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Home My WebLink About021825 City Council Business Meeting Packet PORT TOWNSEND CITY COUNCIL AGENDA CITY HALL COUNCIL CHAMBERS, 540 WATER STREET Business Meeting 6:00 p.m. February 18, 2025 Attend in person or virtually via computer or tablet at https://zoom.us/j/98187633367 enter the Webinar ID 98187633367 Phone only (muted - listen-only mode) United States: Local Dial In – 1(253)215- 8782,,98187633367# Submit public comment to be included in the meeting record to: https://publiccomment.fillout.com/cityofpt If you are experiencing technical difficulties, please attempt all methods listed above before reporting any issues to: clerksupport@cityofpt.us I.Call to Order II.Roll Call III.Changes to the Agenda IV.Proclamation(s) or Special Presentation(s) (None) V. City Manager’s Report VI. Comments from the Public (re consent agenda items and items not on the agenda) (Each person has 3 min. to comment- City Clerk will signal at 2 min. 30 sec.) A. Public comment B. Staff or Council response, as needed VII. Consent Agenda Action: Move to adopt the consent agenda and/or request to remove any individual item from the consent agenda. A. Approval of Bills, Claims and Warrants B. Approval of Minutes: January 27, 2025 C. Equipment Purchases D. Interlocal Agreement by and between Jefferson County and the City of Port Townsend for Law Enforcement Services VIII. New Business A. Resolution 25-006 Declaring an Emergency, Waiving Public Bidding Requirements, and Ratifying the City Manager’s Approval of all Applicable Documents to Allow for the Immediate Repair of Damage to the OGWS Transmission Pipeline Near Fuller Road at the Andrews Creek Crossing Proposed Action: Resolution 25-006 Declaring an Emergency, Waiving Public Bidding Requirements, and Ratifying the City Manager’s Approval of all Applicable Documents to Allow for the Immediate Repair of Damage to the OGWS Transmission Pipeline Near Fuller Road at the Andrews Creek Crossing i. Staff presentation and Council questions ii. Public Comment iii. Council deliberation and action B. Task the Equity, Access, and Rights Advisory Board with Reviewing their Scope of Work within Resolution 23-027 and Providing Edits, Suggestions, and Updates. Proposed Action: Move to task the Equity, Access, and Rights Advisory Board with reviewing their Scope of Work within Resolution 23-027 and providing edits, suggestions, and updates. i.Staff presentation and Council questions ii.Public Comment iii. Council deliberation and action IX. Presiding Officer’s Report X. Suggestions for Future Agendas XI. Comments from Council XII. Adjourn /źƷǤ ağƓğŭĻƩ wĻƦƚƩƷʹ ƚƦ Ў {ǒƒƒğƩǤ CĻĬƩǒğƩǤ ЊБͲ ЋЉЋЎ 1. Another OGWS Leak Repair. Just on the heels of a previous pipe leak, the team has done it again: they identified a recent leak in the Olympic Gravity Water System (OGWS) raw water supply line caused by a broken weld. A State of Emergency was declared (your ratification of that is on tonights agenda) and the team was able to get to immediate work alongside our Mill partners. The water came back on over the weekend and all systems are operational. hD{ ƌĻğƉ ƩĻƦğźƩƭ źƓ ƒƚƷźƚƓ͵ 5ğƩźğƓ IğƌƌͲ ƓĻǞ tƚƌźĭĻ ƩĻĭƩǒźƷ͵ 2. Welcome New Staff: Darian Hall, Police Team. Darian joins the PD as an entry-level officer. Previously an ER Technician at OMC and volunteer with District 2 Fire Rescue, Darian brings experience in emergency response and has many family ties in law enforcement. 3. Fort Worden Update: March 3. State Parks has kindly agreed to join City Council on March 3 to brief you on the current status of Fort Worden. 4. City Grants Programs: Apply Today. Two City-funded grant programs are taking applications now: Port Townsend Arts Commission is accepting grants through 2/27, and the Lodging Tax Advisory Commission is accepting grants through 3/3. See more at latest news on the home page of our website (www.cityofpt.us). 5. State of the City: March 5, from 5-6pm at Port Pavilion. Mayor Faber and I will give an overview of what the City accomplished in 2024, a few lessons learned, and from the community. While we people in person at the Pavilion, wegenuity in broadcasting this live event. PORT TOWNSEND CITY COUNCIL CONSENT AGENDA February 18, 2025 A. Approval of Bills, Claims and Warrants: Vouchers 176184 through 176184 in the amount of $24,803.69 Vouchers 176188 through 176297 in the amount of $321,931.63 B. Approval of Minutes:January 27, 2025 C. Equipment Purchases D. Interlocal Agreement by and between Jefferson County and the City of Port Townsend for Law Enforcement Services Action: Move to adopt the consent agenda or request to remove any individual item from the consent agenda. (Short statements or easily resolved questions are appropriate without removing item from the consent agenda). DRAFT CITY OF PORT TOWNSEND MINUTES OF THE SPECIALSESSION OF JANUARY 27, 2025 CALL TO ORDER The City Council met in a Special Session on the 27th day of January 2025 in Council Chambers at 540 Water Street, Port Townsend, WA 98368. Mayor Faber called the meeting to order at 6:01pm. ROLL CALL Councilmembers present at roll call were David Faber, Amy Howard, Monica MickHager, Owen Rowe, Ben Thomas, and Libby Wennstrom. Mauro,People and Performance Director Cynthia and City Clerk Alyssa Rodrigues. EXECUTIVE SESSION- PURSUANT TO RCW 42.30.110(1)(G) PERFORMANCE OF A PUBLIC EMPLOYEE (APPROXIMATELY 60 MINUTES) Mayor Faber stated the Council will go into Executive Session pursuant to RCW 42.30.110(1)(g) Performance of a public employee for approximately 30 minutes. No action will be taken. Council went into Executive Session at 6:03pm. Council came out of Executive Session at 6:33pm Mayor Faber stated they will be going back into Executive Session for 15 minutes. Council went into Executive Session at 6:34pm. Council came out of Executive Session at 6:50pm. No action was taken. ADJOURN January 27, 2025 Special Session City Council Meeting Page 1 of 2 DRAFT There being no further business, the meeting adjourned at 6:51pm. Attest: Alyssa Rodrigues City Clerk January 27, 2025 Special Session City Council Meeting Page 2 of 2 Agenda Bill AB25-018 Meeting Date: February 18, 2025 Agenda Item: Consent VII.C Regular Business Meeting Workshop/Study Session Special Business Meeting Submitted By: Steve King, PW Director Date Submitted: February 12, 2025 Department: Public Works – Streets Contact Phone: 360-379-5090 SUBJECT: Equipment Purchases CATEGORY: BUDGET IMPACT: ConsentResolutionExpenditure Amount:See below: Staff Report Ordinance Included in Budget? Yes No Contract Approval Other: Public Hearing (Legislative, unless otherwise noted) 3-Year Strategic Plan: 4 - Ensure sustainable future for public services and facilities Cost Allocation Fund: 500 Fleet SUMMARY STATEMENT: The purpose of this agenda item is to authorize the City Manager to purchase the following equipment. All items listed below are included in the 2025 adopted budget. The following equipment is proposed for purchase. John Deere 544P Wheel Loader for the Compost Facility: The current 1998 Case 621B Loader with 16k hours is due for replacement. The 2025 approved budget for the loader is $300,000. The price for the new loader is $264,675.52 which includes a trade in credit in the amount of $15,500.00 for the 1998 Loader. John Deere 410P Backhoe for the water distribution department: The current 1994 John Deere 310D is due for replacement. The 2025 approved budget for the backhoe is $215,000. The price for the new backhoe is $192,758.56 which includes a trade in credit in the amount of $15,500.00 for the 1994 Backhoe. ATTACHMENTS:N/A CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: If adopted as part of the Consent Agenda, no further action is needed; this effectively represents unanimous approval forthe authorization ofthe City Manager to sign a purchase order for the purchase of the equipment listed above. ALTERNATIVES: Take No ActionRefer to CommitteeRefer to StaffPostpone Action Remove from Consent Agenda Waive Council Rules and approve Ordinance ____ Other: Agenda Bill: AB25-019 Meeting Date: February 18, 2025 Agenda Item: Consent VII.D Regular Business Meeting Workshop/Study Session Special Business Meeting Submitted By: Thomas Olson Date Submitted: February 11, 2025 Department: Chief of Police Contact Phone: 360-531-4965 SUBJECT: Interlocal Agreement by and between Jefferson Countyand the City of Port Townsend for Law Enforcement Services CATEGORY: BUDGET IMPACT:No impact Consent Resolution Expenditure Amount: 0 Staff Report Ordinance Included in Budget? Yes No Contract Approval Other: Discussion Item Public Hearing (Legislative, unless otherwise noted) 3-Year Strategic Plan: N/A Cost Allocation Fund: 199 Community Services SUMMARY STATEMENT: The purpose of this consent agenda item is to adjust the fully loaded rate of pay for Jefferson County commissioned deputies that are assigned to work within the city to cover vacant PTPD shifts due to pre-scheduled officer vacancies. These vacancies are in part due to the current staffing shortage, vacations, and training. The new fully loaded rate of pay is based on the JCSO updated pay, benefits and vehicle rates due to a new collective bargaining agreement. The updated ILA will be for the years 2025-2027. Other than the new rate of pay, nothing else has changed within the current ILA. PTPD makes every effort to adjust officer work schedules to provide police services 24/7 for the city. Although it has been reduced greatly in the past four months, there is still a need to use JCSO for workload and officer safety purposes. ATTACHMENTS: N/A CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: If adopted as part of the Consent Agenda, no further action is needed; this effectively represents unanimous approval of the amended agreement with Jefferson County for law enforcement services, which adjusts the fully loaded rate of pay for the assigned deputy for years 2025-2027 reflecting the updates to the current pay, benefits and vehicle rates for Jefferson County commissioned deputies. ALTERNATIVES: Take No Action Refer to Committee Refer to Staff Postpone Action Remove from Consent Agenda Waive Council Rules and approve Ordinance ____ Other: Agenda Bill AB25-020 Meeting Date: February 18, 2025 Agenda Item: VIII.A Regular Business Meeting Workshop/Study Session Special Business Meeting Submitted By: Steve King Date Submitted: February 13, 2025 Department: Public Works Contact Phone: SUBJECT: Resolution 25-006 Declaring an Emergency, Waiving Public Bidding Requirements, and Ratifying the City Manager’s Approval of all Applicable Documents to Allow for the Immediate Repair of Damage to the OGWS Transmission Pipeline Near Fuller Road at the Andrews Creek Crossing CATEGORY: BUDGET IMPACT: Consent Resolution Expenditure Amount: $ 100,000 Staff Report Ordinance Included in Budget? Yes No Contract Approval Other: Public Hearing (Legislative, unless otherwise noted) 3-Year Strategic Plan: N/A Cost Allocation Fund: 411 Water Sewer Fund - General SUMMARY STATEMENT: I.Overview: A 24-inch diameter section of the OGWS Transmission Pipeline failed at a welded joint near Fuller Road at the Andrews Creek Crossing early in the morning on February 6, 2025. An Emergency Declaration was granted that day by City Manager John Mauro to facilitate the immediate repairs to the pipeline. See the attached email approval and the attached Memo describing the work. II.Resolution Request: Resolution 25-006 requests the City Council Declare an Emergency and waive public bidding requirements for the repair of the OGWS Pipeline across Andrews Creek at Fuller Road. City Council approval is required after the fact to formalize a Declaration of Emergency. III. Budget: Exhibit C –Rate Model and Capital Spending Plan, in the 2021 Water Supply Agreement sets the budget amount of $63,672 for 2025 to fund emergency repairs. The overall cost to repair the pipeline and restore the site is anticipated to exceed the budgeted amount. The OGWS Sinking Fund, 417, will be used for any additional costs. IV.Staff Recommendation Staff is recommending the City Council pass resolution 25-xxx,declaring an emergency, waiving all public bidding requirements, and ratifying the City Manager’s approval of all applicable documents to allow for the immediate repair of damage to the OGWS Transmission Pipeline near Fuller Roat and the Andrews Creek Crossing. ATTACHMENTS: 1. Resolution 25-006 2. Declaration of Emergency Request Email dated February 6, 2025 3. Memo to City Manager John Mauro dated February 13, 2025 CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to approveResolution 25-006 Declaring an Emergency, Waiving Public Bidding Requirements, and Ratifying the City Manager’s Approval of all Applicable Documents to Allow for the Immediate Repair of Damage to the OGWS Transmission Pipeline Near Fuller Road at the Andrews Creek Crossing ALTERNATIVES: Take No Action Refer to Committee Refer to Staff Postpone Action Remove from Consent Agenda Waive Council Rules and approve Ordinance ____ Other: This is a retroactive approval by the City Council for an emergency. Commitments for repair will have been made prior to the Council Meeting. Thus, this action is an opportunity to ask clarifying questions and dedicate resources to emergency repairs. Resolution 25-006 RESOLUTION NO. 25-006 A RESOLUTION DECLARING AN EMERGENCY, WAIVING PUBLIC BIDDING REQUIREMENTS, AND RATIFYING THE CITY MANAGER’S APPROVAL OF ALL APPLICABLE DOCUMENTS TO ALLOW FOR THE IMMEDIATE REPAIR OF DAMAGE TO THE OGWS TRANSMISSION PIPELINE NEAR FULLER ROAD AT THE ANDREWS CREEK CROSSING. WHEREAS, Section 3.46.090(E) of the City of Port Townsend Municipal Code (PTMC) and Section 39.04.280(1)(C) of the Revised Code of Washington (RCW) allow exemptions to competitive bidding requirements under emergency conditions; and WHEREAS, RCW 39.04.280(3) defines “emergency” as unforeseen circumstances beyond the city’s control, that either presents a real, immediate threat to the proper performance of essential functions, or will likely result in material loss or damage to property, bodily injury, or loss of life if immediate action is not taken; and WHEREAS, on February 6, 2025, a welded joint failed in the OGWS Transmission Pipeline near Fuller Road at the Andrews Creek Crossing; and WHEREAS, on February 6, 2025, City staff found and inspected the damage caused by the leaking water transmission pipeline; and WHEREAS, the City Manager has determined that the damage described herein constitutes an emergency, as defined in RCW 39.04.280(3), based on the need to immediately repair the damaged water transmission pipeline and restore the flow of water to the City Lake Reservoir; and WHEREAS, PTMC Section 3.46.090(E)(3) requires the City Council to concur with the City Manager’s declaration of emergency by passage of a resolution declaring the emergency, reciting the facts constituting the emergency, and waiving the public bidding requirements; and WHEREAS, for the reasons stated herein, the City Council finds that it is in the best interest of the City to declare an emergency, waive public bidding requirements for the public work to be undertaken, and authorize the execution of all necessary documents required in order to initiate repairs to the sewer and transportation infrastructure. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend, Washington, as follows: Section 1. The recitals above are hereby adopted by reference as the City’s findings in support of the emergency declaration,as if fully set forth herein. Section 2. The City Council hereby declares an emergency justifying the waiver of certain contracting processes, including public bidding requirements. Section 3. All prior actions taken in conformance with this resolution, including the actions of the City Manager and the Public Works Director, as described in the Memorandum dated February 13, 2025, are hereby ratified and confirmed. Section 4. The City Manager may take any additional administrative actions consistent with this resolution. ADOPTED by the City Council of Port Townsend, Washington, at a regular meeting thereof, held this 18th day of February, 2025. ________________________________________ David Faber Mayor Attest: _________________________________ Alyssa Rodrigues City Clerk From:John Mauro To:Steve King Cc:Tyler Johnson; Michael Spears; David Faber Subject:RE: Declaring an emergency Date:Thursday, February 6, 2025 11:22:55 AM Thank you, Steve. Based on the information you've shared with me over the phone throughout the morning, and the very real impact to water supply for all of Port Townsend should we delay, I'll go ahead and declare a state of emergency as per RCW 39.04.280(3). Per PTMC 3.46.090(E)(3), we'll want to bring this to City Council to concur with the declaration, ideally at the next business meeting on 2/18/25. I'm copying in Mayor Faber for his awareness and we will work with you, once the situation is stabilized, to finalize when it will come before Council. Please let me know what else you may need from me - and many thanks to you all and the crews for rallying yet again, undoubtedly in tough conditions (yet again). You all are amazing! Best john John Mauro | City Manager City of Port Townsend | www.cityofpt.us 250 Madison Street, Suite 2 | Port Townsend, WA 98368 P: 360.379.5043 | M: 360.531.2916 Follow us on Facebook: fb.me/CityofPT Help steer our future together with Engage PT: www.cityofpt.us/engage -----Original Message----- From: Steve King <sking@cityofpt.us> Sent: Thursday, February 6, 2025 11:12 AM To: John Mauro <JMauro@cityofpt.us> Cc: Tyler Johnson <tjohnson@cityofpt.us>; Michael Spears <MSpears@cityofpt.us> Subject: Declaring an emergency Hi John, We are requesting a declaration of emergency in order to fix this leak prior to the weekend. The reason for the emergency is that we only have about 4 days of water supply before we would need to shut down the Mill. We plan to hire a contractor today to start work. Thank you! Sent from my iPhone M E M O R A N D U M Date: January 13, 2025 Project Name:OGWS Pipeline Emergency –Andrews Creek at Fuller Road 2025 Budget: Funds for emergency repairs to the OGWS Pipeline are budgeted in Exhibit C – Rate Model and Capital Spending Plan in the 2021 Water Supply Agreement. ($63,672for 2025) Revenue Fund: Olympic Gravity Water System Fund - 417 Agenda Bill: AB25-020 To: John Mauro, City Manager From: Tyler Johnson, Project Manager CC:Steve King, P.E., Public Works Director Subject:Emergency Repair to the OGWS Transmission Pipeline on February 6, 2025 The purpose of this memo is to provide background information for the City Manager and City Council in support of an emergency declaration. This declaration allows for expedient contracting to facilitate restoration of a failed joint in the OGWS pipeline. Damage to the pipeline was discovered on February 6, 2025, near Fuller Road at the Andrews Creek Crossing. A welded bell and spigot joint separated releasing over half a million gallons of water into Andrews Creek before the water could be turned off at the Big Quilcene River Diversion. The pipeline was supplying approximately 11 million gallons a day of water to the City Lake Reservoir when the break occurred around 4:00am. City Lake has the capacity to supply water to the City and to Port Townsend Paper for approximately four days, at this time of year, before the Mill is required to shut down. A request for a Declaration of Emergency was issued by Public Works Director Steve Kingto City Manager John Mauro by emailto allow for a contractor to be hired immediately to start work. Nordland Construction NWarrived in the afternoon to excavate the leak, remove mud and debris to provide a solid foundation, place quarry spalls as a base forworking and supporting the pipe, and sloping back the bank for worker safety. The City obtainedan Emergency Hydraulic Project Approval fromtheWashington Department of Fish and Wildlifewith specific provisions on how emergency work could be performed near the creek. A site visit by a WDFW Habitat Biologist is scheduled for February 25, 2025, and an additional permit will be required for the restoration of the site. The City also received an emergency Critical Areas Permit through Jefferson County and the City is requiredto apply for an after the fact permit. The following day, February 7, 2025, Hutchins Metal Works arrived with two welders at 7:00am and worked until 11:00pm at night to reweldthe jointand install a tap for afuturedrain valve. On February 8, 2025, IDGAF was hired to haul and place compacted bedding gravel to support the pipe. Water was slowly turned back on in the afternoon and the pipe was completely full and holding by 3:30pm. February 8, 2025–Pipeline Repair Completed November 21, 2024–Same Photo Location Agenda Bill: AB25-016 Meeting Date: February 3, 2025 Agenda Item: XI.C Regular Business Meeting Workshop/Study Session Special Business Meeting Submitted By: Alyssa Rodrigues Date Submitted: January 22, 2025 Department: Legal Contact Phone: 360-379-5048 SUBJECT: Tasking the Equity, Access, and Rights Advisory Board with reviewing their Scope of Work within Resolution 23-027 Creating the Equity, Access, and Rights Advisory Board and making edits, suggestions, and updates. CATEGORY: BUDGET IMPACT: Consent Resolution Expenditure Amount: $ Staff Report Ordinance Included in Budget? Yes No Contract Approval Other: Public Hearing (Legislative, unless otherwise noted) 3-Year Strategic Plan: N/A Cost Allocation Fund: Choose an item. SUMMARY STATEMENT: On November 14, 2024 the Equity, Access, and Rights Advisory Board made the following motion: Motion: Stephanie Burns made a motion to ask for the city to task us with reviewing the scope of work and make edits/suggestions/updates. Laurie Riley seconded. Vote: Motion passed unanimously Requesting City Council to task Equity, Access, and Rights Advisory Board with reviewing their Scope of Work within Resolution 23-027 Creating the Equity, Access, and Rights Advisory Board and making edits, suggestions, and updates. ATTACHMENTS: 23-027 Creating the Equity, Access, and Rights Advisory Board CITY COUNCIL COMMITTEE RECOMMENDATION:The Equity, Access, and Rights Advisory Board hasrequested that City Council task the board with reviewingtheir Scope of Work within Resolution 23-027 and providing edits, suggestions, and updates. RECOMMENDED ACTION: Move to task the Equity, Access, and Rights Advisory Board with reviewing their Scope of Work within Resolution 23-027 and providing edits, suggestions, and updates. ALTERNATIVES: Take No ActionRefer to CommitteeRefer to StaffPostpone Action Remove from Consent Agenda Waive Council Rules and approve Ordinance ____ Other: Absent Location Chambers Chambers Chambers Chambers Port Pavilion JCPHChambers Jeff Co Chambers Chambers Chambers Chambers Chambers Chambers Chambers Chambers Chambers Chambers Chambers Chambers Chambers Chambers Chambers Chambers ) Annual Community Read th www.cityofpt.us website City Item Equipment purchase - See Forestry Plan Introduction Briefing SCHEDULE CITY OFFICES CLOSED Agenda - change. Consent Consent: JCSO Law Enforcement Services ILAProclamation: Reading Month 20Interim parking ordinance extension public hearingUrban Public Hearing: Critical Areas OrdinanceMadrona Ridge Final Plat ApprovalSpecial presentation: Annual Crime Report and State of the Police Department15 Min Comprehensive Plan Update Second Reading: Critical Areas Ordinance to MEETINGS Tentative HOLIDAY subject CITY only, draft is schedule (This Meeting of Civil Service Commission Type Equity, Access, and Rights Advisory Bd Civil Service Commission Planning Commission City Council Business Meeting Intergovernmental Collaborate Group (ICG)Climate Action Committee Parks, Recreation, Trees and Trails Advisory BdJefferson County Housing Fund Board Planning Commission Special Session City Council Meeting (Join Planning Commission) City Council Business Meeting Historic Preservation Committee Council Infrastructure and Development CommArts Commission Council Finance and Budget Committee City Council Workshop Meeting Lodging Tax Advisory Committee Council Culture and Society Committee Equity, Access, and Rights Advisory Board Planning Commission City Council Business Meeting Parks, Recreation, Trees and Trails Advisory Bd Time 12:304:156:30 6:00 5:003:004:302:306:30 6:306:00 3:003:003:003:00 6:00 3:003:0012:304:156:30 6:00 4:30 8 Date Feb 13Feb 13Feb 13 Feb 17Feb 1 Feb 20Feb 25Feb 25Feb 26Feb 27 Feb 27Mar 3 Mar 4Mar 5Mar 6Mar 10 Mar 10 Mar 11Mar 12Mar 13Mar 13Mar 13 Mar 17 Mar 25 Day ThursThurs Thurs MonTues ThursTuesTuesWedThurs Thurs Mon TuesWed ThursMon Mon TuesWedThursThursThurs Mon Tues Jeff Co ChambersChambers Dec) - (Nov Standards Design Adoption and Engineering Renewals of Hearings UpdateRecords Management PoliciesMountain View Leases (December) BudgetContract November) Oct.) September, July, May, Apr., Plan (Jan, (February, Review Group Jefferson County Housing Fund Board Planning Commission Comprehensive Workplan City’s 2:306:30 Collaborative and the to Board Mar 26Mar 27 Committee Reports (April, July, October) Update WedThurs IntergovernmentalAdoption of Shoreline Master Program UpdateSuggestionCouncil Period