REGULAR COUNCIL MEETING
JUNE 5, 2012
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.
Mayor Ed Huber called the regular council meeting to order on June 5, 2012 at 7:00 pm.
Council members present: Harry Gibbons, George Davidson, Mary Branon, Valerie Spurrell and Brian Kauffman.
Others present: Randy Noble of TD&H, KJ Hanley of Century West, Bill Enzler of the Service Club, John and Jeannie Jesseph, Alanys Gottfriedson, Derek Knecht and Cheryl Loeffler.
Approval of Minutes
ACTION
Brian Kauffman motioned to approve the May 15, 2012 regular council minutes as presented, seconded by Mary Branon.
The motion carried.
ACTION
Approval of the Claims
Brian Kauffman motioned and Mary Branon seconded to approve claim vouchers #16648 through #16675 for $43,348.33 and EFTs for $4,488.88 as presented. The motion carried.
Claims: $42,418.33
Payroll: 5,418.88
Total Claims: $47,837.21
Check Register signed by: Mary Branon, George Davidson and Brian Kauffman
Check #16674 was voided.
ACTION
Mary motioned to excuse Mayor Huber from the May 15, 2012 council meeting due to work conflicts; seconded by Brian.
The motion carried.
Guests
Jeannie Jesseph discussed the different programs that she has been working on for the Youth Program. The Thursday night game night is now serving a meal with different people providing the meals and chaperoning. She has contacted places such as the Union Gospel Mission and Second Harvest about either providing a meal or food staples. Both of these could be promising connections.
She also went to an AWC training “Building Communities Through Helping Kids” and made great connections. She has been working at getting a summer lunch program through USDA and if all goes well, should be approved. USDA will be sending a person to Fairfield to provide training to herself and Cheryl. This is a reimbursable program. Any child up to age 19 is eligible for a free meal through this program. It will be hard work this first year but after that, it should become easier and more programs available in the future. She has been out to Liberty.
There will be a free movie on Friday, June 8 at the community center.
Bill Enzler of the Service Club
Everything is ready to go for Flag Day. The new signs are up on both ends of town and the Service Club has painted the Welcome to Fairfield signs. Everything should be set. Sprinklers have been turned off in the park. Derek A will be working. Honey Buckets and dumpsters will be delivered on Thursday and Friday.
Engineer’s Report
Century West
Sewer System Improvement Project
Change Order #1 for the 2011 Sewer System Improvement Project is for $4,194.82. This change order covers additive alternates A and B to the original project. The total amount of the project now is $81,907.37.
KJ presented Progress Payment #1 of $81,907.37 less retainage of #3,788.50 for total of $78,118.87 to Bowen Brothers and asked council to approve it. He also stated that once L&I verifies that everything was paid correctly by the Bowen Brothers, he will release the retainage to Fairfield but it is not to be issued to Bowen Brothers until all the steps of closing the grant has been completed. This process has sometimes taken months to finalize and delays the grant closing.
ACTION
Mary motioned to approve change order #1 for $4, 194.82 and to approve the first pay estimate of $81,907.37 less retainage of #3,788.50 for total of $78,118.87 to Bowen Brothers; seconded by Brian. The motion was approved.
KJ was in town with Gloria Bennett from TIB to review potential projects. They reviewed the previous TIB application for continuing up Main Street and Gloria was able to provide some insight on how to improve the application for the next funding cycle. KJ will begin working on that application. They also reviewed the sidewalk application on 1st street. She commented that that is a good project and to keep applying for that one as well.
There has not been confirmation for the CDBG funding yet but we should be hearing any day.
KJ also mentioned that it is time for the STIP update and public hearing. Century West will work on the street update.
TD&H
The contract for Cameron-Reilly has been executed and they will be on site Monday, June 11. The Town will notify the homeowners and businesses that the work will be starting on the 11th.
The contractors cost estimate for the lighting was significantly higher than the engineer cost estimate. Randy will ask them to breakdown the components so an adequate comparison of the estimates can be performed. There is the possibility that TIB would fund the additional costs so Randy asked council to allow Ed to sign the change order once TIB approves the additional funding.
ACTION
Harry motioned to authorize the mayor to sign the change order for the additional funding pending TIB approval, seconded by Mary. The motion carried.
OLD BUSINESS
Recycling
Ed was not at the last meeting when the council voted to place the bin for recycling behind the town shop and expressed that the citizens that live in that vicinity need notification the same way the Industrial Way businesses were notified. The council discussed the exact location since there was a discrepancy on where behind the shop for placement. The decision to put it at the corner of Johnson Avenue and the back access road to the shop was selected. It has lighting, easy access for Empire Disposal’s truck and the residents and will have less prep work for Derek. Cheryl will notify the closest neighbors to that location.
Waterline extension on Main Street
The amount of funding and time it would take to place a 6” extension to the city limits on Main Street could be extremely high and would probably never recoup those costs. It was decided that a 2” line would be sufficient for the new owners of the property. They have signed an application for service to this property and have been working with Derek on a timeline. They have the availability of a water truck to be placed out there and with the chance that Derek could be tied up with the road project that begins next week, they will be advised that that would be in their best interest.
There was also a water leak on the pipe that services the Don Ottosen property. The line goes from CHS across private property to the meter that is in their basement. Don would like to replace this pipe, which has not been replaced in over 40 years. The town will place a new meter at the edge of the property. This would not be a new connection for them.
Memorial Day Event
Ed, Brian and Valerie all had something to do for the Memorial Day Event. Ed reported that Cheryl Fulton-Fischer and the Cemetery Board were very glad to have the council’s participation. It was a good event. The cemetery was in great shape with very nice compliments from the Cemetery Board as well as individuals.
Sewer ordinance #370
Since it has been three weeks since the last meeting, the council will review what has already been presented for the sewer ordinance. A public hearing will be at the next council meeting for the first reading.
Flag Day preparations
The town has ordered two dumpsters from Empire Disposal and four Honey buckets. These should be placed Thursday and Friday. Derek will move the two long bleachers to the front of the community center. There are volunteers to work the waffle cone booth. John and Jeannie will also be selling fresh squeezed lemonade to raise money for the youth activities.
Mosquito fogging
The Town of Fairfield has to sign an amendment to the original contract for the purchase and use of the mosquito fogger before we can use it. The last communication was that Tekoa’s attorney is still waiting to get all four of the original purchasing town’s signatures. There was discussion about using Enviropro for Fairfield’s licensed applicator. The council has the responsibility to make decisions in the best interest of the citizens and to take care of the budget. Enviropro is charging $175 per application, which works out to be approximately $70 per hour. The last applicator used charged $20 per hour. We still have to supply the chemical and pay for the mileage and other expenses for the use of the equipment.
Last year the total amount expensed out for mosquito control was $630.85. The mosquitoes have been out in force and with all of the moisture and the warmer temperatures for next week, will again be out. The council would like to fog on Tuesday and then re-evaluate. Cheryl will contact Steven Bishop, Tekoa’s attorney, and see where the contract stands.
NEW BUSINESS
TIP/CIP Review
The annual review of the Transportation Improvement Plan and Capital Improvement Plan (Six-year plan) needs to be submitted to WSDOT before the end of June. This is a planning tool for the community and input from the community on projects that they would like to see in Fairfield is very important. If a project is not on this plan, the town cannot apply for federal funding. The council suggested to add updating streetlights and an all-purpose utility vehicle under the Parks and Recreation heading.
Loss control grant
Association of Washington Cities (AWC) offers loss control grants every year for projects that will reduce/prevent insurance claims. Sidewalk repair, tree pruning and removal and pea gravel for the playground have been projects in the past. Suggestions this year would be removal and pruning of the trees on the west side of Hahner Field and repairing the overhang at the lower level entry of the Community Center. Another project would be to place some type of overhang on the exit doors for snow. Applications are due June 15.
Northwest Credit Grant
An application for a Rural Community Grant Program was received. This is a quarterly funding opportunity for Northwest Farm Credit Services to address the challenges and opportunities such as building or improving facilities, necessary equipment to facilitate programs and funding capital improvements, which enhance infrastructure, viability and/or prosperity. The next funding cycle application is due October 1.
Sign for Fairfield Care
Karl Felgenhauer asked for council approval to place a Fairfield Care sign on the stop sign post at the corner of Main Street and Railroad Avenue. The council agreed to this.
Annual Report
The annual report was provided to each council member for review. Mary and Cheryl will go over it with everyone at the next council meeting.
Fire hydrant location
The town received an email from Chief Jason Laulainen about a fire hydrant located at 204 S 4th that has a flowerbed around it that makes it impossible to get a hydrant wrench on it to access the water. The homeowner will be notified that access must be allowed in accordance with both the Town ordinance and the WAC. The homeowner will be given ten (10) days from the date of the letter to remove the flowerbed for access to the hydrant.
Public Works Update
WATER
- Water testing is staying within compliance; Nitrate Test Panel for SO5 has been completed for the year with no MCL exceeded.
- Many repairs and replacement has taken place over the last couple of weeks to the water system, replaced service lines, meters, fixed leaks. Many of them were found during construction and one by residents.
- Valves are being located and exercised.
WWTF
- Sewer Project is coming to a close; Bowen Brothers are doing a final clean up this week. The project went well and has been completed on time.
- Generator has thrown alarms during test cycles, after investigation found to be low on coolant. This could be a sign of future maintenance needs.
- Discharge has been stopped into the creek and will remain stored in the EQ Basin until the end of August and possibly until September. This will alleviate testing of the effluent waters.
PARKS
- Flag Day preparations are being completed this week, Bark around new trees, weed eating, pea gravel added, pine cones raked and water service will be set up Friday.
- Trash and limbs are picked up on a daily basis.
ROADS
- Grading was been done before road oiling commenced and should hold up for a while.
- Patchwork on Carlton has been paved and gravel added on 2nd and 3rd between Carlton and Seward.
- Sides of the road are being mowed and weed eaten where possible.
Other
- Testing a couple different locators out for a possible purchase this month of all in one locator. This equipment is becoming more pertinent every day with aging services.
Other:
Is there an ordinance covering the home-owned swimming pools? The town does not have an ordinance of its own but Spokane County does, which would be what is followed.
The Washington State Archive Grant has been extended until 2015.
Review Complaints & Compliments
5-30-12: 2nd complaint of barking dog at 201 N 2nd. Letter sent and fine assessed.
6-4-12: Stockpile of tires in front of garage at 105 N McNeil. A certified letter sent to renter and property owner along with nuisance ordinance with a date of June 15 to respond on the clean-up.
Adjourn
The regular meeting adjourned 9:53 pm.
______________ ____________________________
Mayor Ed Huber Clerk/Treasurer Cheryl Loeffler
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