Thursday, August 8, 2013

Rockford Washington July 17, 2013 Town Council Meeting Minutes

 
Rockford Town Council
July 17, 2013
7:08 PM

Mayor Micki Harnois called the Meeting to order after the Pledge of Allegiance was recited. Council members present were: Carrie Roecks, Clint Stevenson, and Dave Thompson. Larry Van Every and Thomas Smith resigned their Council Positions earlier in the week. Brenda Gambrel Deputy Clerk and John Goyke Clerk/Treasurer/Public Works Operator were also present.

The regular Town Council meeting was called to order at 7:08 PM.

The Mayor announced that the executive session that was scheduled for the beginning of the meeting was moved to the end of the meeting.

Josh Jonque was present to ask the Council to reconsider the ruling that his dog was potentially dangerous and that his dog be allowed to remain in Town.

Carrie Roecks said that Jonque’s dog was aggressive towards humans.

Travis Glidewell said that Jonque’s dog had eaten his chickens.

Clint Stevenson said that the dog is a good dog; it just needs some obedience training.

Dave Thompson said he would agree to allow the dog to remain in Town if Jonque paid all fines and assessments against the dog and agree to make sure that the dog does not leave Jonque’s property.

Travis Glidewell said that he could agree to that, as long as Jonque replaced the chickens that were killed.

Josh Jonque said that he would pay all the fines, secure his dog and replace the chickens.

Josh Jonque then paid all fines and fees assessed against the dog and the dog was released into his custody.

Mayor comments:

JUB Engineering
Layne Merritt announced that the six year transportation improvement plan had been submitted to the WA State Department of Transportation.

Layne Merritt announced that the Transportation Improvement Board application will be due in a month. The Council needs to be considering potential projects, some of the projects to consider should be from the recently submitted six year transportation improvement plan. Layne Merritt suggested picking the B Street project from the list.

The Council then wanted copies of the cost estimates for the projects on the six year transportation improvement plan that were handed out previously. The Clerk/Treasurer then left the meeting to make copies, returned and handed out the copies that were requested.

Clint Stevenson then made a motion to accept Resolution 13-03R the Rockford Six Year Transportation improvement plan. The motion was seconded by Dave Thompson and the motion carried with a voice vote.

It was then the consensus of the Council to apply for a grant from the Transportation Improvement Board for the B Street Project and to apply for monies for the Lake Street and Sprague/Third Street Crack and Chip Seal projects as an alternate if the B street project is not selected.

Layne Merritt announced that the SRTC sidewalk project has received its grant funding.

Layne Merritt gave an update on the lagoon liner project; he stated that the contractor General Industries came back and inspected the welds on the liner. It was determined that the welds had been too hot and they had burned through the liner material causing leaks.

All of the seams were visually inspected, were prodded with a screw driver and kicked to detect any leaks. Lane Merritt informed the Council that the liner is now fixed. Layne Merritt informed the Council that when the under drain tests come back negative for fecal e-coli the pond can be refilled.

Layne Merritt explained that JUB has incurred approximately $7,804.00 in costs performing professional services for the Town.

Clint Stevenson made a motion to pay $3,000.00 of the $7,804.00 bill and the motion was seconded by Dave Thompson and the motion carried with a voice vote.

Layne Merritt then stated that the notice to proceed has been sent back and filed for the flow meter project at the lagoons.

Washington State Department of Ecology has sent notice that the $2,899,254.00 project at the lagoons has been approved and the funding shall be $1,565,577.00 in loan and $1,333,677.00 in grant. The loan portion shall be for 20 years at 1.6%. Mayor Harnois explained that the WA State Department of Ecology will conduct a financial capability assessment of the Town to ensure that the Town has the resources to make the loan repayments.

Layne Merritt informed the Council that the first loan payment will not be due until the lagoon project is completed. It was discussed that the rate payers may have to pay an additional $40.00 per month to service the debt on the loan.

Mayor Harnois said that she would call Cynthia Wall at WA DOE to get the exact terms and repayment schedule for the loan.

Primmer Land Contract for use by Town for the Southwest Reservoir
Jody Cornwall representing the Primmer family explained that the water tower has been on the property for over 50 years with the Town never having made a payment for the use of the land.

Carrie Roecks said that she is still gathering information and financial numbers concerning the current agreement that is being considered; and that she should have the final numbers together by the end of the week.

Newsletter
Mayor Harnois explained that the newsletter was to have an announcement in it asking people if they would be able or willing to read their own water meters, however the July newsletter lacked this information due to time constraints and it was not added.


Mayor Harnois said the August newsletter would have the information and would ask the public if they would be willing or able to read their own water meter.

RMSA Grant
Carrie Roecks suggested that the RMSA Grant be used to fix the playground equipment at the Town Park. Carrie Roecks also said that the Town could use some volunteers to fix the equipment in the Town Park.

There was discussion about the $1,000.00 AWC Loss Control Grant that was given to the Town to buy fall material. Clint Stevenson said that the Town buys the fall material every two years and that it is usually used up by the time more is purchased with the grant.

There was no consensus as to what to purchase with the RMSA Grant or the Best Buy Gift Card.

Spokane County Court Costs
Mayor Harnois explained that she felt the current Court bill could be partially attributed to the arrest of Raymond Sprague who stays in the park.

E-Cigarette’s
Mayor Harnois explained that Christina from the Spokane Regional Health District would like to be at the next Town Council Meeting to discuss the Town passing a new Town Ordinance restricting the sale and marketing of e-cigarettes in Rockford.

Committee Reports:
NONE


July 7th Minutes
Clint Stevenson moved to accept the July 7th Minutes with the corrections to line six and seven changing Dave Thompson absent and Thomas Smith present, to Dave Thompson present and Thomas Smith absent.

Carrie Roecks seconded the motion to accept the minutes with the listed corrections. The motion then carried with corrections with a voice vote.

Checks
Clint Stevenson asked why Check number 12095 was written for $16,000.00 because the bill showed $15,999.78 but the invoice showed $16,000.00.

Carrie Roecks would like a corrected bill showing the $16,000.00 that was paid if that was supposed to be paid. It was further stated that the Auditors Office will have an issue with this $.22 cent discrepancy.

The Clerk/Treasurer said that a corrected bill will be presented to show the $16,000.00 that was paid.

Clint Stevenson made a motion to pay check #’s 12095 – 12116 in the amount of $30,384.99.

Payroll 0 $ 0  Claims 12095-12116      $30,384.99
Dave Thompson seconded the motion, motion carried with a voice vote.

Treasurers Report Treasurer’s Report: Treasurer’s Report $287,269.43 for June 2013 CE-$109,200.93; Street-$26,965.14; Criminal Justice $2,887.42; Equipment/Property Reserve $51,540.00; Sewer $22,025.93; Lagoon Repair $9363.43; Water Fund $-6,581.38; Sewer Reserve $43,546.94; Water Reserve $8,321.02; Waste Water Facility Reserve $20,000.00

It was noted that the report did not balance with the bank statements due to a $10.00 voided check that had been cashed and the Town is working with BIAS to correct the accounting problem. The Check was written in 2012 voided in the system in February 2013 and then cashed in June 2013; this caused an accounting balance issue.

New Business
Water Sewer Rate Increase
Mayor Harnois explained that per the Town Ordinance the Town can raise water/sewer rates by 3% without voter approval. She further stated that currently 77% of the Towns and Cities in Washington are in are experiencing economic hardship.

It was the consensus of the Council that the 3% would only apply to the base and surcharge rates and not the usage rates.

The Clerk Treasurer was instructed to have the resolution prepared by the next meeting for review to raise water/sewer base rates by 3%.

6% Avista Utility Tax
Carrie Roecks ask what would be the average increase per power bill if 6% were applied.

Dave Thompson said that this information has been discussed in the past; however Carrie Roecks was not present.

Clint Stevenson said that the current Sheriff’s Contract is costing the town money that was not budgeted.

Mayor Harnois stated that the Utility Tax Ordinance will not specify exactly what the monies raised through the tax will be spent on.

Clint Stevenson stated that the Town can always decrease the percentage at a later date.

Phil Evans then wanted to know the process of adopting and implementing a 6% utility tax.

The Council then explained the process to Phil Evans.

Steve Meyer stated that he thought the utility tax monies should be spent on the sewer lagoon loan payments.

Mayor Harnois stated that she would like to see the first loan payment for the lagoon loan in the bank before the payment is due.

Clint Stevenson mentioned that the Town has many unfunded capital projects that need to be completed.

Carrie Roecks stated that the water/sewer rates should pay for the water/sewer bills and that the utility tax can pay for other items that are needed, such as paying the Sheriff’s contract.

Vicki Bergstrom said that the Town should look at short term monies from CDBG; the Town needs to come up with a plan to fix certain sections on the water/sewer infrastructure over time.

The clerk/treasurer was instructed to have a 6% Avista Utility Tax Ordinance ready for review by the next Council Meeting.

Ivan Willmschen
Ivan Willmschen explained to the Council that there is a water leak in front of the Frontier Building on Emma Street; he further stated that it was a waste of water.

The Public Works Operator stated that the leak was on the customer side of the meter and that it was the customers responsibility to fix their leak and that they have been notified of the leak.

Sewer Rate Increase
Carrie Roecks said that she could not make a decision to increase sewer rates to cover the upcoming loan payments until she see’s the terms of the loan and the repayment schedule.

Clint Stevenson said that the rates need to be increased soon to cover the first loan payment.

Dave Thompson said that he was worried that if the rates were only increased to cover the payment now and that if there were fewer customers in the future, the current raise would not be enough to cover the payments. Dave Thompson suggested raising the rates to cover not just the loan payment, but to have a buffer to cover possible lost customers or future costs.

Dave Thompson said that to make a final decision on how much to raise the rates better financial number are needed to make a decision.

Resolution 13-02
Carrie Roecks requested to see the Towns current evaluation to see if the verbiage in the resolution would raise the required amount listed.

The Clerk/Treasurer then presented the most current information regarding the Town’s evaluation.

Carrie Roecks then moved to accept resolution 13-02 as written, Dave Thompson seconded the motion and the motion carried with a voice vote.

Council Resignations
Mayor Harnois announced that Thomas Smith and Larry Van Every had resigned from the Council for personal reasons. The Mayor explained that the Council can pick candidates from the previous applicants.

Bill Benson said that he would like to be considered for one of the open Council positions.

Bill Benson then filled out a Council application and submitted it to the Council for consideration.

Public Works
The Public Works Operator stated that he would be at Ivan Willmschen home July 22 at 0800 HRS to chemically treat the main line before Big Sky came in to clean the rest of the line.

The Public Works operator announced that Big Sky Industrial would be in Town July 23rd and July 24th to clean the sewer mains from Church to Fred Necks.

Public Comment
Kathy Creed commented that Chuck Collison is running for a Council position but he is not around very often.

Steve Meyer wanted to know why the Ball Field near well 5 is not being watered.

Clint Stevenson and Dave Thompson then volunteered to put the sprinkler out in the Ball Field and maintain it.

Clint Stevenson said that he will use the Town Grader on the ditch at the Ball Field to clean the ditch out, and the Public Works Operator was to make the one call for the project before the next Council meeting.

Robert Tollefson suggested that the Town look at purchasing voice activated software that could type the minutes for the Council meeting to save time on the typing of the minutes.

The Council and Audience then broke into song singing Happy Birthday to the Mayor and a cake was presented that was purchased by the Deputy Clerk for the Mayors Birthday.

Cake was then handed out to the Audience and Council.

Executive Session
The Mayor then announced that the meeting would move into executive session and the Council would leave the Town Hall and reconvene in the Town Shop for the executive session. The executive session was to discuss potential applicants to fill the two vacant Council positions.

The Council then moved into executive session to discuss applicants for the vacant Council positions.

The Council then came out of executive session and the Mayor stated that Council would discuss the two vacant positions left open by the resignation of Larry Van Every and Thomas Smith.

Clint Stevenson said that he wanted both positions to have an applicant appointed to them.

Carried Roecks said that she wanted only one applicant appointed and to have one council position left open.

Dave Thompson said that he wanted only one council position appointed and to have the other remain vacant.

Clint Stevenson then moved to appoint Travis Glidewell to Thomas Smith previous council position. Dave Thompson seconded the motion and the motion carried with a voice vote.

Carrie Roecks then encouraged Bill Benson to apply for an open position on the planning commission.

Clint Stevenson then moved to leave Larry Van Every’s council position open until the electorate votes in November on who they want to be elected to that position and after the election determines who is the winner of that race, that the winner be appointed to fill that vacant position. Dave Thompson seconded the motion and the motion carried with a voice vote.

Meeting adjourned 9:58 PM
_______________    ______________
John M. Goyke          Micki Harnois
Clerk/Treasurer         Rockford Mayor

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