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HomeMy WebLinkAbout03021998 PORT TOWNSEND CITY COUNCIL MINUTES OF THE REGULAR SESSION OF MARCH 2, 1998 The City Council of the City of Port Townsend met in regular session this second day of March, 1998, at 6:30 p.m. in the Port Townsend Community Center, Mayor Julie McCulloch presiding. ROLL CALL Councilmembers present at Roll Call were Ted Shoulberg, Ian Keith, Kathryn Jenks, Mark Welch, Forrest Rambo, and Peter Badame. Joe Finnie was excused. Also present were City Clerk Pam Kolacy, City Administrator Michael Hildt, City Attorney Timothy McMahan, Director of Public Works Bob Wheeler, Library Director Linnea Patrick, and Sheila Avis, Minute Taker. INTRODUCTIONS and/or RECOGNITIONS PRIORITY PRESENTATION There was nothing. AGENDA CHANGES OR ADDITIONS Added tO Unfinished Business: Shoulberg requested discussion of the structure and content of the Organizational Study. MOTION Shoulberg Add structure and content of the Organizational Study to Unfinished Business SECOND Jenks VOTE Unanimous, 6 in favor Added to New Business: Shoulberg asked that a request for Utilities Functional Plan hearings be considered. Added to the Consent Aeenda: Vote on the motion from the February 17, 1998 City Council meeting regarding setting town hall meetings. CONSENT AGENDA Councilmember Jenks made a motion to approve the following items on the Consent Agenda which was seconded by Councilmember Keith and passed unanimously, 6 in favor by voice vote. Approval of the following Bills and Claims: 010 Current Expense $ 38,800.23 110 Street 467.10 120 Library 5,604.98 155 Public Access Television 976.66 City Council Minutes Page 1 March 2, 1998 264 Local Improvement District #1 301 Capital Improvement Fund 411 Water-Sewer 412 Storm and Surface Water 413 Solid Waste 500 Equipment Rental 610 Firemen's Pension and Relief 390.00 3,486.60 77,592.51 11,016.55 34,797.77 27,770.46 743,67 Total $ 201,646.53 Approval Without Reading of Minutes from: December 15, 1997 and December 16, 1997 Approval of Appointments/Reapp0intments: Lynne M. Sterling, Lodging Tax Advisory Committee, Term expires November 30, 2000 Approval of Resolutions: RESOLUTION NO. 98-023 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND AUTHORIZING THE MAYOR TO SIGN A PROFESSIONAL SERVICES AGREEMENT WITH SVR DESIGN COMPANY TO PROVIDE NON- MOTORIZED TRANSPORTATION ENGINEERING AND DESIGN FOR THE WALKER AND SHERIDAN STREETS PROJECT. Vote on the motion: (From the February 17, 1998 City Council meeting) MOTION Jenks The council begin a process of town hall meetings beginning with a meeting March 4, 1998, 6:30 p.m. at the Oscar Erickson Building at the Fairground. SECOND Keith VOTE Unanimous, 6 in favor Communications: Date Author Topic and Proposed Action 11-21-97 J. McCulloch to R. Brooks Appointment of Joe Finnie as alternate on Local Involvement Committee-Tacoma Narrows 2-24-98 Russ Hoover Removing Fire Chief from Civil Service 2-13-98 M. Bonar to J. McCulloch, memo from Farmer's Market location - refer to Parks Comm. J. Cree City Council Minutes Page 2 March 2, 1998 Date Author Topic and Proposed Action 2-20-98 Laurel Black -North Olympic Peninsula Room Tax Issue- request for letter to Clallam Co. Visitor & Convention Bureau Commissioners requesting review of issue (refer to LTAC?) 2-98 Solve 16 Update (publication) Tacoma Narrows Bridge Alternatives 2-208 C.L. Flint Reply to Mr. Sokol's letters regarding code enforcement issues. 2-23-98 Building and Community Development Pending land use cases 2-24-98 R. Wheeler/D. Peterson Development Engineer Options - for information 2/20/98 Seafirst Bank to B. Kush Approval of summer enrichment camp for contribution from Seafirst Bank Corporate Giving Program Undated Work plans for Sheridan & Walker For information Sidewalk Projects 2-19-98 Scott Wilson Leader request for public meetings notice City Administrator City Clerk Public Works City Attorney PUBLIC COMMENTS Vem Garrison voiced outrage at his perception of: · Rapid action on the Waterman-Katz building and project manager without a staffing analysis · Rapid action by the City Attorney in his letter correcting inaccurate public statements. Mr. Garrison stated that the public has the right to be inaccurate in small areas. · Shameful accounting supporting the Waterman-Katz project Ms. Jenks asked Mr. Garrison if he means organizational analysis when referring to a staffing analysis. Mr. Garrison replied that it is the who and why. Ms. Jenks asked if, as at the last council meeting, they were allowed to make factual replies to statements. The Mayor affirmed. Ms. Jenks went on to explain the memorandum Mr. Garrison referred to was the City Attorney's response to correct what the City understood was inaccurate factual information. City Council Minutes Page 3 March 2, 1998 STANDING/AD HOC COMMITTEE REPORTS Ms. Jenks asked if minutes of committee meetings are not approved or corrected, do they stand as a factual representation and are they part of the public record? There was further discussion as to how to define and handle committee minutes. Mr. McMahan replied committee minutes are actually called committee "reports" in the council rules. He said there is need to be very accurate and that those minutes should be checked when reading packets. Government Operations Committee. Councilmember Forrest Rambo (Regular Meetings: 1 st Thursday/month, 4:00 p.m., Pope Marine Building) Announced: · Town Hall Wednesday, March 4, 6:30 -- Oscar Erickson Building, Fairground. televised.) Set meeting -- March 5, 1998, 4:00 p.m., Community Center Card Room. (Will be Land Use. Councilmember Jenks February 24, 1998 (Regular Meetings: 1 st Thursday/month, 1:00 p.m., Pope Marine Building) Discussion items: · (See written minutes/report) Set meeting -- March 12, 1998, 2:00 - 3:00 p.m., Mayor's Office (City Attorney's request) Agenda: Hearing Examiner procedures Set meeting -- March 26, 1998, 1:00 p.m., Mayor's Office Agenda: Clearing and Grading; results of interviews Ms. Jenks spoke regarding the Type V permitting processes and asked if Council wished to set public hearings for the Non-Motorized Transportation Plan, Sign and Parking Codes. Council determined to proceed. Ms. Jenks suggested conducting a tour covering Non-Motorized Plan issues and it was concluded to have a 3-phase process: 1) conduct a public hearing; 2) conduct a site inspection to consider issues; 3) conduct a final public hearing. Finance Committee. Councilmember Keith February 17, 1998 (Regular Meetings: 2nd Tuesday/month, 10:00 a.m., Mayor's Office) Discussion items: · (See written report) Transportation. Councilmember Badame February 25, 1998 (Regular Meetings: 1st Wednesday/month 3:00 p.m., Pope Marine Building) Discussion items: · Solicited public comments. Water and Taylor intersection; Washington and Quincy. Motion to finish work at Water and Taylor including lights ASAP -- 2 in favor, Shoulberg and Jenks Set meeting -- March 4, 1998, 3:00 p.m. City Council Minutes Page 4 March 2, 1998 Agenda: Walnut & W; Water and Taylor (will not take back to council; work out details); Blaine Street; Sims Way and Haines; Sheridan; Walker; process for TIP Utilities Committee. Councilmember Shoulberg February 26, 1996, (including County participants) Discussion items: · County's request to form a Solid Waste Collection District. · Shoulberg and Keith thought OK to proceed. County will draft an interlocal agreement. Meeting -- Committee of the Whole, March 24, 1998, 6:30 p.m. Agenda: Suggested councilmanic bond for the library. Ms. Jenks requested next Utilities Committee agenda include Reserve Capacity Charges Parks. Recreation and Property. Councilmember Welch February 18, 1998 (Regular Meetings: 3rd Wednesday/month, 12:00 noon, Chetzemoka House) Discussion items: · Surplus property policies. · Skateboard Park agreement expiring in April. · Golf Course audit. · City award for track program. · Seattle YMCA grant expiring in May. May be extended. Public Safety_ Committee. Councilmember Finnie (No report) (Regular Meetings: 2nd Wednesday/month, 10:00 a.m., Chetzemoka House) Meeting -- Committee of the Whole, March 9, 1998, 6:30 p.m., Pope Marine Building Agenda: Civil Service for both Police Chief and Fire Chief Council Meeting -- Committee of the Whole, March 9, 1998, 4:30 p.m., Pope Marine Building Agenda: Organizational Study; RFP letter MAYOR'S REPORT Mayor Julie McCulloch: · Announced Police Chief Jim Newton's resignation for personal reasons was accepted with regret; Chief Newton's last day is April Th. Sgt. Connor Daily has been appointed as Acting Police Chief for the interim until a new police chief is on board. · Announced: Public Safety meeting Committee of the Whole -- March 9, 1998, 6:30 p.m,, Pope Marine Building to discuss Civil Service for both Police Chief and Fire Chief. City Council Minutes Page 5 March 2, 1998 STAFF REPORTS *Written Reports *City_ Clerk's Office: City Clerk Pam Kolacy *City. Attorney's Office: City Attorney Tim McMahan *Public Works: Director Bob Wheeler Ms. Jenks asked regarding the resolution of issues around the Public Works Trust Fund Loan. Mr. Wheeler replied Public Works applied for $3.3 million. He learned the trust fund would only pay 70% of the $2.3 million awarded, which Public Works appealed. It was resolved that the loan would be granted for the full $2.3 million. *City_ Administrator's Office: City Administrator Michael Hildt Mr. Hildt outlined the work being accomplished on the Waterman-Katz project, and discussed an interpretation discrepancy regarding timing on the project. He then introduced Mr. Bob Little Bob Little. Project Manager for Waterman Katz project Mr. Little discussed the interpretation discrepancy, and he said he is working with Ballenas Management for resolution. Mr. Hildt and Mr. McMahan explained the confusion came about in determining tenant improvements, by whom and when the tenant improvements are to be done. The City reserved the right to separately contract for tenant improvements in an attempt to lower costs. Mr. McMahan said improvements would fall into the $20,000 to $50,000 range; the City could avail the small works roster, and eliminate the need for public bidding. Building occupancy is dependent on completion of the tenant improvements and may fall either June 1, or July 1. Mr. Shoulberg asked what action is needed of Council. MOTION Shoulberg Council understands the April 20th date is now changed due to a possible misunderstanding in the letter of intent and new dates could be June I or July 1 depending upon the choice of the tenant improvement contractor. SECOND Keith Discussion ensued and it was determined the motion was not unnecessary. MOTION WITHDRAWN After further discussion Mr. Badame made the following motion and asked to have a plan for the move, physical diagram for City Hall and cost, exclusive of Councilmanic bond, before having to move in. MOTION Badame Staff prepare for next Council Meeting a plan appropriate staff to move back into City Hall SECOND Jenks and cost for City Council Minutes Page 6 March 2, 1998 AMENDED by maker of the motion and second: To include by the April 6th Council Meeting VOTE Held until after public comment Ms. Jenks commended Mr. Hildt for his staff report. She asked regarding the item of performance feedback procedures and asked if Council wants to see the performance standards in draft form. Mr. Hildt said he would be willing to discuss them. PUBLIC COMMENTS/QUESTIONS Mayor McCulloch opened the meeting for Public Comments/Questions. Vern Garrison: Expressed displeasure with the Waterman-Katz process. flawed, full of unclear statements and asked Council to consider termination. Alan Youse & Hank Sukert Concurred. He said the lease is VOTE ON MOTIONS MADE DURING COMMITTEE/STAFF REPORTS Mayor McCulloch opened the meeting to the Public for comment on the motions made by Council during the Committee/Staff reports. MOTION Badame Staff prepare for next Council Meeting a plan and cost for appropriate staff to move back into City Hall SECOND Jenks AMENDED by maker of the motion and second: change to by the April 6th Council Meeting VOTE Unanimous, 6 in favor by voice vote The meeting was recessed for 10 minutes at 8:55 p.m. PUBLIC HEARINGS None scheduled. UNFINISHED BUSINESS Historical Society--breakfast invitation, 7:30 a.m. (Will notify if not 7:30) Committee of the Whole, Utilities Committee, to discuss Public Works Capital Improvement Program for more uniform format. Library_ Repairs, estimated at $151.000. Mr. Keith spoke of funding out of councilmanic bonds. Mr. Shoulberg noted water has been coming in for some time and both the building and contents are being damaged. He suggested borrowing from equipment rental, that it would have to be paid back with appropriate interest, but it could get the Library started. Ms. Jenks indicated that City Council Minutes Page 7 March 2, 1998 they look at the CIP format for Public Works. Mr. Keith stated they had very detailed information from the Library Board in December. Ms. Jenks disagreed. Mr. Shoulberg reminded that the construction season is coming up and asked if there is a sense of movement from the Council that they prefer not to hold up Library construction any longer? Mr. Badame referred to the CIP motion from December 16, 1997 and noted they are working under a format approved by Council. Mr. Welch said the format developed by Public Works is a good way to go, but they also need to look at funding and to keep this moving. He said they do not want to spend more by not acting. Ms. Jenks questioned the qualifications of the Library Director or anyone at the Library to act as project manager. She indicated the criteria and technical aspects of the project have not been identified. She noted for the record the estimates for the draft CIP instituted last spring have not changed for the final CIP plan. She asked why they are putting maintenance issues into a capital project, and said that specifics need to be delineated. Library Director Linnea Patrick replied that the numbers were pretty accurate and said she has spoken to those who also feel it is close. Ms. Patrick said she does not feel the need overall for a project manager, that they are maintenance projects, not even large enough for the small works roster. Mr. Badame said he is unclear whether this is maintenance or capital, but he is prepared to move forward when we hear from the Library Board what we need -- specific information. Mr. Shoulberg suggested Ms. Patrick look at the CIP motion, and give them a package of what she has and see where they go. Organizational study Mr. Shoulberg reopened the subject speaking of the low $15,000 appropriation, and he suggested it might be better to phase the study. He suggested narrowing the focus and moving more rapidly. Ms. Jenks proposed calling on assistance from the Public Works Director and City Administrator. MOTION Rambo Narrow scope of the Organizational Study to a first phase with Public Works only, and the cost not to exceed $15,000 SECOND Jenks Discussion Badame objected to the word narrow. Amendment: By maker and Second -- Redefine the scope of the Organizational Study of the first phase .... Rainbo called for the question after further discussion. VOTE 4, in favor; Welch and Keith opposed Ms. Kolacy reported she had not received one possibly comparable study from the city of Battle Ground, Washington. Ms. Jenks suggested a format: · Start with talking to PW Department Head, finding issues that should be addressed; City Council Minutes Page 8 March 2, 1998 · Do something to survey the issues they would like addressed in an organizational scrutiny; · Find from the city that works day to day. How the department perceives itself; · Direct to a consultant or a member of the staff. Mr. Shoulberg indicated time is more critical than money now. He suggested they get someone on board, and allow them the luxury of asking questions needed. Mr. Rambo asked if there is a consultant out there who has done a similar study in a similar size city? Mr. Shoulberg suggested they let Mr. Hildt write an RFQ or RFP letter. Ms. Jenks noted the hiring freeze is in effect until the end of March and tied to the study. MOTION SECOND Discussion Amended: VOTE Shoulberg Councilmember Shoulberg and City Administrator Hildt write an RFQ, and follow-up RFP letter if necessary; select 3 consultants and come back to Council to make the choice. Rambo Mr. Hildt suggested the council define the end product before they start; including priorities -- what Council wants most. Mr. Badame said Mr. Hildt is offering something solid and suggested meeting before the Committee of the Whole. Ms. Jenks will get issues she would like incorporated to Mr. Hildt and suggested others do the same. Mr. Shoulberg and Mr. I-Iildt prepare a preliminary scope of study for Monday March 9, 1998, 4:30 before the Committee of the Whole Unanimous, 6 in favor by voice vote NEW BUSINESS RESOLUTION NO. 98-024 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND APPROVING AN INTERLOCAL AGREEMENT WITH JEFFERSON COUNTY FOR THE PURPOSE OF PROVIDING JOINT FUNDING FOR A SOLID WASTE EDUCATION PROGRAM Amendment to the scope of work: clarify it will be a full time person Mr. Shoulberg to clarify with Molly Pearson. Councilmember Shoulberg made a motion that the Council adopt Resolution No. 98-024 as amended which was seconded by Councilmember Rambo and passed unanimously 6 in favor by voice vote after a brief discussion. RESOLUTION NO. 98-025 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND AUTHORIZING THE MAYOR TO EXECUTE A FIRST AMENDMENT TO City Council Minutes Page 9 March 2, 1998 WATER CONTRACT (GLEN COVE SERVICE AREA) WITH JEFFERSON COUNTY PUBLIC UTILITY DISTRICT 1, PROVIDING ADDITIONAL CITY WATER TO THE GLEN COVE SERVICE AREA, TERMINATING JANUARY 1, 2000 Shoulberg explained the resolution. Councilmember Shoulberg made a morion that the Council adopt Resolution No. 98-025 which was seconded by Councilmember Welch and passed unanimously, 6 in favor, by voice vote after a brief discussion. ORDINANCE NO. 2631 AN ORDINANCE OF THE CITY OF PORT TOWNSEND REPEALING INTERIM ORDINANCE 2603, AND ADOPTING A NEW CHAPTER 5.46 SETTING FEES AND REGULATING USE OF CITY DOCK AND UNION WHARF The Mayor read the ordinance by rifle. Mark Welch made the introduction. Councilmember Welch made a motion that the first reading be considered the second and the third be by title only which was seconded by Councilmember Shoulberg and passed unanimously, 6 in favor, by voice vote. Ms. Kolacy again read the ordinance by title. Recommendation for changes to the findings and recitals were made to be brought back for vote on the Ordinance at the next Council Meeting. Type V Functional Plans Mr. Shoulberg presented the request of the Planning Commission with BCD concurrence that Type V utility functional plans be heard by the Utilities Committee, rather then the Planning Commission as instructed in the Comprehensive Plan. MOTION Shoulberg SECOND Welch VOTE Unanimous, COUNCIL DIRECT THE CITY ATTORNEY, AT PLANNING COMMISSION REQUEST AND BCD CONCURRENCE, TO PREPARE AN ORDINANCE AMENDING PTMC 20.01.040 TO ALLOW TYPE V FUNCTIONAL PLANS FOR WATER, SEWER, WASTEWATER AND STORMWATER TO BE HEARD BY THE UTILITIES COMMITTEE RATHER THAN THE PLANNING COMMISSION 6 in favor City Council Minutes Page 10 March 2, 1998 There was none PUBLIC COMMENT COUNCILMEMBERS GENERAL DISCUSSION · Mr. Badame announced a Public Works water tour, March 1 lth, 8:00 a.m. · Ms. Jenks requested participation for a City Council dance team marathon for the March Th Boiler Room fund raiser, beginning at Noon. · Format for the March 4th Town Meeting was discussed. It was determined to close the meeting by 10:00 p.m. and that city staff only be present as citizens. · Mr. Keith asked regarding the City/County equity issue. He noted two meetings with Gary Rowe, March 19th and one later. He asked who will represent the City in broaching this topic with the county, and offered to be a representative. Consensus: Mr. Keith and Mr. Hildt represent the city, get the background and some idea of what they are going to do, come back after the scope is determined and discuss participation by either Mr. Legarsky or Mr. Leaf. EXECUTIVE SESSION Mayor McCulloch recessed the meeting into Executive Session at 12 a.m. to discuss personnel issues including City Administrator Hildt, and City Attorney McMahan. The meeting was reconvened at 12:10 a.m. There was no action taken. ADJOURNMENT There being no further business, at 12:11 a.m., Mayor McCulloch adjourned the meeting. Attest: .>,,: ~'dr ~ ~,.~,._~ Pamela Kolacy City Clerk City Council Minutes Page 11 March 2, 1998