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05/22/2012 - Regular - MinutesCity of Port Orchard Council Meeting Minutes Regular Meeting of May 22, 2012 1. CALL TO ORDER AND ROLL CALL 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, Rob Putaansuu and John Clauson were present and constituted a quorum. Public Works Director Dorsey, City Treasurer Martin, Deputy Clerk Fernandez, City Attorney Jacoby, and Office Assistant II Dennison were also present. Absent: Councilmember Powers A. Pledge of Allegiance Mayor Matthes led the audience and Council in the Pledge of Allegiance. 2. CITIZENS COMMENT Elissa Whittleton thanked the City Council, Utilities Committee, and Public Works Director Dorsey for putting the fluoride question out to survey; and asked the Council what the is the next step. 3· APPROVALOFAGENDA Councilmember Putaansuu MOVED and Councilmember Childs seconded the motion to remove consent agenda item 4D Adoption of Resolution No. 014-12, Establishing a Policy Regarding Utility Over and Under Payments of Ten Dollars or Less and place it on the June 12, 2012, Council Agenda; excuse Councilmember Powers from the meeting; and approval of the agenda, as amended. Upon vote, the motion passed unanimously. Councilmember Powers was absent. 4· APPROVAL OF CONSENT AGENDA A. Approval of Claim Warrants Nos. 57617 through 57664 in the amount of $106,158.85; B. Approval of the May 8, 2012, Council Meeting Minutes; C. Approval of Public Event Applications: -Annual South Kitsap Mock DUI Event Mustangs on the Waterfront; D. AdoptioR of R-esolutioR No. 014 12, EstablishiRg a Policy RegardiRg U-tility Over RRd URdeF PaymeRts of TeR Dollars OF Less E. Approval of Contract No. 036-12, Authorizing the Mayor to Execute an Agreement with Emerald Fire, LLC for the 2012 Annual Backflow Preventive Maintenance Certifications; Minutes of May 22, 2012 Pa e2of6 F. Approval of Contract No. 037-12, Authorizing the Mayor to Execute an Agreement with Stripe Rite Inc. for the 2012 Thermoplastic Applications; and Councilmember Chang MOVED and Councilmember Colebank seconded the motion approving the Consent Agenda, as amended. Upon vote, the motion passed unanimously. Councilmember Powers was absent. 5· PRESENTATION There were no Presentations. 6. PUBLIC HEARING There were no Public Hearings held. 7· BUSINESS ITEMS A. First Reading 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 expenses over the fiscal year. During the year changes to the Budget, in both revenue and expenditures, need to be recognized by a budget amendment. Traditionally the City has twice yearly considered budget amendments. This Ordinance recognizes amendments for the first half of the year and includes Bethel Corridor North Annexation increases to revenue and expenses 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; Minutes of May 22,2012 Pae3of6 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; and 11. $476,548 adjustments for Bethel Corridor North annexation supplemental expenditures and revenue as described in the Bethel Corridor North Annexation Supplemental Budget. Councilmember Clauson MOVED and Councilmember Putaansuu seconded the motion to accept the first reading of Ordinance No. 009-12, amending the 2012 Budget for the City of Port Orchard, and to direct staff to place Ordinance No. 009-12 on the June 12, 2012, Business Items for second reading of final adoption. Upon vote, the motion passed unanimously. Councilmember Powers was absent. B. Adoption of Ordinance No. 010-12, Amending Port Orchard Municipal Code Chapters 3.08 Regarding the Advance Travel Expense Revolving Fund Deputy Clerk Fernandez presented the staff report, noting that the City maintains an Advance Travel Expense Revolving Fund of $2,ooo for non-local travel. Up to $500 may be requested by an employee for customary and incidental expenses incurred while traveling, such as lodging, meals, ground transportation, and other non-local expense. Employees are required to provided receipts and documentation that expenses were incurred. Currently the City Clerk administers the Advance Travel Expense Revolving Fund. After speaking to several jurisdictions, it was apparent that Advance Travel usage is fading out; and for those jurisdictions still maintaining Advance Travel accounts they fall under the direction of their Finance Department. The City has implemented Advance Travel procedures authorized in the Port Orchard Municipal Code 3.08 and ·in the Personnel Polices Manual Chapter g.8.1. State of Washington RCW42.24.120-16o provides authority to establish the fund and requires compliance with the State Budgeting, Account, and Report System (BARS). Minutes of May 22, 2012 Pa e of6 This Ordinance will move the management and responsibility of the Advance Travel Expense Revolving Fund to the Treasurer, whose responsibilities are the management of City funds. This change recognizes the accounting function required to manage the account rather than the clerical aspects more properly assigned to the City Clerk. Councilmember Clauson MOVED and Councilmember Colebank seconded the motion to adopt Ordinance No. 010-12, amending Port Orchard Municipal Code Chapter 3.08 regarding the Advance Travel Expense Revolving Fund. Upon vote, the motion passed unanimously. Councilmember Powers was absent. C. Approval of Contract No. 038-12, Authorizing the Mayor to Execute an Agreement with Pace Engineers, Inc. for the Stormwater Mapping in the Right-of-Way Public Works Director Dorsey presented the staff report, noting in December of last year, the City received a letter from the Washington State Department of Ecology offering additional funding for the City's municipal stormwater system as an extension of the grant the City previously received. In February, the City received the agreement forms for this grant. The funding is a grant, with no match required, which the City may use to meet compliance with the City's Stormwater National Pollutant Discharge Elimination System (NPDES) Permit. Staff previously used the grant money to buy equipment for the shop and is requesting to use this funding primarily for mapping to provide map books for staff to use when in the field. The other boxes that have been checked are establishing and refining stormwater utilities, including stable rate structures, pollution prevention, good housekeeping, and operation and maintenance program activities, and equipment purchases that result directly in improved compliance with permit requirements. Councilmember Childs MOVED and Councilmember Lucarelli seconded the motion to authorize the Mayor to sign Grant Agreement No. G1200364 Contract No. 038-12, between the Washington State Department of Ecology and the City of Port Orchard in the amount of $so,ooo. Upon vote, the motion passed unanimously. Councilmember Powers was absent. 8. COMMITIEE REPORTS Councilmember Colebank reported that on May 10, 2012, he attended the Puget Sound Regional Coordinating Council Transportation Policy Board where they discussed recommending an approval of additional funding for the special needs transportation program project; on May 18, 2012, attended a special meeting for the Washington State Department of Transportation review of the Peninsula RTPO unified work planning program; and on May 22, 2012, attended a Kitsap Aerospace and Defense Alliance meeting at the Bremerton National Airport. Minutes of May 22, 2012 Pa e of6 Councilmember Clauson reported the next Finance Committee meeting will be held Tuesday, June 5, 2012, at Moondogs at 7:30 a.m. Councilmember Childs reported the Economic Development and Tourism Committee will be held Wednesday, June 13, 2012 at 3:30 p.m. at City Hall; and he attended the Kitsap Peninsula Visitor & Convention Bureau Annual Meeting held at Elandan Gardens. Councilmember Putaansuu reported the Utilities Committee met on May 11, 2012, where they discussed the fluoride survey and the over-under payment policy; and the Sewer Advisory Committee discussed Class A Bio solids. Councilmember Chang reported the Public Property Committee will be held on Tuesday, June 12, 2012, S:oo a.m. at Moondogs and the Lodging Tax Advisory Committee will be held Wednesday, June 6, 2012; to discuss the applications received for the 2011 cash carry- over. 9· MAYOR'S REPORT Mayor Matthes reported that the events being held this weekend are the Fathoms 0' Fun Murder Mystery; Farmers Market; Land Lubbers Dingy Race; Fencing Demo; Cloak and Dagger Ball; free movies at the Dragonfly Theatre; Story Time at the Library; Costume Contest; Seagull Calling Festival; Wings Cook-off; BBQ contest; and more information can be found on their website. 10. REPORT OF DEPARTMENT DIRECfORS Public Works Director Dorsey reported the 2011-2012 paving projects are complete; will be replacing some curbing on South Kitsap Boulevard; the Tremont project is finalized to commence the right-of-way certification process; met with the Attorney and Port of Bremerton to discuss an Interlocal agreement for the first segment of the Bay Street Pedestrian Pathway trail; and on June 5, 2012 and June 6, 2012, the City will be operating the Emergency Operations Command (EOC) to prepare for an earthquake. City Treasurer Martin reported staff has finished the 2011 annual financial report, which will be filed at the State Auditor's Office. City Attorney Jacoby reported following the adjournment of the Council meeting, they will reconvene into a separate meeting to discuss Union Negotiations for approximately 30 minutes. 11. CITIZENS COMMENTS Elissa Whittleton announced the Sidney Gallery is now handling the downtown Art walks, which are held the third Friday of each month. 12. EXECUTIVE SESSION No Executive Session was held. 13. ADJOURNMENT Minutes of May 22, 2012 Page 6 of6 Councilmember Clauson MOVED and Councilmember Colebank seconded the motion to adjourn the meeting. Upon vote, the motion passed unanimously. Councilmember Powers was absent. At 7:35 p.m . Mayor Matthes adjourned the meeting. Rhiannon Fernandez, Deputy Cler J_;_,d-~~d Timothy C. atthes, Mayor