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CITY OF SOUTH BEND - COUNCIL MEETING - October 22, 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, City Supervisor Houk, Police Chief Eastham and Clerk/Treasurer Roberts. Councilor Little 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 October 8, 2018 regular meeting and October 10, 2018 Budget Workshop. The motion was seconded by Councilor Williams.

During discussion Councilor Buchanan expressed his displeasure in how the minutes from the regular meeting as well as the minutes from the budget workshop were presented. He felt that they should have been changed to reflect what Clerk/Treasurer Roberts had presented to the council at the regular meeting and that the minutes should have also included some of the heated discussion that had occurred at the budget workshop. Following discussion the minutes remained unchanged.

Vote: Ayes-3, Noes-1, Absent-0 (Ayes – Councilor Williams, Councilor Neve, Councilor Davis. Noes – Councilor Buchanan)

Vendors – Check #44478 thru Check #44499 - $44,879.24

4. CORRESPONDENCE

None

5. PUBLIC HEARING @ 5:43 PM – 2019 PROPERTY TAX LEVY

Mayor Struck opened the public hearing at 5:43 pm. Mayor Struck explained that this is the annual 1% property tax increase that the city is allowed to take each year. Many granting agencies will look to see if a city levy’s their allowed 1% each year and if cities don’t then they will be denied their grant requests. Clerk/Treasurer Roberts pointed out that the city is not increasing anyone’s property taxes, the city doesn’t have that authority. The city is only requesting an additional 1% of what is collected which amounts to $2,434 additional dollars for 2019. Citizen Diantha Weilepp at 724 E Water Street asked how much that was per person. Clerk/Treasurer Roberts advised that she didn’t know how many property tax payers there were in South Bend, but it would be an additional 1% for each of them. There were no additional comments and the public hearing was closed at 5:45 pm.

6. ORDINANCE #1538 – PROPERTY TAX LEVY (FIRST READING)

Councilor Williams made a motion to move Ordinance #1538 – Property Tax Levy to a second reading. The motion was seconded by Councilor Neve.

During discussion Councilor Buchanan doesn’t see what the rush was. The city has until the end of the year to pass the budget. He noted that there were no members of public at the budget workshop and wondered why. Mayor Struck explained that the passage of this ordinance didn’t have anything to do with the budget workshop. Councilor Buchanan again reiterated that he wanted to postpone the whole process because he didn’t feel that he got the information he needed in the budget workshop.

Vote: Ayes-3, Noes-1, Absent-0 (Ayes – Councilor Williams, Councilor Neve, Councilor Davis. Noes – Councilor Buchanan)

7. TWO-LOT PRELIMINARY SHORT SUBDIVISION – HARBOR ROCK, INC

City Supervisor Houk presented the two-lot preliminary short subdivision for Harbor Rock, Inc. to the council. Following a brief discussion Councilor Neve made a motion to accept the Planning Commission’s recommendation to approve the Harbor Rock, Inc. application for the subdivision of Parcel #14092733041 into two lots. The motion was seconded by Councilor Williams. Vote: Ayes-4, Noes-0, Absent-0

8. ITEMS FROM THE PUBLIC

Citizen Diantha Weilepp from 724 E Water Street reminded everyone that there would be a meeting of the Friends of the Library on Monday, November 5, 2018 at South Bend City Hall Council Chambers starting at 3pm. She encouraged everyone to attend.

Citizen Diantha Weilepp asked City Supervisor Houk if he had received an email survey from the Washington State Department of Archaeology & Historic Preservation and if so what he had said in the survey. City Supervisor Houk advised that he didn’t recall seeing anything from this agency.

Citizen Diantha Weilepp was curious about what the actual expenditures where for the library. There was $6,000 budgeted for revenue and $4,800 for expenditures but she would like to know what the actual amounts were. Clerk/Treasurer Roberts provided her with a 3rd quarter report for 2018.

Citizen Kate O’Neal from 806 W First Street asked that the city save the wonderful Carnegie Library building. It is the city’s responsibility.

Citizen Kate O’Neal questioned where the notices of city meetings and workshops were posted and suggested that they also be posted at the post office. Clerk/Treasurer Roberts advised that they were posted at the post office regularly until someone would remove them the day that they were posted. She will post them there again, but if they are removed the day that they are posted she will not continue to put them there. She reminded everyone that meetings – regular, special and workshops – are posted on the website and at city hall.

Citizen Chris Thompson from 211 S Jackson noted that he missed the budget workshop, but he is hoping that the council is considering budgeting more than $6,000 for the upkeep of the library because it definitely needs more like $10-$12,000 and that the council look at places to cut the budget to allow for the creation of some contingency funds.

9. DEPARTMENT HEAD REPORTS
  • Police Chief Eastham advised that it is business as usual in his department. He hopes that as Halloween approaches that parents will take that opportunity to teach their kids what crosswalks are for and how to use them correctly. Councilor Neve asked if he would be doing his usual “traffic slow down” around town and Police Chief Eastham explained that he does it every year.
  • City Supervisor Houk reported that the crew has been busy working on water leaks. It seems as each season changes there seems to be a plethora of water leaks. After a rather significate leak was fixed last weekend the water treatment plan has been shutting down which is the first time in a long time – which is a good sign that the city’s water loss is somewhat under control.
  • City Supervisor Houk announced that he has been working with South Bend Products at 237 W Robert Bush Drive and the Washington Department of Transportation (WSDOT) to establish a crosswalk near their business. Their employees cross Highway 101 in that area and it has become a traffic hazard. WSDOT has agreed to the crosswalk but the city will be responsible for the ADA ramps and the signage. City Supervisor Houk has been in discussion with management at South Bend Products and they might be willing to assist with the city’s costs associated with the crosswalk. City Supervisor Houk did note that there will probably be more crosswalks over time in that area as that section of town continues to grow. Councilor Buchanan suggested that possibly lowering the speed limit to 25 mph through town would be a solution. Police Chief Eastham advised that decision would be made by WSDOT not by the city. Councilor Buchanan suggested that the city look at lowering the speed limit in the residential areas to 20 mph too.
10. MAYOR’S REPORT

Mayor Struck explained that she had attended the Association of Washington Cities (AWC) Member Expo the previous week and that the City had received an award from their Risk Management Service Agency (RMSA) for having a liability claims experience drop of at least 2%. These types of awards are nice to get and will be reflected positively in the city’s experience factor when the 2019 Labor & Industry rates are published.

11. COUNCIL COMMENTS
  • Councilor Buchanan asked Mayor Struck if the police officer that confronted him at a public meeting was warned about intimidation. After some discussion Mayor Struck and Police Chief Eastham advised they were aware of the situation. Police Chief Eastham noted that he had no comment, it was a personnel issue and that there are two sides to every story.
  • Councilor Buchanan asked about the AWC Councilmember Handbook vs the South Bend City Council Rules and Procedures Manual. Clerk/Treasurer Roberts explained that the city was requested by the State to have a council handbook in place. By reviewing many cities council procedures and then taking their best practices as well as what was most pertinent to the City of South Bend a Council Rules and Procedures Manual was created. It was not created with ANY ONE PERSON in mind. It was done as a guideline as instructed by the State. It supersedes AWC’s Councilmember Handbook because their handbook is a general “overall” guideline.
  • Councilor Williams explained that when he first took office he got into a pickle when he didn’t follow policy and approached the city crew about an issue that he thought should be fixed. At that time Mayor Struck explained to him the process as it is laid out in the Council Rules and Procedures Manual and now he knows the proper procedure as well as the does and don’ts.
  • Councilor Williams asked City Supervisor Houk if the proposed crosswalk would be lighted. City Supervisor Houk advised that as of right now it will be just a standard sidewalk because of the cost. Councilor Williams suggested that if it is at all feasible that the city should try and do a lighted one.
  • Councilor Davis suggested that the crosswalk be moved closer to The Inn. City Supervisor Houk noted that it was talked about but those involved all agreed that people would just cross the highway diagonally which would defeat the purpose of having the crosswalk. It needs to be closer to South Bend Products.
12. ADJOURNMENT

The meeting was adjourned at 6:21 PM to meet again on Wednesday, November 14, 2018 for the next regularly scheduled meeting at South Bend City Hall.

CITY OF SOUTH BEND - BUDGET WORKSHOP - October 10, 2018

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1. CALL TO ORDER

The budget workshop was called to order by Mayor Struck at 4:00 pm. Members present: Councilor Buchanan, Councilor Williams, Councilor Neve, Councilor Davis, Police Chief Eastham, City Supervisor Houk and Clerk/Treasurer Roberts. Councilor Little was absent.

2. BUDGET WORKSHOP

All aspects of the projected 2019 budget were reviewed and discussed at length.

3. ADJOURNMENT

The meeting was adjourned at 7:17 pm to meet again at 5:30 PM on Monday, October 22, 2018 for the next regularly scheduled meeting at South Bend City Hall.

CITY OF SOUTH BEND - COUNCIL MEETING - October 8, 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 and Clerk/Treasurer Roberts. City Supervisor Houk 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 September 24, 2018 regular meeting. The motion was seconded by Councilor Williams. Vote: Ayes-5, Noes-0, Absent-0

Vendors – Check #44436 thru Check #44477 - $72,091.93

Payroll - Check #24499 thru Check #24512 - $94,176.36 Including Direct Deposit

4. CORRESPONDENCE

None

5. ITEMS FROM THE PUBLIC
  • Citizen Linda Buchanan at 212 S Jackson requested that a tree be trimmed back a bit as it is obstructing the stop sign on the corner of Madison Avenue and Water Street. Mayor Struck advised that she would pass it on to the public works crew.
  • Citizen Diantha Weilepp asked what grant were being applied for and who would be writing them. Mayor Struck advised that no grant applications were in the works yet and that city staff, most likely her, would be handling the grant writing. Ms. Weilepp also noted that the State of Washington was currently doing a feasibility study for funding of libraries in distressed counties which she was sure that Pacific County would fall into that category.
6. DEPARTMENT HEAD REPORTS
  • Police Chief Eastham gave a brief update on his department since the last meeting. He did mention that Officer Gonzalez who has been out with a non-work related injury for a little over two and a half months should be returning to work by the end of October. Police Chief Eastham will be happy to be back to a fully staffed department.
  • Clerk/Treasurer Roberts spoke briefly to the council regarding council minutes and the audio recording of the meetings.
  • Clerk/Treasurer Roberts reminded the council to bring all of the paperwork, printouts and information that she had provided them for the budget workshop that will be held on Wednesday. She will not have extra copies of that information at the workshop.
7. MAYOR’S REPORT
  • Mayor Struck explained that she will be attending the Association of Washington Cities Mayor’s Expo from October 16th through October 19th. She noted that because she sits on the RMSA Board her hotel room is paid for as is the majority of her meals.
  • Mayor Struck reiterated the following from the South Bend City Council Rules and Procedures Manual – Section 2.7 “Any time Councilmembers write individual letters or contact the news media, they shall include a disclaimer that they are speaking only for themselves and not speaking for any other member or the Council as a whole.” Mayor Struck advised that is important for the council to remember this when speaking at meetings or at public hearings.
8. COUNCIL COMMENTS
  • Councilor Buchanan explained that he had spoken with the Association of Washington Cities and to Municipal Research and Service Center (MRSC) regarding retreats and received conflicting information about whether they are allowed. Clerk/Treasurer Roberts advised she would provide him with the appropriate information about those types of meetings.
  • Councilor Buchanan noted that he had spoken with Karen Bannish at the Pacific County Courthouse regarding potential funding for the library since the courthouse is also a historical building.
  • Councilor Buchanan thanked Mayor Struck for her optimism during the Friends of the Library meeting that was held on Friday, October 5th.
  • Councilor Neve thanked Clerk/Treasurer Roberts for her work on the council minutes. She understands what it takes to do minutes and that it is a thankless job.
  • Councilor Davis questioned the city’s stance on the repairs that were noted in the recent Washington State Department of Labor and Industries (L & I) Reports that were provided regarding the library. Councilor Davis questioned the repair date of October 18th which was noted in the reports. Mayor Struck explained that the date pertains to either fixing those issues or removing occupants. Since the library is currently unoccupied the date is a non-issue. Timberland Regional Library is in the process of writing to L & I and requesting that they allow the upper portion of the library to be used since the issues that were noted in the L & I report are all associated with the basement which is not used or occupied at all.
9. ADJOURNMENT

The meeting was adjourned at 5:51 PM to meet again at 4:00 PM on Wednesday, October 10, 2018 for a Budget Workshop and 5:30 pm on Monday, October 22, 2018 for the next regularly scheduled meeting at South Bend City Hall.

CITY OF SOUTH BEND - COUNCIL MEETING - October 23, 2017
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 Webber, Police Chief Eastham, City Supervisor Houk, Assistant Fire Chief McGee and Clerk/Treasurer Roberts. Councilor Hall was absent (excused).

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

Prior to the approval of the agenda Mayor Struck requested an amendment to the agenda – adding item #6A – Executive Session – Potential Litigation

A motion was made by Councilor Neve to approve the amended Agenda, Consent Agenda and the minutes of the October 9, 2017 regular meeting & October 11, 2017 budget workshop. The motion was seconded by Councilor Webber. Vote: Ayes-4, Noes-0, Absent-1

Vendors – Check #43450 thru Check #43493 - $97,011.64

4. CORRESPONDENCE

None

5. PUBLIC HEARING @ 5:31 PM – 2018 PROPERTY TAX LEVY

Mayor Struck opened the public hearing at 5:31 pm. Mayor Struck explained that this is the annual 1% property tax increase that the city is allowed to take each year. Many granting agencies will look to see if a city levy’s their allowed 1% each year and if cities don’t then they will be denied their grant requests. Clerk/Treasurer Roberts pointed out that the city is NOT increasing anyone’s property taxes, the city doesn’t have that authority. The city is only requesting an additional 1% of what is collected which amounts to $2,405 additional dollars for 2018. There were no public comments and the public hearing was closed at 5:32 pm.

6. ORDINANCE #1526 – 2018 PROPERTY TAX LEVY (FIRST READING)

Councilor Williams made a motion to move Ordinance #1526 – 2018 Property Tax Levy to a second reading. The motion was seconded by Councilor Neve. Vote: Ayes-4, Noes-0, Absent-1

6A. EXECUTIVE SESSION – POTENTIAL LITIGATION

Prior to adjourning to Executive Session Mayor Struck advised that there was a possibility that a decision would be made. Mayor Struck called the Executive Session to order at 5:33 PM for 15 minutes for the purpose of potential litigation. Councilor Kuiken, Councilor Williams, Councilor Neve, Councilor Webber, City Supervisor Houk and Clerk/Treasurer Roberts were in attendance. Michael Tierney (Tierney & Correa, P.C.) was also in attendance.

Mayor Struck reconvened the meeting at 5:46 pm.

Executive sessions are done in accordance with RCW 42.30.080

7. CENTRAL AVENUE SETTLEMENT

Councilor Neve made a motion to accept the Offer of Judgement of $13,750.00 for the Central Avenue Settlement. The motion was seconded by Councilor Williams. Vote: Ayes-4, Noes-0, Absent-1

8. TIB 2017 EMERGENCY PAVEMENT REPAIR PROJECT – ACCEPT AS COMPLETE

Councilor Williams made a motion accepting the Transportation Improvement Board (TIB) 2017 Emergency Pavement Repair Project as complete. The motion was seconded by Councilor Webber. Vote: Ayes-4, Noes-0, Absent-1

9. ORDINANCE #1527 – AMENDING AND ADDING TO SBMC CHAPTER 8.20 – GARBAGE (FIRST READING)

Mayor Struck presented Ordinance #1527 – Amending and Adding to the SBMC Chapter 8.20 – Garbage for its first reading explaining that these changes are required because of the new garbage truck and carts that the city has now. It was reiterated by Clerk/Treasurer Roberts that this ordinance only adds and amends portions of the ordinance that affect the general operation of garbage service. It does NOT include a rate increase. Councilor Kuiken made a motion moving Ordinance #1527 – Amending and Adding to SBMC Chapter 8.20 – Garbage to a second reading. The motion was seconded by Councilor Williams. Vote: Ayes-4, Noes-0, Absent-1

10. ORDINANCE #1525 – USDA RD GARBAGE TRUCK FUNDING ACCEPTANCE (ONE READING ONLY)

Councilor Neve made a motion accepting Ordinance #1525 – USDA RD Garbage Truck Funding Acceptance as presented with one reading only. The motion was seconded by Councilor Kuiken. Vote: Ayes-4, Noes-0, Absent-1

11. ACCEPTANCE OF GARBAGE TRUCK – USDA RD REQUIREMENT

Councilor Webber made a motion accepting the new garbage truck. The motion was seconded by Councilor Neve. Vote: Ayes-4, Noes-0, Absent-1

12. 2018 PROPOSED BUDGET

Clerk/Treasurer Roberts presented the council with the proposed 2018 budget.

13. ITEMS FROM THE PUBLIC

Citizen Joe Brignone asked if the citizens would be notified when the new carts would be delivered so they could be home if they had any questions. City Supervisor Houk said that it would be done in stages and he was sure that if Mr. Brignone had any questions that the crew would be happy to answer them.

Citizen Daryle Buchanan mentioned that he was disappointed with the coverage by the newspapers of the candidate’s forum.

14. DEPARTMENT HEAD REPORTS
  • Police Chief Eastham gave a brief update of the happenings in his department.
  • Clerk/Treasurer Roberts announced that she will be attending her last out of state conference as President of the Washington Municipal Clerks Association. She will leave on November 10th for Anchorage, Alaska. She will not be at the November 13th council meeting but Deputy Clerk/Treasurer Porter will do just fine filling in for her.
15. MAYOR’S REPORT

NONE

16. COUNCIL COMMENTS
  • Councilor Neve reminded everyone to VOTE!
  • Councilor Neve asked what the plan was for the last meeting in December since the council normally cancels it. After some discussion Councilor Neve made a motion to cancel the December 25, 2017 council meeting. The motion was seconded by Councilor Webber. Vote: Ayes-4, Noes-0, Absent-1
  • Councilor Williams asked when the garbage truck would be put into service and City Supervisor Houk advised it would be sometime around the end of November to the first part of December. Councilor Williams asked if the council could get a look at the truck at the next meeting and City Supervisor Houk said he would see that it was brought over to city hall that evening.
  • Councilor Kuiken noted that exciting things are happening in South Bend – a new garbage truck, new baseball field and LED street lights! Lots of positive things!
17. ADJOURNMENT

The meeting was adjourned at 6:05 PM to meet again at 5:30 PM on Monday, November 13, 2017 for the next regularly scheduled meeting at South Bend City Hall.

CITY OF SOUTH BEND - Budget Workshop - October 11, 2017
1. CALL TO ORDER

The budget workshop was called to order by Mayor Struck at 5:00 pm. Members present: Councilor Williams, Councilor Neve, Police Chief Eastham, City Supervisor Houk and Clerk/Treasurer Roberts.

2. BUDGET WORKSHOP

All aspects of the projected 2018 budget were reviewed and discussed. It was recommended by staff that the projected budget move forward with an increase of 3% to the city excise tax. This increase will go into current expense and will cover the anticipated shortfall of approximately $47,000. Councilor Williams requested that other options still be considered – including budget cuts to departments that are funded by current expense. Clerk/Treasurer Roberts advised that she would prepare a balanced budget using the recommended tax increase to present to the council on October 23rd but that potential budget cuts could still be implemented at any time.

3. ADJOURNMENT

The meeting was adjourned at 6:10 pm to meet again at 5:30 PM on Monday, October 23, 2017 for the next regularly scheduled meeting at South Bend City Hall.

CITY OF SOUTH BEND - COUNCIL MEETING - October 9, 2017
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, Officer Jo, City Supervisor Houk and Clerk/Treasurer Roberts. Councilor Webber (excused) and Police Chief Eastham were 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 September 25, 2017 regular meeting. The motion was seconded by Councilor Kuiken. Vote: Ayes-4, Noes-0, Absent-1

Vendors – Check #43399 thru Check #43449 - $78,307.08

Payroll - Check #24324 thru Check #24337 - $99,425.68 Including Direct Deposit

4. CORRESPONDENCE

None

5. ITEMS FROM THE PUBLIC

Citizen Daryle Buchanan mentioned that he attended the Department of Ecology meeting that was held on October 7, 2017 at the South Bend High School.

6. DEPARTMENT HEAD REPORTS
  • City Supervisor Houk announced that the city’s new garbage truck has been delivered but will not be put into service until sometime in November. Brochures will be going out in the mail to all garbage customers with information about the new truck and the new processes & procedures it will entail including information about the new carts, place of the carts, etc. This information will also be added to our website and to the city’s Facebook page.
  • Councilor Hall asked City Supervisor Houk who the big group was that was gathered at the half bridge today (Highway 101 near 702 W. Robert Bush Drive). City Supervisor Houk explained that it was the Washington State Department of Transportation and they were discussing the 2018 overlay project on Highway 101 through South Bend. There are other things involved with the overlay project including the updating of the city’s ADA ramps. Most of the ADA ramps in South Bend are not ADA compliant so those will be brought up-to-date during that time at DOT’s expense. City Supervisor Houk noted that the only expense the city will incur during this overlay project will be the cost of the manhole lids and risers.
7. MAYOR’S REPORT
  • Mayor Struck explained that she was part of the ground breaking ceremony at the Cheney Park Baseball Field on Thursday, October 5, 2017. Everyone agreed that this will be a huge asset for the City of South Bend.
  • Mayor Struck reminded everyone that there will be a budget workshop on Wednesday, October 11, 2017 at 5:00pm. Mayor Struck also reminded the audience that it is a workshop for the council and staff and no public comment or input will be taken during the workshop.
8. COUNCIL COMMENTS
  • Councilor Kuiken is glad that the new garbage truck is here!
  • Councilor Williams also agreed that it is great the city has taken possession of the new garbage truck, but he also knows that placement of the carts will be a challenge.
  • Councilor Williams attended the Weyerhaeuser Sawmill tour on October 6th. He noted that it was very impressive to see and it was also nice to see the South Bend High School construction class there for a tour as well.
  • Councilor Williams reported that Brad Cheney personally purchased all of the uniforms for the South Bend High School fast pitch and softball teams. Councilor Williams also mentioned that at some point there will be concession stands and a possible update to the bathrooms, but right now the concentration is on completing the field. Councilor Kuiken noted that the South Bend Booster Club will continue to do concessions under the covered picnic area like they have in the past for now.
  • Councilor Neve also participated in the Weyerhaeuser Sawmill tour. As was conveyed to her during the tour – People are not throw aways and as automation takes over those employees will have a place in the company.
  • Councilor Neve is also happy about the new garbage truck!
  • Councilor Neve noted that the Candidates Forum on Friday, October 6th was interesting.
  • Councilor Hall spoke briefly about the EMS Levy and the purchase of a new rescue vehicle by Naselle Fire and Rescue.
  • Councilor Hall announced that he will not be at the October 23, 2017 council meeting.
9. ADJOURNMENT

The meeting was adjourned at 5:50 PM to meet again at 5:00 PM on Wednesday, October 11, 2017 for a budget workshop at South Bend City Hall.