City Council

Mount Vernon City Council Regular Meeting Minutes November 26, 2013 The meeting was called to order by Mayor Boudreau at 6:07 p.m. Present: Mayor Boudreau, Councilmembers Fiedler, Hulst, Lindquist, Molenaar, Quam, Ragan and Urban. Staff Present: Human Resources Director Bartlett, Public Works Director Bell, Recreation Supervisor Brookings, Surface Water Utility Manager Chesterfield, Police Chief Dodd, Wastewater Treatment Plant Supervisor Duranceau Community and Economic Development Director Hanson, Fire Chief Hari, Finance Director Huschka, Information Services Manager Kleppe, Assistant Public Works Director Love, Parks and Recreation Director Otos, Equipment Rental Manager Owens, General Facilities Manager Prosser, City Attorney Rogerson, Library Director Soneda, Special Projects Administrator Stendal, Solid Waste Supervisor Sutherland, Street Department Supervisor Tewalt, Parks Supervisor Weppler. Citizens Present: 30 Approval of Minutes A. Approval of November 6, 2013 Study Session minutes. Councilmember Hulst moved to approve the November 6, 2013 Study Session minutes. Motion seconded by Councilmember Quam. Motion carried 7-0. B. Approval of November 13, 2013 Regular Council meeting minutes. Councilmember Ragan moved to approve the November 13, 2013 Regular Council meeting minutes. Motion seconded by Councilmember Lindquist. Motion carried 7-0. Approval of Claims and Payroll A. Approval of November 27, 2013 claims numbered 132584, 132585, 132588-132773 in the amount of $1,202,688.83. Councilmember Urban moved to approve the November 27, 2013 claims numbered 132584, 132585, 132588- 132773 in the amount of $1,202,688.83. Motion seconded by Councilmember Molenaar. Motion carried 7-0. B. Approval November 15, 2013 payroll checks numbered 102265 - 102315, direct deposit checks numbered 43714 - 43909, and wire transfers numbered 447 and 448 in the amount of $672,845.81. Mount Vernon City Council November 26, 2013 Page 2 of 5 Councilmember Fiedler moved to approve November 15, 2013 payroll checks numbered 102265 - 102315, direct deposit checks numbered 43714 - 43909, and wire transfers numbered 447 and 448 in the amount of $672,845.81. Motion seconded by Councilmember Lindquist. Motion carried 7-0. REPORTS A. Committee:  Parks and Recreation Committee- for details see Committee Minutes. B. Committee Agenda request –  Councilmember Hulst forwarded a request from the Mount Vernon Chamber of Commerce Governmental Committee that the City draft a letter to FEMA regarding increases that are scheduled for flood insurance.  Councilmember Urban requested a discussion of surface materials that are used for parking lots. The meeting was convened into executive session at 6:14 p.m. and was estimated to last 5 minutes. C. Executive Session – Collective Bargaining The meeting was reconvened at 6:19 p.m. NEW BUSINESS A. Amendment to Professional Services Agreement with HDR Engineering: Mr. Bell presented Council with a request for authorization for the Mayor to enter into an amended professional services agreement with HDR Engineering for the Wastewater Treatment Plant CSO Control Assessment to assure that the City eliminates the combined sewer overflows into the Skagit River by January 1, 2015 as required by the Washington State Department of Ecology. Councilmember Lindquist moved to authorize the Mayor to enter into an amended professional services agreement with HDR Engineering for Wastewater Treatment Plant CSO in an amount not to exceed $4,300. Motion seconded by Councilmember Urban. Motion carried 7-0. B. 2014 Budget Adoption and Public Hearing: Mayor Boudreau acknowledged the assistance of City Department Directors and their staff on the creation of this budget, and especially Ms. Huschka. This budget is focused on fulfilling the City’s mission statement as well as the elimination of furloughs for non-represented employees. Mayor Boudreau covered what the elimination of those furloughs would mean to the City’s citizens and departments. Of the eight new positions that were requested this budget only reflects one. Ms. Huschka was then asked to review the Mayor’s budget with Council. The 2014 proposed budget for the City of Mount Vernon is $47,234,656 which is a .1% decrease compared to the 2013 budget. The total governmental operating fund budget proposed for 2014 is $23,604,835, a 4.9% increase compared to 2013. This budget was prepared with fiscally conservative values and a cautious approach to Mount Vernon City Council November 26, 2013 Page 3 of 5 revenue estimates. This budget utilizes $464,774 of unreserved fund balance in the Current Expense Fund. Mayor Boudreau then highlighted the services that the City’s employees provide to the public. Ms. Huschka highlighted four changes from the original budget that the Mayor would like to request; $25,000 to move the hire date for a new Police Officer from October 1 to July 1, $40,000 requested for repairs to the Lincoln Theater roof, and a $26,000 increase to Fire Impact Fees Fund for a skylight addition project; these adjustments total $91,000. Additionally there is a request to create one full time position in Human Resources beginning May 1, 2014, this has no budgetary effect for 2014 as two part time positions were included in the budget and this would combine these. Mayor Boudreau opened the public hearing. There being no comment Mayor Boudreau closed the public hearing. Mayor Boudreau then invited Councilmembers to direct questions to staff members that are present.  Councilmember Ragan asked when a budgeted transfer of $1 million to the Sewer Capital Reserve Fund would occur. Ms. Huschka responded that budgeted operating transfers are done through a journal entry on an annual basis near year end.  Councilmember Hulst inquired as to the Police Department budget and why the department budget has a decrease. Ms. Huschka explained the activity in the Police Department fund regarding increases to the budget and decreases associated with the decreased jail bill and anticipated decrease to medical insurance. It was requested that Ms. Huschka provide additional information on this budget at a future meeting.  Councilmember Lindquist inquired about the creation of a full time Human Resources Department position and what budget impact that would have in 2015 versus a part-time position. Ms. Huschka pointed out that in 2015 all 80% FTE will be required to have health care coverage and that the additional cost for the position was approximately $8,000.  Councilmember Fiedler commented that during the presentation that showed fund balances being spent in the millions in previous years, those were also the years that the revenue was sufficient to fund large one time projects and still build adequate fund balances.  Councilmember Ragan asked for information regarding Eagle Rock Challenge Course and the reductions in revenues. Mr. Otos replied that the model is for this to be a break even activity. The course is going to be opened on an individual basis, as opposed to the current model of access for groups only. This is expected to have a positive impact and increase participation.  Councilmember Urban wanted to continue the policy of having a spending moratorium on capital items unless it is an emergency or timeliness is of essence, until the 2013 financial reports are finalized and the ending fund balance is known. Mount Vernon City Council November 26, 2013 Page 4 of 5  Councilmember Ragan spoke about the M salary schedule and indicated that it is his belief that it is a City policy decision not a budget item if a management staff member is being re-classified. Discussion ensued.  Additional budget discussions amongst the Council, Mayor and staff ensued. Councilmember Hulst moved to remove the request for the 60 foot bucket truck from the Equipment Rental budget. Motion seconded by Councilmember Ragan. Motion carried 7-0. Councilmember Urban moved to delay capital purchases until after the 2013 financials are finalized and/or approved by Council. Motion seconded by Councilmember Fiedler. Motion carried 7-0. Councilmember Urban moved to amend the presented budget by $50,000 to hire a police officer by April 1, 2014 and utilize fund balance to balance this budget until such time additional revenues may be allocated. Motion seconded by Councilmember Hulst. Motion carried 7-0. Councilmember Fiedler moved to approve itemized adjustments presented by Ms. Huschka including the addition of one FTE in the Human Resources Department to begin May 1, 2014, an addition of $40,000 for roof repairs to the Lincoln Theater, and $26,000 for skylights at Fire Station 1. Motion second by Councilmember Lindquist. Motion carried 7-0. Councilmember Ragan moved to remove the reclassification of an employee from the M5 salary schedule to M6 from the 2014 budget. Motion seconded by Councilmember Quam. Motion carried 7-0. Councilmember Hulst moved that the proposed Section Street mini roundabout be reviewed and any designs be approved by Council. Motion seconded by Councilmember Urban. Motion carried 5-2 (Councilmembers Fielder and Lindquist opposed). Councilmember Urban moved to table the budget discussion until December 11, 2013. Motion seconded by Councilmember Ragan. Motion carried 7-0. The meeting was convened into executive session at 8:39 p.m. and was estimated to last 30 minutes. C. Executive Session: Pending litigation and potential real estate purchase. The meeting was reconvened at 9:10. There being no further business the meeting was adjourned at 9:10 p.m. Mount Vernon City Council November 26, 2013 Page 5 of 5 SUBMITTED BY: ______________________________________________ Rebecca J. Wade, Recording Secretary ATTEST: ______________________________________________ Alicia D. Huschka, Finance Director APPROVE: ______________________________________________ Jill Boudreau, Mayor