Fairfield Town Council Meeting July 17, 2012

Fairfield, Washington

REGULAR COUNCIL MEETING

JULY 17, 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 July 17, 2012 at 7:00 pm.

Council members present: George Davidson, Mary Branon and Valerie Spurrell. Harry Gibbons and Brian Kauffman were absent due to family commitments.

Others present: Sheriff Ozzie Knezovich, KJ Hanley of Century West, Randy Noble of TD&H, Kimberly Blair, Derek Knecht and Cheryl Loeffler.

Approval of Minutes

ACTION

Mary Branon motioned to approve the July 2, 2012 regular council minutes as presented and July 10, 2012 special council meeting minutes as presented, seconded by Valerie Spurrell. The motion carried.

ACTION

Approval of the Claims

Mary Branon motioned and Valerie Spurrell seconded to approve claim vouchers #16707 through #16723 for $16,449.35 and EFTs for $34,633.50 as presented. The motion carried.

Claims: $41,055.97

Payroll: 10,026.88

Total Claims: $51,082.85

Check Register signed by: Mary Branon, George Davidson and Valerie Spurrell

Guest

Sheriff Ozzie Knezovich

Sheriff Knezovich came to the meeting tonight to see how things are going in the town and to visit about the upcoming budget season. The issue with SpoKanimal and citation writing was also discussed. He expressed that the sheriff’s department has been looking into the SpoKanimal contract and how the departments interact with each other. He believes that by the end of July, this issue should be solved and SpoKanimal will be commissioned, given citation books and will be able to issue citations within our town. We have 90 days to issue a citation after the potentially dangerous dog declaration

was given to 201 N 2nd.

The sheriff commented that since the announcement from Spokane that the police were not going to respond to property crimes, the rate of them went up 52%. A property crime task force was formed and as of July 14, 2012, 214 arrests have been made. He commented that 36 deputies have been lost in the last three years to budget cuts and a possible six more at the end of the year. Ed commented on how much the town appreciates the SCOPE officers and the things that they are able to provide for us. It is great that they have not been cut because of the budget. Sheriff Ozzie commented that SCOPE is a force of 650 volunteers and the commissioners realize their value.

There is a question and answer session on Wednesday, July 18 in Rockford and everyone is invited to that if they have anything else they would like to know from the sheriff.

Engineer’s Report

2013 Transportation Improvement Board (TIB) Call for Projects and engineer selection

The council had an informal comment period after the special meeting last week about which engineering firm they would prefer for the 2013 Transportation Improvement Board (TIB) Call for Projects. It was a unanimous opinion that the council would like to continue to strengthen the relationship they have with Century West and have them submit an application to TIB for the continuation of the Main Street Project.

The Town also values the relationships with TD&H and the East Main Street Rehabilitation project has been a good project to start a relationship with the firm. At this point, there is not a project in the works for them though.

Century West

KJ Hanley reported that he has been preparing the SRTC application for the 1st Street Sidewalk Improvements. This project would be to replace the sidewalk from Carlton to Spokane Street. According to SRTC, there is a 13.5% match required at this time, but that could change. There is also the possibility that the match could be covered by TIB funds.

The application is due August 3rd KJ asked the council to approve the endorsement stating that the town agrees to the engineer’s estimate of $159,975.00 and a guarantee matching funds of $21,596.63.

ACTION

Mary motioned to approve the 1st Sidewalk engineer estimate of $159,975.00; seconded by Valerie. The motion passed.

If the town were approved for the SRTC project, it would take place in 2013.

KJ will start on the TIB application for continuation up Main Street project.

2012 Sewer Improvement Project

We are still waiting for the subrecipient agreement from CDBG. KJ contacted Richard Culton about perhaps beginning to survey next week and to backdate the billing. This has been done in the past with no problems. The cost of obtaining easements, if needed, was not factored in for this project so the town would have to do the bulk of the legwork to help with those costs. KJ will help with the preparation of the paperwork though.

TD&H

Randy Noble reported that the Union Pacific is progressing on the crossing and should have it complete by Thursday, July 19. Cameron-Reilly will be back in town the next week to grind the asphalt and begin paving, which should be completed by August 2nd. They could have a slight delay due to the vandalism on their equipment.

Two contractors submitted bids for the street lighting and ARC Electric was low bid at $52,785.90. TIB has approved the award of the Street Lighting Contract to ARC Electric. Randy requested permission from the council to award the contract to ARC Electric and permission to allow Mayor Huber to sign the contract for construction. He also requested permission to allow the Notice to Proceed to be issued after the contract is signed. The pre-construction meeting will be held after the bonds are secured and the contract is ready for signature.

ACTION

Mary motioned to award the contract to ARC Electric for $52,785.90 for the street lighting; allow Mayor Huber to sign the contract for construction; and to allow the Notice to Proceed to be issued after the contract is signed; seconded by Valerie. The motion carried.

OLD BUSINESS

Spokane River Keepers

The third letter from the Spokane River Keepers was received stating that they appreciate the town’s efforts and progress with the I&I. As long as we stay diligent, they will just monitor. Mary suggested that the town initiate a letter to them when the next project starts.

2012 Loss control grant

The town received $1000 Loss Control Grant for tree removal/pruning from Association of Washington Cities. Another area that was applied for was to replace the overhang on the community center, but this was rejected. The area that generated the most claims was sidewalk/street repair and the dead/dying trees.

SpoKanimal

This was addressed by Sheriff Ozzie. SpoKanimal did send a form letter that they send out for different violations. Cheryl will revise this for our ordinance and present it to the council for approval.

RMSA training

Cheryl and George are signed up for this training on July 23.

Sidewalk project

Tom Gum from T&R Concrete has been working on the sidewalk from the library to McNeil. There was a problem with the east end slope. He would need to extend it 6’ for the slope allowance. He presented a change order for $150.

The Saselli’s are concerned about the elevation being too high into their driveway and would cause their car to drag on the bottom. They were questioning whether an apron was going to be provided. Since there was not an apron originally, none of the bids included one. Ed did visit with the contractor about the elevation of the sidewalk and it is not any higher than the original sidewalk. He was going to provide a firm crushed rock approach but after visiting with Ed, he presented a bid for a 6” x 12’ x 17’ concrete apron for $2160. This bid was above what the town can provide. Ed then contacted the contractor during the council meeting and it was discussed to bring in a truckload of 2” minus to get the needed elevation.

This could be done for $350 and would be firm enough for a driveway approach. Any rock that would be left over would be left for town stockpile.

ACTION

Mary motioned to approve the change orders for $150 and $350 sidewalk work; seconded by Valerie. The motion carried.

The project will be completed before the next council meeting so Ed asked for council permission to approve final payment prior to August 7 pending the walk-through approval.

ACTION

George motioned to approve final payment based on acceptance of the project by Mayor, Derek and contractor; seconded by Mary. The motion carried.

Mr. Gum stated that the sprinkler system of Gary Adams’ will be repaired along with replacing soil along the sidewalk will be replaced.

NEW BUSINESS

None.

Review of attorney comments for Ordinances #370

The comments made by the attorney were minor and the council accepted them. He is still reviewing the water ordinance.

This will be reviewed August 7 with final approval of both ordinances at the August 21st council meeting.

Public Works Update

Water

Chlorine residuals are staying at a constant .2 pm

Hydrants are being oiled and serviced at Hilltop Lane, Fairfield Care

Plans are underway for new service line on Seward

Bacteriological test for July came back negative. There is no coliform present.

Service line for the Thomas field is being scheduled for the end of July or early August. Contact with Charlie Hahner about locating this beside the cement slab on the south end of the field.

WWTF

Juggling influent flows to increase “no discharge” and retention time, keeping bio ponds topped off Influent testing is on schedule and within limits. No effluent testing until discharge commences this Fall. Trees are being watered and weeds knocked down around them. Thistles are due to be sprayed.

PARKS

Hart Park is now being watered regularly

Garbage and branches are picked up daily at both park locations

Dead trees, light pole and metal barricade poles have been removed in Hahner Field by Mr. Hahner. This looks great.

ROADS

Tree and bush trimming is being done in trouble spots on Town’s right-of-ways

Weeds have been sprayed on sidewalks and parking lots

Main Street between Highway 27 and Railroad is closed the week of the 16th through the 20th for the railroad crossing to be demolished and new ones installed.

Sidewalk on Main between the Library and McNeil will be poured Friday. Finish work should wrap up the week of the 23rd.

Other:

Smoke testing on Fairfield’s sewer and storm water system is being scheduled for late this summer or early fall. This will be used as an I&I identification tool to make future adjustments or repairs to the system. Notices will be sent to citizens before testing commences.

Other

Fraud and Abuse Policy is required now for the CDBG contracts. This sample was provided from RMSA. The council will review for next meeting.

Review Complaints & Compliments

None tonight.

Adjourn

The regular meeting adjourned 9:08 pm.

__________________    __________________________

Mayor Ed Huber              Clerk/Treasurer Cheryl Loeffler