REGULAR COUNCIL MEETING
June 11 , 2002
Present: Mayor Einar Larson, Council: Mary Combs, Mike Holtz, Rick Klein, and Julie Jones; absent - Teri Zimmerman.
Guests: Chris Dillon - Big Bend Insurance, Rob Coffman - Coffman Inc., and Jeannette Coppersmith - J & J Services.
Mayor Larson called the meeting to order at 7:00 pm.
Minutes from May Regular and Special meeting were given to council prior to this meeting. Rick made motion, second from Mike, and carried to approve the minutes as written.
REFUSE - HAULER CONTRACT RENEWAL
A new contract was received from Wilbur following their attorney review, edited for Almira specific content, minor changes from prior contract noted, and given to the council to review prior to the meeting. Rob attended to answer questions or concerns the council might have for the renewal. The term of the contract now reflects the same date of his annual insurance renewal. Mary advised she had heard of a probable 50% increase in fees for tipping at Delano and was curious how this rate would compare to current fees charged at the Davenport Transfer station. Rob replied that the existing hole at Delano is almost full, so it will not be long before they will need to determine if it would be cost effective to dig a new hole or to become a transfer station. Rob assured the council his contract rates would not be effected by hauling to either location, so long as Wilbur and Almira hauled to the same location. Rick made motion to accept the contract renewal, second from Mike, motion carried.
Insurance Policy - Cost Comparison
The Association of Washington Cities (AWC) rep had to cancel meeting attendance at the last minute due to a flu bug, the rep from Canfield & Associates (CIA) was notified that it was not necessary for him to attend so that the council could here about both policies at a single meeting. A brief synopsis about each policy was given to the council prior to the meeting. Julie expressed the fact that several more small cities in Eastern WA use CIA than AWC, and that substantiates in her mind to remain with CIA. Rick expressed that Odessa training from AWC attorney was very interesting and recommended we try again to invite the representatives to the July meeting to hear specifics about each policy. Chris received a figure estimated 15% increase for next years policy with CIA, a firm figure should be available by the July Council meeting. Chris has also heard that AWC will be increasing policies 35% at their January renewal cycle.
WATER - Conservation for Commercial Business
Jeannette requested the council allow them to water 2-3 days per weekday on 4 of their customers yards that they provide service to, to eliminate hours they would have to otherwise tend to over the weekends. Similar findings hold true in the commercial arena for Wheat Country Quilts which is only open during the week and the Lions Club Park sprinkler system set up to water every other day. Council accepted the businesses to continue abide by the water conservation, but on a more reasonable schedule of attendance.
UTILITY BILLING - Lot Definition
There have been misunderstandings and confusion to the term "lot" which has always been used for internal purposes, but is now provided to customers on the address line of the monthly billing. The Parcel, Block, and Lot are all terms used in the legal description of a property. Rick recommended and council concurred to use the term "unit" for billing definition purposes in lieu of the term "lot".
ANIMAL - Claim Letter
Canfield has sent a letter to the Daugert attorney to see if in fact they still represented them on a dog incident claim originally filed in 2000. (Since the council meeting, a second letter from Canfield has been sent to the Daugert attorney asking for more detailed information regarding the claim).
WATER - Tower Maintenance & BUDGET/PERSONNEL - RESOLUTION 184
Application submitted to USDA Rural Development may be withdrawn since we are unable to justify a low enough residential usage to be eligible for a grant/loan package. Hence, a loan only through Public Works Trust Fund would be much more cost effective route if no grant were available. A copy of current allocation of commercial to residential calculations was given to the council prior to the meeting and council reviewed for missing or insufficient data. Fill station usage and rates was discussed. Accountability of the extraordinary usage pointing at residents prompted Rick to make a motion to hire a Public Works Assistant to read all meters for the period of one month with a base 48 hours, second from Mary, motion carried. Meters that are not located at the curb will require cooperation from the homeowners and specific data was requested by the council to be put on the readings spreadsheet.
STREET - Business/Organization Signs
Mary asked if any efforts have been made to develop a spec or to see who is interested in purchasing a sign to be placed below the new Welcome sign on Main St. Council requested the local businesses and organizations be sent a letter to see who all might be interested and to contact Signs Etctetera to develop a few sample specs of layout and design with cost estimates.
SEWER - Monitor Well Project
Geo Engineers report dated 6/6/02 was received, followed up by a letter from Wyatt Engineering which stated 2 of the 3 monitoring wells had no groundwater and we will now seek direction from DOE to see if the study scope or methods should be modified.
Building Permits / Utility Accounts
No Building permits have been issued.
The payment plan option has become more of a burden than anticipated. Council approved a minimum plan to be $100 by the next shut off date and each month thereafter until the account balance has been paid in full, earlier payoffs will not be penalized.
9 shut off notices were sent; all but 1 have paid in full, or have followed a payment plan. 4 property liens remain filed.
Pay Bills Claims registers were given to council prior to the meeting. Mike made motion to pay bills, second from Rick, motion carried. Treasurers Report was given to council at the meeting.
Final May vouchers totaled $150,564.13 Warrants 5830 - 5862
Claims Clearing $ 145,397.20 Payroll Clearing $ 5,166.93
Preliminary June vouchers totaled $30,971.13 Warrants 5863 - 5889
Claims Clearing $ 24,453.64 Payroll Clearing $ 6,517.49
Meeting adjourned at 8:45 pm.
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