HomeMy WebLinkAbout011116 Workshop Minutes CITY OF PORT TOWNSEND
MINUTES OF THE CITY COUNCIL WORKSHOP MEETING OF JANUARY 11, 2016
CALL TO ORDER
The City Council of the City of Port Townsend met in workshop session the 11th day
of January 2016 in the Council Chambers at 540 Water Street. Mayor Stinson called
the meeting to order at 6:47 p.m.
Councilmembers present at roll call were Pamela Adams, David Faber, Robert Gray,
Catharine Robinson, Amy Smith, and Deborah Stinson with Michelle Sandoval
excused.
Staff members present were City Manager David Timmons, City Attorney Steve
Gross, Public Works Director Ken Clow, Finance Director Nora Mitchell, Finance
Manager Sheila Danielson, City Clerk Joanna Sanders.
ITEMS FOR DISCUSSION
Status of Strategic Plan
City Manager David Timmons provided background and explanation of the three-
year strategic plan to establish funding priorities and objectives coming out of the
recession.
2015 Year End Financials
Finance Director Nora Mitchell led a review of the preliminary revenue versus
expense fund summary. She noted that the City hit ending fund balance targets for
2015. Due to the required "open period," 2015 expenses will likely change. An
update would be provided in February.
There was some question about the negative figures in the Water Sewer Storm
Capital in the Enterprise Fund. Staff explained this is related to the timing of direct
reimbursements from loan programs. There would be a final report back to Council
once the year end reconciliation is complete.
Water Shut Off Procedures
Finance Director Nora Mitchell and Finance Manager Sheila Danielson provided an
overview of this process. City Manager David Timmons explained the desire to
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shorten the timeline before shutoff in order to keep the delinquent account from
growing too large.
Discussion centered on why customers do not pay and how many individual
accounts are reflected in the report totals. Staff responded that data is not collected
from individuals on the reasons for non-payment, but they could look into the total
number of accounts affected. Some do not qualify as low income and other
accounts are brought current after the grace period has ended just prior to shutoff. It
was noted that the current authority for this administrative procedure resides with
the finance director. Payment plan arrangements were explained and there was
additional discussion of OlyCap assistance and additional options for expanding
assistance. Staff agreed to report back on what they have found in standardizing
low income threshold and would review the low income applications and process.
There was some interest in a low income support fund where citizens could
contribute when they pay their bill. It was noted that a financial emergency is
different from low income and might also qualify for assistance under such a
program.
Council Standing Committee and Outside Committee Appointments
Mayor Stinson led a discussion of the list of committees and the make up and
scope of their work. Councilmembers would present their recommended
assignments for the Mayor's consideration and assignments would be confirmed at
the next meeting.
Council Retreat Date and Topics
Council considered whether to schedule a retreat. There was support for holding a
February workshop with an in-depth discussion of the status of strategic plan
objectives and items in the parking lot before embarking on a discussion of new
objectives at a retreat.
Advisory Board Appointment Process Priorities/Issues
Mr. Timmons and City Attorney Steve Gross reviewed some of the current
difficulties that have arisen from a lack of staffing of advisory boards with some
committees having crossed the line from advisory to operational. At issue are how
work plans and agendas are set and how the advisory bodies support Council's
agenda. Another concern is the liability exposure associated with the Open Public
Meetings Act, Public Records Act, and insurance concerns related to volunteer
activities. Council and staff need to look at and discuss consistency among
committee structures. There is a possibility that some would function better as
separate entities similar to the Library Foundation and Friends of the Library. Staff
has a recommended method of tracking advisory board work plan items and
recommendations to bring forward to Council.
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ADJOURN
There being no further business, the meeting adjourned at 8:58 p.m.
Attest:
n
Joanna Sanders, CMC
City Clerk
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