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MOSES LAKE CITY COUNCIL
June 10,2003
Council Present:Lee Blackwell,Larry Tracy,Brent Reese,Steve Shinn,Richard Pearce,Ron
Covey,and Chris Blessing
MINUTES:Mr.Blessing moved that the minutes of the May 13 meeting be approved as submitted,
seconded by Mr.Reese and passed unanimously.
Retreat Minutes:Dr.Covey moved that the minutes of the 2003 Council/Staff Retreat be approved
as submitted,seconded by Mr.Reese,and passed unanimously.
APPROVAL OF BILLS.CHECKS.AND PREPAID CLAIMS
Action Taken:Mr.Pearce moved that the bills,checks,and prepaid claims issued be approved,
seconded by Mr.Reese,and passed unanimously.
Vouchers audited and certified by the Finance Directoras required by RCW42.24.080,and those
expense reimbursement claims certified as required by RCW 42.24.090, have been recorded on
a listing which has been made available to the City Council.
Claims:The vouchers included on the below listas modified by the Council and noted upon said
listforthe Council meeting of June 10,2003 forthe funds listed below are approved inthe amount
of $565,392.46.
GENERAL FUND
PATHS &TRAILS
STREET
STREET REPAIR &RECON
EQUIPMENT LEASES
STREET IMPROVEMENT
WATER/SEWER
W/S CONSTRUCTION
W/S LEASES
Prepaid Claims:Prepaid claimsapprovedbythe City Manager according tothe processestablished
by Moses Lake Municipal Code 3.42.030 and the internal control policy approved by the City
Council has been recorded on a listingwhich has been made available to the City Council.The
claims listed below are approved inthe amount of $118.96 for allfunds.
$75,646.34 SANITATION FUND 68,741.18
336.65 AIRPORT 392.56
8,119.90 AMBULANCE SERVICE FUND 2,238.35
25,172.67 AMBULANCE DEBT SERVICE 2,072.26
2,229.53 SELF-INSURANCE 734.99
9,859.50 CENTRAL SERVICES 25,953.61
76,064.35 EQUIPMENT RENTAL 30,708.56
214,967.45 BUILD MAINTENANCE 21,131.91
1,022.65 TOTAL $565,392.46
GENERAL FUND $18.96
Prepaid Claims:Prepaid claims approved bythe City Manager according tothe processestablished
by Moses Lake Municipal Code 3.42.030 and the internal control policy approved by the City
Council has been recorded on a listingwhich has been made availableto the City Council.The
claims listed below are approved inthe amount of $48,791.96 for all funds.
EQUIPMENT RENTAL
BUILD MAINTENANCE
TOTAL
$30.60
48,761.36
$48,791.96
Prepaid Claims:Prepaid claimsapprovedbythe City Manager according tothe processestablished
by Moses Lake Municipal Code 3.42.030 and the internal control policy approved by the City
Council has been recorded on a listing which has been made availableto the City Council.The
claims listed below are approved inthe amount of $600.00 for all funds.
GENERAL FUND $600.00
Prepaid Claims:Prepaid claimsapprovedbythe City Manager according tothe processestablished
by Moses Lake Municipal Code 3.42.030 and the internal control policy approved by the City
Council has been recorded on a listing which has been made availableto the City Council.The
claims listed below are approved in the amount of $65,000.00 for allfunds.
SANITATION FUND $65,000.00
Prepaid Claims:Prepaid claimsapproved bythe City Manager according tothe processestablished
by Moses Lake Municipal Code 3.42.030 and the internal control policy approved by the City
Council has been recorded on a listing which has been made availableto the CityCouncil. The
claims listed below are approved inthe amount of $60,837.62 forallfunds.
GENERAL FUND
WATER/SEWER
$35.55 INSURANCE FUND
177.50 TOTAL
60,624.57
$60,837.62
Claim Checks:Checks 19355 through 19493 issued on May27,2003 through June 6,2003 were
approved for payment at the Council meeting held on June 10, 2003 in the total amount of
$952,918.37.
Payroll:The payroll issued on May 30,2003 having been approved pursuantto the ruleofthe City
Council set forth in Moses Lake Municipal Code 3.42.040,was paid by checks 31456 through
31462 in the total amount of $1,883.24.
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CITY COUNCIL MINUTES June 10,2003
Payroll:The payroll issued on June 6, 2003 having been approved pursuantto the ruleofthe City
Council set forth in Moses Lake Municipal Code 3.42.040,was paid by checks 31463 through
31634 in the total amount of $71,765.11.
EMPLOYEE PRESENTATIONS -None
CONSENT AGENDA
/&/(*Resolution -Accept Donation -Alpha OmegaChapter:A resolution was presented which accepts
$150 from the Alpha Omega Chapter of Epson Sigma Alpha.The funds are to be used for theSpecialOlympicsProgram.f*)
/OVC?Resolution -Accept Donation -Wal-Mart Foundation:A resolution was presented which accepts
$200 from the Moses Lake Wal-Mart Foundation. The funds are to be used for the Special
Olympics Program.
/OY(?Resolution -Accept 9/11 Memorial:A resolution was presented which acceptsthe donation ofthe
9/11/01 Memorial from Pamp and Barbara Maiers.
/O^V ResoMion -Water Mains -Moses Pointe:A resolution was presented which accepts water and
'sewer mains installed in Edwards Drive and Road4 as part of the Moses Point project.
10^0 ~ri Operations and Maintenance Yard Clean Up -Grant:Staff requested authorization to apply for a
grant from the Department of Ecology to fund the removal ofcontaminated soil from the Operations
and Maintenance Yard and hauling itto the Roosevelt Landfill.
^^Request to Sell Fireworks:Columbia Basin Sand Commandos and J&MLiquidations LLC have
requested permission to sell fireworks at 530 Valley Road.
/0/9A Accept Work -2003 Crack Seal Project:B.C.V.,Inc.has completed the work for the 2003 Crack
Seal Project.The work should be accepted and the 45-day lien period entered into.
Action Taken:Mr.Tracy moved that the ConsentAgenda be approved,seconded by Mr.Blessing,
and passed unanimously.
CONSIDERATION OF BIDS -None
PETITIONS.COMMUNICATIONS.OR PUBLIC HEARINGS
)/)f COMMUNICATION -BMX COMPLEX
A letter was read which requested Council support for building a dirt BMX track and freestyle
complex at the Larson Playfield.The BMX track is valued at around $40,000 and will be con
structed with donations and volunteers from the community.The American Bicycle Association
supports this complexandwillfly two local individuals to Phoenix fortraining on howto successfully
run the track.Itwas requested that the city provide $4,000 to purchase the necessary starting gate
equipment,sprinklersystem,and power required to operatethe pneumaticgate.Letters ofsupport
were received from the Moses Lake Tourism Commission and the Parks and Recreation Commis
sion.
Ralph Gonzales,representing the BMX Track group,submitted a report on the proposed Moses
Lake BMX Complex.This complex will provide an activity for youth from spring through fall.He
stated that they have formed a BMX group to aid in this project.The BMX track would require an
area of about 300'x 280'and the free style portion would be 95'x 75'.They have lined up all the
manpower and equipment needed to construct the track.They would like to begin construction in
August and itwill take about 5 days to construct.He mentioned that the BMX organization would
be responsible for organizing any races,not the city.
James A.Whitaker,City Attorney,explained that since the city owns the land,the city would own
the track and be responsible for it.So long as it is a no charge access event,the city would have
liability coverage under the open recreation statute and there is immunity to the owner of the
property as long as there are no hidden defects that could hurt someone.There is no problem with
volunteers constructing the site so long as there is oversight on the part of the city.
Jerry Thaut,Parks and Recreation Director,stated that Larson Playfield consists of about 7 acres,
ofwhich 3.5 acres are currently undeveloped./*-\
There was some discussion by the Council. Itwas suggested that the interested people organize,
meet with Parks and Recreation on the location and layout of the BMX track and free style
complex,and then present that to the Council.
Action Taken:Mr.Pearce moved that the concept of the BMX Track and free style complex be
approved,the BMX group become a recognized non-profit organization,and a definite proposal
be submitted to the Council through the Parks and Recreation Commission,seconded by Mr.
Reese,and passed unanimously.
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CITY COUNCIL MINUTES June 10,2003
REQUEST TO USE RIGHT-OF-WAY -INCA RESTAURANT
The Inca Restaurant must replace their existing grease interceptor with a 1,000 gallon grease
interceptor.This new interceptor will be placed as close to the restaurant as possible but will still
extend slightly into the street.This portion of Chestnut Street was converted to a city parking lot
when Pioneer Way was reconstructed in 1968.
Gary G. Harer, Municipal Services Director,stated that not only does the grease interceptor need
to be replaced,but the sidewalk is hazardous and will also have to be replaced.He stated that staff
is investigating the possibility of vacating the portion ofChestnut Street currently being used as a
parking lot.
There was some discussion by the Council.
Action Taken:Mr.Blessing moved thatthe request to use city right-of-way be approved,seconded
by Mr.Tracy, and passed unanimously.
ORDINANCES AND RESOLUTIONS
ORDINANCE -MAYOR AND COUNCIL -1st READING
An ordinance was presented which adds Commission Appointments as a separate agenda item.
The ordinance amending Chapter 2.08 of the Moses Lake Municipal Code entitled "Mayor and
Council"was read by title only.
Action Taken:Mr.Pearce moved that the first reading of the ordinance be adopted,seconded by
Mr.Blessing,and passed unanimously.
RESOLUTION -FESTIVAL
The Moses Lake Business Association requested the closure of the 100 and 200 blocks ofThird
Avenue on June 19,July 17,August 21,September 18,and October 16,2003.This area will be
used forthe "Third Thursday on Third Avenue"Festival which willconsistofarts and crafts vendors,
entertainment,and food vendors.
The resolution regarding the Moses Lake Business Association's Third Thursday on Third Avenue
was read by title only.
Action Taken:Mr.Reese moved that the resolution be adopted,seconded by Mr.Pearce, and
passed unanimously.
REQUEST TO CALL FOR BIDS -None
REFERRALS FROM COMMISSIONS -None
OTHER ITEMS FOR COUNCIL CONSIDERATION
AMBULANCE BILLING AND COLLECTION POLICY /V <?
A proposed Ambulance Billing and Collection Policywas presented.
Joseph K.Gavinski,City Manager,statedthatthis policy authorizesthe cityto write offthe bills that
are uncollectible without having to turn with over to collection.
There was some discussion and it was the consensus of Council that in number 5 the word "all"
be changed to "reasonable".
Action Taken:Mr.Shinn moved that the Ambulance Billing and Collection Policy be adopted as
amended,seconded by Mr.Reese,and passed unanimously.
ANNEXATION -JORGENSEN /£o/>
A Notice of Intention to Commence Annexations Proceedings was presented with regard to
property ownedby Paul andSharon McConkie andKenand Marilynne Jorgensen located adjacent
to Nelson Road.
Action Taken:Mr.Blessing moved that the Notice of Intent be receipted and the request for
annexation be forwarded to the Planning Commission,seconded by Dr.Covey, and passed
unanimously.
ADOPT A STREET POLICY
A policy was presented which gives guidance for a person,organization,orentity wanting to adopt
a segment of a city street.
Joseph K.Gavinski,City Manager,stated that the city received a request from Mick Hansen to
adopt a piece of roadway near his home in honor of his late wife.In orderto formalize this
situation,the city needs a policy for an organization to adopt a portion of a citystreet.
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CITY COUNCIL MINUTES June 10,2003
Action Taken:Mr.Pearce moved that the policy be adopted,seconded by Mr.Shinn.
Mr.Tracy was concerned thatthe city is required to purchaseand supply plantings or materials that
needto be replaced as the cost is not known.The policyalso does not indicate who would approve
the plantings or materials.He felt the type of landscaping should be addressed and someone
should be in charge of the program.
Mr.Reese pointed out that the city would be supplying the plantings and/or materials.
Mr.Pearce pointed out that any plans to change or alter landscaping must be submitted to theParksandRecreationDepartment.(~*\
Ralph Kincaid stated that the adoption of streets has been discussed at the Vision 2020 meetings
and they are in favor of the idea. He mentioned that other communities have such programs and
they are very successful.
The motion passed unanimously.
j(X/^PAVER PROJECT -WASHINGTON TRUST BANK
Washington Trust Bank would like to have pavers extended to the end of its property on Ash
Street.
Tom Heath,Washington Trust Bank,stated thatthe sidewalk on Ash Street is in need ofrepair and
they would like to have pavers installed.There are already pavers in place on Fourth Avenue.
There was some discussion by the Council.
Gary G. Harer,Municipal Services Director,stated that a meeting has been scheduled for June 19
with allthe property owners within the paver districtto find out ifthey want to participate ina paver
project.
There was additional discussion by the Council and itwas the consensus that no action should be
taken on this project until after the meeting with the property owners on June 19.
Action Taken:Mr.Pearce moved that this item be tabled,seconded by Mr.Shinn,and passed
unanimously.
//J 7 VISION 2020 C}
The LodgingTax Advisory Committee has recommended that $50,000 of the 2% hotel/motel tax
monies be used to pay the consultants for the second phase of the Downtown Moses Lake
Revitalization project.
Letters in support of the project have been received from Vision 2020,the Moses Lake Business
Association,and the Chamber of Commerce.
Ralph Kincaid,Vision 2020,stated that this is the second step of the proposal that was originally
presented to Council for the revitalization of the downtown area.
P. J.DeBenedetti,Vision 2020,stated thatthe Vision 2020 group strongly supports the request for
the 2%hotel/motel funds for this project.
Karen Wagner,Chamber of Commerce,pointed out that several reports have been done on the
downtown area inthe past, including ones in 1980 and 1984,which have the same conclusions as
the most recent report -the need to revitalize the downtown area.She felt that the city needs to
move forward on this project.
Mr.Shinn was in favor of the project but did not feel itwould be fiscally prudent to spend another
$50,000 for a consultant.He mentioned that Leland has indicated that in order to prepare a
financial analysis of the project,initial design work is needed.That could cost up to $98,000.He
felt that the Council should,with the input from Vision 2020,first prioritize the projects before
additional funding is provided for the consultants.He also felt that some of the tasks outlined in
their scope of work are already in progress through either the city or other agencies.He felt that
city staff has the expertise to perform many of these requirements and the consultants could be
hired on an hourly basis.He suggested that $25,000 be allocated for consultant fees.He was also •"•v
concerned that thecity seemstobetheonly one providing funds for this project and felt that private f .'
money should be forthcoming.
Dr.Covey pointed out that there about half a dozen projects initiated by the private sector.He
mentioned that there would be more public money in the beginning ofthe downtown revitalization
than private money.
Mr.Kincaid pointed out that in the past there were a number of efforts in the downtown area to
refurbish buildings that did not work out.The consultants have stated that in the beginning more
public money would be needed to be spent before private money would be forthcoming.He
pointed out that the Vision 2020 group prioritized the items and presented those at the Council's
retreat.Most of those projects were the ground work and design elements.He stated that the
Vision 2020 group has spent hours on this work but that they need the consultants as they have
the expertise and have done this same type of thing in other cities.
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CITY COUNCIL MINUTES June 10,2003
Mr.Pearce felt that the Leland Consulting Group has done a good job and the 2%money is well
spent on this type of project. He pointed outthatthe city is cutting staff and itwould be a mistake
to askthem to take on additional work that should be done by the consultants.He was in favor of
approving the $50,000 for the consultants.
Action Taken:Mr.Tracy moved that the request be approved,seconded by Mr.Blessing.
Mr.Shinn questioned whether a contract would be provided for Council to approve.
Joseph K.Gavinski, City Manager,stated that a contract would be drafted up that reflects the
Council's direction.
The motion passed unanimously.
NON-AGENDA ITEMS AND PUBLIC QUESTIONS AND COMMENTS
VISION 2020
Richard Beeson,P.O.Box 1938,questioned whether or not the city had a contract with the Vision
2020 Group.
It was pointed out that the cityis contractingwith Leland Consulting Group, notVision 2020.
COUNCIL QUESTIONS AND COMMENTS -None
CITY MANAGER REPORTS AND COMMENTS
AMBULANCE REPORT
The ambulance report for May 2003 was presented.
Staff was requested to provide information onthe receivablessince the fundis currently operating
in the red.
FINANCIAL REPORTS
Joseph K.Gavinski,City Manager,distributed a financial report through May 2003.
\^j SALES TAX/TRANSIENT RENTAL INCOME /t _
Joseph K.Gavinski,City Manager,reported that the city received $271,014.64 in sales tax and l&'&
$25,062.88 in transient rental income for May 2003.
COMPREHENSIVE ANNUAL FINANCIAL REPORT
Joseph K.Gavinski,City Manager,reported thatthe city'sComprehensiveAnnualFinancial Report
has been completed on time.
CROSS CONNECTION CONTROL
Joseph K.Gavinski,City Manager,distributed a letter from the Department of Health to Dr.Talbot
which explained the requirements for cross connection control.
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PERSONNEL/BUDGET REDUCTIONS
Joseph K.Gavinski,City Manager,distributed areport on the personnel and budget reductions /U'O
needed in the General Fund in order to reduce the city's expenditures to equal revenues.He
explained the sourcesofrevenueand mentioned thatthe General Fund should endthe yearwith
about $1,000,000, but only if staff reductions begin immediately. He pointed out that staff
reductionsare currently taking placethrough resignations orretirements.Those positions arenot
being filled.He explained the proposed reductions for the 2004General Fund.He statedthatin
addition to the proposed reductions,the cityhas an L.I.D.Guarantee Fund of about $311,000.
Those funds should be transferred to the General Fund since the city has no outstanding L.I.D.s.
There is also $280,000 inthe Park and Recreation Improvement Fund that was intended forthe
ice skating rink.Those funds should also be returned to the General Fund.Also, the city is
working withthe employee groupsto maintain healthinsurancecosts at current levels.
Mr.Tracy was concerned about the elimination ofthe Summer Concert Series and the4th ofJuly
fireworks display.He felt that given enough time,private funds may be found to retain those
activities.
Mr.Gavinski mentionedthatthe city receives between $15,000 and $25,000 inprivatecontributions
for the Summer Concert Series and so it costs the city about $65,000.He pointed out that the
elimination of the Summer Concert Series is proposed for 2004, not 2003.
Mr.Shinn wanted to know if any reductions have taken place in 2003 which would mitigate the
impact of the reductions in 2004.
Mr.Gavinskistated thatthe cityhas reduced the travel,subsistence,and education expenses and
also reduced the number of part time employees in the Parks and Recreation Department.
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CITY COUNCIL MINUTES June 10,2003
The regular meeting was recessed at 8:45 p.m.and the Council met in an executive session to
discuss litigation.The executive session was adjourned at 9:30 p.m.and the regular meeting was
reconvened. The regular meetingwas adjourned at 9:30 p.m.\
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