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