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HomeMy WebLinkAbout2014-09-02 City Council Minutes Approved City Council Minutes—September 2, 2014 At 7:00 p.m. Mayor Laurie Gere called the regularly scheduled Anacortes City Council meeting of September 2, 2014 to order. Roll call found present: Eric Johnson, Ryan Walters, Erica Pickett, Brad Adams, Liz Lovelett and Matt Miller. John Archibald was absent. The assembly joined in the Pledge of Allegiance. Citizen Hearings No one present wished to speak. Mayor/Council Communication and Committee Reports Proclamation: Senior Center Month: Mayor Gere read a statement proclaiming September to be Senior Center Month in Anacortes. Senior Activity Center Director Sally Hill recognized members of the Center Board who were present. She thanked the mayor for acknowledging the important work of the Center and thanked the Center's many community partners for their support. Ms. Hill summarized a number of accomplishments of the Center and measures of its success including many positive excerpts from the recent user survey. Ms. Hill introduced PK Mead who shared an enthusiastic account of the variety of activities offered at the Senior Activity Center. Ms. Pickett complimented Ms. Hill on the appreciation that survey respondents expressed for her work. Mr. Walters reported from the Public Works Committee which met the previous week and discussed harmonizing the garbage, yard waste and recycling contracts; Council initiatives on food waste recycling; the 3MG water tank; and a stormwater system failure near the waterfront. Mr. Johnson added that the committee also received a report on improvements experienced from the new automated solid waste system and the planned retrofit of street lights to use LEDs. Mr. Walters reported from the Planning Committee which met earlier in the evening and discussed improving the Capital Facilities Plan and incorporating it into the Comprehensive Plan; residential and commercial parking regulations; the land use matrix; the assisted living definition; updates to AMC Title 19; and the Willette property. Mr. Adams added that Interim Planning Director Don Measamer had shared departmental statistics and metrics that would appear in the budget and had advised that he was tracking a number of items that had been referred by Council for action in the 2016 Comp Plan Update. Ms. Lovelett invited families to attend Fidalgo Bay Day on Saturday, September 13 from 9 a.m. to 2 p.m. to enjoy youth activities and a salmon bake and marine interpretation. Mr. Johnson inquired about the time line for the parking study. Mr. Measamer explained the recent on the ground parking space count and the analysis planned for the month ahead. In response to a question from Mr. Adams, Public Works Director Fred Buckenmeyer advised that Saturday, September 13, would be the next free cleanup day from 9 a.m. to 1 p.m. at the City Operations Shop. Consent Agenda Mr. Walters removed Ordinance 2934 from the Consent Agenda. Mr. Johnson moved, seconded by Ms. Lovelett, to approve the following Consent Agenda items. Vote: Ayes—Walters, Pickett, Adams, Lovelett, Miller and Johnson. Motion carried. Approval of Vouchers/Cancellation of Checks Council voted unanimously that the following vouchers/checks audited and certified by the City's Auditing Officer(Finance Director)and subsequently reviewed and approved by the Council Finance Committee on August 20, 2014 and August 27, 2014 are approved for payment as of September 2, 2014. Anacortes City Council Minutes September 2, 2014 1 Claims Check Numbers 73507 through 73656 in the total amount of$448,258.61 EFT Numbers 73504 through 73506 in the total amount of$12,158.00 Payroll for August 20, 2014 in the total amount of$625,800.14 Check Numbers 39827 through 39862 in the total amount of$30,797.56 Direct Deposit Numbers from 55167 through 55367 in the total amount of$367,909.73 EFT Numbers from 1704 through 1708 in the total amount of$227,092.85 In the same motion Council approved the minutes of August 18, 2014, August 25, 2014 and August 26, 2014 as if read. Regarding Agenda Item 5c, Ordinance 2934: H Avenue Sanitary Sewer Area Specific Surcharge, Mr. Walters asked Mr. Buckenmeyer to summarize the changes to the ordinance since it was last presented to Council on August 18. Mr. Buckenmeyer explained that the monthly payments on the installment plan include 6% interest and that there is no prepayment penalty. Mr. Walters moved, seconded by Mr. Miller, to adopt Ordinance 2934 amending Section 13.08.027 of the Anacortes Municipal Code to update system costs and associated rates all consistent with Ordinance No. 2920. Vote: Ayes— Pickett, Adams, Lovelett, Miller, Johnson and Walters. Motion carried. NEW BUSINESS Staff Reclassification Confirmations Mayor Gere explained that her appointment of department directors requires City Council confirmation. She requested Council confirmation of her reclassification of Don Measamer and Emily Schuh. Mayor Gere advised that the City Council Personnel Committee had met on August 25 to discuss these changes and give feedback. Mayor Gere summarized Mr. Measamer's work as Interim Director of Planning, Community and Economic Development since March and his long tenure at the City in increasingly responsible roles. She expressed her intent to appoint him Director of Planning, Community and Economic Development. The mayor praised Mr. Measamer's deep community knowledge and relationships, his understanding of the importance of visioning and planning, and his leadership skills. Mayor Gere advised that Ms. Schuh has been Director of Human Resources since 2001 and described the extensive additional administrative and management responsibilities taken on by Ms. Schuh over the past six years. The mayor expressed her intent to reorganize the Human Resources Department as the Administrative Services Department with Ms. Schuh as its director, overseeing Human Resources, Risk Management and the Municipal Court. The mayor observed that Ms. Schuh had been performing these duties de facto for a number of years and said the reclassification would clarify Ms. Schuh's role as director of an expanded department with more clear lines of reporting. She observed that many other cities have such a department. Mayor Gere and Ms. Schuh responded to councilmember questions about the job descriptions for the two positions. Mr. Miller reported from the Personnel Committee, which had discussed the proposed reclassifications when it met on August 25, and said that the proposed Administrative Services Department is similar to how other governments are structured and makes a lot of sense. Mr. Walters said that it would make more sense for the City Prosecutor to report to the City Attorney if that position were brought in house but that the rest of the proposal made sense. Mayor Gere responded to questions about salaries that there would be no salary changes due to the proposed reclassifications and added that Anacortes director salaries are comparable to other cities. Councilmembers discussed where the Planning, Community and Economic Development Director's duties would best be defined in the Anacortes City Council Minutes September 2, 2014 2 municipal code, whether in Chapter 2 or Title 19 or elsewhere. Mayor Gere suggested that the Personnel Committee look into that question. Mr. Adams moved, seconded by Mr. Johnson, to confirm the Mayor's requested reclassifications of Don Measamer and Emily Schuh. Vote: Ayes—Adams, Lovelett, Miller, Johnson, Walters and Pickett. Motion carried. Resolution 1897: Adopting Revised Personnel Policies and Benefits for City of Anacortes Employees and Superseding Resolution 1863, a Prior Version of the Personnel Policies and Benefits Administrative Services Director Emily Schuh presented Resolution 1897 to adopt revised personnel policies. Ms. Schuh advised that the policies are updated annually and that WCIA had an employment law attorney review the draft to ensure the policies are in compliance with the Affordable Care Act. She outlined the series of opportunities given to collective bargaining units and staff to review and comment on the proposed revisions. Ms. Schuh said this process gives employees a clear understanding of what they can expect from the City and what is expected of them. She added that the Council Personnel Committee reviewed the proposed changes at its meeting the prior week. Councilmembers discussed Policy 401 which requires advance approval by the Council Finance Committee of travel requests. Mr. Johnson and Mr. Walters urged striking that requirement. Ms. Pickett and Mr. Adams supported retaining the requirement. Ms. Schuh said that the existing policy works well. Ms. Schuh responded to councilmember questions about Policy 606 prohibiting tobacco use inside city facilities and within 25 feet of doors, windows and ventilation intakes, Policies 801 and 808 as they regard marijuana, and Policy 404 regarding employee membership in clubs and civic organizations. Mr. Walters urged changing Policy 102 which provides employee benefits to the mayor. He agreed with providing health care benefits to the mayor but not vacation, explaining that the mayor controls his or her own schedule, has no supervisor and is not required to work forty hours a week but receives the same salary regardless. Mr. Walters said this becomes an issue when a mayor is terminated by the electorate and the City has to buy out accrued vacation. He proposed modifying the policies to make clear that medical care benefits (Policy 501)and wellness benefits (Policy 507)apply to the mayor but not Policies 502 through 506. Ms. Pickett responded that the Anacortes mayor is also effectively the city manager or city administrator which is different from other cities in the valley. She said being mayor in Anacortes is more than a full time job and it would not be good not to pay vacation to the mayor. Mr. Walters disagreed, restated his objections to paying vacation to the mayor, and again urged changing the personnel policies so that vacation buyout for the mayor is not an issue in the future. Mr. Miller suggested giving the mayor and staff time to look at an alternative to the proposed policy. Mayor Gere suggested the Council Personnel Committee look into it. Mr. Miller, a member of that Committee, said he would be comfortable doing so. Mr. Johnson agreed. Mr. Adams requested some staff response to the question at a future meeting. Ms. Schuh explained how exempt employees, including the mayor, account for their time worked and time off on their timesheets. Mayor Gere invited the audience to comment on the proposed resolution. No one present wished to speak. Mr. Walters moved, seconded by Mr. Johnson, to approve the personnel policies with the exception of changing Policy 102 to specify that Policies 501 and 507, not 501 through 507, apply to the mayor. Ms. Pickett moved to table the motion to the next meeting. In response to a question from Mr. Adams, Mr. Walters restated his motion. Ms. Pickett requested more time to think about this and have the Personnel Committee look at it again. Mr. Adams seconded Ms. Pickett's motion to table. Mr. Walters suggested moving forward with his motion and then having the Personnel Committee look into whether Policies 502 Anacortes City Council Minutes September 2, 2014 3 through 506 should apply to the mayor and make a recommendation. Mr. Miller said he was comfortable with Mr. Walters's motion and didn't see a need to table. Vote on motion to table Mr. Walters's motion and send back to the Personnel Committee for further study and recommendation: Ayes— Pickett and Adams. Nays- Lovelett, Miller, Johnson and Walters. Motion failed. In response to a question from Ms. Pickett, Ms. Schuh explained that the proposed additions to Policy 102 that apply Policies 501 through 507 to the mayor were not adding new benefits but rather clarifying actual past and current practice. She said it was unclear how the mayor would account for his or her time if Policies 502 through 506 did not apply. Mr. Furlong inquired if the policies defined a work expectation for the mayor or if s/he set his or her own schedule. Ms. Schuh said there was nothing explicit in the Personnel Policies, only the City code that sets the duties of the mayor, but that in fact it was more than a forty hour a week job. Mr. Miller suggested that maybe the mayor did not need to fill out a time card. Mr. Walters said there might be reasons to track the mayor's time, but not for purposes of pay or vacation. Mr. Adams moved, seconded by Ms. Lovelett, to amend the motion to approve the Personnel Policies with the exception of changing Policy 102 to specify that Policies 501 and 507, not 501 through 507, apply to the mayor, and to refer Policies 502 through 506 back to the Personnel Committee and to staff for recommendations back to Council. Vote on amendment: Ayes— Miller, Johnson, Pickett, Adams and Lovelett. Nays—Walters. Motion carried. Vote on amended motion: Ayes—Johnson, Walters, Pickett, Adams, Lovelett and Miller. Motion carried. Closed Record Hearing: William Moore Conditional Use Permit (CUP-2014-0001) Associate Planner Kevin Cricchio presented an application for a Conditional Use Permit for a detached duplex at 407 4th Street in the R2 zone. Mr. Cricchio described the proposed project and the surrounding zoning, reviewed the site plan and elevations, and summarized the permits required, critical areas review, and noticing. He said SEPA review did not apply. Mr. Cricchio reported that an open record public hearing was held before the Planning Commission on August 13, 2014 and the Commission unanimously recommended approval by City Council subject to conformance with 13 conditions suggested by staff. Mr. Johnson moved, seconded by Mr. Miller, to approve the conditional use permit subject to the thirteen recommended conditions in the Planning Commission's recommendation and direct staff to prepare City Council's Findings of Fact, Conclusions of Law and Decision for Council review and approval. Vote: Ayes —Walters, Pickett, Adams, Lovelett, Miller and Johnson. Motion carried. Change Order: UTRS 2014 Corrosion Control Systems and Piping Projects (14-017-WTR-001) Public Works Director Fred Buckenmeyer requested Council approval of a change order to contract 14- 017-WTR-001 with Universal Technical Resource Services, Inc. (UTRS). He explained that the City contracted with UTRS to inspect and maintain the corrosion protection system for the water and wastewater systems. Mr. Buckenmeyer advised that UTRS discovered that one of the deep well anodes was past its life expectancy and recommended replacing it. Mr. Buckenmeyer said the work is critical and funds are available in the 2014 budget so he recommended authorizing a change order to UTRS in the amount of$27,000 to complete the work as well as minor work on the corrosion protection system at the Wastewater Treatment Plant. He noted that the both the original contract with UTRS and the proposed change order are within the mayor's contract authority but together the new contract amount is over that $30,000 threshold. Mr. Johnson moved, seconded by Mr. Adams, to approve the change order in the amount of$27,000. Vote: Ayes— Pickett, Adams, Lovelett, Miller, and Johnson and Walters. Motion carried. At approximately 8:37 p.m. Mayor Gere continued the meeting to Monday, September 8, 2014 at 7:00 p.m. in the City Council Chambers for the purpose of considering a construction contract for the next phase of the Guemes Channel Trail. Anacortes City Council Minutes September 2, 2014 4