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Home My WebLink About102912 CITY OF PORT TOWNSEND MINUTES OF THE WORKSHOP SESSION OF OCTOBER 29, 2012 CALL TO ORDER The City Council of the City of Port Townsend met in workshop session the twenty- ninth day of October 2012 at 6:30 p.m. in the Port Townsend City Council Chambers of City Hall, Mayor David King presiding. ROLL CALL Councilmembers present at roll call were Robert Gray, Kris Nelson, David King, Catharine Robinson, Michelle Sandoval, Deborah Stinson, and Mark Welch. Staff members present were City Manager David Timmons, City Attorney John Watts, Public Works Director Ken Clow, Public Services Director Rick Sepler, Police Chief Conner Daily, and Deputy City Clerk Joanna Sanders. CHANGES TO THE AGENDA Mayor King asked for a County update from Jefferson County Commissioner David Sullivan before the budget discussion. County Update Mayor King provided a detailed presentation of the handouts including the current utility newsletter and a spreadsheet of projects and related bonds since 2008. He said there may be an opportunity in the future to annotate the chart to provide better project explanations. City Manager David Timmons noted the chart shows only the project cost allocated from the bond, not the entire project cost. Public Works Director Ken Clow explained that many of the smaller projects listed were subsets of larger projects. They were identified separately for accounting purposes. Mayor King announced that the Public Infrastructure Fund (PIF) Board would meet tomorrow. Before the Board are two City project applications. One is for $450,000 to finish the Waterfront Esplanade. This project replaces the City's prior $500,000 application for Howard Street. Mr. Timmons explained that a NEPA review is needed in order for the City to apply for federal assistance for the Howard Street right of way. He noted that the City received approval to use the WSDOT Surface Transportation Program allocation to complete the environmental review. In the meantime, the City could continue to look for transportation funds to implement the project. He gave an update on the Sheridan City Council Workshop Meeting October 29, 2012 Page 1 of 4 Street sidewalk project funded partly through the Transportation Improvement Board. He also responded to Council questions about matching funds from Jefferson Transit and the Hospital District. Mr. Timmons then led a discussion of the Waterfront Esplanade Project beginning at Quincy Street by the Wave Gallery. Mayor King explained the second PIF application for $150,000 to supplant the Fort Worden Building 202 renovation. If approved, the money previously allocated to Building 202 would be used for pool repairs. He explained the series of meetings he and Mr. Timmons had with Commissioner Sullivan about park and pool repair funding issues. Jefferson County Commissioner David Sullivan talked about Public Infrastructure Funds, other applications, and the uncertainty of PIF funding due to State funding cuts. There was significant discussion among Council about pool repairs and a desire to involve the school and hospital districts in future discussions about the future of the pool and when a vote for a metropolitan parks district might go to the voters. Commissioner Sullivan noted that the expected timeline for Commissioner approval for PIF projects is November 19. The fund balance is currently $700,000. 2013 PRELIMINARY BUDGET City Manager Timmons said his budget would be finished this week. He reviewed the list of issues that would be the focus of Staffs attention limiting their ability to respond to various budget questions and scenarios (Finance Director on medical leave; closure of the pool for repairs and communications with the School District, communications with the County on Proposition 1 funding). Since his budget report at the last meeting, the budget scenario is looking slightly better. With all the needed pool repairs, the City's work with Honeywell might provide necessary documentation to apply for grant funds in December. Other pressing issues reviewed were the State Department of Health concerns about drinking water disinfection and the City Lake reservoir replacement project and the Memorandum of Agreement with US Postal Service which expires at the end of the year. Mr. Timmons detailed the impact of these projects to the City budget structure. The reservoir project might need to be moved ahead of the secondary disinfection. Mr. Timmons reported that the budget projections for 2012 appear better than anticipated. It may be possible to reinstate one person in the water department in order to address additional testing requirements associated with the UV treatment. He discovered $50,000 of COPS and Dove House grant revenue that should have been credited to the City. The utility billing clerk position has been advertised internally. A tentative agreement with the Union may also result in a reinstatement in the parks payroll through a delay in COLA increases within the union. The Finance and Budget Committee would meet to discuss the Equipment Rental and Replacement Fund. He City Council Workshop Meeting October 29, 2012 Page 2 of 4 discovered an overpayment that could result in budgeting for phased-in police car replacements. Upcoming Council action items are an update to the PTMC on the B&O tax ordinance to become uniform with the new state requirements; adopting the property tax levy rates, the 2012 supplemental budget ordinance and 2013 budget ordinance. He recommends building a 2013 work plan including capital levy (library, pool), Metropolitan Park District; fire annexation; street funding strategy and transportation benefit district, Equipment Rental and Replacement and Finance policies, review of suspended projects (1% for Arts and Parkside Drive Park), and utility rates. Mr. Timmons then reviewed the impacts of City policies requiring a 10% overhead allocation across all funds. In the Utility Fund, there was an additional 10% allocation so he has now backed out this 10% to stabilize the utility fund. He noted that the Community Services Fund needs attention. There was some Council discussion of what comprises community services (pool, facilities, parks, YMCA, Dove House). Council questions and discussion then moved to concern about the Metropolitan Park District (MPD) being on the 2013 ballot. Mr. King described discussions with the County to date on developing an MPD. Mr. Sepler said he hopes to update Council in the next few weeks. There was concern about citizen push back on the Library and Fire Levies. There was also discussion about options for Proposition 1 funding if the PIF application is not approved. Some discussion also ensued about the plans for the Fort Worden Public Development Authority (PDA) and when the Council would be addressing support of the PDA's business plan. Mr. Timmons reported on current and future capital projects as follows: Waterfront Esplanade, Sidewalk Tunnel Lids, Hastings Avenue - Discovery to Sheridan Sidewalk, Howard Street Extension, Collaboration with Hospital District and County on Sheridan St. Sidewalk; Jefferson Transit project management, Visitor Center relocation; Pool; Library Seismic Phases; Library Expansion in 2014; Glen Cove Waterline Replacement; Golf Course Pond options; City Lake Outfall (underground piping and valve replacement); UV Disinfection; Kanu Street Pump Station Replacement; Water System Timber Assessment; South End Sewer; Utility Rate Study; Wayfinding; Energy Retrofit at Mountain View and Wastewater Plan. Mr. Timmons noted that the City is on the short list for State Capital grants for Sheridan Street. The City should also hear in December about the Heritage grant. There was Council interest in seeing the list of pending capital projects. Reviewing the list of Committees and Advisory Boards, Mr. Timmons recommended scaling back meetings unless absolutely necessary in order to focus on other projects. There is also a need to create a budget plan. He suggested the Special Projects Committee meet to consider how to allocate donated funds. At the next Council Meeting, there could be consideration of a revised policy position on existing work before committees. Given concern about limited staff resources, Mr. King suggested including in budget discussions what priorities would be set. Mr. Timmons agreed a decision matrix could be created and it was suggested that it include how much public process there has been on each priority. Mr. City Council Workshop Meeting October 29, 2012 Page 3 of 4 King recommended postponing the next town meeting to January before the Council retreat. There was also Council interest in making a firm decision on transient accommodations before the summer. ADJOURN There being no further business the meeting adjourned at 9:14 p.m. ('Attest: Pamela Kolacy, MMC ) City Clerk City Council Workshop Meeting October 29, 2012 Page 4 of 4