SULTAN CITY COUNCIL MEETING
319 MAIN STREET
January 11, 2006
7:00 PM
7:00 PM CALL TO ORDER - Pledge of Allegiance and Roll Call
CHANGES/ADDITIONS TO THE AGENDA
Presentations:
· State of Washington - Records Archive Grant Award
· Prothman Report
· Community Transit
COMMENTS FROM THE PUBLIC: Citizens are requested to keep comments to a 3 minute maximum to allow time for everyone to speak.
COUNCILMEMBER COMMENTS
STAFF REPORTS/PRESENTATIONS
1) Police Department
2) Public Works
3) Grant Report
4) Finance
CONSENT AGENDA: The following items are incorporated into the consent agenda and approved by a single motion of the Council.
1) Minutes of the December 21, 2005 regular Council Meeting
2) Approval of Vouchers - Close-out for 2005
3) Set Public Hearing for PUD Lot Size Amendment for March 22,2006
4) Set Public Hearing for Budget Amendments
ACTION ITEMS:
1) Resolution 05-32 2006 Fee Schedule
2) Copier Lease
3) Mayor Pro-tem Appointment
4) Springbrook Software Contract
5) Waste Water Facility Plan - Contract and Scope of Work
6) Planning Commission Appointment
7) Library Board Appointments
DISCUSSION: Time Permitting
1) Planning Commission
2) Committee Assignments
3) City Council Retreat
4) Change Council Meeting Day
PUBLIC COMMENT
COUNCILMEMBER RESPONSE TO PUBLIC COMMENTS
Executive Session:
Adjournment - 10:00 PM or at the conclusion of Council business.
ADA NOTICE: City of Sultan Community Center is accessible. Accommodations for persons with disabilities will be provided upon request. Please make arrangements prior to the meeting by calling City Hall at 360-793-2231.
SULTAN CITY COUNCIL
AGENDA ITEM COVER SHEET
Date: January 11, 2006
Agenda Item #: Consent C 1
SUBJECT: Council minutes
CONTACT PERSON: Laura Koenig, City Clerk/Treasurer
SUMMARY STATEMENT: Attached are the minutes of the December 21, 2005 regular Council Meeting as on file in the Office of the City Clerk.
RECOMMENDATION: Approval as submitted.
Action Date:
COUNCIL ACTION:
1711-05
CITY OF SULTAN COUNCIL MEETING – December 21, 2005
The regular meeting of the Sultan City Council was called to order in the Sultan Community Center by Mayor Tolson. Councilmembers present: Champeaux, Wiediger, Seehuus, Flower, Blair and Boyd.
Absent: Boucher. Student Representative: Karstan Thot
Oath of Office: The Clerk/Treasurer administered the oath of office to Councilmembers Blair, Wiediger, Champeaux and Slawson
Presentation: Mayor Tolson presented a plaque of appreciation to Robert Criswell for his six years on the council.
CHANGES/ADDITIONS TO THE AGENDA:
Action: Add: Springbrook Software Contract; Defer Resolution 05-32, Fee Schedule to the January 11, 2006 meeting.
Discussion: Add equipment purchase policy
Presentation: The State Auditor presented the final 2004 Audit report and reviewed the audit findings.
COMMENTS FROM THE PUBLIC
Robert Criswell: Thanked the council for six years and wish them all the best.
Josie Fallgatter: Commend Councilmember Champeaux for his efforts in the past to get the problem at the bus stop resolved. It is unfortunate that a death has occurred before the problem could be solved.
COUNCILMEMBERS COMMENTS:
Champeaux: Noted that he hopes that the tragic incident at the bus stop will help resolve the safety issue.
Karstan Thot: Advised that the National Arts Society sponsored a food drive and brought in over 4000 food items for the Sultan Food Bank.
STAFF REPORTS:
Police: Chief Walser noted that incident at the bus stop was predicable and therefore preventable and the Highway 2 Coalition will be developing a web site to provide information and take citizen input on safety concerns. Commended Officer Holman for raising $3,000 to help out needing families over the holidays.
Public Works: Connie Dunn advised that Community Transit will have a staff member at the January 11th meeting to discuss options on the bus stop. Street light will be installed at 8th and Date. The 5th Street signal will be activated after the first of the year
Grants: Donna Murphy advised that contracts for the Reese Park and Sportsman Park projects have been received.
Planning: Rick Cisar provided an update on the GMA request and the Snohomish County action. The County has included the Reese Park area and the water treatment plant property in the revised UGA and sent the other requests back to the Planning Department for further study. The County Council has concerns about the City’s ability to provide services to the areas, especially sewer service. It may take an additional year before the matter is brought back to the County Council to include the additional areas in the UGA.
17 12-05
CITY OF SULTAN COUNCIL MEETING – December 21, 2006
CONSENT AGENDA:
The following items are incorporated into the consent and approved by a single motion of the Council. On a motion by Councilmember Champeaux, seconded by Councilmember Seehuus, the consent agenda was approved as presented. Champeaux – aye; Wiediger – aye; Seehuus - aye; Flower – aye; Blair – aye, Boyd – aye.
ACTION ITEMS:
Ordinance 892-05 2006 Budget: Brief discussion was held on the need to monitor the budget closely and keep expenditures under control. On a motion by Councilmember Blair, seconded by Councilmember Boyd, Ordinance 892-05 setting the 2006 Budget was adopted. All ayes.
Ordinance 893-05 2006 Salary Schedule: On a motion by Councilmember Seehuus, seconded by Councilmember Boyd, Ordinance 893-05, 2006 Salary Schedule, was adopted. All ayes.
Ordinance 888-05 2005 Budget Amendment: On a motion by Councilmember Seehuus, seconded by Councilmember Boyd, Ordinance 888-05, 2005 Budget Amendment, was adopted. All ayes.
Resolution 05-33 2006 Budget Policy: Brief discussion was held on the policy which continues to limit expenditures. On a motion by Councilmember Blair, seconded by Councilmember Flower, Resolution 05-33, 2006 Budget Policy, was adopted. All ayes.
Small City Pavement Program: The Transportation Improvement Board has a new grant program for small cities that provides for pavement and sidewalk repair. Staff and the Public Works Committee have recommended that the City apply for funding for chip sealing on Main Street and 8th Street and minor sidewalk repair. There is no match requirement for the funding. On a motion by Councilmember Seehuus, seconded by Councilmember Champeaux, staff was authorized to submit grant applications for the proposed projects. All ayes.
Master License Service: The Department of Licensing has a new grant program to provide for a master license process and service. Application and payment for business license would be done through the state with monitoring by the City. The new accounting software does not include a business license module and the estimate cost to purchase one is $6,900. Staff is recommending that the City pursue the grant and work with the Department of Licensing to provide services for business license issuance. On a motion by Councilmember Seehuus, seconded by Councilmember Blair, staff was authorized to proceed with the project. All ayes.
Springbrook Software Contract: The proposed software contract was presented to the Council for review. Thom Graafstra, City Attorney, advised that a notice of termination has been issued to Harris/ASP and a notice was received by the City Clerk acknowledging receipt of the notice. Springbrook Software has
1713-05
CITY OF SULTAN COUNCIL MEETING - December 21, 2006
Springbrook: recommended a business study prior to finalizing the contract. Staff was directed to send an e-mail confirming the termination of the Harris/ASP contract and request they retrieve any products that were installed. On a motion by Councilmember Blair, seconded by Councilmember Seehuus the matter was continued to the next meeting. All ayes.
DISCUSSION ITEMS:
Community Transit Bus Stops: Chief Walser advised that the Highway 2 Coalition has discussed the location of the bus stop and the change requested. The Department of Transportation approved the existing location. Recommended that Community Transit and City get together to resolve the problem. Brief discussion was held on previous contacts with Community Transit, relocation of the bus stop and the safety concerns.
Equipment Purchase Policy: Councilmember Blair advised that she had discussed the purchase of the police department copier with staff and was advised that they were given incorrect information by City Hall staff. Feels that each department head should know the procedure and there should be a policy and procedure in place for staff to follow. Brief discussion was held regarding purchase procedures and spending limits. The Clerk/Treasurer advised that each department has a copy of the State Bidding Procedures guidelines.
PUBLIC COMMENTS
Loretta Storm: Advised that Dave Somers, County Council, was at the Highway 2 Coalition meeting and spoke about mitigation fees and funding for county roads. In regards to the bus stop, it is great that Community Transits is coming out for a meeting and recommended that the City and coalition issue a press release regarding the death and accidents and get more attention put on the situation.
COUNCIL COMMENTS
Seehuus: Agrees that a press release would be a good idea.
Mayor Tolson advised that the City still has some difficult issues to address and together we will get through them. Thank the city staff for all their work.
Adjournment: On a motion by Councilmember Seehuus, seconded by Councilmember Blair, the meeting adjourned at 9:10 PM.
Benjamin Tolson, Mayor
Laura J. Koenig, Clerk/Treasurer.
SULTAN CITY COUNCIL
AGENDA ITEM COVER SHEET
Date: January 11, 2006
Agenda Item #: Consent C 2
SUBJECT: Voucher Approval
CONTACT PERSON: Laura Koenig, Clerk/Treasurer
SUMMARY STATEMENT:
Approval of Vouchers # 05-1364 through #05-1396 in the amounts of $52,014.42 and payrolls through December 16, 2005 in the amount of $97,640.09 to be drawn and paid on the proper accounts.
FISCAL IMPACTS:
Expenditure Required: $149,654.51
RECOMMENDATION: Recommend approval as submitted.
COUNCIL ACTION:
SULTAN CITY COUNCIL
AGENDA ITEM COVER SHEET
ITEM NO: Consent C- 3
DATE: January 11, 2006
SUBJECT: Set Public Hearing for Consideration of Average and Mimimum Lot sizes in Planned Unit Developments
CONTACT PERSON: Rick Cisar, City Planner
SUMMARY: Staff has prepared proposed regulations establishing average and minimum lot sizes in Planned Unit Developments (PUD’s). The proposed regulations have been sent to the State Department of Community Trade and Economic Development for their 60-day review beginning on December 21, 2005. Also, an Enviromental Checklist and Determination of Non Significant has been issued and sent to reviewing agencies on December 22, 2005. In addition to the procedural requirements, Staff sent copies on December 22, 2005 of the proposed regulations to parties of interest who participated in the early PUD Lot Size discussions.
FISCAL IMPACT: None
RECOMMENDED Set a Public Hearing date of March 22, 2006 at 6:00 p.m. to ACTION consider an Ordinance providing for average and mimimum lot sizes in Planned Unit Developments.
_____________________________________________________________________
COUNCIL ACTION:
DATE:
SULTAN CITY COUNCIL
AGENDA ITEM COVER SHEET
ITEM NO: Consent C 4
DATE: January 11, 2006
SUBJECT: Public Hearing – 2006 Budget Amendment
CONTACT PERSON: Laura J. Koenig, Clerk/Treasurer
SUMMARY: To consider the addition of another Police Officer
FISCAL IMPACT:
RECOMMENDED Schedule the Public Hearing on the 2006 Budget
Amendments for January 25, 2006 at 6:45 PM.
ACTION:
COUNCIL ACTION:
DATE:
SULTAN CITY COUNCIL
AGENDA ITEM COVER SHEET
ITEM NO: Action A 1
DATE: January 11, 2006
SUBJECT: Resolution 04-32 – 2006 Feed Schedule
CONTACT PERSON: Laura Koenig, Clerk/Treasurer
SUMMARY: Resolution 05-32 provides for revised fees for 2006. We have included a copy of the new schedule with the changes highligthed.
FISCAL IMPACT:
RECOMMENDED Adoption of Resolution 05-32 – 2006 Fee Schedule
ACTION:
COUNCIL ACTION:
DATE:
SULTAN CITY COUNCIL
AGENDA ITEM COVER SHEET
ITEM NO. Action A 2
DATE: JANUARY 11, 2006
SUBJECT: Bid Award QUALITY BUSINESS SYSTEMS
KONICA 7145 NETWORK/COPIER/PRINTER/FAX
SCANNER
PERSON: Chief Fred Walser
SUMMARY: Three vendors were contacted for bids to purchase a department network copier, printer, fax, scanner. The Sultan Police Department, bids returned as follows:
Monthly Lease Service & Supplies
QBS – KONICA 7145 231.87 0.012
5 YEAR FIXED LEASE
QBS – RICOH 3045 233.52 0.012
5 YEAR FIXED LEASE
KONICA USA 7145 190.00 0.0121 / 60.50
Overages billed @ 0.0133 Annual Increases
COPIERS ETC Gestetner 745 214.83 30.00
Annual Increase For 2500 copies
No price given for overage
ProPosed Imaging Solutions
Savin 8045SP 275.61 135.00
The Sultan Police Department solicited several bids from area Copier Companies and did product research on numerous models. The KONICA 7145 proved to be the best all around product for the money. The bids came in below state contract prices on the same model. The lowest bid came from QBS with a 5-year fixed lease of $231.87 a month, Service and Supplies @ 0.012 with an average copy amount of 3000 copies would be $36.00 a month maintenance and service fee. The 0.012 is a fixed cost regardless of the amount of copies and fixed for the term of the lease, no price increases. 5-YEAR Fixed Lease.
FISCAL IMPACT: $3,214.00 Annually plus applicable taxes, Quarterly $803.50.
ACTION: Accept the QBS bid on the Konica 7145
CITY COUNCIL
AGENDA ITEM COVER SHEET
Date: January 11, 2006
Agenda Item #: Action A 3
SUBJECT: Appointment of Mayor Pro-tem
CONTACT PERSON: Laura Koenig, Clerk/Treasurer
SUMMARY STATEMENT:
In accordance with the current Council policy, the Council needs to appoint a Mayor Pro Tem for the year 2006. The Mayor Pro Tem conducts the business of presiding over meetings of the council and any other regularly conducted business of the Mayor in the Mayor’s absence.
FISCAL IMPACTS: None
RECOMMENDATION: Appoint Mayor Pro Tem
COUNCIL ACTION:
Action Date:
SULTAN CITY COUNCIL
AGENDA ITEM COVER SHEET
ITEM NO: Action A 4
DATE: January 11, 2006
SUBJECT: Springbrook Software
CONTACT PERSON: Laura Koenig, Clerk/Treasurer
SUMMARY: Attached is the contract from Springbrook Software for the Utility Billing and Financial systems. They have also added the interface for the hand held water meter readers as requested by the Public Works Director. This additional cost was a budgeted item in the Water System Fund.
As requested, I have been working with Springbrook staff to complete the Business Plan study and it will be availabel early next week.
FISCAL IMPACT:
RECOMMENDED Approval of the contract and authorization for staff to
proceed with the implementation.
ACTION:
COUNCIL ACTION:
SULTAN CITY COUNCIL
AGENDA ITEM COVER SHEET
ITEM NO: A - 5
DATE: January 11, 2006
SUBJECT: Wastewater Treatment Plant Facilities Plan
Scope of Work
Brown and Caldwell
CONTACT PERSON: Connie Dunn, Public Works Driector
Randy Oesch, Wastewater Treatment Plant Manager
SUMMARY:
On December 14, 2005, City Council authorized staff to work with Brown and Caldwell developing a scope of work for the Wastewater Treatment Plant Facilities Plan, resulting in the attached proposed scope of work, budget and contract.
The scope of work will satisfy Washington Administration Code (WAC) and Washington State Department of Ecology (DOE) requirements pursuant to funding opportunities to construct the facilities and improvements identified in the plan.
To facilitate Project execution and management in meeting these stated objectives, Project activities will be conducted in ten (10) tasks as follows:
Task 100 Project Management
Task 150 Project Problem Definition
Task 200 Definition of Service Area Characteristics
Task 210 Determination of Flows and Loads
Task 220 Wastewater Characterization
Task 230 Existing WWTP Capacity Assessment and Re-rating Study
Task 240 Permitting Assistance
Task 250 Evaluate Facility Alternatives
Task 300 Financing Assistance
Task 400 Facility Plan Report Production
At the sole discretion of the City, detailed WWTP design and construction management services will be negotiated at a later date and added to this contract by amendment.
FISCAL IMPACT:
Base work $162,950
Optional work-Task 240 $11,222
Optional work-Task 300 $11,947
Base Work & Options, Inc. Gold Bar $186,119
Task 240 is permitting assistance above the 60 hours engineering assistance in preparing of permit materials.
Task 300 is addressing private/public partnership issues and other financing options.
Cost to consider, feasibility of providing service to Gold Bar - $6,733.00.
RECOMMENDED ACTION:
Authorize the Mayor to sign the contract with Brown and Caldwell pending the City Attorney’s comments. I recommend the Scope of work to include the base work and options 240 & 300 and the work required to consider the feasibility of providing service for the City of Gold Bar as long as Gold Bar is willing to participate.
COUNCIL ACTION:
DATE:
SULTAN CITY COUNCIL
AGENDA ITEM COVER SHEET
ITEM NO: Action A 6
DATE: January 11, 2006
SUBJECT: Planning Commission Appointment
CONTACT PERSON: Mayor Tolson
SUMMARY: Attached is an application from Robin Maberry for appointment to the Planning Commission. Ms. Maberry has been a resident for 20 years and teaches at the University of Washington.
FISCAL IMPACT:
RECOMMENDED Confirm the appointment of Robin Maberry to Planning
Commission.
ACTION:
COUNCIL ACTION:
DATE:
SULTAN CITY COUNCIL
AGENDA ITEM COVER SHEET
ITEM NO: Action A 7
DATE: January 11, 2006
SUBJECT: Library Board Appointments
CONTACT PERSON: Mayor Tolson
SUMMARY: Attached are the applications for appointment to the Sultan Library Board. Gina Korn is requesting reappointment as the Student Representative. Emily Abt and Charles Van Pelt are applying for the two vacancies on the board.
FISCAL IMPACT:
RECOMMENDED Confirm the appointments of Gina Korn, Emily Abt and
Charles Van Pelt to the Sultan Library Board.
ACTION:
COUNCIL ACTION:
DATE: