City Council Committee of the Whole

CITY OF DUVALL CITY COUNCIL COMMITTEE OF THE WHOLE MINUTES May 8, 2014 – 5:30 p.m. Duvall Visitor Center – 15619 Main Street NE Mayor Pro Tem Walker called the meeting order at 5:32 p.m. Council present: Dianne Brudnicki, Leroy Collinwood, Scott Thomas, Jason Walker, Gary Gill, Amy Ockerlander Staff present: Carey Hert, Steve Leniszewski, Jill Long, Lara Thomas, Jodi Wycoff, City Attorney Rachel Turpin Dispatch Contract – C. Hert Interim Police Chief, Carey Hert, explained that Redmond agreed to re-open the dispatch contract after Duvall stopped providing police services for Carnation. He handed out and reviewed a summary of the services included in the contract. He said the contract amount will increase by a total of $10,000. This contract will be brought back to the May 22nd meeting for approval. (AB14-39) Contract with Terra Associates for Construction Observation Geo Tech Wall and staff request for decision under New Business – S. Leniszewski Public Works Director Steve Leniszewski said that Terra Associates is the designer for the wall that will be constructed as part of the Cherry Valley Road Sidewalk Improvement Project. The original project budget estimated $15,000-$20,000 for geo-tech construction observation but due to the possible timeline of the project it could reach $30,000 which requires Council approval. The contractor believes the wall will take less time to construct than originally estimated but Steve would like to make sure that this contract is approved in case the cost does reach the threshold for approval. Steve also explained that there are other estimates that were built into the project that will likely not be fully spent and therefore the bottom line of the entire project should not be affected by this change. He asked that this contract be approved tonight because construction on the wall is due to start before the next Council meeting. (AB14-44) Big Rock Ball Park Use Agreement – Soccer – S. Leniszewski Public Works Director Steve Leniszewski said that he would like Council’s guidance on whether to stay with the current rate structure for use of Big Rock Ball Park or if they would like to look at changing the process. Council discussed possible improvements to the fields and what other use options the City could look into in the future. (AB14-42) Resolution that authorizes submitting an application for grant funding assistance for a Washington Wildlife and Recreation Program project to the Recreation and Conservation Office. - S. Leniszewski Steve Leniszewski, Public Works Director, explained that up to $500,000 in grant funding is available from the Recreation and Conservation Office (RCO) Washington Wildlife and Committee of the Whole – May 8, 2014 Recreation Program. King County has approached the City about taking over maintenance of the Duvall Fields along SR203; however, the City would rather look at doing improvements to Big Rock Ball Park. Steve reviewed specifics of the possible projects the grant funds could cover and the possible budget impacts those projects may have. He explained that the grant requires a resolution as part of the application process. (AB14-45) Resolution authorizing the Mayor to submit construction loan applications to the Public Works Board. - S. Leniszewski Steve Leniszewski, Public Works Director, explained that staff would like to apply for two construction loans – one for the Tolt 2 Supply Line Replacement and the other for funding to use as match or to construct a portion of the Main Street South Project. He said that one of the requirements for the application is a resolution stating that the city will maintain adequate revenue over the term of the loan and ensure debt repayment. Council expressed concerns that the Resolution and Letter of Acknowledgement need to have wording that indicates that the Council will have to accept any loans that are awarded. Councilmember Ockerlander will recommend an amendment during the regular Council meeting. (AB14-43) Contract for the Band Screen Equipment Installation – S. Leniszewski Public Works Director Steve Leniszewski said that this contract will be for the installation of the band screen equipment that has already been purchased. The contract is currently out for bid with a bid opening date of May 20th. He will bring this item back to the May 22nd meeting with a contractor name and dollar amount for approval. Eagle Scout– Commemorative Military Flag Marker - S. Leniszewski Steve Leniszewski, Public Works Director, said that an Eagle Scout would like to create a military flag marker in Duvall to honor the various armed forces. They looked at either building one or purchasing a prefabricated marker and decided to go with the latter and do the fundraising to pay for it. They are looking at sites for the marker now, focusing on the Police Department and Depot Park areas. The Eagle Scout will do a full presentation to Council once the site is chosen and the marker is picked out. (AB14-41) North Hill Development Agreement – L. Thomas Planning Manager, Lara Thomas, gave a brief history of the North Hill development and the Development Agreement. The agreement outlines a two phase development process. The developer plans to clear and grade the first phase while leaving the second phase fully vegetated. Lara also explained that as part of the development they will be retrofitting the current storm drain pond in the Legacy Ridge neighborhood which will help with storm drainage for both developments. The developer is currently working with King County on the storm drain plan and they hope to break ground no later than July on the first phase. Lara said this item has gone to the Land Use Committee and Planning Commission. She will bring it back for discussion at the next Council meeting and then the Public Hearing and decision will be on the June 12th agenda. (AB14-33) Scope of Work Interim City Administrator - Council City Attorney Rachel Turpin explained that she spoke with Department of Retirement Systems (DRS) and they reviewed the Scope of Work that was in the original contract. They had concerns that the scope looked more like an employment contract than for a contractor. She suggested that the contract contain a scope of work that is a list of tasks that Council would like the person to accomplish within the contract period. She also said that to decrease the risk with DRS and to stay within the scope of a contractor arrangement, that this person cannot be given direction to Committee of the Whole – May 8, 2014 do anything outside of the scope and they also cannot give direction to staff. Rachel answered questions about the possibility of amending the scope in the future. Council said they would like to amend the scope slightly before authorizing the Mayor to sign the contract and they will bring those amendments forward during the regular Council meeting. Adjournment The Committee of the Whole adjourned at 6:55 p.m. ATTEST: Jason Walker, Mayor Pro Tem Jodi Lee Wycoff, Deputy City Clerk Committee of the Whole – May 8, 2014