HomeMy WebLinkAbout2011-07-05 City Council Minutes Approved GSSY Off'.
9w,.
City Council Minutes—July 5, 2011
At 7:30 p.m. Mayor Maxwell called the regularly scheduled Anacortes City Council meeting of
July 5, 2011 to order. Roll call found present: Eric Johnson, Nick Petrish, Erica Pickett, Bill Turner,
Cynthia Richardson and Brian Geer. Brad Adams was excused. Roll call was followed by the Pledge of
Allegiance.
Minutes of Previous Meeting
Mr. Petrish moved, seconded by Mr. Johnson, that the minutes of June 20, 2011 be approved as if read.
Vote: Ayes— Petrish, Pickett, Turner, Richardson, Geer and Johnson. Motion carried.
Citizen Hearings
No members of the public were present.
Mayor/Council Communication
Mayor Maxwell distributed to councilmembers the City's response to a letter from Fire District 13
regarding formation of a regional fire authority. He said La Conner, District 11 and District 17 are also
interested in a broader discussion.
The Mayor commented on the good 4th of July weekend with no reported fires and not many illegal
fireworks. He said he appreciated the strong attendance at the festivities. He noted that the City's 1924
American La France fire engine was in the parade looking beautiful and he thanked the volunteers who
worked so hard to restore it. Mrs. Pickett thanked the Anacortes Women of Today for putting the parade
together. Mr. Geer thanked the US Navy for the timing of its fly-by over Commercial Avenue during the
celebration.
Mrs. Richardson thanked Jonn Lunsford and Parks Department staff for staging two recent Saturday work
parties on Cap Sante to remove Scotch broom. She noted that if there had been a fire over the holidays
there would have been less fuel on Cap Sante without the broom.
Consent Agenda
Mr. Geer moved, seconded by Mr. Johnson, to approve the following Consent Agenda items. Vote: Ayes
— Pickett, Turner, Richardson, Geer, Johnson and Petrish. 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 June 23, 2011 and June 30, 2011 are approved for payment as of this date July 5, 2011.
Claim Checks
June 2011: Check Numbers 60822 through 60953 in the total amount of $279,275.50
EFT
June 2011: EFT Numbers 60820 through 60821 in the total amount of $1,563.00
Prewritten Claims
June 2011: Check Number 60819 in the amount of$1,204.71
Payroll for July 5, 2011 in the total amount of$911,531.92
Check Numbers 36097 through 36170 in the total amount of$47,353.68
Direct Deposit Numbers from 40389 through 40594 in the total amount of$588,561.58
EFT Numbers from 1299 through 1304 in the total amount of$275,616.66
Anacortes City Council Minutes July 5, 2011 1
Noise Variance: Wastewater Treatment Plant
Public Works Director Fred Buckenmeyer presented a request for a noise variance to allow maintenance
work at the Wastewater Treatment Plant. Mr. Buckenmeyer explained that cleaning out the influent
channel with the sewer jet vacuum truck has to happen during the lowest of flow times which occurs
between midnight and 6:00 a.m. during summer months. He said the work will require an anticipated two
nights between July 8, 2011 and July 25, 2011. The exact dates worked will depend on rainfall and flow
into the plant. Mr. Buckenmeyer said the variance does not require public notice because the request is
for not more than 30 days. He showed on a map where the work will occur at north end of the plant. Mr.
Petrish asked if the neighbors should be informed. Mr. Buckenmeyer said staff can do that. Mr. Petrish
asked if notice can be printed in the newspaper. The mayor said it would be. Mr. Turner moved,
seconded by Mrs. Pickett, to approve the requested noise variance. Mrs. Richardson said she would
notify the neighborhood email list and requested written notice to the nearest neighbors. Vote: Ayes—
Turner, Richardson, Geer, Johnson, Petrish and Pickett. Motion carried.
Resolution: Sole Source Procurement—Wastewater Treatment Plant Heat Exchanger
Mr. Buckenmeyer asked for Council approval of a resolution and permission to execute a contract to
purchase a new heat exchanger for the Wastewater Treatment Plant. He said that the heat exchanger is
17 years old and is suffering wear and tear. Mr. Buckenmeyer explained how the exchanger works and
how it saves energy, then showed photos of the deterioration. Mr. Buckenmeyer said the City advertised
for bids but only one of the two companies in the United States that manufacture this product submitted a
bid. That bid was conditioned which is not allowed so the bid was rejected. Staff subsequently negotiated
with that bidder, Thermal Transfer Corporation, to achieve a reasonable contract. Council would now
need to declare Thermal Transfer Corporation a sole source, adopt a resolution doing that, and authorize
awarding a contract to Thermal Transfer Corporation for$283,500. Mr. Buckenmeyer said the resolution
was not in final form yet so City Attorney Brad Furlong recommended authorizing execution the contract
and directing staff to bring the resolution back to Council for action at its next meeting. The resolution
would be retroactive to July 5, 2011. Mr. Furlong clarified that there was some concern that given volatility
in materials prices the City could suffer increased cost if the contract was not executed promptly hence
the proposed course of action. Mr. Geer asked if this is considered an emergency action. Mr. Furlong said
that could be noted in the motion and will be included in the resolution. Mrs. Richardson said bid pricing is
usually good for some number of days and asked why pricing volatility is an issue. Mr. Buckenmeyer
explained that the single bid was rejected and the negotiated contract doesn't have the same pricing
window. Mr. Turner moved, seconded by Mr. Geer, to approve the contract conditioned on the resolution
coming back to Council for final action at its next meeting. Mrs. Richardson suggested continuing the
meeting to the July 11, 2011 study session so action could be taken sooner. Mr. Furlong said if the draft
resolution is in his office by the morning of July 11, 2011 it will be available for action that evening. Mrs.
Richardson clarified that the motion was to conceptually approve the sole source designation for Thermal
Transfer Corporation and approve the contract execution and that action on the formal resolution would
occur at the next meeting. Vote: Ayes— Richardson, Geer, Johnson, Petrish, Pickett and Turner. Motion
carried.
Mr. Furlong observed that the contract with Thermal Transfer Corporation would not be fully executed
before July 11, 2011. Mayor Maxwell continued the meeting to Monday, July 11, 2011 for purpose of
taking action on the sole source resolution.
Ordinance: Second Quarter Budget Amendment
Finance Director Steve Hoglund presented an ordinance amending the 2011 budget as discussed during
the finance update at the City Council Study Session on June 27, 2011. He explained the interfund
transfers into the general fund to cover insurance premiums for employees who are paid out of other
funds. He also explained the amendment to recognize the Water Treatment Plant improvement project
costs, bond proceeds and costs, and Public Works Trust Fund loan proceeds and costs. Mrs. Pickett
asked if insurance will still show as an expense in each department's budget. Mr. Hoglund said yes. Mrs.
Richardson thanked Mr. Hoglund for making the insurance accounting more understandable for all
concerned. Mr. Geer moved, seconded by Mr. Turner, to adopt Ordinance 2856 amending the 2011
budget. Vote: Ayes—Geer, Johnson, Petrish, Pickett, Turner and Richardson. Motion carried.
Anacortes City Council Minutes July 5, 2011 2
Contract Award: Elevator Power Unit Repair- City Hall
Facilities Manager Russ Pittis requested permission to enter into contract with ThyssenKrupp Elevator for
$33,034 plus tax to replace the power unit on the elevator in City Hall. He said the City currently contracts
with ThyssenKrupp for bimonthly service on all three of the City's elevators and that the power unit
replacement is in the 2011 budget. Mrs. Richardson moved, seconded by Mr. Geer, to approve the
contract. Mr. Petrish asked how old the elevator is. The mayor said that it dates back to the 1960's. Vote:
Ayes—Johnson, Petrish, Pickett, Turner, Richardson and Geer. Motion carried.
Water Treatment Plant Update
Mr. Buckenmeyer and Assistant City Engineer Matt Reynolds provided an update on the Water Treatment
Plant improvement project. Mr. Buckenmeyer said that at week 23 the project is going very well. So far in
2011 the project has invoiced approximately$7M of which about$6.5M is construction and the rest is
construction management. He added that a total of$23M is expected to be invoiced this year. Mr.
Buckenmeyer said there has only been one change order processed so far, for approximately$15K, and
that others are under consideration. He noted that the City was successful in obtaining a Public Works
Trust Fund loan for$10M at only WY,' interest. Mr. Buckenmeyer praised the work by construction
management consultants from MWH and HDR. Mr. Buckenmeyer invited up to three councilmembers to
visit the site on Friday, July 8, 2011 at 3:00 p.m. Mayor Maxwell said councilmembers should email Mr.
Buckenmeyer if they are interested. Mr. Turner commented that the low rate of changes thus far indicates
the plans are mostly correct and that staff is doing a good job of managing the project. He thanked them
for their efforts. Mr. Reynolds then showed a series of photographs and diagrams to provide a sense of
the project and the progress to date. Mr. Turner asked where the excavated material went. Mr. Reynolds
said some has already been re-used on site and the rest is now being stockpiled for backfill. Mayor
Maxwell noted that the equipment is all guided by GPS now for excellent accuracy and efficiency. Mr.
Reynolds said there are 40-50 workers on site now and it is very active.
Executive Session— Fifteen (15) Minutes
At approximately 8:09 p.m. Mayor Maxwell announced that the Mayor, Council and City Attorney Brad
Furlong would convene in Executive Session to discuss potential litigation for approximately fifteen
minutes and would reconvene with possible action. At approximately 8:20 p.m., the Council reconvened.
Mrs. Richardson moved, seconded by Mr. Geer, to amend the agenda to include consideration of a tolling
agreement. Vote: Ayes— Petrish, Pickett, Turner, Richardson, Geer and Johnson. Motion carried. Mrs.
Richardson moved, seconded by Mrs. Pickett, to approve the tolling agreement presented in the
Executive Session and authorize the mayor to sign it. Mrs. Pickett clarified for the record that"tolling
agreement"does not involve charging tolls. Vote: Ayes— Pickett, Turner, Richardson, Geer, Petrish and
Johnson. Motion carried.
At approximately 8:22 Mayor Maxwell continued the meeting to July 11, 2011 for the purpose of
considering a resolution regarding the heat exchanger for the wastewater treatment plant.
City Council Minutes—July 11, 2011
At 7:30 p.m. on July 11, 2011 Mayor Maxwell called the continued Anacortes City Council meeting of
July 5, 2011 to order. Roll call found present: Eric Johnson, Nick Petrish, Erica Pickett, Brad Adams,
Cynthia Richardson and Brian Geer. Bill Turner was excused.
Resolution: Sole Source Contract- Wastewater Treatment Plant Heat Exchanger
Public Works Director Fred Buckenmeyer presented a resolution approving a sole source contract for the
Wastewater Treatment Plant heat exchanger as directed by Council at its July 5, 2011 regular meeting.
Mrs. Richardson requested correction of the fifth line which should read "... has a standard design that
means the ... " Mr. Geer moved, seconded by Mr. Adams, to approve Resolution 1824 declaring the
purchase of a heat exchanger for the Wastewater Treatment Plant sewage sludge incinerator is a"sole
source purchase"and authorizing a direct negotiation with the supplier, as corrected by Mrs. Richardson.
Vote: Ayes—Johnson, Petrish, Pickett, Adams, Richardson and Geer. Motion carried.
There being no further business, at approximately 7:34 p.m. the continued Anacortes City Council
meeting of July 5, 2011 adjourned.
Anacortes City Council Minutes July 5, 2011 3