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HomeMy WebLinkAbout042114CITY OF PORT TOWNSEND MINUTES OF THE CITY COUNCIL BUSINESS MEETING OF APRIL 21, 2014 CALL TO ORDER AND PLEDGE OF ALLEGIANCE The Port Townsend City Council met in regular session on April 21, 2014, in the Council Chambers at 540 Water Street. Mayor David King called the meeting to order at 6:30 p.m. ROLL CALL Council members present at roll call were Pamela Adams, Robert Gray, David King, Kris Nelson, Catharine Robinson, Michelle Sandoval and Deborah Stinson. Staff members present were City Manager David Timmons, City Attorney John Watts, Public Works Director Ken Clow, Community Services Director Rick Sepler, and City Clerk Pam Kolacy. CHANGES TO THE AGENDA Councilors agreed to move Consent Agenda Item D (Resolution 14-010 - contract with Superior Maintenance Solutions) to New Business Item A. SPECIAL PRESENTATION Arbor Day Proclamation Mayor King read a proclamation declaring April 25, 2014 as Arbor Day. The proclamation was accepted by Debbie Jahnke of the Parks, Trees and Recreation Advisory Board. Ms. Jahnke provided Councilors with copies of the "Significant Tree" brochure and a tree tour map. Bike Month Proclamation Mayor King read a proclamation declaring May 2014 as Bike Month. Kees Kolff accepted the proclamation. Mr. Kolff introduced Chris Day, ReCyclery shop manager, and Story Walsh of the Blue Heron bike team. COMMENTS FROM THE PUBLIC Jim Todd advocated for a pedestrian safety ordinance. Steve Oakford noted that the difference between taxes and fees is unclear. City Attorney John Watts commented. City Council Business Meeting April 21, 2014 Page 1 of 6 Doug Lamy stated that he has asked for more time and would like to do a 10 - minute presentation about a proposed passenger ferry enterprise. Council members noted that although many are supportive of a passenger ferry, the City has little authority over this proposed private activity and suggested he talk with the Port and/or County. CONSENT AGENDA Approval of Bills, Claims and Warrants Vouchers 123143 through 123152 in the amount of $3,199.47 Vouchers 123177 through 123267 in the amount of $306,953.14 Electronic Funds Tranfers in the amount of $22,529. Approval of Minutes: April 7, 2014 Two corrections to the minutes were made: On page 4, third paragraph, replace "(unknown last name)" with "Winslow"; on page 5, second paragraph under Suggestions for Future Agendas replace "Resource Conservation District" with "EPA National Estuary Program." Advisory Board Appointments to Arts Commission and Historic Preservation Committee - Arts Commission: Stanley Rubin (Position 1, Term expires May 1, 2017); Linda Okazaki (Position 2, Term expires May 1, 2017); Kristine Morris (Position 3, Term expires May 1, 2017) - Historic Preservation Committee: Don Schussler (Position 1, Term expires May 1, 2017); Cate Comerford (Position 2, Term expires; May 1, 2017); James Manier (Position 3, Term expires May 1, 2017) Resolution 14-011 Authorizing the City Manager to Sign a Services Contract with Technical Furniture Solutions to Remove Shelving at the Temporary Library Location and Reinstall Shelving at the Carnegie Library Update on Howard Street Extension Design Project Motion: Catharine Robinson moved to approve the consent agenda after removal of Item D and corrections to minutes of April 7. Deborah Stinson seconded. Vote: motion carried unanimously, 7-0 by voice vote. UNFINISHED BUSINESS Ordinance 3106 Amending PTMC Chapter 3.46 Relating to Purchasing and Contracting City Council Business Meeting April 21, 2014 Page 2 of 6 City Attorney John Watts reviewed the staff report and noted there is one change recommended by the Finance and Budget Committee which is not shown in Exhibit A. In 3.47.110 (4), the line in and out should reflect "Public works projects involving a cost or fee of less than $35,000 involving multiple trades..." (Currently reads $65,000). He said the ordinance makes housekeeping changes to the Port Townsend Municipal Code sections relating to purchasing to reflect changes to State law. Mr. Watts said that other more substantive changes currently under review by the Finance and Budget Committee will come forward as a separate ordinance within the next month or so. The current change deals with the contracting process in a very broad way whereas the other changes under consideration deal with specifics, such as the roles of the Council and City Manager in relation to approval of contracts. The specific changes would probably come before Council first in a workshop setting. During Council discussion, it was noted that there has been a push to the legislature for many years to speed up the process on smaller contracts and that these changes will ultimately save the City money. It was also confirmed that the law is clear that local contractors cannot be favored. Several Councilors expressed a desire to combine this matter with the other proposed changes. There was no public comment. Motion: Michelle Sandoval moved to postpone the second reading of Ordinance 3106 until the Finance & Budget Committee makes a final recommendation on changes to Chapter 3.46. Kris Nelson seconded. Vote: motion carried unanimously, 7-0 by voice vote. NEW BUSINESS Resolution 14-010 Authorizing the City Manager to Sign a Services Contract with Superior Maintenance Solutions (SMS) to Provide Vegetation Management and Maintenance on Upper Sims Way. Public Works Director Ken Clow reviewed the agenda item. He noted that vegetation maintenance on Upper Sims Way was covered by capital funding for the first three years but future maintenance will be done through a contract process. He outlined the bidding process leading to the current proposed contract, which will run through the end of October. He added that trash pickup is included when the workers are on site, but it is always hoped that local businesses will assist with ongoing trash pickup around their properties. Mr. Timmons noted that the fact the City does not apply herbicides makes weed control a bit more challenging. City Council Business Meeting April 21, 2014 Page 3 of 6 There was no public comment. Motion: Catharine Robinson moved to approve Resolution 14-010 authorizing the City Manager to sign a services contract with Superior Maintenance Solutions (SMS) to provide vegetation management and maintenance on upper Sims Way. Robert Gray seconded. Vote: motion carried unanimously, 7-0 by voice vote. PRESIDING OFFICER'S REPORT Mayor King reported he participated on the selection committee for the Maritime Discovery Initiative manager. He stated all finalists were outstanding. CITY MANAGER'S REPORT Mr. Timmons reported on a meeting with County staff regarding the remaining allocation of Proposition 1 funds and that a letter of agreement is in the works which will probably address emergency repairs to Memorial Field and the Community Center. He also reviewed an Arrow Lumber update, plans for individual tours of water sites for Council, development of website information regarding capital projects for the public. Succession Planning Mr. Timmons reviewed the item which requests Council to direct staff to complete the succession planning program outlined in the "City of Port Townsend Succession Plan" document. The information needed would be researched and completed in-house. During discussion, it was confirmed that staff will be responsible for performing the assessments and tasks in the plan using general templates provided by the contractor at no charge. He added that many job descriptions are out of date and need to be revised and matched to the organizational chart. There was no public comment. Motion: Deborah Stinson moved to adopt the Succession Plan and direct the administration to complete the Succession Planning steps. Catharine Robinson seconded. Vote: motion carried unanimously, 7-0 by voice vote. Resolution 14-012 authorizing the City Manager to sign a professional services contract with Prothman for a compensation and benefit study for 19 City positions City Council Business Meeting April 21, 2014 Page 4 of 6 Mr. Timmons reviewed the staff report, stating that Council is asked to authorize a contract with Prothman for a compensation and benefit survey, with savings to be realized by doing in-house recruitments. A third -party look at salaries is desirable and with other HR duties already being done by the City Clerk, staffing is insufficient to do both recruiting and surveys. There was no public comment. Council discussion ensued. Topics included whether there is a backup plan in case recruitment efforts are not successful, whether a survey is really needed since there are reasons besides salary that the City is a desirable place to work, and the fact that surveys must be done regularly. Motion: Catharine Robinson moved to approve Resolution 14-012 authorizing the City Manager to sign a professional services contract with Prothman for a compensation and benefit study for 19 City positions. Pamela Adams seconded. Vote: motion carried, 6-1 by voice vote, Robert Gray opposed. Authorization for City Manager to recruit and hire a Parks and Facilities Manager with funding to be transferred from the Council Reserve to Community Services Department Mr. Timmons reviewed the packet information, noting that the Council requested at their last workshop that this item be placed on an agenda. Hiring this position will free up resources in Community Services to begin the update of the Comprehensive Plan. Public comment Earll Murman stated that he does not think the public will be happy with the City spending money on a manager when the pool needs operating funds. He referred to a letter provided to Council via e-mail earlier today. Mr. Timmons noted that he understands the concerns of the Jefferson Aquatic Coalition but believes this action will improve the pool situation over time. He said that hiring a Parks and Facilities Manager fits with the long- term goals of reinstating positions that were lost in the economic downturn. Motion: Michelle Sandoval moved to authorize the City Manager to recruit and hire a Parks and Facilities Manager and to transfer $50, 000 from the Council Reserve to the Community Services Department to fund wages and benefits for half of 2014. Catharine Robinson seconded. Vote: motion carried unanimously, 7-0 by voice vote. SUGGESTIONS FOR NEXT OR FUTURE AGENDA, REGULAR MEETING AND/OR STUDY SESSION City Council Business Meeting April 21, 2014 Page 5 of 6 Councilor Gray expressed support for revisiting the 2007 petition for a pedestrian safety ordinance. Mr. Timmons said that staff would review in light of the current work plan. COMMENTS FROM COUNCIL There being no further business, the meeting was adjourned at 8:41 p.m. Attest: Pamela Kolacy, MMC City Clerk City Council Business Meeting April 21, 2014 Page 6 of 6