Month: June 2012

June 26, 2012

DRAFT ONLY. Without council review or approval.
REGULAR COUNCIL MEETING
June 26, 2012

CALL TO ORDER: Mayor Echanove called the Council Meeting to order at 7:00 PM.

ROLL CALL: Council members present: Cecil Floyd; Tim Jones; Connie Newman; Bo Ossinger; Norm Schorzman; Alison Webb. Absent: Rick Wekenman is on vacation. Also present: Public Works Superintendent Dwayne Griffin; Police Chief Jerry Neumann; Clerk-Treasurer Joyce Beeson; & Deputy Clerk Ann Thompson. Public present: Heather McGehee.

APPROVAL OF MINUTES: Councilmember Schorzman MOVED to adopt the minutes of the Regular Council Meeting of June 12, 2012. Councilmember Newman seconded the motion and the motion carried unanimously.

PUBLIC WORKS REPORT: Supt. Griffin submitted a written report.
Award for dust control contract: Received three bids for 160,000 square feet of road oiling: 1. Lyman Dust Control $06.2 per sf; 2. Mort’s Dust Control $.06 cents per sf; 3. Tak Petroleum $04.9 per sf. Supt. Griffin would like to recommend we move forward with TAK petroleum. The savings comes to approximately $2,000. Councilmember Schorzman MOVED to accept the bid of TAK Petroleum for $04.9 per sf. Seconded by Councilmember Floyd. Motion carried unanimously.

The city received a letter from Jack Nagle Construction for permission to perform work within the city’s right-of-way to install sewer line on C Street for Nicole Wood. The only way to get the work done is if he has access to the right-of-way. Supt. Griffin has no problems with giving him approval. Public Works will inspect Jack’s work and material. His license and bond are current. Councilmember Newman MOVED and seconded by Councilmember Webb to allow Jack Nagle to perform sewer work on the C Street right-of-way. Motion carried unanimously.

POLICE REPORT:
Whitman County Animal Control contract renewal: Contract is for three years at $1,000/year. Councilmember Schorzman MOVED to authorize Chief Neumann to sign the contract. Councilmember Floyd seconded. Motion carried unanimously.

JFB REPORT: no report

OLD BUSINESS:
Award consideration for Mohr Street sidewalk project: We received two bids: A & R Construction $82,648; Ace Elliott $83,577. Both came in higher than expected. Councilmember Floyd MOVED to award the bid to A & R Construction contingent on TIB approval. Seconded by Councilmember Newman. The increase on the city’s share will come to $450. The school’s portion won’t increase. Motion carried unanimously.

NEW BUSINESS:
Equipment for recording of public meetings – Jim Farr: Councilmember Newman told Mr. Farr that he needs to bring a detailed proposal with technical info, budget info, maintenance & repair, anticipated staff time, how to store, archive, etc., and examples of other cities with similar budget who do this. Jim Farr responded that he would get on a later agenda as he didn’t have all the information. Jim would like to see the recordings streamed live on the city’s website. Currently, the public is able to record the meeting for their own use. All citizens are encouraged to attend the meeting and/or read the minutes. Mr. Farr sent a proposed flier soliciting funds for a private account to purchase all necessary equipment. Council voiced concern that the flier is misleading and reads as though the city is soliciting donations and supports the program. The city isn’t sponsoring or soliciting any funds for this purpose. Concern was raised that if the effort did not come to fruition, people who donated are going to come back to the city. Councilmember Schorzman MOVED that council does not support this activity, and does not approve any flier referencing city involvement. Councilmember Jones seconded. Motion carried unanimously.

COMMITTEE REPORTS/REQUESTS:

Parks, Cemetery, & Buildings-Alison Webb. Chair: no report

Policy & Administration-Bo Ossinger, Chair: no report

Police, Fire, & Safety-Rick Wekenman, Chair: no report

Finance, Property, & Equipment-Norm Schorzman, Chair: no report

Personnel & Pool-Tim Jones, Chair: no report

Streets & Sidewalks-Cecil Floyd, Chair: Connie and Cecil met regarding the Harrison and Sumner Street request from Rod Rosen to build a retaining wall in city right-of-way to aid with the parking and street issue. Minus any issues that Supt Griffin has, they recommend allowing it. Mr. Rosen already has a permanent retaining wall; he’s just requesting permission to rebuild it to the west 6 to 8 feet. He will cover all costs requesting only that the city provide backfill dirt. Supt. Griffin sees no problem. It doesn’t affect any neighbors, being on the west side facing the grange. The move will allow more clearance on the street. Councilmember Floyd MOVED and Councilmember Newman seconded to allow Mr. Rosen to rebuild his retaining wall, pending supervision from Supt. Griffin. There is concern about city liability if the retaining wall fails. The wall will have to be permitted and meet building code standards. Motion carried unanimously. Regarding the access for fire and safety, Fire Chief Bagott sees no problem at this corner.

Regarding the street sign request on the corner of Harrison and Sumner, Supt. Griffin said he can move the sign, no problem. Mayor suggested the owner may be better served by putting in an approved fence on the corner. Councilmember Floyd MOVED to have public works move the sign from the NW corner to the SE corner of Sumner and Harrison. Councilmember Newman seconded. Motion carried unanimously.

The city has an open-ended agreement with the Palouse Tavern to allow an outdoor beer garden. The agreement isn’t being followed to the letter. Committee is considering changing to an agreement that has to be renewed on a yearly basis. The tavern owner would need to address council yearly and that will allow council to review the terms of the contract for better enforcement or allow changes. Committee will meet to further discuss.

The call for transportation projects is open and Taylor Engineering is working with WSDOT on the Cove Road pathway project. Due date is August 24th.

Water & Sewer-Connie Newman, Chair: Continuing work on the sewer extension policy, working to ensure the policy is thorough and consistent with all city codes. Still waiting to hear back from DOH on the water system plan.

Councilmember Newman attended the AWC conference. She learned more information regarding PRR’s and will share at next council meeting. She discussed her expenses for the trip, offering to pay out of pocket for a portion. Council approved her expenses up to the maximum budget amount of $450.

OPEN FORUM:

MAYOR’S REPORT: The 2013 Revenue Sources Public Hearing has been set for July 10th. The Six Year Street Plan Public Hearing is also set for July 10th.

Brownfields project: Some additional asbestos was found and abated. We’re beginning the bidding process for Phase II of the cleanup which will include excavation of contaminated material from the concrete and asphalt down. It will be published for bids beginning July 9th with bid opening set for July 30th. MFA wants a special council meeting on August 6th or 7th to award bid so as not to lose time waiting for the next council meeting.

ALLOW PAYMENT OF BILLS: Councilmember Jones MOVED that the bills against the city be allowed. Councilmember Webb seconded the motion and the motion carried unanimously.

ADJOURN: Councilmember Jones MOVED to adjourn. Councilmember Webb seconded the motion and the motion carried unanimously. The council meeting adjourned at 8:14 PM.

The following checks are approved for payment:
Claims Paid, June 26, 2012. Ck. #4097-4109 $40,667.59

APPROVED: ________________________________ ATTEST: ________________________________

June 12, 2012

DRAFT ONLY. Without council review or approval.
REGULAR COUNCIL MEETING
June 12, 2012

CALL TO ORDER: Mayor Echanove called the Council Meeting to order at 7:00 PM.

ROLL CALL: Council members present: Alison Webb; Bo Ossinger; Cecil Floyd; Connie Newman; Norm Schorzman; Rick Wekenman; Tim Jones. Also present: Police Officer Brian Dentler; Clerk-Treasurer Joyce Beeson; & Deputy Clerk Ann Thompson. Public present: Jens Hegg; Dana Anderson; Caitlyn McGehee; Garth Meyer.

APPROVAL OF MINUTES: Councilmember Wekenman MOVED to adopt the minutes of the Regular Council Meeting of May 22, 2012. Councilmember Newman seconded the motion and the motion carried unanimously.

PUBLIC WORKS REPORT: Supt. Griffin submitted a written report. Mayor asked that PW inspect a tree near AmericanWest Bank that appears to be dead.

POLICE REPORT: May Activity Log was submitted.

NEW BUSINESS:
Dana Anderson & Jens Hegg, Little Sprouts Daycare: Little Sprouts Daycare is looking at a program to recylce cardboard and mixed paper as an ongoing fundraiser. They would like to bring in a recycling dumpster through Empire Disposal which has a program where all proceeds from recycling (after overhead) go back to a non-profit. Little Sprouts asked the City if they have a location to place the dumpster. They would also need a letter of release from the city naming the location and giving Empire Disposal notice of permission for that space. Little Sprouts would oversee the whole operation. The only city-owned location mentioned was the old chipper location. Their other ideas for a location are all privately owned: the lot next to the PCC, on the property next to the PD, or a spot on Spokane Street between the pavement and the railroad tracks. It was suggested to look for space near the school. If this is successful, they could possibly bring in a compartment container for aluminum and glass as well. They will need to look into insurance requirements. Council supports their efforts.

Review draft of the Six-Year Street Plan: Cecil reviewed aloud the draft Six-Year Street Plan. 1. Wall Street Reconstruction from Union to Bluff; 2. North F Street Overlay from Church to Cannon; 3. West Whitman Reconstruction from Bridge to Mill; 4. West Whitman & Fir Street Reconstruction from Mill to Illinois; 5. Wall Street #2 Reconstruction from Union to Park; 6. Culton Street Reconstruction from Park to Holyoke; 7. Park Street reconstruction from Holyoke to Wiley. Councilmember Newman MOVED, seconded by Councilmember Jones, to set July 10th as our public hearing for the six year street plan. Motion carried unanimously.

COMMITTEE REPORTS/REQUESTS:

Parks, Cemetery, & Buildings-Alison Webb. Chair: Committee has some revenue-based issues to act on.
The city is charged a fee every time they use the cc machine for RV park reservations, whether it’s to make reservations or to refund cancellations. A $5.00 charge for cancellations would cover those machine costs and loss of reservation revenue. Councilmember Webb MOVED to implement a $5.00 non-refundable reservation fee (included in rate), seconded by Councilmember Schorzman. Motion carried unanimously.

Councilmember Webb MOVED to implement a policy of two-night minimum reservation on WSU premium weekends (Homecoming, Mom & Dad weekends, and home football games). Councilmember Schorzman seconded and the motion carried unanimously.

Committee would like to consider extending the RV Park to a maximum of 28 days. The city has received numerous requests for 28-day reservations and has had to refuse them. 28 day max would still keep the city under the 30 day threshold for leasehold excise taxes to kick in. Much discussion ensued. Committee will meet again to continue discussion. Councilmember Newman MOVED to make a temporary change to the RV policy allowing up to 3 RV spots a maximum stay of 28 days at the going rate of $150.00/week. Councilmember Webb seconded. Councilmember Floyd voted nay. Motion carried.

Streets & Sidewalks-Cecil Floyd, Chair: Mohr Street Project is coming along.
The estimate for the Cove Road pathway was $400,000 last year. For financial reasons, we decided to split the project into two which brought the cost down half. First half of path would come from Union Street, down Cove Road, around the corner on the highway all the way to the bridge. The match for that is %5 or about $10,000. The call for projects is coming up at the end of the month. Can we come up with the matching money if we’re awarded the grant? Arterial Street fund will have as little as $3,000 or $4,000 carryover in 2012. Councilmember Jones MOVED, seconded by Councilmember Schorzman, to authorize Councilmember Floyd to proceed with Taylor Engineering for the pursuit of grants to accomplish that construction.

There is still the ongoing issue between the neighbors about the corner of Harrison and Sumner. Citizen requested a sign on the corner so the public would realize where the street was and not cut through private property. This issue is not just a streets committee issue, but also a police issue regarding public safety. There will be another committee meeting with the police department and public works included.

Personnel & Pool-Tim Jones, Chair: Pool is opening June 20th. Local resident Kelly Dow has started a Palouse Swim Team.

Water & Sewer-Connie Newman, Chair:
Water System Plan went through Dept of Ecology review and is now in the hands of the DOH. We’re still on the timeline to get that back in July.

The Sewer Extension Policy draft is currently in Attorney Bishop’s hands. Hoping to have that back in July and bring it back to council for review and approval. It should look similar to the Water Extension Policy as far as policy and procedure for the application process.

In 2007 the city did an extension to the Breeding’s Sewer Project. The revenue generated from sewer connection charges paid by Breeding’s Addition property did not come in as anticipated. We must set up a payment plan for the remaining interfund loan for this extension. There will be a resolution at the next meeting setting the terms of the repayment for council to consider.

W/S committee will be reevaluating the rate schedule, with potential $1 raise to sewer. We have to address conservation efforts in our rate system. We will bring back recommendations to council before the first of the year.

Connie will be attending the AWC conference next week in Vancouver.

Police, Fire, & Safety-Rick Wekenman, Chair: Committee met to discuss the potential for burning the yard waste or chipping the yard waste. We discussed the following options: 1. Do nothing, keeping with the current program. Options of disposal are out there for the public: free disposal at the Moscow and Pullman landfills and the Moscow recycling center. It’s a service we’d like to offer but aren’t obligated to provide. 2. Attempt to find a spot for a 40 Yard dumpster. The county is investigating whether they would provide a large dumpster to the city and the fees the city charged for permits would cover the dump fees. This option would require a location, compaction, security, man hours, and monitors. Not very feasible. 3. A one-day chipper program. The citizens would be asked to pay a fee ($30 or $40) for a one-day, all you can deliver event. You would need monitors on site, with no intention of chipping anything that day, just accumulating a pile. No commercial customers. At $30, we’d need a minimum of 20 participants to break even. After one attempt, we would learn if $30 was enough to cover the expense. However, if someone trims limbs in April, they won’t want to wait three months to get rid of it. 4. Allowing a day of individual burning of small disposal piles at individual residences. This is risky health-wise and very difficult to monitor. If the FD responds to one call, it costs between $100-$150 out of their budget each time. And it would have to be an approved day by DOE. DOE could call at 10 am and say it’s okay to burn, then call back at noon and say the weather is changing, fires have to be put out. 5. Burning outside of city, central location. Permit fee paid to the FD to monitor the blaze, one-day collection and burn a different day that DOE stipulates, with the same problems. That would also require monitoring during the dumping period. The money involved is substantial, would have to mobilize a fire crew on the burn day. Logistics are uncertain as to weather conditions. Health issues are quite real on all of these things and the city needs to be sensitive to that. There are resources available to those who don’t have the means to transport yard waste. The committee recommends option one – No change to the current program. If the economic climate were better we could buy our own chipper and hire someone to man it.

Finance, Property, & Equipment:
Policy & Administration-Bo Ossinger, Chair:

OLD BUSINESS:
Resolution #2012-02: fee schedule. Changed the private pool rental fee to $75 for 1.5 hours with three guards provided, and added the $5 RV park non-refundable reservation cancellation charge. Councilmember Jones MOVED to adopt Resolution #2012-02. Councilmember Schorzman seconded. Motion carried unanimously.

MAYOR’S REPORT: Three liquor license renewal requests: Special occasion license for the PCC at Hayton Greene Park for beer garden at the 2012 Music Festival; yearly licensing for McLeod’s Market; and yearly licensing for Palouse Act II Tavern. No objections.

Larson’s Demolition has begun work on the Brownfields site demo.

2013 Revenue Source public hearing will be scheduled soon.

Discussion ensued on who would chair the finance committee. Councilmember Wekenman is going to chair it along with the Police, Fire, & Safety committee.

ALLOW PAYMENT OF BILLS: Councilmember Jones MOVED that the bills against the city be allowed. Councilmember Schorzman seconded the motion and the motion carried unanimously.

ADJOURN: Councilmember Schorzman MOVED to adjourn. Councilmember Wekenman seconded the motion and the motion carried unanimously. The council meeting adjourned at 9:15 PM.

The following checks are approved for payment:
Payroll Paid, May 30, 2012. Ck. #4036-4053 & EFT $36,644.72
Claims Paid, June 12, 2012. Ck. #4054-4096 & EFT $65,028.29

APPROVED: ________________________________ ATTEST: ________________________________