05/20/2014 - Work Study - MinutesCity of Port Orchard
Council Meeting Minutes
Work Study Session of May 20, 2014
7:00p.m. Call to Order
Mayor Matthes called the meeting to order at 7:00p.m. Pro-Tem Cindy Lucarelli and
Councilmembers Jeff Cartwright, Bek Ashby, Rob Putaansuu, Fred Chang and Jerry
Childs were present. Public Works Director Mark Dorsey, City Clerk Brandy Rinearson,
Human Resources Coordinator Deborah Howard, City Attorney Greg Jacoby and Office
Assistant II Jenine Floyd were also present.
Councilmember John Clauson was absent.
Mayor Matthes led the audience and Council in the Pledge of Allegiance.
1. Discussion: Public Art Displayed in City Hall
Roy Carr, with the South Kitsap Art Association, proposed to the Council displaying the
Association's art work on the walls of City Hall. The paintings on the walls will include
the artists' information and the name of the painting. They have several artists
interested in displaying art at City Hall. He would like to set up a three month show, to
rotate new artists every three months. He would only like South Kitsap Artists, and
would encourage anyone to join the group, which would allow their art to be displayed at
City Hall. The painting sizes would vary; depending on the location they are displayed.
They would also have the artists sign something saying the City is not responsible if their
art is stolen or damaged. The Art Association would also like to display their biography,
as well as a list of their current officers.
Mayor Matthes pointed out that the Artists League currently displays art at Poulsbo City
Hall and Poulsbo Mayor Erickson is really pleased with the art. Also, this is a good way
to beautify City Hall at no cost.
Further, Mr. Carr will screen the art work and nothing inappropriate would be placed at
City Hall, and should someone complain about the art, the art would be changed.
Artist Marni Greene is really looking forward to having art work in the Port Orchard City
Hall.
Mr. Carr noted the art would be· hung by the Arts Committee, not by individuals. They
could also arrange the current photos in a way that is more pleasing. ·
In response to Councilmember Chang, Mr. Carr stated he has gone around City Hall,
and picked out several locations for some of the art. He was thinking of hanging 10 to 15
pieces.
May 20, 2014, Work Study Session Minutes
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Councilmember Ashby stated she supports public art at City Hall, but would prefer an
easel on the second floor that can be changed out or use walls that currently do not have
any pictures.
Councilmembers Childs questioned what they are going to do about other artists, like
sculptures, as there is no current policy.
Councilmember Cartwright had asked staff to research if there is a RCW that prohibits
the use of a publicly funded building to support for-profit enterprises. Staff indicated
there is no RCW; however, where do we draw the line?
Mr. Carr indicated they have no sculptures, glass wares, or 3D art; only paintings.
Mayor Matthes would like to give this a 6 month trial period.
Councilmembers briefly discussed the current location of the historic pictures at City
Hall and would prefer not to have them moved, as a lot of work went into the placement
of those pictures.
Mr. Carr and Ms. Greene offered some possible locations at City Hall and the
repositioning of the historical pictures.
Council Direction: Council directed this discussion be brought forth to the Public
Property Committee for placement of the art.
2. Presentation: Return to Work and Light Duty Program
Human Resources Coordinator Howard and Vocational Rehabilitation Counselor with
Precisionary Inc., Gina Dean, updated the Council on the Return to Work project. The
City received a Safety and Health Investment Project grant through the Department of
Labor and Industries for a Return to Work project. The goal of a return to work program
is the safe and timely return of employees to light duty or regular employment. The City
is a member of the Association of Washington Cities (A WC) Retro Program. The Retro
Program delivers loss control services to reduce frequency and severity of work place
injuries in claims management services, and to bring employees safely back to work. In
addition, HR Coordinator Howard noted the City has had a high amount of loss ratio,
because of a few on the job injuries and high time loss because of those injuries. When
this happens, we pay higher workers compensation. She applied for this grant with the
idea to work with bringing on the job injured employees back to work safely to light duty
jobs, where they can be worked back to their regular jobs. Through this grant, she was
able to have ergonomic assessments done on the workstations throughout the City;
establish a job analysis for the job descriptions which would go into detail on the actual
physical requirements are; develop possible light duty assignments; communications
training for supervisors and staff; and establishing a light duty policy procedure.
May 20, 2014, Work Study Session Minutes
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Ms. Dean stated we need to change our philosophy, and part of that change, is to allow
employees to heal while they work, instead of healing at home and then coming back to
work. They presented a light duty program that outlined all of those possibilities, and
presented to the Council several job analyses and if a worker is injured, they would take
this as part of the packet to their medical provider and ask if they are physically able to
perform their job functions. If the answer is no, there is a Return to Work Form to go
over with the doctor, which is the first step in outlining light duty, return to work. The
worker will then bring that form back to the City, and the HR Coordinator will work
with the department head, and ask them what they can do for that employee. Every
dollar spent on worker's compensation via medical or time loss affects two things; your
experience factor and the refund the City would get from Labor and Industries.
HR Coordinator Howard noted in 2012, she received a letter that the City would not be
getting a refund and would have to pay extra for our share in 2014, which was close to
$40,000.
Council and staff briefly discussed return to work and light duty, and the benefits to the
City.
Council Direction: No direction was given to staff.
3· Presentation: Stormwater GAP Analysis
Assistant City Engineer Archer-Parsons noted the City has been working with PACE
Engineers to review and update the City's Storm Drainage Program, and showed a
presentation of their findings, which included:
• Project Objectives;
• Planning Process;
• Analysis of City's Existing SDP /Permit;
• Existing SDP-ORG Chart;
• New NPDES Phase II Permit;
• NPDES Phase II Permit Schedule;
• Permit GAP Analysis;
• Future SDP -ORG Chart;
• CIP Projects (14), CIP Project Location Map and CIP Project Descriptions;
• SDP Funding Analysis;
• Other Funding Options;
• Local Utility Rate Survey;
• SDP Funding Levels;
• Proposed Stormwater Rate; and
• Public Review Process Outline.
May 20, 2014, Work Study Session Minutes
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Public Works Director Dorsey stated back when the storm drainage utility was set up, it
was opted at that time to do minimum compliance. This is a mandated compliance.
Council and staff discussed additional staffing, capital improvement projects, and
stormwater utility increases. They also voiced their concerns about the different tax
increases within the past year.
Council asked Assistant City Engineer Archer-Parsons to send them a PDF of the slide
show presentation.
Council Direction: Council directed staff to notify the citizens when a public hearing
on this issue will be held.
4· Discussion: Council Retreat/Mandatory Training
City Clerk Rinearson stated many cities hold annual retreats for the Council to discuss
the vision of the City and to direct the Mayor to achieve the vision by setting goals, not
specific projects, set by the Council with staff. This retreat is a great opportunity to
review and evaluate current City projects and workload, which would be presented by
the department heads. The Mayor recommends hiring a professional facilitator for the
retreat; of which he will work with AWC to seek a professional facilitator. Currently
there are funds in the budget that would cover this cost. This would run between $500
and $3,000; depending on the length and the depth of the training.
In addition, based on our insurer's recommendation, the Mayor will be holding a
mandatory training on the OPMA in June. He is looking for dates that Council members
are available.
The City currently holds a discussion to specifically identify projects to be included in the
budget, but it doesn't capture the vision for the City and which direction it should be
heading in.
Also with recent legislation changes, effective July 1, the City must satisfy the
requirement of the OPMA and PRA training passed by the state legislature and satisfy
AWC's requirement of the OPMA violation at the same time as the retreat.
In response to Mayor Matthes, City Clerk Rinearson noted the mandatory training is 4
hours, but it could be condensed into 2 hours. This is through the City's insurer, and
there would be no cost to the City.
In response to Councilmember Chang, City Clerk Rinearson noted it is just an option to
have the retreat and the mandatory training on the same day. There is also an option to
have a webinar on the training.
May 20,2014, Work Study Session Minutes
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Council Direction: Council directed staff to schedule the OPMA training at the June
work study session; and for City Clerk Rinearson to email them regarding what days they
are available in June and July for the Council retreat. They also requested City Attorney
Jacoby facilitate the retreat.
5· Discussion: Rockwell Turn Lane
Public Works Director Dorsey stated they have received complaints about Rockwell
Avenue and the sight distance safety. He would like to change Rockwell Avenue at Bay
Street to a right turn only, from Rockwell Avenue northbound to Bay Street eastbound.
He would like to send out flyers to the people in the neighborhood, informing them of
the change.
Council Direction: Staff was directed to proceed with the proposed change; insuring
residents will be notified of the change.
6. KRCC Ad-Hoc Committee
Councilmember Putaansuu noted they are getting close to making their presentation to
the KRCC board. Part of what they need to fund is a better presence at PSRC, which is
where the money comes from. The proposal is a 2 112 percent of any grant awards would
fund the agency. No change in the current due structure.
In response to Councilmember Ashby, Councilmember Putaansuu said there was no
discussion about stepping back from PSRC.
In response to Councilmember Chang, Councilmember Putaansuu noted the Ad -Hoc
Committee was formed to look at form , function , and funding of the organization.
Council and staff briefly discussed KRCC and PSRC organizations.
Council Direction: No direction was given to staff.
At 9:11p.m., Mayor Matthes adjourned the meeting.
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