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CITY OF SOUTH BEND - COUNCIL MEETING - August 28, 2017

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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 Kuiken, Councilor Williams, Councilor Neve, Councilor Hall, Police Chief Eastham, City Supervisor Houk, Assistant Fire Chief McGee and Clerk/Treasurer Roberts. Councilor Webber was absent.

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

A motion was made by Councilor Neve to approve the Agenda, Consent Agenda and the minutes of the August 14, 2017 regular meeting. The motion was seconded by Councilor Hall. Vote: Ayes-4, Noes-0, Absent-1

Vendors – Check #43280 thru Check #43317 - $47,633.10    Check #43243 Voided

4. CORRESPONDENCE

None

5. ORDINANCE #1524 – REPEALING & REPLACING PUBLIC RECORDS ACT RULES SBMC 2.50 (SECOND READING)

Councilor Kuiken made a motion to accept Ordinance #1524 – Repealing & Replacing Public Records Act Rules SBMC 2.50 as presented. The motion was seconded by Councilor Williams. Vote: Ayes-4, Noes-0, Absent-1

6. ITEMS FROM THE PUBLIC

None

7. DEPARTMENT HEAD REPORTS
  • City Supervisor Houk reported that Naselle Rock & Asphalt Company received their Notice to Proceed on August 23, 2017 for the 2017 Emergency Repair Program (pothole repair) through the Transportation Improvement Board. City Supervisor Houk noted that the project should only take a few days to complete.
  • City Supervisor Houk explained that Pacific County recently mucked out the end of Central Avenue which should help alleviate any type of flooding this fall/winter. City Supervisor Houk also mentioned that the city crew have been busy cleaning ditches all summer to improve drainage.
  • City Supervisor Houk noted that the garbage truck is back on the road after repairs to the top of motor which cost $10,319.39. On Friday, August 25th the truck began to have transmission problems. It appears to be a cylinoid issue and if the truck sits for a bit it will fix itself. Fingers are crossed that it will hold out for a couple of more months.
  • Assistant Fire Chief McGee noted only one false alarm at the Court House since his last report.
8. MAYOR’S REPORT
  • Mayor Struck reported that the city/labor day booth at the Pacific County Fair was successful. It provided an opportunity for South Bend citizens to stop and ask questions as well as get information about the upcoming Come Play on Labor Day festivities.
  • Mayor Struck announced that Come Play on Labor Day is almost here and noted that it requires “all hands on deck” for the city crew, police department and much of the staff. She thanked everyone in advance for all of their hard work!
9. COUNCIL COMMENTS
  • Councilor Hall complimented Citizen Dale Little on his letter to the editor in response to a letter than had been written by Citizen Tom Giacoma.
  • Councilor Hall gave a brief overview of how camping at the boat launch began explaining that back when Kirk Church was Mayor he had suggested that the Parks Committee get together and look at places around town where tourists could stop and camp as a way to generate some revenue for the city. After looking at several places within the city the Committee agreed that the best location was the boat launch because of the proximity to the water and the view. Over time the money generated by those that have stopped and camped have purchased a bench and an ADA accessible picnic table.
  • Councilor Hall mentioned that during a recent stop at the boat launch he was talking with some visitors and during that time the visitors noticed that the city had an Asian police officer. Councilor Hall explained that the city also employed a Hispanic police officer as well. The visitors were impressed and applauded the city for their diversity.
  • Councilor Neve noted that the Pacific County Fair is over and now we move directly into Come Play on Labor Day!
  • Councilor Neve congratulated Mayor Struck on her recent Bachelor of Science Degree in Accounting!
  • Councilor Williams had recently received a complaint about the plywood that is on the floats at the boat launch. City Supervisor Houk explained that it is only temporary. The city has the necessary supplies to repair it and it will be done as soon as the crew has time.
  • Councilor Kuiken announced that he is excited for the Come Play on Labor Day events. It is always so nice to see the community come together and see all of the different groups participate in various activities over the long weekend!
10. ADJOURNMENT

The meeting was adjourned at 5:37 PM to meet again at 5:30 PM on Monday, September 11, 2017 for the next regularly scheduled meeting at South Bend City Hall.

CITY OF SOUTH BEND - COUNCIL MEETING - August 14, 2017

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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 Williams, Councilor Neve, Councilor Webber, Councilor Hall, Police Chief Eastham, City Supervisor Houk and Clerk/Treasurer Roberts. Councilor Kuiken was absent. (Excused)

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

A motion was made by Councilor Neve to approve the Agenda, Consent Agenda and the minutes of the July 24, 2017 regular meeting. The motion was seconded by Councilor Webber. Vote: Ayes-4, Noes-0, Absent-1

Vendors – Check #43213 thru Check #43279 - $91,185.79

Payroll - Check #24293 thru Check #24307 - $95,206.94 Including Direct Deposit

4. CORRESPONDENCE

None

5. ORDINANCE #1524 – REPEALING & REPLACING PUBLIC RECORDS ACT RULES SBMC 2.50 (FIRST READING)

Mayor Struck explained that there has been recent legislation that has changed how public records are handled including fees that can be charged. This ordinance repeals and replaces the city’s current municipal code. Councilor Williams made a motion to move Ordinance #1524 – Repealing and Replacing Public Records Act Rules SBMC 2.50 to a second reading. The motion was seconded by Councilor Webber. Vote: Ayes-4, Noes-0, Absent-1

6. RESOLUTION #2017-04 – USDA RD NEW GARBAGE TRUCK FUNDING

Clerk/Treasurer Roberts explained that the City has been conditionally approved for a grant/loan package for funding of the new garbage truck. The grant amount is $67,000 and the loan will be $211,000. The city will be responsible for $70,477. The interest rate will be no greater than 3.25% with monthly payments of $2,064 or $24,768 per year for 10 years. This is better than what the city could have gotten locally plus the added bonus of the grant funds. Councilor Hall made a motion to accept Resolution #2017-04 – USDA RD New Garbage Truck Funding as presented. The motion was seconded by Councilor Williams. Vote: Ayes-4, Noes-0, Absent-1

7. BUDGET CALENDAR FOR 2018

Clerk/Treasurer Roberts presented the Budget Calendar for 2018 and suggested that the council consider a date for a budget workshop like was done for the 2017 Budget. Last year the workshop was held on Wednesday, October 12th. The council agreed to have a 2018 budget workshop on Wednesday, October 11th beginning at 5:00 pm.

8. SOUTH BEND CITY COUNCIL RULES & PROCEDURES MANUAL

Mayor Struck presented the South Bend City Council Rules & Procedures Manual. Councilor Neve made a motion to accept the South Bend City Council Rules & Procedures Manual as presented. The motion was seconded by Councilor Williams. Vote: Ayes-4, Noes-0, Absent-1

9. ITEMS FROM THE PUBLIC

None

10. DEPARTMENT HEAD REPORTS
  • City Supervisor Houk explained that the garbage truck is currently out of commission. The upper portion of the engine is out and will cost approximately $9-$10,000 to fix. If the lower part of the engine is gone it will be more like $15,000 but until Steve’s Front End & Brake, Inc. gets into the engine they won’t know for sure. Three diesel mechanics have assessed the truck and all have agreed with the original diagnosis. Councilor Williams wondered about leasing a truck instead of putting money into this truck since we are only about three months away from getting our new truck. Mayor Struck explained that our truck will be used as a trade-in so it has to be fixed. Mayor Struck assured the council that the city has looked at a lot of different options but none were viable or cost effective. Currently the City of Raymond is helping the city and the crew is dumping the dumpsters into the dump truck since Raymond’s truck can’t lift the city’s dumpsters. Repairs are about one week out.
  • Clerk/Treasurer Roberts requested permission from the council to surplus a 2007 Sony HandyCam Digital Video Camera Recorder that is no longer needed by the police department. Councilor Hall made a motion authorizing the surplus of the 2007 Sony HandyCam Digital Video Camera Recorder. The motion was seconded Councilor Neve. Vote: Ayes-4, Noes-0, Absent-1
  • Clerk/Treasurer Roberts reported that the city currently pays approximately $4,100 a year for flood insurance through The Hartford. She explained that she recently discovered that the city is actually covered for floods under their insurance policy through the Association of Washington Cities (AWC) however the coverage through AWC has a much larger deductible. The breakdown is as follows:

Fire Hall:

The Hartford has a $5,000 deductible for $500,000 coverage.
AWC has a $100,000 deductible for up to $50,000,000 coverage (outside the 100 year flood plain)
AWC has a $1,050,000 deductible for up to $10,000,000 coverage (inside the 100 year flood plain)

City Hall:

The Hartford has a $1,250 deductible for $500,000 coverage
AWC has a $100,000 deductible for up to $50,000,000 coverage (outside the 100 year flood plain)
AWC has a $1,050,000 deductible for up to $10,000,000 coverage (inside the 100 year flood plain)

Clerk/Treasurer Roberts believes that both buildings are outside the 100 year flood plain, but that would be determined by the updated flood plain map. Following discussion by the council, Mayor Struck and staff it was agreed for the minimal cost of our current flood insurance - $4,100 per year – it is worth keeping The Hartford because of the lower deductibles and the coverage is sufficient for the city’s needs.

11. MAYOR’S REPORT
  • Mayor Struck requested the council’s permission for the annual beer garden for the baseball tournament at Cheney Park over Labor Day. Councilor Hall made a motion authorizing the annual beer garden at Cheney Park. The motion was seconded by Councilor Neve. Vote: Ayes-4, Noes-0, Absent-1
  • Mayor Struck requested the council’s permission to allow a beer garden, sponsored by the Raymond Eagles, next to the Elixir (1015 W Robert Bush Drive) in the parking lot on Sunday only for the parade and fireworks. Police Chief Eastham advised as long as the area is roped off and no one can leave the beer garden area he didn’t have a problem with it. He didn’t want anyone down on the docks with alcohol. Councilor Neve made a motion allowing the Raymond Eagles to set up a roped off beer garden in the parking lot next to the Elixir on Sunday only, September 3rd. The motion was seconded by Councilor Webber Vote: Ayes-4, Noes-0, Absent-1
12. COUNCIL COMMENTS
  • Councilor Hall asked City Supervisor Houk if there was a plan in place for the transition of the placement of the new garbage carts when the new garbage truck goes into service. City Supervisor Houk advised that yes, there is a plan in the works.
  • Councilor Hall asked about the activity he has been seeing on the east end of town and was wondering if that was the start of the Pacific Sunset Project that has been talked about for several years. City Supervisor Houk advised that yes that is the project. Councilor Hall asked about utilities and City Supervisor Houk noted that all of that is in process but is not in yet.
  • Councilor Hall mentioned that he recently had a camper at the boat launch who hadn’t paid but was sitting at the launch so he advised them they could come into town and park for free and they told him they would be happy to pay and stay where they were as they loved the view.
  • Councilor Hall noticed Mayor Struck’s letter in the Chinook Observer in response to Citizen Tom Giacoma’s letter from the previous week. He thought that Mayor Struck’s letter was very good and much nicer than his would have been.
  • Councilor Hall advised that he was recently leaving the boat launch and was passed by a motorcycle that was obviously going faster than they should have been when Councilor Hall noticed a South Bend officer coming the opposite direction. The officer was able to turn around and stop the offending car. Councilor Hall said it was nice to see that happen AND it was South Bend’s new officer – Officer Jo.
  • Councilor Williams noted that he knows that there isn’t much that can be done but the last two times he has been down to launch his boat there has been someone parked directly in front of the launch. Both times he has had to get out and ask them to move their vehicle before he could launch.
13. ADJOURNMENT

The meeting was adjourned at 5:53 PM to meet again at 5:30 PM on Monday, August 28, 2017 for the next regularly scheduled meeting at South Bend City Hall. .

CITY OF SOUTH BEND - COUNCIL MEETING - August 22, 2016

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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 Olsen, Councilor Williams (arrived late), Councilor Neve, Councilor Hall, Police Chief Eastham, City Supervisor Houk and Deputy Clerk/Treasurer Porter. Councilor Webber was absent.

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

A motion was made by Councilor Neve to approve the Agenda, the Consent Agenda and the minutes of the August 8, 2016 regular meeting. The motion was seconded by Councilor Olsen. Vote: Ayes-3, Noes-0, Absent-2

Vendors - Check #42274 thru Check #42303 - $44,986.15

4. CORRESPONDENCE

Mayor Struck read a letter for the record addressed to the council from Tom Giacoma regarding issues of our community’s reputation.

5. ITEMS FROM THE PUBLIC

None

6. DEPARTMENT HEAD REPORTS
  • City Supervisor Houk advised that NOVA Contracting, Inc. has begun working on the Central Avenue Project laying pipe.
  • City Supervisor Houk announced that the city crew was going to be asphalt patching Thursday or Friday of this week at Kendrick and Willapa and in the parking lot/alley of Pioneer Grocery.
7. MAYOR’S REPORT
  • Mayor Struck thanked Citizen Joe Brignone for the pictures he donated to city hall that were on display in the council chambers and the mayor’s office.
  • Mayor Struck announced that Labor Day is approaching. Come see our booth at the fair this week.
  • Mayor Struck thanked the crew for a great job on Martin Creek Dam clean up. The dam was at 300,000 gallons of raw water and now it’s at 1.5 million gallons of capacity.
8. COUNCIL COMMENTS
  • Councilor Hall had someone complain to him about not picking up the garbage at the boat launch. Also someone thanked him for not giving them a ticket for forgetting to pay.
  • Councilor Neve announced to come to the fair this week. Also to come enjoy the Kiwanis breakfast.
  • Councilor Neve thanked Councilor Hall for his work at the boat launch.
9. ADJOURNMENT

The meeting was adjourned at 5:45 PM to meet again at 5:30 PM on Monday, September 12, 2016 for the next regularly scheduled meeting at South Bend City Hall.

CITY OF SOUTH BEND - COUNCIL MEETING - August 8, 2016

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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 Olsen, Councilor Williams, Councilor Neve, Councilor Webber, Councilor Hall, Police Chief Eastham, City Supervisor Houk and Clerk/Treasurer Roberts.

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

A motion was made by Councilor Neve to approve the Agenda, the Consent Agenda and the minutes of the July 25, 2016 regular meeting. The motion was seconded by Councilor Olsen. Vote: Ayes-5, Noes-0, Absent-0

Vendors - Check #42227 thru Check #42273 - $156,836.84

Payroll – Check #24082 thru Check #24098 - $95,335.29 Including Direct Deposit

4. CORRESPONDENCE

None

5. SHORELINE MASTER PROGRAM (SMP) – JOHN KLIEM, CREATIVE COMMUNITY SOLUTIONS

Mayor Struck introduced John, Kliem from Creative Community Solutions who was in attendance to provide the council and staff an overview of the proposed Shoreline Master Program (SMP). Also in attendance was Wyatt Kuiken and Will Hamlin of the South Bend Planning Commission.

Mr. Kliem explained that the purpose of the SMP is to promote preferred uses along shorelines of the state, protect shoreline natural resources and promote public access.

The City Council assigned the Planning Commission the task of preparing a draft update for citizen and council review. The Planning Commission began their work by facilitating a shoreline vision workshop, distributing a community survey and holding numerous meetings to guide the plan’s development. This has been a three year process.

There was some question about how the SMP may affect citizen’s property when the Program is adopted. The updated SMP does not require changes to existing development; it applies only to new development or expanded existing development. Property owners will be able to repair and maintain existing structures as they are now.

Questions were asked and answered regarding the SMP. In closing Mr. Kliem explained that the Planning Commission has made a recommendation to accept the draft SMP. The staff has prepared the required SEPA documents and the staff has initiated the 60-day GMA notice of intent to adopt. The council can now continue to review, hold additional public hearings if they want and also recommend any changes.

At the end of the 60-day notice of intent to adopt the council will approve the final draft by resolution. The staff will prepare the submittal documents and the draft will be sent to the Department of Ecology for review/approval along with all supporting documents.

Last steps – Department of Ecology will do a primary review and evaluate if it meets state law. Hold a 30-day comment period. Make a decision and sends back to city. Changes may be necessary. If everyone approves, the SMP is adopted by ordinance by the Council at which time it because effective law.

In closing Mr. Kuiken explained that this has been a very long, arduous process, but that the Planning Commission feels good about what has been put before the council. There might be woulds, coulds, shoulds, but without a dream the city has nothing. Based on public sessions and those coulds and shoulds, which are your voters – members of your community that are asking for these things. Maybe not right now, but in the future if at all possible these are things they would like to see. The Planning Commission took a minimalist, common sense approach, but the bottom line is this is what the community asked for and Mr. Kliem has done a great job putting it all together.

All of the council and staff thanked Mr. Kuiken and Mr. Hamlin for their hard work on the Planning Commission. Everyone agreed they have done an outstanding job.

6. ITEMS FROM THE PUBLIC

None

7. DEPARTMENT HEAD REPORTS
  • Police Chief Eastham looked into the issue that Councilor Neve brought up at the last council meeting (July 25, 2016) regarding Claudette Kelly who lives at 215 Central who had her cat killed by a dachshund that is constantly running loose along with another small black and white dog. Police Chief Eastham reported that the dog owner was cited and the dachshund euthanized. The other dog has since been licensed.
  • Regarding dog licenses Police Chief Eastham explained that early in the year if a dog is not licensed you are given a warning and an opportunity to get the dog licensed. Now you get a ticket, no warning.
  • Police Chief Eastham asked that everyone please LOCK YOUR CAR. Don’t become a victim of convenience or opportunity. With the weather improving people are walking around late at night and some of those people are looking for quick and easy things to steal which are often in your unlocked car.
  • Councilor Hall asked Police Chief Eastham about the derelict boat situation and Police Chief Eastham explained that three letters have been sent out. One individual plans to sue the city, one is willing to work with the city to get things taken care of and the other person has not responded.
  • City Supervisor Houk explained that the public works crew finished cleaning out Martin Creek Dam. This will likely double the capacity of Martin Creek Dam and is probably the cleanest it has ever been. Two hundred loads of sediment and debris was hauled out. The dam was cleaned in 2007 but only by about 30%. City Supervisor Houk thanked the crew for all of their hard work. They did an outstanding job as well as the contractor.
  • City Supervisor Houk announced that East First Street in front of the South Bend School has been converted to One Way and asked that everyone use caution while in that area until everyone gets used to the new traffic flow.
  • Clerk/Treasurer Roberts explained that she had provided the council with the 2017 budget calendar as well as two reports – Actual Revenues and Expenditures for 2013, 2014, 2015 and 2016 to date. These figures are actuals, not budget figures. She noted that per the councils request they wanted to be more actively involved in the budget process so this would be their first step.
  • Clerk/Treasurer Roberts pointed out that she would not be at the next council meeting as she would be on vacation. Deputy Clerk/Treasurer Porter would be filling in for her while she is gone.
8. MAYOR’S REPORT
  • Mayor Struck announced that the city had received a Transportation Improvement Board grant to convert all of our street lights over to LED which should be a cost savings on our PUD bill. The work should be starting soon.
  • Mayor Struck explained that she had received notice from the Department of Commerce that they have approved Option #4 regarding the Community Development Block Grant and the Central Avenue Sewer Replacement Project. (See July 25, 2016 minutes) NOVA Contracting, Inc. will complete a reduced scope of work within the available grant funding and the city will pursue funding to complete the project next year. NOVA is expected to be on site beginning August 10th to finish up. Mayor Struck noted that she has made it very clear to the contractor that she wants them done by Labor Day.
  • Mayor Struck reported that she and City Supervisor Houk would be going to Olympia tomorrow for their final presentation to the Recreation and Conservation Office (RCO) Board for the Mary Rogers Pioneer Park Project. Mayor Struck explained that she will have 20 minutes for her presentation. Gray & Osborne, Inc. will also be there to offer their assistance.
9. COUNCIL COMMENTS
  • Councilor Williams thanked the Public Works Crew for all of their hard work and the Planning Commission for all of their time spent on the SMP
  • Councilor Neve noted that is appears that there is finally some work being done on house that is located at 1610 W. First Street (Heidi Keller’s Property). The back porch that was caving in has been removed.
  • Councilor Neve thanked City Supervisor Houk for the center stripe down the two blocks of Cedar Street.
  • Councilor Hall recently noticed a camper parked by the ADA bench at the boat launch and as he was collecting launch slips the person staying there approached him and explained that she was so happy that she was able to camp there for only $10.00 per day. She had traveled through California and Oregon and all of state parks where full. She also pointed out that even primitive camping at Oregon and Washington State Parks were much more expensive.
  • Councilor Hall explained that he was surprised to have a letter from the South Bend Police Department (SBPD) after returning from a weeks’ vacation. He had requested a property watch while he was gone and was pleasantly surprised to find property watch reports that were completed by the SBPD during the time he was away and mailed to him upon his return. He thought this was a great idea and thanked Police Chief Eastham and his officers for a job well done.
10. ADJOURNMENT

The meeting was adjourned at 6:33 PM to meet again at 5:30 PM on Monday, August 22, 2016 for the next regularly scheduled meeting at South Bend City Hall.