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August 13, 2018

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CITY OF SOUTH BEND - COUNCIL MEETING - August 13, 2018

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1-2. CALL TO ORDER AND PLEDGE OF ALLEGIANCE

The council meeting was called to order by Mayor Struck at 5:30 pm followed by the Pledge of Allegiance. Members present: Councilor Buchanan, Councilor Williams, Councilor Neve, Councilor Davis, Councilor Little, Police Chief Eastham, City Supervisor Houk and Clerk/Treasurer Roberts.

3. APPROVAL OF AGENDA, CONSENT AGENDA, AND APPROVAL OF MINUTES

Prior to approval of the Agenda Mayor Struck requested that Item #4A – Ordinance #1534 – Establishing Mary Rogers Pioneer Park Trust Fund be added. A motion was made by Councilor Neve to approve the amended Agenda, Consent Agenda and the minutes of the July 23, 2018 regular meeting. The motion was seconded by Councilor Williams. Vote: Ayes-5, Noes-0, Absent-0

Vendors – Check #44280 thru Check #44332 - $89,012.39

Payroll - Check #24471 thru Check #24484 - $97,662.33 Including Direct Deposit

4. CORRESPONDENCE

Clerk/Treasurer Roberts presented a garbage services proposal from Peninsula Sanitation Services, Inc. (PSS) explaining that she had been contacted by PSS requesting the opportunity to submit a proposal for garbage service. She provided them with everything that LeMay had been given to prepare a proposal and asked that a proposal be submitted to the city no later than July 20, 2018. Clerk/Treasurer Roberts also noted that she had heard that two other people had been interested as well. She contacted those people and one person said they had absolutely no interest whatsoever in taking over the city’s garbage service and the other person advised that they were interested but never picked up the information (requested pick up) that had been provided to LeMay and PSS. Clerk/Treasurer Roberts explained that the proposal was lacking in several areas: 1. Even though in some instances they were less expensive than LeMay they offer much few options than LeMay. 2. Clerk/Treasurer Roberts was told specifically by PSS that they would have to purchase the truck because the trucks they have now could not pick up the carts that we have. What would this mean to our customers if that truck broke down? 3. Even though the proposal says they would pay for the truck it doesn’t say how much only that they will pay the same amount we paid for it, will buy the carts less depreciation. Clerk/Treasurer Roberts does not consider that an appropriate proposal considering they had all of those figures to work with and lastly, 4. They do not offer recycling which she felt was important to the council.

4A. ORDINANCE #1534 – ESTABLISHING MARY ROGERS PIONEER PARK TRUST FUND (ONE READING ONLY)

Mayor Struck presented Ordinance #1534 – Establishing Mary Rogers Pioneer Park Trust Fund explaining that the City had received an anonymous gift of $175,000 to fund Mary Rogers Pioneer Park and part of the requirements to receive the funds was the establishment of an ordinance that laid out specific contingencies that must be met to receive the money. Councilor Buchanan asked if there was a plan and Mayor Struck explained that the site had already been engineered and that yes, there was a plan in place which is why the agreement specifically said “…develop the park for public use consistent with the design specifications the City currently has on file…”. Councilor Davis asked about a gazebo and Mayor Struck advised that a gazebo is not likely because a gazebo was not part of the design specifications AND this property was used as mitigation when FEMA built the current city hall. There are very specific limitations on how the property can be used which will limit what will be built or placed there.

Councilor Williams made a motion to accept Ordinance #1534 – Establishing Mary Rogers Pioneer Park Trust Fund as presented with one reading only. The motion was second by Councilor Little. Vote: Ayes-5, Noes-0, Absent-0

5. HAROLD LEMAY ENTERPRISES, INC CONTRACT FOR GARBAGE SERVICES

The discussion regarding the proposal from PSS continued as the council moved on to the contract by Harold Lemay Enterprise, Inc. Roger Swalander, Site Manager for LeMays of Grays Harbor was present and answered multiple questions by the council including rate increases, alleyway pickups & add-on charges for those pickups and general day-to-day operation questions.

Councilor Neve made a motion to accept the Harold LeMay Enterprises, Inc. contract for garbage services as presents. The motion was seconded by Councilor Davis.

6. ITEMS FROM THE PUBLIC

None

7. DEPARTMENT HEAD REPORTS
  • Police Chief Eastham requested the council’s approval to surplus a 2008 Dodge Charger patrol car explaining that it has reached its usefulness and that he had been able to purchase a 2011 Chevrolet Tahoe from the Pacific County Sheriff’s office for $2,500 which, according to Kelly Blue Book has a value of over $8,000 not counting the cost of the lighting package. It was an administrative vehicle so it has not had hard use. Councilor Williams made a motion authorizing the surplus of the 2008 Dodge Charge patrol car. The motion was seconded by Councilor Neve. Vote: Ayes-5, Noes-0, Absent-0
  • Police Chief Eastham gave a brief report of the happenings in his department since the last meeting.
  • Police Chief Eastham noted that he is currently one officer down as Officer Gonzalez was injured while off duty and has had to have surgery on his hand. He will probably be off 6-8 weeks. The department has went to 5 8’s and two vacations have been cancelled. One person that was on vacation was called back to work until the schedule could be reworked. He was then allowed to return to his vacation. Councilor Little pointed out that this is a perfect example of why one less officer is not an option.
  • Police Chief Eastham mentioned that it was nice to have the traffic flow through town back to normal. The repaving of Highway 101 (Robert Bush Drive) looks great though.
  • City Supervisor Houk explained that the First and Kendrick Street Reconstruction Project (Transportation Improvement Board (TIB) funded) will be postponed until the spring of 2019. Gray & Osborne, Inc. submitted a memo to the city citing four factors that were beyond the city’s control. 1. Plan revisions for Schedule B (Highway 101 sidewalks), which is part of the First and Kendrick Project were being updated as of the third week of July based on new field reconnaissance and those must be reviewed by TIB. 2. In order for issuance of TIB’s Bid Authorization, the TIB included a stipulation that paving would be completed by October 1. This schedule cannot be met. 3. TIB state that due to the construction cycle occurring late in the year, the likelihood of TIB being able to assist with cost overruns was “unlikely”. It is not uncommon for overruns to amount to 5 percent or more of the overall project cost which could amount to $20,000 which the city does not have. 4. The Washington State Department of Transportation (WSDOT), which is paving Highway 101 and constructing American with Disabilities Act ramps at roadway crossings along Highway 101 informed Gray & Osborne, Inc. that they wanted all of their work to be completed prior to the start of the TIB construction project. The WSDOT construction project was not completed until late July 2018.
  • City Supervisor Houk reported that in June the city hired Leak Detection Services to help locate some of the city’s worst leak issues. There was a large leak in a main line, a valve was leaking and also a service line. Two major leaks – 1.2 and 1.7 million gallons per day were found and fixed. Recently there has been a considerable change at the water treatment plant. It has been shutting down for approximately 6 hours per night which is an excellent sign. City Supervisor Houk also mentioned that the crew has been busy ditching and brushing while the weather has been good. Councilor Buchanan asked at what level the city’s water loss has to be before the city would be eligible for grants for water line repairs. Mayor Struck explained that the water loss level is not an issue for getting grants nor has it ever prevented the city from getting a grant for repairs.
  • Clerk/Treasurer Roberts suggested that the council look at their calendars and set two budget workshops now so that they can get advertised and so everyone can get them on their schedule. She wasn’t sure that two were needed but suggested that both be set just in case. After a brief discussion it was agreed to set Wednesday, October 10th and Wednesday, October 24th as budget workshops. They were originally set to begin at 5pm, but were later changed to start at 4pm.
8. MAYOR’S REPORT
  • Mayor Struck reminded everyone that Come Play on Labor Day is approaching quickly! There is a lot of great things planned. Mayor Struck noted that she plans on putting together a float for the parade and if any of the councilors would like to ride (or walk) they are more than welcome. Just let her know.
  • Mayor Struck announced that Municipal Court Judge Mike Turner submitted his resignation as he has accepted a position as a Tax Appeals Judge in Olympia. Mayor Struck explained that the Judge is a mayoral appointment and she has talked with a potential candidate but that she didn’t feel comfortable discussing it yet, but that it would be on the August 27th agenda.
9. COUNCIL COMMENTS
  • Councilor Buchanan spoke briefly about the current rating of the trails project and that there should be a decision about funding in a couple of weeks.
  • Councilor Williams asked what the current fire rating was for South Bend. He also requested that information be available for the budget workshop. Clerk/Treasurer Roberts advised she would make sure it was available.
  • Councilor Neve noted that the Kiwanis have taken on the task of overseeing the recycle bins on Summit and are trying to keep the area clean. It is a tough job but they are doing their best.
  • Councilor Neve also reminded everyone that there is a lot happening the next two weeks – the Pacific County Fair, Come Play on Labor Day, Poker Paddle, Kiwanis Breakfast and much more.
  • Councilor Davis expressed her excitement over the funding for Mary Rogers Pioneer Park and even though it is very premature she mentioned that it would be nice if there could be something there to honor former Mayor Katy Kimura.
  • Councilor Williams asked if there could be some in-kind work done at Mary Rogers Pioneer Park to help with costs and Mayor Struck explained that there isn’t a lot of work that can be done in-kind, but what can be done will be done. There is no specific internal detailed plans yet as it is much too early for that process to start.
10. ADJOURNMENT

The meeting was adjourned at 6:24 PM to meet again at 5:30 PM on Monday, August 27, 2018 for the next regularly scheduled meeting at South Bend City Hall.

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