02/08/2011 - Regular - MinutesCity of Port Orchard
Council Meeting Minutes
Regular Meeting of February 8, 2011
1. CALL TO ORDER AND ROLL CALL
Mayor Pro-Tem John Clauson called the meeting to order at 7:02p.m. and Councilmembers Fred
Chang, Jerry Childs, Rob Putaansuu, Jim Colebank, Fred Olin, and Carolyn Powers were present
and constituted a quorum. City Clerk Kirkpatrick, Police Chief Townsend, Public Works Director
Dorsey, Treasurer Martin, Human Resource Coordinator Howard, Deputy Clerk Rinearson, and
City Attorney Jacoby were also present.
A. Pledge of Allegiance
Police Chief Townsend led the audience and Council in the Pledge of Allegiance.
2. CITIZENS COMMENT
There were no citizen comments.
3· APPROVALOFAGENDA
Councilmember Childs MOVED and Councilmember Colebank seconded the motion
approving the Agenda. Upon vote, the motion passed unanimously.
4· APPROVAL OF CONSENT AGENDA
A. Approval of Claim Warrants Nos. 55009 through 55092 in the amount of $269,409.32;
January's Payroll Warrant Nos. 143588 through 143644 in the amount of $499,554.81; and
Treasurer's check book in the amount of $1,689,285.77·
B. Approval of the January 18, 2011, Work Study Session Minutes
C. Approval of the January 25, 2011, Council Meeting Minutes
D. Setting Meeting for Work Study Session to February 15, 2011, at 7:00p.m. at City Hall
E. Adoption of Resolution No. 006-11, Accepting the Bid for a Ford Escape Police Vehicle
Councilmember Childs MOVED and Councilmembcr Colebank seconded the motion
approving the Consent Agenda. Upon vote, the motion passed unanimously.
5· PRESENTATION
There were no presentations.
6. PUBLIC HEARING
No Public Hearings were held.
Mayor Coppola arrived at the meeting and Mayor Pro-Tempore Clauson turned the gavel over to
the Mayor at 7:09 p.m.
7· BUSINESS ITEMS
Minutes of February 8, 2011
Page 2 ofs
A. Amendment to Contract No. 069-09, Authorizing the Mayor Pro Tempore to
Execute Supplemental No. 3, with Universal Field Services, Inc. Regat·ding the
Tremont Widening Project
Mayor Coppola and Councilmember Colebank recused themselves from the meeting at 7:09 p.m.,
citing a conflict of interest.
Public Works Director Dorsey presented the Staff report, noting on November 18, 2007, the City of
Port Orchard entered into a Contract with Universal Field Services, Inc. (UFS) for the right-of-way
acquisition phase of the Tremont Street Widening Project. Currently, the right-of-way acquisition
phase of the project is 65% complete with negotiations for the remaining 35% ongoing. Please note
that the remaining negotiations include those parcels that require "relocation." Additional right-of-
way acquisition funding ($250,000) was obtained through PSRC/KRCC in 2010 to help supplement
the City's existing right-of-way acquisition fund balance, as the City anticipated the potential right-
of-way acquisition cost overruns. Throughout the right-of-way acquisition process, the City's
Public Works Department has been working closely with the Treasurer's Department to balance
both cash flow and to ensure that adequate funds are available to complete this vital phase of the
project. Although being a vety challenging process in which to anticipate exactly when and how
much funding will be required at any given time, the process has gone fairly smoothly to date. The
purpose of this change order is to provide both additional time (1 year) and budget (NTE $51,000)
to the current UFS contract so that the remaining property acquisitions and relocations needed for
project can be successfully completed and the right-of-way certified as a key component to being
"shovel ready." In anticipation of the potential cost overruns, a cost estimate was provided to the
City by UFS in late 2010 so that the 2011 could be adjusted accordingly.
Councilmember Olin MOVED and Councilmember Powers seconded the motion to
authorize the Mayor Pro-Tempore to execute Supplemental Agreement No. 3 to
Contract No. 069-09, with Universal Field Services, Inc. for the Tremont Widening
Project, thereby extending the contract completion date from December 31, 2011 to
December 31, 2012 and providing additional funding in an amount not to exceed
$51,000. Upon vote, the motion passed with six Councilmembers in favor as
Councilmember Colebank was recused.
Mayor Coppola and Councilmember Colebank returned to the meeting at 7:26p.m.
B. Adoption of Resolution No. 007-11, Establishing a Process for Future Amendments
to the City's Personnel Policies and Procedures
City Attorney Jacoby presented the staff report, noting that on October 12, 2010, the City Council
adopted Resolution No. 034-10, approving a major re-write of the City's personnel policies and
procedures. Further, it will be necessary to amend the personnel policies and procedures from time
to time in response to changes in state regulations, general conditions of employment, and, when
new union contracts are approved, from a desire to provide non-union employees with similar
terms of employment. Rather than bringing each individual amendment back to Council for review
Minutes of February 8, 2011
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and approval, Staff proposed that the Mayor ought to have the express authority to review and
approve these individual amendments. As the City's chief executive and administrative officer, the
Mayor is responsible for the day to day operations of the City and oversees the application of the
City's personnel policies and procedures to City employees. Recognizing the Mayor's authority to
review and approve amendments will ensure that amendments are processed in a timely and
efficient manner. However, any major re-write of the personnel policies and procedures would be
submitted to the Council for review and approval as has been done in the past.
Councilmember Childs MOVED and Councilmember Olin seconded the motion to
adopt Resolution No. 007-11, establishing a process for future amendments to the
City's personnel policies and procedures.
After a brief discussion, the Council directed that the Mayor would have authority to approve
changes to the Personnel Manual with updates to the Council at work study sessions no less than
every six months.
Councilmember Putaansuu MOVED and Councilmember Clauson seconded the
motion to amend by adding language that the Mayor shall report back any policy
changes at a work study session, if any, no less than every six months. Upon vote, the
motion to amend passed unanimously.
Upon vote the main motion as amended passed unanimously.
City Treasurer Martin and Human Resource Coordinator Howard left the meeting at 7:41p.m.
8. CITIZENS COMMENTS
There were no citizen's comments.
9· COMMITTEE REPORTS
Councilmember Olin reported the Public Property Committee met earlier in the day regarding a
proposal from the South Kitsap Skate Board Association who would like to put a skateboard facility
at one of the City's parks. The Committee asked the Skateboard Association to provide additional
information for presentation at the February or March Work Study Session.
Councilmember Putaansuu reported on his recent appointment with Kitsap Transit, noting he
attended his first series of meetings; that he attended the Sewer Advisory Committee's State audit
exit interview, of which there were no findings; noted a hydro project was being considered, which
would be attached to a 12 foot outfall onto the sewer plant; and attended a conference in Yakima
that was put on Bonneville Power Administration regarding grant projects, of which PSE was one of
the speakers that could assist in generating power out of our sewage.
Minutes of February 8, 2011
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Councilmember Childs announced the Economic Development Tourism Committee will meet on
Wednesday, February 9, 2011, at 5:30 p.m. at City Hall, and will be discussing the 2011 community
events; the City's website; Jingle Bell Run; and the Bay Street Pedestrian Pathway project.
Councilmember Clauson reported the Finance Committee received a 2010 Budget recap of the
City's actual versus spent analysis; the Treasure's staff is looking into balancing the utility billing
cycles to help even out the cash flow and work load for the department; will be looking into the
projected revenues upon the annexation of Bethel; and the Committee has asked staff to provide the
Committee a report on what their increased worldoad would be upon the annexation of Bethel.
10. MAYOR'S REPORT
The Mayor Coppola reported on the following:
• Attended the Public Property Committee;
• Attended the Kitsap Regional Coordinating Council Executive Board meeting regarding the
County-wide Planning Policy update;
• Met with Commissioner Stokes who he expressed his willingness to cooperate with the City;
• Attended the Housing Authority Policy and Personnel Committee regarding By-law
amendments;
• Met with a representative regarding a campaign to build a YMCA on Bethel, of which could
be incorporated into the Blackjack Creek trail system;
• Met with the Dispute Resolution Center group who were looking for a letter of support
opposing the Liquor Control Board's funding reallocations;
• Presented Jay Cookson, Public Works Employee, a 35-year service certificate;
• Presented Monica Haarstad, Assistant Treasurer, a 30-year service certificate;
• Met with Councilmember Childs, City Clerk Kirkpatrick, and IT Manager Tucker regarding
redesign of the City's website;
• Met with various legislators at the State Capitol regarding the City's legislative agenda, of
which includes the business climate and ferry issues;
• Will be attending the Association of Washington Cities Legislative Conference next week;
• Reported that the first Bill to pass out of the House was regarding City's having the option to
have the Planning Commissioners serve 4 year or 6 year terms;
• Attended the Ferry Communities Leadership Group regarding the new proposed Ferry
service;
• Participated in a roast for Art Castel upon his retirement from the Home Builders
Association;
• Met with Captain Olson with Navel Kitsap regarding funding for the proposed parking
garage;
• Attended the Housing Authority Board meeting;
• Attended the Kitsap County Association of Realtors insulation banquet and swore in the
new officers; and
• Sent out a letter to our Local Representatives opposing the State Legislators proposal to
reduce cities liquor profits to the Auto Theft Prevention fund.
11. REPORT OF DEPARTMENT DIRECTORS
Minutes of February 8, 2011
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Public Works Director Dorsey reported he has received the car charging station figures from Puget
Sound Energy (PSE) for the des ign and service from the electrician to ins tall the units, which
should b e ready for use n ex t month.
Police Chief Townsend r eported the downtown Parking meters are scheduled to be installed by the
end of the week.
In r es ponse to City Attorney Jacoby, Council directed the Clerk's office to provide copies of City of
Olympia and the Port of Br em er ton's goals and objectives for the retreat scheduled for February 12,
2011.
City Clerk Kirkpatrick announced the Chamber of Commerce Legislative Committee m ee ting is
being held on February 9, 2011, at 7:30 a.m. at City Hall, and Representatives Haigh and Finn
would be their guests.
12. ADJOURNMENT
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