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08/28/2012 - Regular - MinutesCity of Port Orchard Council Meeting Minutes Regular Meeting of August 28, 2012 1. CALL TO ORDER AND ROLL CALL Mayor Tim Matthes called the meeting to order at 7:00 p.m. Mayor Pro-Tem Jerry Childs and Councilmembers Fred Chang, John Clauson. Carolyn Powers, Jim Colebank, Cindy Lucarelli and Rob Putaansuu were present and constituted a quorum. City Clerk Rinearson, Assistant Engineer Archer-Parsons, City Treasurer Martin, Police Chief Townsend, Office Assistant Floyd, and City Attorney Jacoby were also present. A. Pledge of Allegiance City Treasurer Martin led the audience and Council in the Pledge of Allegiance. 2. CITIZENS COMMENT Jeff Braden expressed his appreciation to the Mayor, Council, and staff for scheduling a Town Hall meeting on September 13, 2012. Gerry Harmon mentioned that Peninsula Feed is a very well deserved business for downtown, and they add character as they have been in their location for many years. She also stated that she would like the Council meeting handouts to include the exhibits mentioned in the handout. 3· APPROVALOFAGENDA Councilmember Colebank MOVED and Councilmember Lucarelli seconded the motion approving the Agenda. Upon vote, the motion passed unanimously. 4· APPROVAL OF CONSENT AGENDA A. Approval of Claim Warrants Nos. 58119 through 58156 in the amount of $346, 577.99 B. Approval of the August 14, 2012, Council Meeting Minutes Councilmember Clauson MOVED and Councilmember Childs seconded the motion approving the Consent Agenda. Upon vote, the motion passed unanimously. 5· PRESENTATION There were no presentations. 6. PUBLIC HEARING A. Surplus of Water Sewer Utility Equipment City Treasurer Martin presented the staff report, noting RCW 35.94.040 requires a Public Hearing prior to disposal of equipment owned by a Public Utility. The equipment list presented no longer Minutes of August 28, 2012 Pa e 2 of7 serves a purpose for the City utility and as such it is requested that Council declare it surplus so it may be disposed of in the best interest of the City. Those surplus assets listed in Exhibit A, shall be disposed of by public auction or in the most financially beneficial way, including but not limited to: sell for scrap value; or disposal to either receive some value, or pay as little as possible for their disposition. Mayor Matthes opened the Public Hearing at 7:07p.m. In response to Edward Rogers, Mayor Matthes asked him to provide his information to City Clerk Rinearson, for her to contact him about his questions regarding trash collection. There being no further testimony, Mayor Matthes closed the Public Hearing at 7:09p.m. 7· BUSINESS ITEMS A. Adoption of Resolution No. 022-12, Adopting the City's Financial Policy City Treasurer Martin presented the staff report, noting our City has evolved with a variety of financial policies that can be found in many different sources including: City Council Resolutions and Ordinances, Budget documents, and Capital Improvement Programs. This set of policies seeks to serve as a central reference point of the most important of our policies, which are critical to the continued financial health of our City. The finance policies attempt to be comprehensive in scope while avoiding overly restrictive rules that would inadvertently hamstring city business decisions. The document seeks to avoid controversial topics, instead keeping to financial best practices that fit Port Orchard. The significance of these statements could guide the City for years and form the basis of future discussions on moving the City forward. Written, adopted financial policies have many benefits, such as assisting our elected officials and staff in the financial management of the City, saving time and energy when discussing financial matters, engendering public confidence, and providing continuity over time as elected officials and staff members change. While these policies can be amended periodically, they will provide the basic foundation and framework for many of the issues and decisions facing the City. They will promote sound financial management and assist in the City's stability, efficiency, and effectiveness. Councilmember Clauson MOVED and Councilmember Putaansuu seconded the motion to approve Resolution No. 022-12, adopting the City of Port Orchard Financial Policies that promote sound financial management and assist in the City's stability, efficiency and effectiveness. Upon vote, the motion passed unanimously. B. Adoption of Resolution No. 023-12, Declaring Certain Personal Property as Surplus and Authorizing its Disposition City Treasurer Martin presented the staff report, nothing assets of the City that are no longer useable, are no longer of value to the city, or are surplus to City needs may be removed from City ownership, sold, or in any other way disposed of with a declaration of surplus by the City Council Minutes of August 28, 2012 Pa e 3 of7 Money from the sale of surplus property is deposited in the Fund which owned the equipment. When disposal is to the general public through direct sale, sealed bid or auction, final determination of value shall be the highest responsible bid or offer. The City may transfer a surplus asset to another public agency upon written request and a determination that it is in the public interest to do so. A Public Hearing was previously held for the disposition of Water Sewer Utility equipment as presented. In addition, certain additional City personal property attributable to other Funds is ready for disposition and a list was provided to the Council. He further mentioned that this equipment will be disposed at very little or no value. Much of this is old telephones or computer work station equipment. Councilmember Childs MOVED and Councilmember Lucarelli seconded the motion to approve Resolution No. 023-12, declaring certain equipment surplus and authorizing its disposition. Upon vote, the motion passed unanimously. In response to Councilmember Clauson, City Treasurer Martin stated he would contact South Kitsap High School to inquire if they still have a program accepting old computers for training purposes. C. Adoption of Resolution No. 024-12, Establishing a Utility Assistance Program and Approval of Agreement No. 062-12, with Kitsap Community Resources Regarding Utility Helping Hands Program City Treasurer Martin presented the staff report, noting last fall the City embarked on a process to design a utility assistance program that would aid struggling households meet their water sewer payment obligations. The result is a program that helps families cope with crises, secure needed resources, and find stability. Partnering with Kitsap Community Resources (KCR) staff has modeled a crisis prevention program that averts shutting off water and helps families better manage their utility costs. The City envisions a program where eligible utility rate payers would receive immediate help with a onetime waiver of the current water / sewer bill. Utility service would not be curtailed to the household and participants would enter into monthly "budget billing" that smoothes out future billing demands. Rather than paying every other month they will pay a set budgeted amount that is adjusted yearly. Participants would receive counseling from KCR on a wide range of resources helping individuals and families cope and better manage through difficult times. KCR's expertise in qualifying participants to low income guidelines will benefit the City while providing an entry point for other community services as well. Partnering with KCR, whose Board approved partnering with the City at its meeting on April 26, 2012, is an opportunity to build a stronger self-supported community where neighbors help neighbors. The program will be administered by rules adopted by the City. Minutes of August 28, 2012 Pa e 4 of7 Eligible participants are those with a single connection where one customer meeting applicable program criteria and federal low income and poverty guidelines is being served through a 3/4 inch water meter or a single sewer account. Councilmember Putaansuu MOVED and Councilmember Childs seconded the motion to approve Resolution No. 024-12, establishing a utility assistance program and authorizing the Mayor to execute agreement No. 062-12 with Kitsap Community Resources to co-administer the program. Upon vote, the motion passed unanimously. In response to Councilmember Chang, City Treasure Martin mentioned that money would not be collected if citizens ask for a one time waver for their utilities. D. Approval of Contract No. 063-12, Authorizing the Mayor to Execute an Agreement with Andrew Spear Construction, LLC Regarding Public Works Shop Building- Rebid Assistant City Engineer Archer-Parsons presented the staff report, noting on April 5, 2012, the City of Port Orchard Public Works Department issued a Request for Proposal (RFP) to three (3) companies listed on the 2012 Public Works Small Works Roster. The M&F Construction bid was the only bid submitted and therefore determined to be the lowest responsible bid at $65,703.00, but M&F later declined to execute the Contract. Therefore, on July 13, 2012, the City of Port Orchard Public Works Department issued a second RFP. By the u:oo AM August 17, 2012, deadline eight (8) bids were received. A summary of bid(s) received (applicable sales tax included) are as follows: Andrew Spear Construction, LLC Faber Construction PHC Construction JA Wright Construction LLC FPH Construction Beisley Construction DPWain Lincoln Construction $75.558-45 $84,382.20 $85.447-97 $99.564-48 $97.394-39 $102, 301.20 $106,755-75 $130,259.18 Andrew Spear Construction, LLC was determined to be the lowest responsible bidder. Councilmember Powers MOVED and Councilmember Colebank seconded the motion to approve Contract No. 063-12, authorizing the Mayor to execute a contract with Andrew Spear Construction, LLC for the design, fabrication and erecting of the Public Works Shop Metal Building Carport in the amount not to exceed $75,558.45, with the contract term beginning August 29, 2012, and ending December 15, 2012. Upon oote, the motion passed unanimously. E. Approval of Contract No. 064-12, Authorizing the Mayor to Execute an Agreement with C-More Pipe Services Regarding Annual Sewer TV, Cleaning and Lining Maintenance Minutes of August 28, 2012 Pa e 5 of7 Assistant City Engineer Archer-Parsons presented the staff report, noting on July 13, 2012, the City of Port Orchard Public Works Department issued Request for Proposal's (RFP's) to three (3) companies listed on the 2012 Public Works Small Works Roster. One (1) bid was received prior to the July 20, 2012, proposal deadline. The C-More Pipe Services bid was determined to be the lowest responsible bid at $156,781.48 (tax included.) Since the single bid received exceeded the allocated $125,000.00 budget amount for the 2012 TV, Cleaning and Lining Maintenance program, City Staff met with C-More Pipe Services, Inc. on July 31, 2012, to reduce work scope as needed. On August 16, 2012, the City received a revised C-More Pipe Services, Inc. bid in the amount of $12o,ooo.oo. Councilmember Lucarelli MOVED and Councilmember Clauson seconded the motion to authorize the Mayor to execute a contract with C-More Pipe Services for the 2012 Sewer 1V & Cleaning Maintenance contract in the amount of $12o,ooo, with the contract term beginning August 29, 2012 and ending December 14, 2012. Upon vote, the motion passed unanimously. F. Approval of Contract No. 065-2, Authorizing the Mayor to Execute an Agreement with Krazen & Associates, Inc. Regarding 2012-2013 On-Call Materials Testing Assistant City Engineer Archer-Parsons presented the staff report, noting the City's Public Works Department will potentially be constructing both the Well No.9 Treatment Upgrade and the Public Works Shop Carport within 2012 and 2013. Part of the project's construction documentation will require construction and materials testing. Staff opted to utilize the on -call services of Krazan & Associates, Inc as they are both certified and familiar with the testing that the City will require to be performed and have met the City's expectations for on-call testing during the past few years. Councilmember Chang MOVED and Councilmember Colebank seconded the motion to authorize the Mayor to execute Contract No. 065-12, with Krazan & Associates, Inc. for On-Call Construction Materials testing for 2012-2013 projects in an amount not to exceed $2o,ooo. Upon vote, the motion passed unanimously. 8. COMMITTEE REPORTS Councilmember Clauson reported the Finance Committee met on August 24, 2012, and the next meeting will be held on Wednesday, September 26, 2012, at the Family Pancake House at 7:30 a.m. Councilmember Childs reported the Economic Development & Tourism's Committee meeting will be held on Wednesday, September 12, 2012; and he attended the Port of Bremerton Reception honoring Tall Ships Chieftain and the Lady Washington, which he spoke to a few of the Commissioners regarding working with the City in possibility putting together a Ad Hoc committee to layout the vision of the Bay Street Pedestrian Pathway project, which they seemed to be on board with this idea. Councilmember Putaansuu reported the Utility Committee will be held on Friday, September 14, 2012, at 7:30 a.m.; the Sewer Advisory Committee meeting will be held on October 19, 2012, at 6:30 p.m. Minutes of August 28, 2012 Pa e 6 of7 Councilmember Powers reported the Public Property Committee meeting will be held on September 11, 2012, 8:ooa.m. at Moondogs, Too. Councilmember Chang reported the Lodging Tax Advisory Committee is scheduled to meet 4 times over the next 2 weeks. Two of the meetings are to meet with the 15 applicants who applied for Lodging Tax funding, and the other two meetings are to decide questions and recommendations for the applicants. He further mentioned that Slaughterhouse Company had their grand opening ceremony and it went very well. Councilmember Lucarelli reported the theme this year for the Festival of Chimes and Lights is Hometown Christmas. Colonel Louis Crandall will be the honorary tree lighter; and there will be a tribute to the military as part of the ceremony. The Jingle Bell Run will begin at noon on December 1, 2012; with other event starting at 12:00 p.m. and ending at 8:oo p.m. Flyers will be going out soon to the citizens. 9· MAYOR'S REPORT Mayor Matthes read a letter from the American Legion Post, stating the service they received from the Public Works department and Kori Pearson in the Finance Department was superb; the Taste of Port Orchard is being held Sunday, September 2, 2012, from 11:00 a.m. to 6:oo p.m. featuring art on the boardwalk, live music, and kid friendly activities. He encouraged the citizens to help support the community and take part in this event. to. REPORT OF DEPARTMENT DIRECTORS City Treasurer Martin reported the Finance Department is re-aligning the water bills and all of the customers have been notified and provided an updated on the Springbrook conversion and migration. City Attorney Jacoby reported the Engley litigation is now being heard in Federal Court. There was a hearing last Friday, with the court hearing arguments from both attorney's. The hearing was short, and the judge said he read all the briefs and understood all the issues. The judge indicated he would issue a decision in the next couple of weeks. Mayor Matthes mentioned there will be a Town Hall meeting on Thursday, September 13, 2012; and a the City is sponsoring with Kitsap County Emergency Management for an emergency preparedness session to be held on Thursday, September 27, 2012, at City Hall at 6:30 p.m. Councilmember Clauson reported the Utility Committee will be working with the Finance Committee regarding governance of the Wastewater Treatment Plant, since the operating agreement has been extended for an additional15 months. In response to Councilmember Clauson, Assistant City Engineer Archer-Parsons said she would follow up with Public Works as to why park benches have not been installed at the Givens Park. 11. CITIZENS COMMENTS Minutes of August 28, 2012 Pa e 7 of7 Gerry Harmon mentioned that citizens should be able to opt out of garbage service when their property is vacant. 12. EXECUTIVE SESSION There was no Executive Session. 13. ADJOURNMENT ayor Matthes adjourned the meeting. Brandy Rinearson, CMC, City Clerk