Fairfield Regular Council Meeting Minutes March 5, 2013

FAIRFIELD WASHINGTON
REGULAR COUNCIL MEETING
PRELIMINARY MINUTES
MARCH 5, 2013
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 March 5 2013 at 7:00 pm.

Council members present: Harry Gibbons, Mary Branon, Valerie Spurrell, George Davidson and Brian Kauffman.

Others present: KJ Hanley, Larry Whitesitt and Cheryl Loeffler.

Approval of Minutes

ACTION

Brian Kauffman motioned to approve the minutes from the February 19 regular council meeting as presented; seconded by Harry Gibbons. The motion carried. George Davidson abstained.

ACTION

Approval of the Claims
Brian Kauffman motioned and Harry Gibbons seconded to authorize claim vouchers #16994-17013 for $28,743.74 and EFTs for $3,925.42 as presented. The motion carried. Check #16996 was issued as an EFT.

Claims: $24,234.83
Payroll: 8,434.33
Total Claims: $32,669.16

Check Register signed by: Valerie Spurrell, Brian Kauffman and George Davidson

ACTION

Mary Branon motioned to excuse George Davidson from the Feb 19, 2013 council meeting; seconded by Brian. The Motion carried.

Guests
Larry Whitesitt and George Davidson are having some major sewer issues at their residences on N. McNeil. They believe that the line is on Town property and are asking the Town to help with the financial responsibility of replacing the clay pipes. They also stated that large trucks and combines used McNeil more in 2012 due to the construction of Main Street.

Mr. Whitesitt noted that there are cracks across the road and a depression in the pavement with a series of cracks on their side of McNeil. It was stated that they feel this is where the line is collapsed.

KJ Hanley was present at the meeting and will look for records at Century West to see if there is a video of that line to determine where the lines run. No action took place at this time.

Engineer’s Report
Century West 2012 Sewer Improvement Project
KJ Hanley reported that the UPRR is close to providing their decision about the easement on the property. He is also still trying to connect with Junior Thies from Wilbur Ellis about how they would like to handle the easement on the DOT property. Ed will try to make contact with Junior on this matter. The project should be ready to go to bid within a few weeks.

Railroad to McNeil Rehabilitation Project
The Town received notification that a cultural resource survey will be required for this project. Gloria Bennett from Transportation Improvement Board (TIB) stated that this will be paid TIB, less the Town’s 5%. KJ presented the council with a Consultant Supplemental Agreement with an increase of $4,545.00 for the cultural resource survey. This has been sent to Gloria for her approval.

ACTION

Mary motioned to approve the Consultant Supplemental Agreement for $4,545.00 for the Cultural Resource Survey, contingent on TIB’s final approval; seconded by Brian.

Spokane Regional Transportation Council (SRTC) has called for projects again. The Town applied for the sidewalk on 1st Street last year so KJ asked if the council would like to pursue this project again. He did state that the smaller communities have a difficult time receiving these funds. This grant also has a 13.5% local match. After council discussion, the decision was to wait a year with this grant. 

Ed asked KJ if Century West would prepare a Rate Analysis on the water and sewer funds to verify that we are still where we need to be with our utility rates.

TD&H
This moved to executive session.

OLD BUSINESS
Tire Amnesty Day

Cheryl has visited with Scott from L&S Tire in Spokane. They are willing to be in Fairfield the same day as yard debris day. Both events will be held at the Fire Station on Truax SRTC Interlocal agreement The Interlocal Agreement with SRTC, which had previously been approved by council, was revised by the Spokane City Council regarding Section 6: Meetings and Voting. They are asking to have this interlocal agreement reapproved.

ACTION

Mary motioned to reapprove the revised interlocal agreement with SRTC; seconded by Brian. Motion was approved.

Utility account review
Mayor Huber sent a letter to the owner of Bullfrog’s requesting a signed water service termination agreement. This was returned to the office with a termination date of 8-11-12. With that termination date, Ed asked the council to adjust the remaining bills in 2012 for a total adjustment of $105.69. The owner is still responsible for the sewer billing.

Family Fun Night review
With the donation of the jumping castle from the Mark Felgenhauer’s, the TNT brought in $227. Huge success and everyone had a blast.

NEW BUSINESS
Work Clothes allowance
Public works has expressed that with all of the work being done at the WWTF, their clothing takes a beating plus they have been washing them at home. The office will look into providing coveralls with a laundry service to alleviate that problem.

Derek would also like to have a shirt that would be appropriate for trainings/meetings, to which the council agreed.

Cemetery Maintenance
Ed has visited with the current provider for the maintenance at the cemetery who would like to continue this year at the same rate. Both the Town and the Cemetery Board were happy with his work last year.

ACTION

Brian motioned to renew the cemetery maintenance contract to John Jesseph for the same dollar amount as last year; seconded by Harry. The motion carried.

Public Works Report
There was no public works report tonight.

Other
Brian presented the new website to the council. It is live now with an address of www.fairfieldwa.com. It is a very user friendly site. Cheryl will upload minutes, agendas, forms, ordinances and resolutions to the site.

Public hearing with the county commissioners for the 2013 CDBG projects will be 3-7-13 6:00 at the public safety building.

Cheryl and Jeannie would like to have a membership to Costco. This would be much easier to have the membership and a town check than to have staff reimbursed. The council agreed to apply for the membership but not to acquire the Costco American Express card. A signed check will be used at the time of purchase. Cheryl and Jeannie will be the ones on the card.

Complaints/Compliments
There were no complaints or concerns tonight.

Executive session
Ed called for a 5-minute break at 8:40 to resume at 8:45 in executive session to discuss potential legal issues with a project in town. Executive session should last no longer than 30 minutes. No action will take place during executive session.

Executive session opened at 8:45.
Executive session ended at 9:06

Adjourn:
The regular meeting adjourned 9:06 pm.
_____________    _________________________
Mayor Ed Huber   Clerk/Treasurer Cheryl Loeffler


 

Fairfield Washington Launches Official Website

The town of Fairfield, Washington announced their official website at, www.fairfieldwa.com.

The new website is easy to navigate, and pages have clean, easy to view backgrounds and fonts. The Event link announces three upcoming events, the next community event being:

Fairfield Service Club Annual St. Paddy's Day Feed   
Date: 2013-03-16
Time: 5:00 to 8:00 pm
Location: Fairfield Community Center

Details: Come and enjoy this wonderful meal of Corn Been and Cabbage, Baby Red Potatoes, Green Salad and the best Reuben Sandwiches around. The funds raised are to help sponsor Flag Day!

Keeping abreast of upcoming events in Fairfield and area schools is a plus, available through links to the comprehensive Fairfield Flag Day website (includes a wide variety of links to Fairfield organizations) and the link to the Museum's website, with its links to the past.

 

In 2010 Fairfield became the first city in the United States to celebrate Flag Day for 100 years.

 

The Community Center tab  doesn't contain a link to the center's website (which could be oversight soon to be corrected.)

  

Town Council Meeting Agendas and Town Council Meeting Minutes are readily available on Town Info tab. For those who want to receive council news via email detailed instructions are on the Contact Us page, and the sign up form is found by clicking the Log In tab.

 

Council Members contact information, as well as their terms are also provided via the Town Info drop-down links.

 

CONGRATULATIONS FAIRFIELD WASHINGTON!!

 

 

Public Hearing and Rockford Town Council Meeting, February 20, 2013

Rockford Town Council

February 20, 2013

7:00 pm

Mayor Micki Harnois brought the Public Hearing to order after the Pledge of Allegiance.  Council members present:  Thomas Smith, Clint Stevenson, David Thompson and Larry Van Every.  Steve Meyer was excused.  Clerk/Treasurer Darlene LaShaw and Public Works John Goyke were also present.

 

Public Hearing

A public hearing was held for USDA funding for two (2) flow meters for the lagoon system.  Micki Harnois briefly explained the Town applied for the meters and the regulations of USDA Rural Development state that a hearing must be held.

 

Layne Merritt of JUB was present to explain the program.  Layne also explained that current meters are not working and the Town applied for $12,000.00.  Layne mentioned after a few clarifications the Town should receive funds - $3,000.00 loan and $9,000.00 grant.

 

Clint Stevenson asked if the meters were a good brand. Layne replied – top level of meter – Siemen’s brand. Rick Hauf asked if they were the same meter as the City of Spokane.  Layne was not sure what Spokane had on its system.

 

Phil Evans asked how long parts would be available.  The Town has been burned before.  Layne replied that with Siemens he would expect parts to be available for many years.

 

Rick Hauf asked how good the warranty was.  Layne replied he will check on this.

 

Kathy Creed asked whose job is it to look for these funds – JUB or Micki’s?  Layne replied it is a combined effort.

 

Micki Harnois explained that attending IACC conference, talking to agencies they become aware of the Town’s needs.  Micki asked Layne if Rick Rose gave a 0 % loan.

 

Layne answered – no.

 

Larry Van Every asked what would happen if the Town didn’t get meters.

 

John Goyke said the Town would get fined from DOE/EPA.  A fine would be given to make the Town do something.  Meters would give Town data for needed information for compliance issues.

 

Rick Hauf voiced his thoughts of a brand new liner that had been installed not many years ago and had been damaged.  Rick didn’t feel it should be patched.  Rick would like the council to consider a new liner.  Clint Stevenson explained that the Town had already gone through bids.  Rick also asked the average life span of a liner.   Layne said twenty (20) to thirty (30) years.

 

Thomas Smith stated that the Town couldn’t come up with the funds to pay for a new liner so the council made the decision to patch it.

 

Robert Tollefson asked if there were to be funds left over can they be used for uv lights?  Micki Harnois answered that no it couldn’t be used for that.

 

John Goyke briefly explained that the current process that is done with monitoring can only give an average not real numbers.

 

Rick Hauf voiced that to do it correctly would be extremely labor expensive.

 

Larry Van Every stated the $12,000.00 would be eaten up fast.

 

Phil Evans asked where are the readings taken from.

 

John Goyke informed Phil that he still has to go down to the site but will eventually be able to retrieve them here at the Town Hall.  John further reported that the Town will no longer be able to do written reports, all DMR’s have to be filed on line.

 

Rick Hauf asked if the Town has software to tell the Town where the levels are on certain days.

 

Larry Van Every asked if the DOE has funding to help small Towns afford to pay for the software equipment needed.

 

John Goyke answered DOE gives training for the new electronic DMR’s.

 

Clint Stevenson asked Layne Merritt how to keep chunks of debris from plugging up the meters.  Layne stated there will ultimately be an automatically-cleaned screen installed but in the interim, he thinks some modifications can be made to the flume to prevent debris from getting stuck in the flume outlet.

 

Rick Hauf asked if all of $12,000.00 had to go to the meters or could it go to other things as well.  Layne replied that the scope is limited to the meters.

 

Phil Evans asked if there were funds that didn’t go to engineer fees that could go to other parts.  Layne said that could be investigated.

 

With no further comments, the public hearing was closed.

 

COUNCIL MEETING

Mayor Micki Harnois opened the Council meeting with the same council members present as for the Public Hearing. 
 
Micki Harnois welcomed new Council member Larry Van Every.
 
Layne Merritt with JUB updated the Council on DOE funding offer:

Centennial grant of $1.333 million

State Revolving loan of $1.6 million – 20 years at 1.6%

 

John Goyke reported that he estimated that sewer/lagoon rates would increase approximately to $37.00 on the utility bills monthly to cover the cost of the DOE loan.

 

Clint Stevenson voiced his concerns regarding the twenty (20) year term.  Will the lagoon system be up to standards in fifteen (15) years?  Clint was concerned that the Town will pay on the loan for fifteen (15) years and then have to borrow money again to make repairs or upgrades; making the Town go into more debt.

 

Layne Merritt explained that the scenario had been questioned at recent DOE meetings.  Layne stated that the DOE took that into consideration, knowing that it would raise its standards sometime down the road.

 

John Goyke reported that the DOE has spoke of a package plant for the lagoon system. Goyke has tried to explain to the DOE that it wouldn’t work in Rockford – not for its size and affordability.  The plant would have to have a level 2 employee.  John further stated that the Town will have to look into land application of the effluent so the Town will not be discharging into Hangman Creek.

 

Layne Merritt informed the Town that JUB’s goal is to come up with the simple most cost effective plan for the Town.

 

Micki Harnois spoke that many other Town’s have had to go through similar situations.

 

Phil Evans announced that the Town may have to look into disincorporation.

 

Kathy Creed said that the Town may lose more people if everyone has to pay $37.00 more a month on their utility bill.

 

Committee Reports

Micki Harnois spoke that Thomas Smith and Clint Stevenson were both on Water and Sewer committees.  Steve Meyer is on the street committee.  Dave Thompson agreed to be on the park committee.  Micki announced that a new committee was developed.  Larry Van Every and she will be on the Economic Development committee.

 

Tree Committee

Micki Harnois spoke of the need for the Town to set a date of its Arbor Day, being a member of the Tree City USA.  The current Tree Board is Clint Stevenson, Dave Thompson, Rosie Taylor and Keith Wigen.  Micki will ask Keith if he would take the lead on this year’s event.  A reading of a Proclamation and pictures taken need to be done at the Arbor Day.  Micki Harnois also spoke of dedicating newly planted tree in memory of Don Davis.
 
Minutes
Thomas Smith made a motion to approve the minutes of the February 6, 2013 meeting.  Clint Stevenson seconded the motion, motion carried.
 
Phil Evans asked why the minutes are not on the Town’s web site and why did people not want their names on the web site.  The minutes are all public record.
 
Micki Harnois answered that people don’t want their names published in the public record.  The Town will have to ask their permission to put their names in the minutes if they are made public on a web site.
 
Treasurer’s Report
Darlene reported of January 2013 $263,093.69 – all in funds.
 
Old Business

Micki Harnois reported that the Law Enforcement Levy did not pass.  Micki further reported that the Town had notified Ozzie that the Town would like to set up a meeting with him.  Micki further reported that Ozzie will be at the McIntosh Grange next week at 6:00 pm.

 

Rick Hauf reported he had been looking to see if he could obtain cost saving prices on some lagoon system equipment.  Rick explained that the system is a good system.  It needs proper maintenance, and improved education.  Rick spoke that he had been helping John look for lamps.  Rick found some for $35.00 each.  The Town needs twenty –eight (28).  Rick can get a box of thirty (30) - $960.00.

 

Rick Hauf spoke again of the need to have the system cleaned periodically.  Rick announced he would be more than happy to help clean them.  Rick further spoke of the need to have it monitored to make sure it is clean.

 

Rick Hauf continued to say that only three (3) of the twelve (12) aerators are currently working.  The shafts are locked and motors are bound up.  Rick reported that he and Chuck Collison are proposing to check to see what needs to be fixed and how much to fix them.  They have three phase motors.

 

Depending on what was included for the aerators in the DOE grant/loan a change order would be needed to change what has been planned and submitted for.

 

Thomas Smith spoke that the large difference in cost of the uv lights compared to what the Town had paid previously; what is the life expectancy on the bulbs.

 

The sewer and financial committee will look into available funds for the Town to purchase a number of lamps.

 

New Business

A tentative date of March 19^th at 6:00 pm at the Valleyford Fire Station has been set for a retreat for the Council.
 
Micki Harnois reported a letter the Town received from First Step regarding the internet service.  Service may be discontinued at anytime.  John will look into costs from other providers.
 
Planning Commission

Thomas Smith made a motion to approve for Chuck Collison to fill the recently vacated seat on the Town’s Planning Commission.  Larry Van Every seconded the motion, motion carried.

 

Public Works

John Goyke has been looking into a Generator/Welder for the Town.  Skyler Gambrel will look into one that may cost the Town less and be modern – not a rope start.

 

John Goyke reported that vehicle maintenance has been started; changing oil and etc.  Looking for tires for the rodder truck.  Micki suggested waiting for the tire recycle day and when people throw away their old tires we can put them on the rodder truck.  John said he would look into getting rims and wait to see if we can get any free junk tires for the truck.

 

Micki Harnois reported she had talked to the director at DOE that would like to meet without the River Keepers being at the meeting.

 

Micki Harnois mentioned that the police car has been at her house; no where to park it in the shop.  Micki further reported Liberty Lake will be giving the Town another car.  The Town will be able to use this car to go to other places for meetings and etc, using less gas.

 

Micki Harnois further mentioned that the Town is on a list for Cheney surplus equipment.

 

Darlene LaShaw announced that she will be leaving her job at the end of March.  Referring to her health, she reported things were getting harder to do.  Darlene thanked all who supported her.  She thanked both John and Brenda.  Darlene further stated that she would be available to help when needed or asked for.

 

Darlene asked for Council and citizens to be patient, kind and helpful for the new employee or any new employee.  She further spoke that in the past some people have been so brutal to new employees.  It is not necessary.

 

Kathy Creed reminded people of the meeting with Ozzie next Wednesday.

 

Meeting adjourned.

___________________________    __________________

Darlene LaShaw, Clerk/Treasurer     Micki Harnois, Mayor

Fairfield Town Council Preliminary Agenda, March 5, 2013

PRELIMINARY AGENDA
REGULAR COUNCIL MEETING
MARCH 5, 2013

Town of Fairfield • 218 East Main
7:00 P.M.

7:00 Call to Order
Approval of the Minutes from February 19, 2013 regular council meeting
Approval of Claims for March 5, 2013

Engineer’s Report
Century West

TD&H

OLD BUSINESS
Tire Amnesty Day

• Update

SRTC Interlocal agreement

• Approval of updated agreement

Utility account review

Family Fun Night

• Review of how it went

NEW BUSINESS
Work Clothes allowance
2013 Cemetery Maintenance

Public Works Report

Other
Public hearing 3-7-13 6:00 2013 CDBG projects

Complaints/Compliments

Executive session
Potential legal issue

Adjourn

Questions concerning items appearing on this Agenda or requests for accommodations of special
needs to participate in the meeting should be addressed to the Town Clerk, 218 E Main Street,
Fairfield, WA 99012 or call (509)283-2414

Mayor Ed Huber & Council Member, Harry Gibbons Mary Branon George Davidson Valerie Spurrell Brian Kauffman