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