Palouse City Planning Agenda, November 1, 2011

Palouse Planning

Agenda

11/1/2011 7pm

Call to order
Roll call
Approval of minutes from last meeting
New business
City Council Matters
Old Business
Work Session:Start findings of fact for all changes.
　
Adjournmenta) Discussion of allowing less than 750 sq. foot homes. Time limited discussion.
b) Fence height restrictions in current City code as related to Screening and Buffering.
c) Agricultural District. City Clerk will have a copy of Ordinance for review. Define any current Ag zoned areas. Do we need to retain the zone?
d) Yearly Mobile Home fees. Do they exist in other communities? Can there be per unit fees?
e) Penalties: codified, or Council fee schedule.
　a. Councilmember Newman continued water Retail Expansion Area discussion.
b. Updated City limit boundary Map.
c. Supreme Court ruling.a. Minutes corrections and approval for 10/4/2011 minutes.
　

Palouse City Council Minutes October 25, 2011

DRAFT ONLY.  Without council review or approval.

REGULAR COUNCIL MEETING

October 25, 2011

CALL TO ORDER:  Mayor Echanove called the Council Meeting to order at 7:00 PM.

ROLL CALL:  Council members present:  Cecil Floyd; Tim Jones; Mike Milano; Connie Newman; Norm Schorzman; Jeff Snook; Rick Wekenman.  Also present:  Public Works Superintendent Dwayne Griffin; Police Chief Jerry Neumann; Clerk-Treasurer Joyce Beeson; & City Attorney Stephen Bishop.       

APPROVAL OF MINUTES:  Councilmember Newman requested that under her report “38 states” be changed to “30 states”.  Councilmember Schorzman MOVED to adopt the minutes of the Regular Council Meeting of October 11, 2011 as amended.  Councilmember Snook seconded the motion and the motion carried unanimously.

PUBLIC WORKS REPORT:  Superintendent Griffin submitted a written report.  In addition - A stop line test strip was installed by the vendor who will be installing a STOP legend at Bridge & Main intersection this spring.  This will be a good test on how often the material will have to be replaced.  Water meters were read for the last time until April.  The Mayor asked what could be done to help protect people from overage due to leaks that go undetected during the non-read months.  Griffin stated that leaky toilets are the #1 culprit for overage.  Also, they should look out for wet spots in their yard which could indicate a leak.  Council asked if the meter could be opened up and read if a leak is suspected.  Griffin cautioned against people opening up their meter since they are packed with insulation to prevent freezing.  He suggested that we get the word out on how to look for a leak without opening up the meter in a freeze.   

Superintendent Griffin presented 2 bids to council for the replacement of the old John Deere mower and attachments. 

• Columbia Tractor  $8,677 less $3,285 trade in value for a total of $5,812.58 including sales tax
• Arrow Machinery  $8,671.45 less $1,000 trade in value for a total of $8,269.82 including sales tax

Councilmember Schorzman MOVED to accept the bid of $5,812.58 from Columbia Tractor.  Councilmember Milano seconded the motion and the motion carried unanimously.

POLICE REPORT:  Chief Neumann reported an incident of indecent exposure outside the school.  They had an initial suspect based on incidents in other communities, but that suspect was clear of this offense.  There have been no other instances reported within the county and they are staying vigilant.  Chief Neumann notified the school district and the press to get the word out.  Mayor Echanove asked that the Chief be allowed to use his judgment on whether or not he will use the email listserve as a tool.   

Chief Neumann showed council his design for signage outside the Police Department as well as a two-sided banner that will go on the lamppost.  After discussion, it was decided that 911 be listed first, the dispatch number second and office number third. 

JOINT BOARD FIRE & EMS UPDATE:  Councilmember Snook reported that Fire and EMS continue to be under budget for 2011.  They are looking closely at funding needs over the next 7 to 10 years for equipment.  The Fire Department presentation at the school was very well received and considered a success.  There were 4 EMS calls in August and 12 in September with 46 YTD.

OLD BUSINESS:  Councilmember Newman reported on her attendance of the Washington Public Records and Law Forum in Pullman.  Progress is being made in addressing the statewide abuse and misuse of requests for public records.  Connie will continue to serve on committee and follow this issue.

NEW BUSINESS: 3^rd Quarter Treasurer’s Report – C-T Beeson presented a written narrative report through the third quarter of 2011.  The Treasurer’s report for September was also available on the table for council review. 

COMMITTEE REPORTS/REQUESTS: 

Finance, Property, & Equipment-Mike Milano, Chair: The projected gap in revenues to expenditures continues to eat away at our reserves and the finance committee will be considering options.  The chipper program continues to be a problem to manage as well as not coming close to meeting expenses.  The operating budget at the swim pool is looking good for 2011 and 2012 with the changes that have been approved.  The RV Park is holding its own.  The committee recommends that beginning in 2012 the City no longer pay for dental insurance on spouse and dependents.  Next, the committee will look at the current fee schedule for possible changes.  Councilmember Milano MOVED that the city pays for only the employee dental insurance.  Councilmember Snook seconded the motion and the motion carried unanimously.  Avista has been contacted for energy audits and our telephone service provider is looking at ways we can reduce costs. 

Personnel & Pool-Jeff Snook, Chair:  Will be calling a committee meeting to consider budget issues.

Water & Sewer-Connie Newman, Chair:  The committee met to discuss several issues

– 2012 preliminary budget review of water and sewer funds has no changes to suggest

– The committee for development of the Water System Plan (WSP) has put together a rough draft defining growth projections for water hook-ups.  They are also comparing the existing service area (ESA) in considering boundaries for the retail service area (RSA).  Currently, there are 27 water services outside city limits.  These services were in existence when city code was adopted in 1972 which no longer allows residential connections outside city limits.  The committee will continue to work with the Planning Commission to keep consistent with city code and/or consider possible changes. 

– City administrators recently discovered that a household was connected to the city sewer in 2009 but not activated in the billing system.  As a result they have not been billed for sewer service for the last 2 years and 10 months.  Council discussion included options on how to proceed.  Councilmember Newman pointed out that state code allows back billing as far as 6 years for errors.  Attorney Bishop recommended that C-T Beeson speak with the State Auditors Office for their viewpoint.  After discussion, Councilmember Newman MOVED to have C-T Beeson write a letter to the party informing them of the error and of the total amount of sewer charges they owe.  A payment plan could be set up.  Councilmember Milano seconded the motion and the motion carried with two nay votes, Councilmembers Floyd and Jones.    

Streets & Sidewalks-Cecil Floyd, Chair:  Councilmember Floyd commended the Community Action housing project on Cove Road for laying asphalt rather than the original plan of gravel.

OPEN FORUM:  No topics

MAYOR’S REPORT:  Mayor Echanove asked council to begin thinking about a master plan for the parking lot behind the community center, as this land was retained by the city so a public lot could be developed and maintained.  He will take this to the PCC board with questions on how they would be willing to participate and any ideas they might have.  Brownfields Project Update -  Issues are being worked out and things are moving forward.  A community outreach meeting is scheduled for November 29 at the School gym about this phase of the project. 

The Mayor told council that he is thinking ahead to the second meeting in December.  There is concern that given the holidays, it would be best to move the meeting night from December 27^th to December 20^th.  Councilmember Snook MOVED that the date for the second regular meeting of the city council in December be moved from December 27^th to December 20^th.  Councilmember Schorzman seconded the motion and the motion carried unanimously.   

ALLOW PAYMENT OF BILLS:  Councilmember Schorzman MOVED that the bills against the city be allowed.  Councilmember Milano seconded the motion and the motion carried unanimously.

ADJOURN:  Councilmember Schorzman MOVED to adjourn.  Councilmember Jones seconded the motion and the motion carried unanimously.  The council meeting adjourned at 8:25 PM.

The following checks are approved for payment:

Claims Paid       Ck. No. 3532 - 3539                  $2,495.10

APPROVED: ________________________________   ATTEST: ________________________________

Rockford Town Council, October 5, 2011

Town Council

October 5, 2011

6:00 p.m.

"Minutes do not include corrections made to the Approved Minutes, and do not include Voided Warrants."

Mayor Micki brought the meeting to order after the invocation given by David Lura of the United Methodist Church and the Pledge of Allegiance was recited. Council members present were: Clint Stevenson, Steve Meyer, Jim Oshanick, and Stan Seehorn. Public Works John Michael Goyke, Clerk/Treasurer Darlene LaShaw, and Deputy Clerk Brenda Gambrel were also present. Council member Thomas Smith’s absent was excused due to illness.

A quick roll call took place.

Tire GrantJim made a motion to approve the bid from L&S Tire Company with the option of the trip charge of $ 175.00. Stan seconded the motion; motion carried.

The collection day will be October 22^nd, held behind the Town Hall. This will be for Rockford citizens and area farmers. Terry Ottosen stated that if there were enough funds remaining there may be another Tire Collection day in the spring.

Mayor’s Report
Micki stated that she had talked to the hydro seed company regarding sweeping their trucks off once they were empty. She was informed that they will do that.

The work on Hwy on 27 is closer to being complete. Next week the center line will be painted with the fog line painted following that.

TD&H
Randy Noble was present to give the Council a brief update on the two construction projects.
Chlorination buildings - foundation, floor/slab have been completed. Framing will start the next week.

Reservoir – all underground work is done. The foundation has been poured. On October 13/14 the pump station will arrive with plans to start it on October 24^th. Construction work is to be completed by December 1^st.

Randy brought copies of a spread sheet showing grant funding and the up to date expenditures. He explained that he had spoke months ago that TD&H had to spend time to redesign the reservoir project after the bids came in all over budget. The first design plans included items that the DOH required them to place in the plans. After bid opening the DOH allowed them to take the items out. Randy had noted at the time that if there were any funding available from the grant TD&H would like to get paid for that redesign work. It was the consensus of the Council that TD&H should be paid to redesign the project for approximately $ 20,000. TD&H will invoice the amount.

Randy further noted that there is $ 30,000 available that the Town can use. He had asked the Council to think about options.

Steve asked Randy if he had worked any more on a booster pump project for B Street. Randy informed Steve that he had been told that TD&H would not be working on the CDBG applications this year.
　
Treasurer’s ReportDarlene reported that the Treasurer’s Reports, all in funds, for the months of were:
July $ 339,498.55
August $ 317,952.66
　
MinutesJim made a motion to approve the minutes of the September 21^st Council meeting. Clint seconded the motion; motion carried.

Old BusinessMicki reminded the Council that the Public Hearing for the Town’s CDBG project will be held October 19^th. She further spoke of the letter the DOE had sent to the Town being concerned of the Town’s waste water facility’s needs.

The Town had received a cost proposal for electrical work in the Town’s shop from Adams Electric in the amount of $ 2, 132. No decisions were made. The Council needs further information that was not stated on the proposal.

Jim spoke of the drainage plan for the park. The plan for the project is nearly completed. Jim asked if the Town still wanted to continue on with the project. Darlene stated that the project should wait until next year, considering the budget. Micki asked if there is a cost estimation for the drainage plan. Jim reported he was given a figure from $ 6,000 to $ 7,000. Stan felt that the Town should still plan to keep working on it.

The Council will amend the recent updated Water Service Ordinance to state that the Town will bill 5,000 gallons per month during the fall and winter months when the Town does not read water meters.
The City of Spokane had informed the Town that it would be enforcing the current regulations to the Town ‘s Memorandum of Understanding (MOU) concerning the tree chipping. Items that could not/would not be chipped would be placed in the dumpster and the Town would be liable for the cost of the dumpster fees.

It was the consensus of the Council to not participate in the fall Chipping event.
Information regarding the Improvement Board Micki has talked about recently will be given at the next Council meeting.

New BusinessSteve Meyer will look for a vehicle to replace the Town’s dump truck for snow removal. Steve will look for a replacement for the sander as well.

ChecksClint made a motion to approve checks # 11,136 - # 11,178 in the amount of $ 194,911.20. Jim seconded the motion; motion carried.
Payroll # 11,136, 11,138 – 11,145 - $ 7,605.25
Claims # 11,137, 11,146 – 11,178 $ 187.305.95
　
Meeting adjourned.
　

________________________________ ___________________________________
Darlene LaShaw, Clerk           Micki Harnois, Mayor

Fairfield Town Council Minutes, October 18, 2011

REGULAR COUNCIL MEETING

PRELIMINARY MINUTES

OCTOBER 18, 2011

7:00 P.M.

Note to persons reviewing this document: This is not a verbatim transcript. While an attempt has been made to document pertinent points, these minutes contain only a summary of the discussion and voting.

The regular council meeting was called to order on October 18, 2011 at 7:00 pm by Mayor Ed Huber.

Council members present: Mary Branon, Harry Gibbons, KayDee Gilkey, Brian Kauffman and Karrie Stewart.

Others present: George Davidson, Guy and Cindy Williams, Gary Ostheller, Derek Knecht, and Cheryl Loeffler.

Approval of Minutes

Action

Brian Kauffman motioned to approve the October 4, 2011 regular council minutes and the October 13 budget workshop minutes as presented, seconded by Harry Gibbons. The motion carried.

Action

Approval of the Claims

Claim vouchers #16383 through #16397 for $17,506.09 and EFTs for $1,382.66 were approved for payment as presented by KayDee Gilkey; seconded by Mary Branon. The motion carried.

Claims: $15,935.32

Payroll: 2,953.43

Total Claims: $18,888.75

Check Registers signed by: Brian Kauffman, KayDee Gilkey and Mary Branon.

Guest

Fairfield Cemetery Board

Cindy and Guy Williams from the Fairfield Cemetery Association Board presented the 2012 budget for council approval. As prescribed in the cemetery bylaws, proceeds from lot sales and memorials are to be placed into an interest-bearing account. At the time of this meeting, there is $600 from 2010 and 2011 lot sales and $170 in memorial funds that will be transferred to the CD at the renewal date in June 2013. There are funds to be set aside each year for long-term maintenance of the shed, road and trees. The regular expenses are similar to the past. The funds that were not used from the gate renovation, road project and headstone cleaning fundraisers have been allocated to help pay for a boundary line review if necessary. The rest of the expenses will remain similar for 2012.

Cheryl checked with MRSC and the State Auditor’s office in regards to placing the monies from lots sales and memorials into the Inland Northwest Community Foundation account. They cannot be given to the foundation since it is a separate entity. The problem is that this would be an illegal gift of public funds in violation of the state constitution.

There was a question about the interest on the CD at the Bank of Fairfield. Due to an oversight years ago, the interest has been compounding yearly and not transferred into the Town’s public funds. The interest earned for the year 2011 will be transferred to the Town’s account at the end of 2011 and then quarterly from then on. The interest earned in one year is for the next year’s maintenance of the cemetery.

The boundary lines appear to be outside of the tree line but not out far enough to protect the limbs of the trees from farm equipment. Guy and Ed Huber will visit with the farmer whose land is adjacent to the cemetery and try to get this resolved. The cemetery has to protect the trees by either establishing a grassy area that will be mowed or controlling the weeds so they do not infiltrate the farmer’s field.

The long and short-term goals of the cemetery board were reviewed and most of them have been met. They are still working on the procedure book, replacing the survey markers, as needed, developing a website and marketing plan for the cemetery plots. The board is also working at getting all of the records up to date.

They would like to have three books with the same information in each book- one for Town Hall, one for the sexton and one for the association.

The 2012 officers for the Fairfield Cemetery Board will be with council approval:

Guy and Cindy Williams-co-presidents

Barb Neal-vice president

Cheryl Fulton-Fischer-Secretary

Cheryl Loeffler-Treasurer

ACTION

Harry motioned to approve the appointment of the 2012 officers of the Fairfield Cemetery Board as listed; seconded by KayDee. The motion carried.

Ed commented that the council is very impressed with the progress the new board has made and the direction they are taking is great for both the cemetery and the Town.

The board and the council both recognize that without the drive and dedication of Cheryl Fulton-Fischer, the cemetery would not be as good as it is. She has an amazing force about her.

Gary Ostheller expressed his concern about pruning the trees. The farmer has already seeded his field and any equipment that the arborist would use could damage the crop. He suggested to wait until the ground freezes to prune the north and east sides. He also expresssed how the wind can blow through there and if the trees are severely pruned, the drifts could make it extremely difficult to find the headstones. The arborist will be notified about the seeded field and the potential drifting situation.

The mowing contract will be looked at again next year. The provider did not provide satisfactory services this year even after being visited by the mayor.

Fall tree pruning

John Jesseph of Inland Tree Service was added to the agenda but was unable to attend. He was to present his tree pruning plan for this fall.

Public hearings

Public hearing for Resolution 2011-4 Tax levy for 2012 and the public hearing for Ordinance #367 Implementation of REET were both deferred until November 1st due to the fact the public was not provided adequate notification.

OLD BUSINESS

Hardship request application The council reviewed this application along with the Snow removal policy. The revisions were made.

Notification about the hardship application will be provided in the October/November newsletter with the applications available at the Town Hall.

Preliminary Budget

Cheryl provided a copy of the preliminary budget. The council was advised to go over it and bring their recommendations to Cheryl. The preliminary budget will be presented the second meeting in November with approval of the budget in December.

Loss Control Grants

The Town has received $11,000 in Loss Control grants for the purchasing of street signs and construction signs, pruning of trees around the community and additional sidewalk repairs. The funds are to be used by December 9. Ed will contact Janice Howard at AWC about some leniency about this date for the $8000 for sidewalk repair.

Abandoned trailer update

Cheryl spoke with the owner of the abandoned trailer. They have been actively looking for someone to remove the trailer but everyone wants to charge a large amount. They have decided to cut and remove the trailer themselves. The council agreed to revisit this again in two weeks and if significant progress is being made on the removal, the Improvement Board will not be involved.

NEW BUSINESS

Revisions to the Capital Improvement Plan

The Real Estate Excise Tax (REET) is to be used for capital improvements. All capital improvements must be on the Capital Improvement Plan (CIP) to receive funding. The council will review what is listed on the current CIP and revisions will be heard at a public hearing on November 1. Some suggestions would be to add a commercial grade lawnmower and a utility vehicle to replace the white Ford truck.

BIAS 2012 CONTRACT

The BIAS contract for 2012 is $2,328.35. This is the accounting software used by the Town. BIAS has Version 6 available for an additional $1,600. This version will be required in the very near future.

ACTION

Mary motioned to approve the 2012 BIAS service agreement for $2,328.35 with the $1,600 upgrade to Version 6 for a total of $3,928.35; seconded by Karrie. The motion carried.

Community Center overhang

The roof on the west side overhang at the Community Center needs replaced and braced up. Kevin Finley has volunteered to do the repairs with the Town providing the materials. The council expressed the importance of having the work completed before the weather gets bad.

State Audit

The Washington State Auditor has started the Town’s three-year audit. Carol Cherry will be working in the Spokane office Monday through Wednesday this week, here on Thursday and in Spokane on Friday. She will be working in Fairfield next week.

Public Works Update

WATER

• Declaration of sending out the Consumer Confidence Report was filed with the state.(State requirement)

• Sprinkler systems at the Community Center and library have been blown out and shut down for the season.

• Nitrate testing has been completed on SO#1 and SO#2. Sample was also taken from SO#5 at “NO” Charge and will put us on track for all three sources to be tested at the same time next year. This will save a mileage and separate test charge for the year.

WWTF

• Fenggang Ma, Ph.D, P.E., Environmental Engineer from the Dam Safety Office Water Resources Program, within the Dept. of Ecology, came out to Fairfield and completed a 5-year dam inspection. This included all pond structures roads and banks for erosion or damage and possible leaks. This inspection also measures the potential for downstream flooding or disaster if the dam is ever breached and loses all of its contents. There are two residents located downstream that will be notified of the potential hazard and what to do if an event takes place. The town of Fairfield will also get a copy of this report with an emergency response plan as well as a copy of the inspection results.

• Generator has had the annual inspection/service for the year completed by Pacific Power.

PARKS

• All Park sprinkler systems have been shut down and blown out for the winter season.

• Leaves in Upper and Lower Park will continue to be mulched as needed.

• Restrooms will be shut down before the first hard freeze.

ROADS

• Most of the road grading is complete for the year, there are a few washboards and pot holes left and will be dealt with on the next round of workable moisture.

• Tree and bush trimming has been done on most blind corners, fire hydrants and low hanging branches over the roadways around town have been cleared.

• Freight and Goods Transportation System Update has been done for this cycle and will not need updated until the next five-year cycle in 2016. This update is State required and determines eligibility for road funding and future Highway Improvements.

• In the process of repair and or replacement of vandalized and outdated street signs

Other:

Engineers Report

Randy Nobel from TD&H sent information regarding the railroad crossings and the TIB Main Street Rehabilitation project.

The Flag Day Committee provided a letter regarding Flag Day to put in the newsletter. As discussed at the September 6, 2011 council meeting, all information should be written by the committee members and then the written information will be proofed by a council member before it is placed in the newsletter. KayDee did make some suggestions that will be forwarded to the committee.

Harry commented that some citizens were concerned about the REET tax and the tax levy and wanted more clarification. The REET tax is an excise tax added to the sale of real estate. For more information on this, the here is the Department of Revenue’s website http://dor.wa.gov/content/FindTaxesAndRates/OtherTaxes

The tax levy is on the property tax and allows up to 1% increase on the property taxes collected. The tax levy is annually.

Brian has been working on a website for the Town. He has a shell ready for the council to look at the second meeting in November.

Ed brought up hosting the appreciation dinner/potluck for the different boards and volunteers that have helped make Fairfield run smoothly throughout the year. It was decided to have the function on Sunday, December 11 at 3:00 p.m. The town will provide the meat and have everyone else bring a dish. Invitations will be sent.

Cheryl reminded everyone about the yard debris and compost workshop on Saturday, October 22. Alene will be the contact person for the compost workshop and Karrie will be at the fire station at 8:30.

Also on the 22nd is the Pumpkin carving contest and prime rib feed. If anyone has pumpkins or prizes they would like to donate, please contact Town Hall.

Review Complaints & Compliments

No complaints.

Adjourn

The regular meeting adjourned 8:30 pm.

Mayor Ed Huber       Clerk/Treasurer Cheryl Loeffler

City of Palouse Council Meeting Minutes October 11, 2011

Palouse City Council

REGULAR COUNCIL MEETING

October 11, 2011

DRAFT ONLY.  Without council review or approval.

CALL TO ORDER:  Mayor Echanove called the Council Meeting to order at 7:00 PM.

ROLL CALL:  Council members present:  Cecil Floyd; Tim Jones; Mike Milano; Connie Newman; Jeff Snook; Rick Wekenman.  Absent:  Norm Schorzman.  Also present: Public Works Superintendent Dwayne Griffin; Police Chief Jerry Neumann; Clerk-Treasurer Joyce Beeson; & Deputy Clerk Ann Thompson. 

Council member Newman MOVED, seconded by Councilmember Snook to not excuse Councilmember Schorzman’s absence.  Discussion about what legitimizes an excused absence.  Councilmember Floyd voted nay.  Motion carried.      

APPROVAL OF MINUTES:  Councilmember Milano MOVED to adopt the minutes of the Regular Council Meeting of September 27, 2011.  Councilmember Jones seconded the motion and the motion carried unanimously.

PUBLIC WORKS REPORT:  Supt. Griffin submitted a written report.  In addition, the rain gutter on the PD was originally installed incorrectly so PW repaired that along with the roof. 

PW chipped again, using the county chipper this time so it went much quicker because their chipper is bigger and is operated by a county employee.  It does cost more than renting Garfield’s.  The chipper pile was in the worst condition ever; garbage, birdhouses, metal, clothesline, as well as compost being put in the chipper pile.  Council voiced concern but offered no solution other than the risk of losing the chipper program.

POLICE REPORT:  Chief Neumann provided the September activity log.  Chief spoke of credit card fraud taking place in Whitman County.  He advises the public to check charges on credit card statement and work with your provider.  By law, www.annualcreditreport.com provides a free annual credit report. 

Reserve Officer Snead will be volunteering his time to work Haunted Palouse. 

NEW BUSINESS:

Request for approval to purchase tractor mower with attachments:  Marc would like to get bids to replace the old John Deere mower.  The JD is 5 or 6 years old and it’s showing it’s age and wear.  The attachments are worn out also.  The JD is used for plowing snow, aerating, pulling fertilizer spreader, picking up leaves, and some mowing.  They’re hoping to trade it in but it won’t be worth much with 1,500+ hours on it.  One vendor has a used one for $4000 with 700+ hours on it.  This would be for the mower only, not attachments.  A new one is approximately $7500 + tax with new snow blade and attachments and a warranty.  Attachments from the old JD won’t fit on the new one.  Councilmember Milano MOVED to approve the purchase of a new tractor mower with attachments.  Councilmember Snook seconded.  Motion carried unanimously.        

Ordinance No. 892:  Budget Amendment:  Mayor read aloud the ordinance in its entirety.  Amending Fund 304 Vehicle & Equipment Reserve and Fund 404 Sewer Fund.  Fund 304 proposed expenditures include the purchase of two new tires for the backhoe; complete rebuild of sander which was purchased in 1990; and purchase of new mower.  Fund 404 Sewer expenditures include increasing line items closer to actual expenditures, and adding a line for professional engineering services for dye testing at the river.  Council member Milano MOVED to pass ordinance No 892.  Councilmember Jones seconded.  Motion carried unanimously.

Approval for joint funding agreement for river gauge:  The annual contract for joint funding for the river gauge under the Potlatch Bridge is up for renewal.  This agreement is split with U.S. Dept. of the Interior.  Anyone can access the data from the river gauge off the internet.   The city started doing this in about 1997, the year after the flood.  It gives our city approximately 6 - 8 hours warning on the height and flow of the river.  Operation and maintenance of the gauge is contingent upon our sharing the costs.  This contract is $1,475.  Council member Floyd MOVED to authorize the Mayor to sign the agreement with the US Dept. of Interior for the Palouse River gauge.  Councilmember Snook seconded.  Motion carried unanimously.

COMMITTEE REPORTS/REQUESTS: 

Streets & Sidewalks-Cecil Floyd, Chair:  Councilmember Floyd asked why the STOP legend for Bridge & Main St. hasn’t been installed.  It was decided that it would be better to install the legend in the spring, giving it a longer life.  Currently, the STOP painted on by PW is still bright and is in the same spot where the new one would be installed.  Weather permitting, the company is going to apply a test strip next week to demonstrate how well it holds up.  

Water & Sewer-Connie Newman, Chair:  Continuing to work on the WSP.  Prepared preliminary report for the Planning Commission (PC).  We’re currently defining our RSA (retail service area).  Our existing service area (ESA) is anyone within the city limits including approximately 27 out of city limit hookups, which were grandfathered in 1972 when we adopted PMC 13.08.080.  Since 1972 there have been no outside city limits water hookups approved.  Our RSA will define the area where we as a city have a duty to serve.  All costs of extensions would still be paid by the developer.  A few of the options to be considered are 1) revise current city code and allow water connections outside city limits or 2) Allow extension outside C/L and require an annexation.  The Water Extension Policy and city code will be reviewed.  This is a multi-level thought process.  If we annex in areas that want to take advantage of our RSA, it is advantageous to our tax base.  There are both advantages and disadvantages to increasing our RSA and they will take careful consideration.

Reminder that tomorrow is WA Public Records and Law Forum in Pullman.  Connie will be on the panel.  Sponsored by League for Women Voters and also the WA Coalition for Open Govt.  Currently 38 states have laws that address excessive public records requests; WA does not. 

Finance, Property, & Equipment-Mike Milano, Chair:  Ongoing budget conversations with staff about costs.  We will be looking at revenue sources.  Preliminary numbers are available to council for review.  An updated BIAS software version is necessary and will cost $2,000, ½ paid in 2012 and ½ paid in 2013.  Police Car and Police Equipment funds will be consolidated to simplify accounting and allow more flexibility.  The SAO is working with Joyce on restructuring our funds with the chart of accounts to meet current state code.  It was suggested that we open a separate special revenue fund to receipt REET money.  A new law goes into effect 7/2012 redefining the use of REET money.  Discussion ensued about various funds and how they are holding up through the economy.  We are currently earning 1/3 of 1% in interest which is really hurting us.  For example, the endowment fund used to make between $5,000 & $6,000 a year for cemetery operating, and now it makes around $300.  Over the course of the last three years, the city is painfully feeling the effects.  City assistance income from the state continues to decrease.  All indications are that the state must continue to make cuts.  

MAYOR’S REPORT:   

Liquor Control Board, request for Bank Left Gallery liquor license renewal.  No objections. 

Mayor attended AWC meeting in Pullman.  Grim news from AWC regarding revenue for the state, which could continues for a few more years.       

ALLOW PAYMENT OF BILLS:  Councilmember Jones MOVED that the bills against the city be allowed.  Councilmember Newman seconded the motion and the motion carried unanimously.

ADJOURN:  Councilmember Jones MOVED to adjourn.  Councilmember Milano seconded the motion and the motion carried unanimously.  The council meeting adjourned at 8:23 PM.

The following checks are approved for payment:

Claim Paid            Ck. No. 3483                                 $  1,758.75

Payroll Paid            Ck. No. 3484-3503 & EFT            $43,333.82

VOIDED            Ck. No. 3504

Claims Paid            Ck. No. 3505-3531 & EFT            $38,945.74

                                                   

APPROVED: ________________________________   ATTEST: ________________________________

City of Palouse Council Meeting Agenda October 11, 2011

CITY OF PALOUSE

Palouse City Hall – 120 E Main Street

AGENDA

Regular Council Meeting

October 11, 2011

CALL TO ORDER:

ROLL CALL:

APPROVAL OF MINUTES:  Regular Council Meeting of September 27, 2011.

PUBLIC WORKS REPORT: 

POLICE REPORT: 

JFB REPORT:

OLD BUSINESS:

NEW BUSINESS:

Request for approval to purchase tractor mower with attachments.

Ordinance No. 892:  Budget Amendment

Approval for joint funding agreement for river gauge

COMMITTEE REPORTS/REQUESTS:

• Parks, Cemetery & Buildings
• Water & Sewer  
• Policy & Administration
• Police Fire & Safety
• Streets & Sidewalks
• Finance, Property & Equipment
• Personnel & Pool 

OPEN FORUM:

MAYOR’S REPORT:

ALLOW PAYMENT OF BILLS:

ADJOURN:

The Palouse City Hall is accessible to persons with disabilities.  Persons requiring special accommodations should, before 5:00 PM the Monday preceding the Council Meeting, contact the City Clerk at 120 E. Main Street, PO Box 248, Palouse, WA  99161, or 878-1811 or cityclerk@palouse.com.

Fairfield Council Meeting, October 4, 2011

REGULAR COUNCIL MEETING

PRELIMINARY MINUTES

OCTOBER 4, 2011

7:00 P.M.

Note to persons reviewing this document: This is not a verbatim transcript. While an attempt has been made to document pertinent points, these minutes contain only a summary of the discussion and voting.

The regular council meeting was called to order on October 4, 2011 at 7:00 pm by Mayor Ed Huber.

Council members present: Mary Branon, Harry Gibbons, KayDee Gilkey, Brian Kauffman and Karrie Stewart.

Others present: KJ Hanley, Ray Westlake, George Davidson, Derek Knecht, Derek A. Knecht and Cheryl Loeffler.

Approval of Minutes

Action

Brian Kauffman motioned to approve the September 20, 2011 minutes as presented, seconded by Mary Branon. The motion carried.

Action

Approval of the Claims

Claim vouchers #16368-16382 for $16,106.91 and EFTs for $1,272.25 were approved for payment as presented by KayDee Gilkey; seconded by Harry Gibbons. The motion carried.

Claims: $12,660.34

Payroll: 4,718.82

Total Claims: $17,379.16

Check Registers signed by: Brian Kauffman, KayDee Gilkey, Karrie Stewart and Mary Branon.

Action

Brian motioned to excuse the absences of Mayor Huber and Karrie Stewart from the September 20, 2011 regular council meeting; seconded by Harry.

Engineers Report

2011 Sewer Improvement Project

KJ Hanley from Century West reported that CDBG has approved the design of the 2011 Sewer Improvement Project but is still waiting to hear from the Department of Ecology (DOE), which could take up to 60 days.

After discussion about the delay in approval putting construction out further, both the council and KJ agreed that it would be wiser to wait until the weather is warmer next year to begin construction. The paving companies usually stop working as soon as it gets cold so there would be a very good chance that they would not be available to pave Carlton if the project were to start now. Cheryl will cancel the advertisement for bid in the Exchange.

Ed asked KJ if the funds for future projects were guaranteed but not released, could the preliminary work such as the surveying and design, be performed earlier in the project year. That way, the construction would not have to be started so late in the year. KJ stated that an agreement would have to be in place with Century West stating to hold the billing until the funds are released.

Fairfield-SR 27 Carlton Street to Spokane Street Sidewalk TIB project application

The Washington State Department of Transportation sent a letter concurring with the project as it proposes to replace sidewalk along the west side of SR #27 in the Town of Fairfield. This letter was forwarded to TIB as an addition to our application. The award announcement should be sometime in late November.

OLD BUSINESS

NEW Public works II position

Mayor Huber announced that Mary Branon and he interviewed four applicants last week for the Public Works II position. They conducted a follow-up interview and Derek A. Knecht was hired. He will have a 90-day probation period with the option for additional 90-day probation. Derek started on 10-3-2011.

Yard debris Day

Yard Debris Day will be October 22 from 9 am to 3 pm. Karrie Stewart and Derek A. will be able to help at the site. Cheryl will contact Dave Cornwall to obtain the fire district’s permission for the use of the fire station on Truax. There will also be a FREE composting class at 10:00 in the Community Center that morning.

NEW BUSINESS

Hardship request application

Since the boot was removed from the road grader last year and berms were left in front of driveways which made it very difficult for some of the citizens to get out, a sample application for snow removal requests for citizens was presented to the council for review. The person requesting the aid would fill out an application that would then be approved by the council. The approval would be based solely on hardships such as injuries, disabilities or elderly for example. The snow removal would be done by volunteers or the town if conditions permit. The council will review this form and approve it at the next council meeting. The

snow removal policy will also be reviewed and updated. If anyone would like to put their name on a list for volunteering, please contact Cheryl or Alene at Town Hall.

Temporary construction fence

Jehovah’s Witness Kingdom Hall will be putting up a construction fence for the upcoming remodel project. After looking at the map, the council agreed that the location of the fence would be fine. Derek did state that if an emergency in that area happens, the fence would be removed.

Real Estate Excise Tax (REET)

Cheryl attended a workshop on the budget and REET was discussed as as a way to obtain funds for capital projects. This tax is collected by the county when real estate is sold. Towns may impose additional taxes on sales of real property per RCW 82.46.010. Cheryl will look for a sample ordinance and get this revenue coming in for capital projects. There would be no additional taxation to the residents.

Public Works Update

WATER

· Source #1 and source #2 nitrate testing will be done this month to meet Dept. of Health testing requirements

· Backflow testing has commenced and will be completed by October 14. Testing is being completed by Dave Monge

· Chlorine residual is staying steady at .2 to .3

· Dead-end hydrant flushing/oiling is being done this month

· Working on consumer confidence report with Dave Tyzs. Due with the state this month

WWTF

· “NO DISCHARGE” will continue through October and possibly November depending on moisture levels and temperature

· Started all four aerators to prepare for possible start of discharge process in November

· Year end mowing, weed eating and cleaning of buildings are being done

· Mr. Ma from the west coast is coming over for an inspection of the aerated #1 lagoon on Thursday.

This inspection is requested by D.O.E.

PARKS

· Sprinkler systems in the Hart and Thiel Parks, Community Center, Library/Museum are being shut down, blown out and winterized

· Park restrooms will be shut down, winterized and locked up for the season this month. Depending on the weather, they may stay open until after Halloween

· Mulching of leaves will continue until fall is complete

ROADS

· Mowing on sides of roads has been done where possible

· Tree trimming will be done this month to avoid low branches and blind spots when plowing.

· Will be adding gravel and road patch to exposed manholes that will catch on plow before snow flies.

· Will be monitoring and fixing potholes/washboard as needed. Almost possible now with increased moisture in the roads. Few more days of slow rain.

Other:

Arbor Day planting at Fairfield Cemetery Wednesday, October 5 at 5:00. Will be planting a tree plus the plants around the new gate.

RMSA workshop in Rockford Wednesday 10-5 at 7:00. Cheryl and Ed have registered to take it. Ed did encourage other council members to attend.

RMSA-U is a new service from RMSA. They are offering classes online with the classes changing each quarter.

Cheryl has been working with Sprint and finally received the government discount for the public works cell phones. The Town was refunded over $500.

Review Complaints & Compliments

9-23-2011 Dog aggressively charging resident: Dog at 201 N 2nd charged at the neighbor as she was returning from run. **Letter with dangerous dog ordinance was sent along with $15 fine for 2nd offense of no license on the animal.

9-23-2011: Safety issue. Vintage truck parked at 303 S 1st poses visual hazard with near vehicle accidents happening. **A letter and copy of ordinance pertaining to clear-view triangle was sent requesting the truck be removed or moved back by 10-1-2011. Recommended to contact sheriff’s office and also state highway dept.

9-28-2011: Abandoned trailer. Formal complaint from Trustee of lot beside Kelley’s Mobile Home Park about an abandoned trailer. **Certified letter, nuisance and dangerous building ordinances were sent.

Adjourn

The regular meeting adjourned 8:07 pm.

Mayor Ed Huber           Clerk/Treasurer Cheryl Loeffler