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HomeMy WebLinkAbout051914CITY OF PORT TOWNSEND MINUTES OF THE CITY COUNCIL REGULAR BUSINESS MEETING OF MAY 19, 2014 CALL TO ORDER AND PLEDGE OF ALLEGIANCE The Port Townsend City Council met in regular session on May 19, 2014 in the Council Chambers at 540 Water Street. Mayor David King called the meeting to order at 6:30 p.m. ROLL CALL Councilmembers present at roll call were Pamela Adams, Robert Gray, David King, Catharine Robinson, Michelle Sandoval, and Deborah Stinson with Kris Nelson excused. Staff members present were City Manager David Timmons, City Attorney John Watts, Public Works Director Ken Clow, Community Services Director Rick Sepler, City Clerk Pam Kolacy, and Deputy City Clerk Joshua Stecker. It was announced by Mayor King that although Ms. Nelson was not present for roll call (thus excused), she would arrive late. She arrived at 6:48 p.m. CHANGES TO THE AGENDA Discussion of the Blue Star Banner Program under Unfinished Business was postponed until the arrival of Ms. Nelson. COMMENTS FROM THE PUBLIC There were no public comments regarding consent agenda items not on the agenda. CONSENT AGENDA Approval of Bills, Claims and Warrants Vouchers 123299 through 123377 in the amount of $238,241.88 Vouchers 123387 through 123507 in the amount of $1,009,982.41 Electronic Funds Transfers in the amount of $22,538.01 Approval of Minutes: April 28, 2014 and May 5, 2014 Resolution 14-023 Designating the City Manager as Applicant Agent for the State of Washington Pre -Disaster Mitigation Grant Program Applications Ms. Stinson noted that the year stated in the first paragraph of Page 5 of the minutes of City Council Business Meeting May 19, 2014 Page 1 of 7 April 28th should be changed from 2105 to 2015. City Manager David Timmons identified the Pre -Disaster Mitigation Grant Program resolution as a chance to update the City's application and celebrate the program's achievements. Ms. Adams noted that on Page 4 of the minutes of May 5, the phrase "leaving a kiosk" should be changed to "having a kiosk." Motion: Deborah Stinson moved to approve the consent agenda with the changes identified in the minutes of April 28, 2014, and May 5, 2014. Pamela Adams seconded. Vote. motion carried unanimously, 6-0 by voice vote. UNFINISHED BUSINESS The Unfinished Business discussion on the Blue Star Banner Project was postponed until Ms. Nelson arrived later in the meeting. NEW BUSINESS Resolution 14-024 Amending the Travel Policy of the Personnel Policies Manual Mr. Timmons explained that this resolution was proposed to remedy conflict between current City policy and the Office of Financial Management (OFM) travel policy. Previously proposed changes were redundant and contradictive. All that was needed was to eliminate Attachment B of the City's Personnel Policies Manual. A Council travel policy will be addressed separately in the future. In response to Mr. Gray's questions, Mr. Timmons informed Council that the City will be developing a travel authorization form. Mr. Gray expressed concern about a lack of an explicit travel policy for councilmembers. Mr. Watts explained that the standing practice for authorizing councilmember travel was legitimate. Ms. Sandoval noted that councilmember travel is arranged by City staff. Ms. Nelson arrived at the meeting at 6:48 p.m. In response to Mr. Gray, Mr. Timmons advised council that City staff will receive training from the State on the OFM policies. Public Comment: Todd Wexman informed Council that Mr. Timmons has traveled to several ICMA conferences paid for by the City. City Council Business Meeting May 19, 2014 Page 2 of 7 Steve Oakford noted that travel is necessary part of work. The policy should be applied equally to employees and elected officials. Patrick Moore requested 20 minutes to speak but the extra time was not granted by Council. He expressed concern that the proposed revisions have not been through committee. Mr. Moore provided examples of Mr. Timmons travel receipts. Mr. Timmons explained that filing a formal complaint with the Council is the proper method to address concerns about employee travel. Mr. Timmons, Mr. King and Ms. Sandoval expressed support for international travel for employee development. Travel opportunities are considered based on the expected return on the City's investment. Ms. Nelson found that the revisions drafted by the Finance and Budget Committee were more user friendly than incorporating the entire OFM policy, but added that she would support the revision as proposed. Mr. Timmons and Mr. King responded that there were too many inconsistencies with the previous revision drafts. Mr. Timmons acknowledged that they were trading some user-friendliness for a more comprehensive policy. Mr. Gray expressed concern over public perception of employee travel. Mr. Watts reminded the Council that they have already resolved to pre -approve the City Manager's out-of-state travel. He sees the proposed revision as a simpler method of streamlining the travel policy. OFM's policy may not be as clear, but at least it is a standard that can be applied. In response to Ms. Robinson's questions, he clarified that the revision would apply to the personnel policy and therefore only to City employees, not elected officials. A travel policy for Council will be brought forward at a later date. Ms. Stinson agreed that it made sense to handle travel differently for staff and Council. She sees a need to get a return on money invested in travel. Spending too many staff hours dealing with travel negatively effects that return on investment. Mr. Gray wants to see better documentation of travel arrangements. Mr. Timmons explained the meal policies to Ms. Nelson. Employees will designate their travel status as per diem or actual expense travel before departing. Ms. Adams believes the proposed clarification is a good step forward and stressed increased training on the policy. Ms. Sandoval clarified that the city has a policy in place and this proposal is simply a revision to the existing policy. In response to questions about budget training opportunities, Mr. Timmons related that the City offered budget training through the University of Washington at over $2000 a few years ago. He sees a need for more budget training opportunities. Ms. Sandoval described her travel to California to see their affordable artist housing City Council Business Meeting May 19, 2014 Page 3 of 7 program on her own money. They had to adapt to the recession and she was able to learn from their experience. She and Mr. King believe frequent travel to Olympia to meet with legislators opened up opportunities for economic stimulus. Motion: Catharine Robinson moved to approve Resolution 14-024 Amending the Travel Policy of the Personnel Policies Manual. Robert Gray seconded. Vote: motion carried unanimously, 7-0 by voice vote. Request by Blue Star Banner Program to Establish a Coordinated Signage Program within the Sims Way (SR 20) Right -of -Way between Sheridan and Howard Streets (This item is Unfinished Business, but was moved to the New Business portion of the agenda in order to allow Ms. Nelson to be present for the discussion). Community Services Director Sepler reviewed the proposal to install the Blue Star Banner Program banners on Upper Sims Way. He and Ms. Nelson found that businesses were supportive of those in the armed forces but were hesitant about placing signage in front of their businesses. Ms. Nelson elaborated on their specific concerns. Mr. Gray wanted to clarify that the sponsors would not be commercial. Ms. Nelson explained that the biggest concern was a distraction from their businesses. Mr. Sepler admitted that other locations could be explored. Mr. King suggested Memorial Field. Steve Brunette related that two businesses contacted him - one was in support, the other suggested there be no competitive advertisement. He advised that sponsors will be family members or non-profit groups, not commercial. He prefers to have banners where everyone will see them and the proposed location takes into account existing poles. In response to Ms. Robinson, Mr. Brunette related that the current practice is to display banners on the street. Banners displayed in windows are typically found in homes where service members' families live. Mr. Gray wondered if the banners could be placed outside of the businesses that supported them. Mr. Sepler responded that it would be difficult to give businesses oversight on public right-of-way. In response to questions about the cost involved, Mr. Sepler and Mr. Timmons advised that the insurance coverage would already be in place and they were uncertain of the amount of funding that would be required for use of PUD poles. Ms. Nelson reported that the banners in Kingston are a smaller (five foot) size and very tasteful. She is unsure if Upper Sims Way is the correct location for these banners but is not willing to pay the PUD for the poles. City Council Business Meeting May 19, 2014 Page 4 of 7 Mr. Gray would like to proceed quickly with this project. Other towns have taken as long as two and a half years to approve the program. Ms. Sandoval and Mr. King were not opposed to the program but felt more clarification would be needed first. Motion: Deborah Stinson moved to direct staff to work with the applicant to address the outstanding issues of the potential costs with the PUD and the insurance implications, and to acknowledge the preference for a five foot banner with no commercial sponsorship, and to identify alternative locations for the Blue Star Banner Program to be implemented and return to Council with a recommendation. Kris Nelson seconded. Vote: motion carried unanimously, 7-0 by voice vote. Ordinance 3106 Amending PTMC Chapter 3.46 Relating to Purchasing and Contracting City Attorney John Watts introduced Ordinance 3106 which had previously been before Council on April 7 and April 21. The existing contract limits had been in place since 2000 so it was felt that they should be revisited to bring them into line with current state recommendations. Exhibit A formally adopts state bidding procedures. Exhibit B allows for City Manager authorization on contracts that are already part of the City's budget. It also increases the limits on contracts the City Manager can sign in time -sensitive situations. Mr. King noted that the Finance and Budget Committee decided to keep the City Manager's limits low and specifically address more specific contract expenditures in the budget. Items would only require Council approval if they exceeded their specified budget. Ms. Nelson noted that the Finance and Budget Committee had agreed to eliminate item 12 of Exhibit B and merge item 11 into item 9. In response to Ms. Robinson, Mr. Watts clarified that Exhibit A deals with limits related to bid processes and Exhibit B deals with limits to the City Manager's authority to sign contracts. Mr. King noted that the City Manager's limits were kept lower than the state's recommendation in order to encourage the Council to budget accurately. Mr. Timmons confirmed that most contracts are planned events that can be budgeted in advance. Ms. Sandoval stated that the City is trying to be transparent with the City Manager's authority. She felt that they might be too cautious with the proposed limits, although a $25,000 lawsuit settlement limit seemed too high. Mr. Gray felt that a limit of $10,000 was too low for professional services contracts. Ms. Nelson expects this will result in a long list of items to consider during budget season. City Council Business Meeting May 19, 2014 Page 5 of 7 Ms. Robinson agreed that transparency is important but also worried about micromanaging staff. She expressed faith in the City Manager and City staff. Ms. Stinson echoed Ms. Robinson's concerns, and also worried about taking too much staff time and adding work during the budget season. Ms. Sandoval was concerned that the list of contracts in the budget won't be perfect, and that some leeway will be needed. Mr. King responded confirming that the list will be broad. Mr. Timmons wants to be sure that items not identified in the budget can be funded. Motion: Michelle Sandoval moved to approve Ordinance 3106 amending PTMC Chapter 3.46 Relating to Purchasing and Contracting, with changes to Exhibit 8 by removing item 12 and merging item 11 into item 9. Deborah Stinson seconded. Vote: motion carried unanimously, 7-0 by voice vote. PRESIDING OFFICER'S REPORT Mr. King attended a presentation on the use of Granicus as a platform to facilitate public participation. There is potential in the program but he also wants to be careful not to have staff spend too much time on the project. Mr. King attended a Peninsula College board meeting where a higher education needs assessment for the area was discussed. CITY MANAGER'S REPORT Mr. Timmons gave an update on the water project. Design is underway for the reservoir and an answer on USDA grants will hopefully come by July. Council may need to hold a special meeting in June on this topic. Mr. Timmons met with the new Finance Director. She will be starting June 2. Mr. Timmons advised that there has been good response on the advertisements for a new City Attorney. He would like the Council to assist in the interview process of the final three or four applicants. This could take the form of a special meeting if a quorum of Council takes an interest. SUGGESTIONS FOR NEXT OR FUTURE AGENDA, REGULAR MEETING AND/OR STUDY SESSION Mr. King would like to revisit the ordinances regarding free speech at a future meeting. He feels they may be too restrictive in certain aspects. COMMENTS FROM COUNCIL Ms. Stinson attended a Main Street convention in Wenatchee and found it enjoyable to be City Council Business Meeting May 19, 2014 Page 6 of 7 around others who care about revitalizing their communities. She also attended a gala event where Port Townsend won two awards for the Starlight Room and the Eisenbeis Building. Ms. Stinson was given an opportunity to observe the incident management team at the Rhody Festival. Everything went smoothly. Ms. Adams went on the City water tour and found it very informative. The meeting adjourned at 9:26 p.m. Attest: Pamela Kolacy, City Clerk MMC ADJOURN City Council Business Meeting May 19, 2014 Page 7 of 7