MINUTES OF 02/22/07 REGULAR CITY COUNCIL MEETING

135 East Johnson Avenue, Chelan, Washington

PRESENT:  Mayor Witherbee, Council Members Harper, Olsen, Morehouse, Rodionoff, McCulley, Weldy, Pape-Miller, Administrator Fonfara, City Attorney Galbraith, Interim Clerk Lingle, Public Works Director VanEpps, Community Development Director Gildroy, Finance Director Grant.

Mayor Witherbee called the meeting to order at 7:00 P.M.

CONSENT AGENDA

Weldy moved to approve the consent agenda as follows:

1.  Approve Payroll Warrants No. 25820 through 25880 totaling $ 96,274.43

     Approve Claims Warrants No. 57445 through 57500 totaling $108,446.99

2.  Approve Minutes of 11/14/2006 & 11/16/2006 Special Council Meeting and 1/25/2007 &       2/08/2007 Regular City Council Meeting

Seconded by McCulley, motion passed unanimously.

VISITORS/PUBLIC INPUT

REGULAR AGENDA

REPORT ON PERFORMING ARTS CENTER AGREEMENT:  Jim Busey, Superintendent of Lake Chelan School District, reported on School District changes to District Policy 4261, Community Use of Performing Arts Center.  The changes were discussed at the joint meeting between City Council and School Board members on October 10, 2006.  Busey reported the policy now defines the local committee as an Advisory Board who makes recommendations.  It further gives final authority to the Superintendent to resolve conflicts and final authority about facility use.  A meeting will be set in May of each year to develop a plan for facility use for the following school year and all interested parties will be invited to attend.

No action was taken.

GENERAL FACILITY CHARGE:  Public Works Director VanEpps reported staff has been working with consultants from Gray & Osborne in developing a General Facility Charge (GFC) proposal for Council consideration.  Revenues from the General Facility Charge would be used to construct water and wastewater facilities and infrastructure needed to accommodate growth.  Public comments and ideas were solicited through the Planning Commission followed by a presentation to Council on November 12, 2006.  Staff has since met with the Public Works Committee and is now prepared to move the issue forward for Council's consideration for approval.

Ashley Emery, Gray & Osborne consultant, provided detailed information and explained the process used in developing the proposal as well as conclusions of the study.

Council questions and discussion followed.

Olsen moved to adopt the conclusions of the 2006 Water and Wastewater General Facility Charge Analysis and implement the maximum supportable GFCs consistent with Table E-3 of the executive summary of the document.  Seconded by Rodionoff, motion passed unanimously.

Council recessed at 8:02 p.m. and resumed at 8:12 p.m.

LINE ITEM ADJUSTMENTS TO 2006 BUDGET:  Finance Director Grant provided an overview of the line item adjustments to the 2006 budget for the Library, Water and Equipment Replacement Funds.  Grant explained the redistribution of funds is permissible by law and does not change the total amount budgeted and approved by Council in any of the funds. The line item adjustments merely move the dollars to the areas where the funds were utilized. This redistribution will allow all of the affected funds to balance expenditures to budgeted amounts at the operation and maintenance level.  These adjustments are done at the staff level and do not require Council action. 

Brief Council discussion followed.

Finance Director Grant reported to Council an overview of the fourth quarter 2006 Financial Report.

No action was taken.

2007 RATE AND FEE RESOLUTION:  Finance Director Grant advised over the course of the past few months staff has been working on updates to the rate and fee resolution.  The proposed rate resolution was submitted first to the Finance Committee on January 17.  The committee concurred with the proposals and requested the recreation fees be submitted to the Recreation Board for review.  On February 15, staff met with the Recreation Board to review the recreation fee proposals.  Grant advised considerable discussion ensued over the proposed increases to annual greens fees of 8.3%-11% with the board ultimately voting to recommend the proposed increases to all recreation fees.  Grant also pointed out a correction to the Peak Season Tent Fee (page 8) listed at $26 nightly should be corrected to $29 nightly.

George Lindgard, Recreation Board member, expressed his disappointment that the Recreation Board was not given ample time to review the rates and fees more fully.  However, the Board did accept the rates and fees as presented.

Council questions and discussion followed.

McCulley moved to adopt Resolution #2007-1168 amending Resolution #2006-1147, setting the fees to be charged for water, sewer and sanitation services, park and golf fees and other charges with the amendment to the Peak Season Tent Fee from $26 to $29 nightly.  Seconded by Olsen, motion passed unanimously.

CONTRACT FOR PROFESSIONAL SERVICES WITH CALVIN JORDAN ASSOCIATES, INC.:  Administrator Fonfara advised Council is asked to enter into a contract for professional services with Calvin Jordan Associates, Inc. to assist in the planning, design layout and grant funding of a new Chelan Senior Citizen.  The senior citizens group voted in support of the City hiring Cal Jordan to plan and design the new Senior Center.  Sufficient funds have been approved by Council in the 2007 city budget to fund the work identified in the fee schedule in an amount of $16,500.00.

Harper moved to enter into a contract for Professional Services with Calvin Jordan Associates, Inc. for the planning and design layout of a new Chelan Senior Center.  Seconded by Morehouse, motion passed unanimously.

FUNDING AGREEMENT-OKANOGAN COUNTY TRANSPORTATION & NUTRITION:  Administrator Fonfara advised Okanogan County Transportation & Nutrition (OCTN) has requested financial support in the amount of $1,800.00 in anticipation of a funding shortfall to the senior meals program services in Chelan.  The request is consistent with the funding support authorized by the City of Chelan in 2006. 

Pape-Miller moved to approve the funding agreement between the City of Chelan and Okanogan County Transportation & Nutrition in an amount of $1,800.00 for 2007, direct Mayor Witherbee to sign the agreement and direct staff to amend the 2007 budget to reflect the $1,800.00 request for financial support.  Seconded by Weldy, motion passed unanimously.

MEMORANDUM OF UNDERSTANDING:  Community Development Director Gildroy advised Council is asked to consider the Memorandum of Understanding (MOU) between the City and Chelan County, along with the Washington State Department of Community Trade & Economic Development, establishing the framework for a regional planning effort between the City and Chelan County.  The state's function is to review and give recommendations on mutual planning objectives. 

Fonfara cautioned that the representative from CTED has reviewed the agreement and, although she supports it, she has to obtain approval from her superiors.  Although Council is considering approval of the agreement, the State may recommend changes. 

Council questions and discussions followed.

Morehouse moved to adopt the Memorandum of Understanding with Chelan County and Washington State Department of Community Trade & Economic Development as presented.  Seconded by Harper, motion passed unanimously.

ENGINEERING SERVICE FOR THE LAKESIDE TRAIL PHASE 1-A PROJECT:  Public Works Director VanEpps explained this item relates to a section of the Lakeside Trail extending from Columbia Street to Lakeview Drive-In.  The City has received a Transportation Improvement Board (TIB) grant to help fund the project.  The next step is to choose the firm to proceed with the design engineering of the project.  In response to the advertisement of February 7, the City received five Statements of Qualification from engineering firms.  The two primary criteria in developing a recommendation for Council's consideration were the firm's abillity to produce quality work and the ability to produce the work in a timely manner. 

VanEpps advised staff recommends the use of RH2 Engineering to provide the design work for this project.  If Council accepts the staff recommendation for selection of this firm, RH2 will be instructed to provide the City with an engineering services agreement dictating the terms of their employment.  In the event that the terms of this agreement are not satisfactory or cannot be accommodated in our budget, the City can consider using an alternative firm. 

Brief Council discussion and comments followed.

McCulley moved to accept staff's recommendation to use RH2 Engineering as the firm to provide engineering services relating to the Lakeside Trail Phase 1A Project on condition that an acceptable engineering service agreement is produced for Council's consideration at a future meeting.  Seconded by Rodionoff, motion passed unanimously.

At 9:05 p.m. Council meeting recessed to allow the Mayor and Council Members to participate in the regular meeting of the Lake Chelan Airport Board. Council meeting reconvened at 9:06 p.m. following adjournment of the Airport Board meeting.

                                                  REPORTS/COMMENTS

PAPE-MILLER:  Asked if staff was working on a night sky ordinance.  Gildroy responded it is to be addressed in the development standards.

WELDY:  Requested an excused absence for the March 22, 2007 Council Meeting.  Weldy also suggested a year round position for parking enforcement and asked staff to review this issue.

RODIONOFF:  Reported on the state wide burning ban proposed revisions. 

MOREHOUSE:  Requested an agenda item be brought to Council for approval of funding provided to the Historic Downtown Chelan Association (HDCA) to hire a director/design person. 

Rodionoff moved to adjourn the regular meeting and go into executive session to discuss potential litigation to last no longer than 15 minutes.  No action will be taken.   Seconded by Olsen, motion passed unanimously.

At 9:20 p.m. Mayor Witherbee and Council Members adjourned to executive session.

The regular meeting reconvened at 9:37 p.m. following adjournment of the executive session.  There being no further business, meeting adjourned at 9:37 p.m.

________________________________                         _____________________________

Patricia Lingle, Interim City Clerk                                     Date Approved by City Council