this year. City Attorney Jacoby reported the Council will be discussing recreational marijuana at next week's Work Study. The Liquor Control Board has issued updated rules and has identified the total number of stores within the state, county, and city. 11. CITIZENS COMMENTS Gerry Harmon said she believes the Council knew how much the City Manager would cost, but the citizens who were requesting the information were not given the courtesy of an answer. She is upset that Councilmember Putaansuu gave this information to the Realtor's Minutes of September 10, 2013 Pa e 70f7 Board that it would about 3% of the City's budget, but would not share that information with the citizens who have been asking about it. At 8:10p.m., Mayor Matthes reconvened the meeting after as-minute recess. 12. EXECUTIVE SESSION At 8:10 p.m., Mayor Matthes recessed the meeting for a 15-minute executive session regarding real estate 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. At 8:25p.m., Mayor Matthes extended the Executive Session an additional1o minutes. At 8:35 p.m., Mayor Matthes reconvened the Council back into regular session. 13. ADJOURNMENT hes adjourned the meeting. Brandy Rinearson, CMC, City Clerk u~~~aM:aae~ Timothy C. atthes, Mayor