City Council

Mount Vernon City Council Study Session Minutes February 1, 2012 The meeting was called to order by Mayor Boudreau at 7:00 p.m. Present: Mayor Boudreau, Councilmembers Fiedler, Hulst, Lindquist, Molenaar, Quam, Ragan and Urban Staff Present: Special Projects Administrator Stendal, Finance Director Huschka, Accounting Tech Wade, Senior Financial Analyst Consultant Weber, Community and Economic Development Director Hanson, Police Chief Bergsma, Fire Chief Hari, Information Services Manager Kleppe Citizens Present: Two NEW BUSINESS: A. Approval of December 31, 2011 Year End Claims Numbered 123696 – 123699 and 123707- 123931 in the amount of $1,016,233.52. Councilmember Lindquist moved to approve the claims as stated. The motion was seconded by Councilmember Quam. Motion carried 7-0. B. Approval of January 18, 2012 Claims Numbered 123932 – 123992 in the amount of $840,446.46. Councilmember Urban moved to approve the claims as stated above. The motion was seconded by Councilmember Ragan. Motion carried 7-0. C. Committee Report – Public Works: see Committee agenda and minutes for details. D. Mayors Report:  Mayor Boudreau stated that last week’s council meeting was cancelled so that staff could meet with our state legislators in Olympia to discuss legislative priorities for 2012. It is important for the City of Mount Vernon to maintain good working relationships with our elected officials, and communicate our needs for the City.  Mayor Boudreau announced that this week’s Mayor’s Coffee will be at Washington School 10 a.m. to 11 a.m. E. Councilmember Comments:  Councilmember Quam reported that he attended the Arts in the Alley meeting. This is a project to convert the downtown alleys for special events. Mount Vernon City Council Minutes February 1, 2012 2 of 4 F. Certificate of Achievement for Excellence in Financial Reporting: Mr. Stendal stated the City Finance Department has received the Certificate of Achievement for Excellence in Financial Reporting by the Government Finance Officers Association of the United States and Canada (GFOA) for its comprehensive annual financial report (CAFR) for the year ending December 31, 2010. Mayor Boudreau and Councilmember Fiedler presented Ms. Huschka, Mike Weber and Rebecca Wade with the award. G. Open Record Public Hearing – CDBG Section 108 Loan Application: Mr. Stendal explained that on December 14, 2011 Council approved preparation of a Section 108 loan application for a $1,000,000 loan to be used on Phase II of the Downtown Flood Protection and Waterfront Revitalization Project. Tonight is an opportunity for interested parties to comment on this loan application before asking Council for approval to submit the loan application. Councilmember Ragan inquired if it was normal to use property tax funds and CDBG funding as collateral on this loan. Mr. Stendal stated that the collateral would only be necessary if the CDBG funding were to stop; however, it is not anticipated that CDBG funding would be discontinued. Councilmember Urban asked when the last time the construction figures were updated to current costs. Ms. Huschka explained that construction estimates were presented in 2010 and have been reviewed by our engineers, and the property acquisition figures include recent estimates and in many cases actual costs. Mayor Boudreau opened the public hearing. Hearing no comments Mayor Boudreau closed the public hearing. H. Interlocal Agreement with Skagit 911 for Procurement and Installation of the Spillman Fire Mobile Software: Mr. Kleppe explained that this agreement with Skagit 911 is for the procurement and installation of the Spillman Fire Mobile software that is being purchased by a grant funded by FEMA. The FEMA grant requires the City to maintain ownership for a one year period, or until there is a software upgrade, if prior to a year. Councilmember Lindquist moved to authorize the Mayor to enter into an Interlocal Agreement with Skagit 911 for procurement and installation of the Spillman Fire Mobile software. The motion was seconded by Councilmember Fiedler. Motion carried 7-0. I. Approval to Purchase 2 Police Vehicles: Police Chief Bergsma stated that this request is to purchase two Chevrolet Tahoe police replacement vehicles. One vehicle will be assigned to the Patrol K-9 Officer and the other one will be assigned to the Patrol Division Lieutenant. Councilmember Fiedler inquired why a Tahoe was needed for the Police Lieutenant. Police Chief Bergsma explained that the Police Lieutenant manages the command post and carries a lot of equipment to that purpose when an emergency situation occurs. Councilmember Urban asked if the Equipment Rental Fund anticipated the extra cost of these vehicles. Police Chief Bergsma stated that the efficiency of these vehicles will outweigh the increase in cost. There Equipment Rental Fund had funding for the replacement of three vehicles in 2012; however, the request and the budget only includes replacement of two vehicles.. Councilmember Hulst inquired how the bidding process works. Police Mount Vernon City Council Minutes February 1, 2012 3 of 4 Chief Bergsma said that they purchase off of the state contract. They tried to purchase locally but Blade Chevrolet could not beat the state contract price. Councilmember Lindquist moved to approve the purchase equipment as stated above. The motion was seconded by Councilmember Hulst. Motion carried 7- 0. J. Mount Vernon Community Marketing Campaign Interlocal Agreement: Ms. Hanson stated that this Interlocal agreement with Sanderson Marketing Group is between the City of Mount Vernon, Skagit Public Hospital District No. 1, Mount Vernon School District, Port of Skagit, Skagit PUD No. 1 and the Mount Vernon Chamber of Commerce and is for continuation on the Mount Vernon Community Marketing Campaign. Councilmember Ragan stated that this began in 2008 and inquired if a review of other marketing entities will happen soon to make sure the campaign stays on the right track. Ms. Hanson replied that Leadership Group would be responsible for that review. Councilmember Urban said that he would like the Leadership Group to report back before the 2013 budget process. Councilmember Fiedler moved to authorize the Mayor to enter into an Interlocal Agreement with Sanderson Marketing Group as stated above, with funding from the City of Mount in budget year 2012 to not exceed $35,000. The motion was seconded by Councilmember Urban. Motion carried 7-0. K. Amendment to Professional Services Agreement with Conservation Contracting: Ms. Hanson stated that this amendment to the professional services agreement with Conservation Contracting is for site grading, site preparation and planting involved in the implementation of the wetland mitigation project at the Hoag Wetland Mitigation site. Councilmember Lindquist moved to authorize the Mayor to enter into the amended professional services agreement with Conservation Contracting, not to exceed $60,000. The motion was seconded by Councilmember Molenaar. Motion carried 7-0. The meeting was convened into executive session at 7:37 and estimated to last 55 minutes. L. Executive Session – Enforcement Action and Pending or Potential Litigation: Mount Vernon City Council Minutes February 1, 2012 4 of 4 The meeting was adjourned at 8:32 p.m. SUBMITTED BY: Lori J. Kimbriel, Recording Secretary ATTEST: Alicia D. Huschka, Finance Director APPROVE: Jill Boudreau, Mayor