HomeMy WebLinkAbout05/25/2016 AGENDA t�------�
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CITY COUNCIL 345 6th Street, Suite 600, Bremerton, WA 98337 ❑ Phone (360)473-5280
MAY 25, 2016
CITY COUNCIL STUDY SESSION
5:00 PM in COUNCIL CONFERENCE ROOM 603
The Sfudy Session is open to the public, buf there will be no opportunities for input or participation;no action
is anticipated during the Study Session;and fhe content of these items is subject to change. If approved by
the Council, the ifems will be p/aced on the June 1, 2016 City Council Meefing Agenda.
A. INFORMATION BRIEFINGS
1. Small Cell Program within the City of Bremerton — Peter Mauro and Lelah Vega, Verizon Wireless
2. Waste Management Billing Process—Joe Krukowski, Area Controller, Waste Management
B. NO PRESENTATION PLANNED — The following items are budgeted items or subjects that have been
raised with the appropriate Council Committee Members:
3. Approve Hire of Shane Weber for the Position of Managing Engineer for Transportation at Rate 8
in Pay Band 16 of the 2016 Management & Professional Salary Plan
4. Purchase and Installation of"Fecon" Mower Head and Safety Equipment by Pape Machinery of
Tacoma, WA for John Deere 135D Excavator for the Forestry Division
5. Interlocal Agreement with Kitsap County for Road and Street Paint Striping Services
6. Interlocal Agreement with Kitsap County for Road Paving Services
7. Interlocal Agreement with Kitsap County to Develop a Design Report for the Jarstad Park to Kitsap
Lake Segment of the Countywide Trail System
8. Increase the existing Office Assistant I position in the Parks & Recreation Department from
0.75FTE to 1.0 FTE; and Upgrade the position to Office Assistant II
9. Approve the addition of 1.0 FTE Parks Laborer to the Parks & Recreation Department
10. Renewal of Interlocal Agreement with the City of Forks for Prisoner Confinement Services
C. BRIEFINGS 8� FULL PRESENTATIONS
11. Proposed Public Hearing and adoption of Resolution No. 3269 to adopt the 2016 Work Plan
authorizing Street Maintenance, Repair, and Construction Projects from Transportation Benefit
District (TBD) Funds
12. Proposed Public Hearing and adoption of Resolution No. 3270 to approve a Material Change
Policy for Transportation Benefit District (TBD) Funded Projects
13. Management Agreement with Columbia Hospitality, Inc. for Management of the Kitsap Conference
Center at Bremerton Harborside
14. Ordinance No. 5303 to amend Ordinance No. 5292 relating to the City of Bremerton Fiscal Year
2016 Budget
D. GENERAL COUNCIL BUSINESS
o Finance Committee Briefing (5/17/16 Meeting and 5/24/16 Special Meeting)—Chair Richard Huddy
o Audit Committee Briefing (5/23/16 Specia/Meeting) —Chair Leslie Daugs
o Other General Council Business (As necessary...)
E. ADJOURNMENT OF STUDY SESSION
� Americans with Disabilities Act accommodations provided upon request. Those requiring special accommodations
should contact the City Clerk's Office at(360)473-5323 at least 24 hours prior to the Council meeting.
INFORMATION ONLY ITEM �
CITY OF BREMERTON
CITY COUNCIL
SUBJECT: Verizon Wireless Small Cell Study Session Date: May 25, 2016
Program Discussion Presenter: Milenka Hawkins-Bates
Phone: (360) 473-5333
SUMMARY: Verizon Wireless will present their Small Cell program and proposal.
HANDOUTS: None—there will be handouts provided at the Study Session
STUDY SESSION AGENDA: ❑ No Presentation � Full Presentation
Form Created 5/4/15
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1 . Small Cell Overview
. 2. Design Concepts
3. Verizon Small Cell Program
4. Back-up Slides: Alternative Design Concepts
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distnbu6on of this matenal is not permitted to any unauthorized persons or third parties except by wntten agreement. 18
INFORMATION ONLY ITEM A2
CITY OF BREMERTON
CITY COUNCIL
SUBJECT: Waste Management Billing Study Session Date: May 25, 2016
Discussion Presenter: Tom Knuckey
Phone: (360) 473-2376
SUMMARY: Waste Management will present their communication strategy, and action plan to
resolve the uncollected debt for solid waste collection.
HANDOUTS: None —there will be handouts provided at the Study Session
STUDY SESSION AGENDA: ❑ No Presentation ❑x Full Presentation
Form Created 5/4/15
Cit of Bremerton
v
��� �e�t ���cess
Laura Moser - Municipal �t Community Relations
Joe Krukowski - Area Controller
May 25, 2016
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WASTE MANA�EMENT
1
;
�
� Current Collection Process
�n a�tory Service C�llect�on
✓ Past Due Notiee - Sent at 60 days past due, to active accounts
✓ Collection Notice - Sent at 90 days past due, to active accounts
✓ Final Demand Notice - Sent at 120 days past due, to active and
cancelled accounts
✓ Once account is 120 days delinquent, the 120 day balance is
adjusted off and sent to a third party collection agency
�
❖ Waste Mana�ement does not currently stop service to customers
, ,
❖ Process is confusing for customers
VV�1.
w„s,e a�swaaen„�nrr Page 2
� N ew P rocess
Susper�si�n �� Serv�ce for N�ra-Payr�e�t
• Mi rrors the WUTC process as closely as possi ble
✓ City of �remerton residentiQl accounts invoice every two
r�onths versus WUTC which invoices every three months
✓ Past due at the end of service period
✓ First notice is a letter that provides date and time payment is
due before cancellation and when cancellations wi ll be�i n
� ✓ Two phone calls are atterr�pted �
wns�e w�oeu„e„rr Page 3
New Process - eontinued
S�sp��sia� �f S�r�rice for �lon-Pay er�t
✓ 15 days past due - Notice of Potential Interruption of Service
sent to active customers
✓ 30 days past due - Collection Calls begin, at least two attempts
✓ 45 days past due - Account is suspended from service
✓ 60 days past due - Account is cancelled and removal ticket is
created to rerr�ove WM carts/containers
� ✓ 90 days past due - Fina� Demand Letter is sent to cancelled
customers
✓ 120 days past due - account balance owing is written-off and sent
to 3rd party collection a�ency
W�e Pa e 4
M,ws�.e�sM� �
Transition Issues
h�� w� do vv�th custo er �v�th �vritter� off b�lan��s?
❖ Concern is that sor�e of these accounts r�ay be still in the
name of a forrr�er resident that have moved
•:- Initiated a call car�pai�n
❖ Tag the carts askin� them to call the office
❖ Send letters with offers to se�tle debt that is currently in
collection
�
° Pa e 5
WAST6 MA111AO6MEIIR �
Transition Issues
l�ple �ntatio� Sched��e ��r �e�v Pr�cess
1 . May 2016 - Initiated a call campai�n
2. June 2016 First week - Offer letters to settle debt
3 . June 2016 Second week - Tag the carts
4. June 15t" begins the re�ular process
✓ June 15th - Potential Interrupt Letters rnailed for May 1 St invoices
✓ July 1 St - Phone calls implemented
✓ July 15t" - First account suspensions
' ,o Pa e 6
WASTF MANAOEd1E11fT �
. ?
UeS IOnS .
���° 020XX Waste Management Month XX, 20�kge 7
Bremer#on Collection Cycle Proposal
Proposed Colledion Process
• Invoice is due 30 days from date of invoice
• 15 days past due-iVotice of Potential Interruption of Seroice letter is mailed
• 30 days past due-Collection calls begin,at least two attempts made
• 45 days past due-Accounts are suspended from service. This is the date on Potential
Interruption af Service letter. If the date is on Saturday or Sunday,then the accounts are cut off
the following Monday,AM.
• 60 days past due-Accounts are cancelled and a removal tickets are entered to�emave the
container from the customers property.
• 90 days past due-Final demand notice sent to cancelled accounts
• 120 days past due-the account is written off and the balance is sent to a third party collection
agency
Example
• Invoice is dated May 1, 2016
. o Service Period is April and May
o Due date is May 31, 2Q16
• Notice of Potential Interruption of Service letter mailed June 15, 2016
� Collection Calls begin June 30, 201b
• Accounts are suspended on July 15, 2016
• Accounts are cancelled on July 31, 2016
• Fina)demand notice sent on August 31, 2016.
• Account is written off and sent to third party collection agency on September 30, 2Q16
�
r • s • � � • • • � � •
WAS MANAOEMENT
Weshington
2J07/2Q13
�,
RE:Account#019-0000193-Od29-2
WM ezPay Account fD:00003-51353-55009
AMOUNT DUE: 550.46 Service Location:
PORT ORCHARD WA 98366-8404 PORT ORCHARd WA 98366-8404
Dear Customer:
According to our records,-your account has.a�balance,due in;the amaunt of$50.46. If peyment has been sent,please accept
our thenks, ` 1 ,
} %
However,iF you have,not,mslled yotu:payment,we a�re,[equesting full,payment of ihe accaunt batance by 5:00 PM February
28,2013 or your aGcouni arill�become'delUquent end siibject to cer�cellatlon at 5:00 PM March 1,2013.
In ad�tion,your acc uM may:tie asses�ed:��reacUvaUon fee at the lfine of refnstatement
For your convenience�paymerits;can�now tie�made oMlne at www.wm.com, or by automated attendant`at 1-866-964-2729
or by cal8ng our offlce at�1=8Q0-592=9995 arid�making payment�by phone tising your checkinplsavings�accounf or debWcredit
card.
r.�-', � , �., (-�::--:_�-_.� _ . .. _. . f-._ ;.._,..._. :_ ;;-:_:';;•. ---- .
Should yau have any quesdons,please contact'our oiflce�' `-� - � - � � �- -
Sincerely,
CrediUColleclions Department
WASTE MANAGEMENT of WASHlNGTON
Washington District# 0029 ,
PLEASE DETACH HERE AND RETURN BOTTOM PORTION WITH YOUR PAYMENT
��l.t�..��t3. . . � : .�
WA8T6 MAIYAOEMENT ppQppp4-0028-9 ;50.48
i�o���v��nn���m������� . . . .
x�s w.c�pv�Eyy�p 011-0000193-0028-2 d2J0Tl2013
�o�ax az a�
(888}2T2�B13 Fe�
00290110000b930000�00�0000000fl000D0000005Q46 7
f��I�f�IB�aO��l�.,s ��_..
,- WASTE MANAGEMENT
PO BOX 5b1008
L05 AN(iELES CA 900541D08
ruH i um:rwKu wn 99388-8404
q���htrhr�dlllq�p�i��ip����u�li�pih��q���llluo��b
ofo�ao�eame�aofmut Aom e+eyday mUacOon ro mvf�onm�nml proletilan.
fhirtk GR+n'fi7n4 N�te Hanapem�nG
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WA87'6 MANA�EMEN'1'
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Washington �-
aro2rzo�s
RE:Account#021-0100009-0029-9 -- �
WM ezPay Account Ib: 00006-47543-45004 —�-�
AMOUNT DUE: ;'l26.22 Servlce Locetlon:
BREMERTON WA 98337-1134 BREMERTON WA 98337-1134
Dear Customer: �
Your waste removal account remalns seriously pael due. .Pisase remlt your payment of 5126.22 wlthln 1Q days from the date
of this lelter. �"
.' ti /
It payment Is not recelved wEthin:l0.days, your•;acoount may be tumed over to en outside collectlon agency. Ptease send
your payment today to ayokl.colrecUon�proceedings.
For your corrvenlence,;payme'nts can,riow tie made on-lfne et www.wm.com,by automated attendant at 1-866-964-2725 or
by calling our office el`,•1=800=592-9995 end�using your checking account or debiUcredit card.
, , ; 1�,.�'�`�
A prompt response Is appfedated..lhyou have:already.sent!n your payment;Please disregard thls notice.:�
5incerely . . .-. : _ ' . . .-. -- - , , ,
, . - •.
, .. ,, .•:, .: �.::._. - . �� ;
.. ,...
. . _. .. '.. . . , . - -- --. . ... .... . ' -�
WASTE MANAGEMEN7 of PACIFIC WORTHWEST BC
Washington Oistrict# OD28
PLFJISE DETACH HERE AND RETURN BOTTOM PORTI�N WITi1 YOUR PAYM�NT
: • . � � ;" • .
wasT�iuu►�uA�'nnenrT a000000-0029-9 . 5126.22
i�i��a�����m��mu�am��ma��� � . .- .
2czsw.GR/WDVJEWROAD 021-0100D09-0029-9 04102lZ013
PHOENIX A2 BSp27
1�)�-BB13 F�
002902Z0100009000000000DOOOOOODOQOOQ0�012622 Z
lll�����1'��U191�1016
WASTE MANAOEMEMT
PO 80X 541Q08
LOS ANGELES CA 90054-1008
..,,�mA ����,bb��u�4lflPpl�y���p����u�hqy�i���p,�lll�ui��h
BREMERTON Wn and�r-1134
u�orao2c�w.e�um eeeu Fram tverydaY[oUtRlon to�nv(mnmrntol prolecttvn,
fifnk Gmn:lAfnk IYosle Maacpmimt
Dear Customer
Account number(xxx-xxxxx�
This is in regards to your t�ash service at (service address}.
�ur records indicate that you have an outstanding balance of($O.aO)for the period of
(mm/yyyy to mm/yyyy).This outstanding balance is not reflected on yuur current invoice at thfs
time,as Waste Management has previously written thi5 amount off and sent it for collections
with an outside collettion agency.
We would like to give you the opportuniky to resolve this written off bafance by providing the
following options:
• 8096 payment in the amount of$ . The remaining balance of$ will be
adjusted off once yaur payment posts and clears your account and will be considered
settled in full.
• Monthly instailments until paid in full. Please work with a rep�esentative at the below
number for details.
Please call us today at(xxx-xxx-xxxx)to discuss the best option fcr you and make ar�angements
to bring your account current.
Beginning in (mm/yyyyj all accounts that are not in a current status wil(be subject to stop
service and tontainer remaval. A notice will be mailed prior to stop service to all customers 30
days or more delinquent on their trash hitl. The letter wfll provide a due date along with
payment options.
Sincerely,
Waste Management of Washington
_._.�
�.Y�"""°�' ����"-`-�„
! ' Tuesday, May 17, 2016
�� y
I. �
' i 4:30 PM
;:
! � Council Conference Room
� ''� ' � '
Council Finance and Investment Committee Meeting Minutes
Finance Committee Members in attendance: Richard Huddy (Chair), Pat Sullivan (Vice-Chair) and
Jerry McDonald. Cathy Johnson, Director of Financial Services, Mike Riley, Assistant. Director of
Financial Services, Caroline Tompson, Budget Analyst.
To�ics Discussed:
• Minutes of April 19, 2016 meeting
Minutes were approved as presented
• LEOFF 1 Medical Plan
Charlotte Belmore advised the committee that 74 LEOFF 1 retirees were transferred to a
Regence BlueShield Medicare Advantage Health Care Contract effective May 1, 2016.
The plan will provide supplemental medical and prescription coverage for these retirees.
The increased premium for this plan is higher than the prior plan but this cost is expected
to be offset by lower payments for items that were not previously covered.
• Status of Grant Applications
Chal Martin shared an update on the status of grant applications for public works projects.
Federal funding requests have been submitted for projects in the 2018-2020 cycle. State
requests are for 2017. WSDOT applications have been submitted. TIB applications are
not due until August.
• Managing Engineer for Transportation position
Chal Martin and Tom Knuckey provided the resume for Shane Weber, the preferred
candidate for the vacant Managing Engineer position. Tom shared Mr. Weber's extensive
quaVifications for the position that support the request to hire at top step.
• 2016 Mid-year Budget Adjustment
Caroline Tompson reviewed the reasons that a midyear adjustment is brought forward.
She also covered the staff memo that addresses the major items contained in the budget
adjustment. At Mr. Huddy's request at briefing to further review the budget adjustment
was scheduled for Tuesday, May 24.
Mr. Huddy left the meeting at this time...
• Investment Report
Mike Riley shared that there we have an investment maturity in June. He reviewed the
process for obtaining bids and the status of current rates. He also shared that Finance
has received a cash flow estimate from the Fire Chief for the expenditure of Public Safety
bond money and we will explore other vehicles than the Local Government Investment
Poo1 to possibly increase the return on unexpended funds.
• Other emerging items
Jerry McDonald asked about why it has taken so long for entities to receive their lodging
tax allocations. Cathy Johnson responded that the delay has been twofold this year. The
processing for some contracts took longer than usual due to the volume of public
disclosure requests which are a priority for the City Clerk. Others were delayed due to
entities not providing the signed contract or other required information in a timely fashion.
We are working on several items that will prevent this delay for 2017 disbursements.
From: Pat Sullivan
Sent: Wednesday, May 25, 2016 528 AM
To: Lori Smith
Cc: Richard Huddy; Cathy Johnson;Jerry McDonald; Caroline Tompson
Subject: Recording of the 5/24/2016 Special Meeting of the Finance and Investment Committee
H i Lori,
Last nigl�t we lield the Special Meeting of tlie Finance and Investment Committee. Richard started the recorder
and brought the meeting to order at approximately 4:22 PM. Jerry left the meeting at approximately 5:50. At
tl�e end of the meeting (6:00 PM) when Richard started to closc the meeting it was noticed that the the recorder
was not on, the screeil was blank, the button on the side was confirn�ed to have been in the on position. So in
summary, the full meeting was not recorded.
1. The meeting consisted of reviewing the 2016 Mid-Year Budget Amendment, Ordinance No. 5303. We
reviewed t11e fund activity, fiind by fund, from Fund 101 through Fund 317.
2. Caroline also reviewed Fund 499 with us due to the reduction in the Fund Balances-begiiuling working
capital. The reduction is due to fi�nds being restrieted and should not be reflected in the budget. Cathy pointed
out tl�at oil tl�e financials and montl�ly reports we still sec the funds, but tlle budget is reduced for "...bond
reservcs unavailable for expenditures".
Sincerely,
Patricia Sullivan
Finance and Investment Committee Vice-Chair
I
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