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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. .