City Council

Oak Harbor City Council Regular Meeting Minutes August 17, 2021 Due to COVID-19, there was both a physical meeting location and a virtual meeting per WA Proclamation 20-28. Meeting was viewable live via YouTube at www.youtube.com/cityofoakharbor. CALL TO ORDER Mayor Pro Tem Munns called the meeting to order at 6:00 p.m. Invocation – Led by Pastor Ron Lawler, Family Bible Church Pledge of Allegiance – Led by Mayor Pro Tem Munns ROLL CALL City Council Present: Staff Present: Videoconference Mayor Robert Severns - Absent City Administrator Blaine Oborn Mayor Pro Tem Munns Finance Director David Goldman Councilmember Tara Hizon - Virtual Associate Planner Ray Lindenburg Councilmember Joel Servatius Project Engineer Brett Arvidson Councilmember Erica Wasinger Operations Manager Steve Bebee Councilmember Jim Woessner Parks Operations Manager Don Crawford Councilmember Jeff Mack Central Services Supervisor Sandra Place Councilmember Goebel Fire Chief Ray Merrill Police Chief Kevin Dresker Human Resources Director Emma House Senior Services Administrator Liz Lange Finance & Performance Analyst Chas Webster Utilities Office Manager Sonney Wolfe City Administrator Assistant Lisa Felix Communications & IT Manager Sabrina Combs City Clerk Julie Lindsey Also in attendance: City Attorney Grant Weed of Weed, Graafstra & Associates EXCUSE ABSENT COUNCILMEMBERS 1. APPROVAL OF AGENDA Mayor Pro Tem Munns called for any suggested changes to the agenda. Hearing none, the agenda was considered approved as presented. 2. PRESENTATIONS a. Proclamations Regular Meeting Minutes- August 17, 2021 Page 1 of 5  None. b. Honors & Recognitions None. c. Community Presentations None. 3. CITIZEN COMMENT PERIOD Mayor Pro Tem Munns explained citizens could comment on subjects of interest not listed on the agenda or items listed on the Consent Agenda. Citizens could also comment on corresponding agenda items. In this hybrid meeting format, Citizens could attend to give comment in person or via the online comment form. Public comment could be submitted electronically to the City Clerk at jlindsey@oakharbor.org or by calling 360-279-4571 after 5 p.m. on the Friday preceding the meeting and prior to the meeting. To ensure comments are recorded properly, please state your name clearly when leaving a message and limit your comments to three minutes. One public comment was received for this meeting and was dis- played on screen as part of the meeting record. 4. CONSENT AGENDA Consent Items a. Approval of Minutes of August 4, 2021, Special Council Meeting b. Approval of Payroll and Accounts Payable Vouchers c. Appointment: Alexa (Lexi) Ochoa to the Park Board, Position 3 d. Bid Award – Windjammer Park Planter Maintenance e. Interlocal Agreement with Oak Harbor School District for 2021 Whidbey Island Marathon Bus Services f. Purchase Authorization – Sole Source Master Meter Limit Increase Councilmember Woessner requested to pull Item 4.d.: d. Bid Award – Windjammer Park Planter Maintenance for discussion. Motion: Councilmember Servatius moved to approve items 4.a.-c. and 4.e.-f., second by Councilmem- ber Woessner. Motion carried unanimously. Councilmember Woessner requested more information on costs presented in item 4.d. from Parks Op- erations Manager Crawford, who explained the bid award was for maintenance and pruning of 2.2 acres of plant beds plus the use of herbicides where none were used before, contributing to higher costs. The work is performed year-round. Councilmembers Goebel and Woessner provided their respective com- ments regarding the item. Motion: With discussion concluded, Councilmember Woessner moved to approve consent agenda item 4.d., seconded by Councilmember Wasinger. The vote on the motion carried unanimously. 5. MAYOR, COUNCIL & STAFF COMMENTS a. Mayor - Mayor Pro Tem Munns provided the following comments and announcements on behalf of Mayor Severns: Regular Meeting Minutes- August 17, 2021 Page 2 of 5 Upcoming Events: 29th Annual Challenge Series Gravity Car Races – Saturday, August 28, Barrington Drive from Island Thrift to Dutch Maid Laundry from 8:00 a.m. – 2:00 p.m. Oak Harbor Music Festival - Friday, September 3 – Sunday, September 5, Pioneer Way Military Appreciation Picnic - Saturday, September 11, next to the Chamber of Commerce Whidbey Island Marathon Sunday, September 12, finish line in Windjammer Park Mayor Pro Tem Munns called upon Fire Department Chief Merrill to report on a citizens’ petition and email received by the City Council regarding concern over the height of dry grassy fields and large piles of wood debris not yet mowed or removed from construction of a housing development near their mobile home park. Chief Merrill reported the developer had been contacted and a six-foot path was mowed. The Fire Department in keeping a close eye on it. There is a concern that with the dry conditions, too much activity could cause a fire. The developer intends to use the wood debris for bark and landscaping material once the weather allows it to be safely chipped. b. Councilmembers Councilmembers Woessner, Hizon, Servatius, Mack and Mayor Pro Tem Munns provided their respec- tive comments and announcements. Councilmember Woessner requested a status report from staff on the progress of several housing developments, permitting, construction, and so on, as well as an update on the Model Home Ordinance. Councilmember Servatius commented on a citizen request for trimming a tree at their own expense that they believe to be growing in a City right-of-way. Motion: Councilmember Servatius moved to instruct staff to place a letter of approval from the City Council to Mr. Skolarikis for trimming of a tree located in a City right-of-way at his expense on the Sep- tember 21, 2021 Consent agenda, The motion was seconded by Councilmember Wasinger. Coun- cilmember Woessner asked if anyone had examined the tree to make sure that trimming it would not damage the tree. The vote on the motion carried unanimously. Councilmember Servatius noted appreciation for the information packets sent to Council candidates. He requested an email be sent to all regarding the placement of signs in the right-of-way requiring the adjoining property owners’ permission. 6. PUBLIC HEARINGS & PUBLIC MEETINGS None. 7. ORDINANCES & RESOLUTIONS None. 8. CONTRACTS & AGREEMENTS a. Business License Services Agreement with Washington State Department of Revenue: Finance Director Goldman introduced Utilities Office Manager Wolfe who presented the Agreement and provided information regarding the purpose, background, benefits, opportunities and cost of the Agree- ment and recommended Code revisions. Per Revised Code of Washington (RCW) 35.90.020, all cities requiring a general business license of any person that engages in business activities with the city must Regular Meeting Minutes- August 17, 2021 Page 3 of 5 partner with the Department of Revenue (DOR) to have such licenses issued and renewed through the DOR’s Business Licensing Services (BLS) in accordance with Chapter 19.02. Mayor Pro Tem Munns confirmed no public comments had been received regarding this item. Councilmembers Woessner, Wasinger, and Mayor Pro Tem Munns provided their respective ques- tions and comments. Motion: Councilmember Wasinger moved to authorize the Mayor to sign the Business Licensing Ser- vices (BLS) Agreement with Department of Revenue (DOR) Washington State for a partnership to have business licenses issued and renewed through BLS in accordance with Revised Code of Washington (RCW) Chapter 35.90.020. The motion was seconded by Councilmember Woessner and passed unan- imously. b. RingCentral Contract Communications and Internet Technology Manager Combs presented the Agreement, noting on Sep- tember 26, 2018, the Council authorized the Mayor to sign the Ring Central contract for a period od 36 months. Ring Central provides the City’s telephone, voicemail, messaging and web conferencing tools. The contract is scheduled to expire in September 2021. Ring Central has been the City’s primary virtual meeting platform, especially during the COVID-19 pandemic. Staff is recommending an extension of the contract for three more years with the inclusion of an additional fifty phone lines to address the number of increase phone lines anticipated during the course of the three-year contract. There are two options: Option A: $43,678.44 Annually for 150 phone lines (current plan, not adding any phones lines) Option B: $55,252.44 Annually for 200 phone lines (an addition of 50 phone lines) Mayor Pro Tem Munns confirmed no public comments had been received regarding this item. Councilmembers Wasinger, Servatius and Hizon provided their respective questions and comments regarding the number of phone lines and asking whether the agreement could be for ten or twenty more lines instead of fifty. Motion: Councilmember Servatius moved to authorize the Mayor to sign the RingCentral contract ex- tension through September 30, 2024, with the change being to add just ten additional phone lines in- stead of fifty. The motion was seconded by Councilmember Wasinger and passed unanimously. c. Bid Award – American Construction Co., Inc. for F-Dock Breakwater & Float Repair Project Project Engineer Arvidson presented background information including the grant received from the Washington State Department of Commerce for improvements, the bid process and project timeline, and the bid award recommendation to the Council. The work was divided into five bid items with three being optional to match available funding. These included: A. – 2020 Storm Damage B. – 2021 Storm Damage C. – Pile Guide Replacement D. – Whaler Replacement E. – Minor Concrete Repairs The items exceeded budgeted amounts. The City received two bids for this project, with American Con- struction Co., Inc. being the lowest responsive and responsible bidder in the amount of $913,344.30 Staff desires to complete the work in sections, beginning with items A, B, and C. Mayor Pro Tem Munns confirmed no public comments had been received regarding this item. Regular Meeting Minutes- August 17, 2021 Page 4 of 5 Councilmembers Woessner, Servatius and Mayor Pro Tem Munns provided their respective questions and comments. Motion: Councilmember Wasinger moved to award the contract for F-Dock Breakwater and Float Re- pair Project to the low bidder, American Construction Co., Inc. in the amount of $913,344.30 and proceed with Bid Items A, B, and C. The motion was seconded by Councilmember Goebel and passed unani- mously. 9. OTHER ITEMS FOR CONSIDERATION None. 10. REPORTS & ITEMS FOR DISCUSSION None. 11. EXECUTIVE SESSION None. ADJOURN Motion: Motion by to adjourn by Councilmember Woessner, seconded by Councilmember Wasinger. Motion was approved by a unanimous vote, therefore the meeting adjourned at 7:00 p.m. Certified by Julie Lindsey, City Clerk Regular Meeting Minutes- August 17, 2021 Page 5 of 5