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HomeMy WebLinkAbout08/28/2019 STUDY SESSION PACKET______________________________________________________________ CITY COUNCIL 345 6th Street, Suite 100, Bremerton, WA 98337 Phone (360) 473-5280 AUGUST 28, 2019 CITY COUNCIL STUDY SESSION 5:00 PM in COUNCIL CONFERENCE ROOM 603 The Study Session is open to the public, but there will be no opportunities for input or participation; no action is anticipated; and the content of these items is subject to change. If approved by Council, the items will be placed on the September 4, 2019 Council Meeting Agenda: A. BRIEFINGS ON AGENDA ITEMS 1. Confirming Mike Riley as the Director of Financial Services; and Setting the Salary at Pay Band 22, Rate 2 of the 2019 Management, Professional, Confidential & Fiduciary Salary Plan 2. Setting the Salary for Caroline Tompson as the Assistant Director of Financial Services at Pay Band 16, Rate 4 of the 2019 Management, Professional, Confidential & Fiduciary Salary Plan 3. Confirm Appointment of Managing Engineer – Utilities at Pay Band 16, Rate 8 of the 2019 Management Professional, Confidential, and Fiduciary Salary Plan 4. Contract Modification No. 1 to the Professional Services Agreement with Robinson Noble, Inc., for Hydrogeological Oversight of Wells 2R and 7 Redevelopment 5. Contract Modification No. 2 to the Professional Services Agreement with Rice Fergus Miller, Inc. for Hazardous Material Inspection and Reports for Fire Stations No. 2 and 3 Remodels B. GENERAL COUNCIL BUSINESS Public Works Committee Briefing (08/20/19 Meeting) – Chair Kevin Gorman Lodging Tax Advisory Committee Briefing (08/22/19 to 08/26/19 Meetings) – Chair Pat Sullivan Finance, Investment, & Parking Committee Briefing (08/26/19 Meeting) – Vice Chair Kevin Gorman Audit Committee Briefing (08/27/19 Meeting) – Chair Leslie Daugs Other General Council Business C. 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 meeting. AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: August 28, 2019 Confirming Mike Riley as the Director of Financial Services; and Setting the Salary at Pay Band 22, Rate 2 of the 2019 Management, Professional, Confidential & Fiduciary Salary Plan COUNCIL MEETING Date: September 4, 2019 Department: Executive Presenter: Mayor Greg Wheeler Phone: (360) 473-5266 SUMMARY: BMC Chapter 2.05, Section 2.05.020 (a) and Chapter 2.50, Section 2.50.032 (a) requires Council confirmation for the appointment of a Department Director. Therefore, Council confirmation is requested to promote Mike Riley to the position of Director of Financial Services. Mr. Riley has been employed as the City’s Assistant Director of Financial Services for the past five years. During those five years Mr. Riley has served as the Interim Director of Financial Services on two occasions. Prior to working for the City, Mr. Riley worked as an Assistant Audit Manager for the Washington State Auditor’s Office for nine years, conducting audits of small to large governmental entities including the City of Bremerton. Prior to that, he worked as an Audit Lead for the Department of Revenue. Mike was raised in Kitsap County and is a graduate of South Kitsap High School. He earned his Bachelor’s Degree in Accounting from Central Washington University. ATTACHMENTS: 1) Letter of Engagement outlining the terms of his employment with the City of Bremerton; and 2) 2019 Management, Professional, Confidential & Fiduciary Salary Plan FISCAL IMPACTS (Include Budgeted Amount): Annual Salary is $133,102.80. This appointment does not require a budget adjustment. STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to confirm Mike Riley as the Director Financial Services at Band 22 Rate 2 of the salary schedule and authorize the Mayor to finalize and execute the attached Letter of Engagement with substantially the same terms and conditions as presented. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 01/02/2018 A1 M. Riley – Letter of Engagement Page 1 of 2 Greg Wheeler, Mayor 345 Sixth Street, Suite 000 Bremerton, WA 98337 Telephone: 360-473-5266 Fax: 360-473-5883 greg.wheeler@ci.bremerton.wa.us August 14, 2019 Mike Riley 5519 67th Street Court NW Gig Harbor, WA 98335 RE: Letter of Engagement Dear Mike: It is with great pleasure that I confirm your appointment to the position of Director of Financial Services pending formal approval by the City Council. Your position is FLSA exempt and included in the management classifications covered under BMC 2.50 (copy attached) as follows: Position: Director of Financial Services Department: Financial Services Effective Date: September 5, 2019 (Tentative Date) Rate of Pay: $5,545.95 semi-monthly (Step 2, Band 22) ($133,102.80 annually) Appointment/Removal: Mayor Supervisor: Mayor Benefits: Pursuant to BMC Chapter 2.50 Vacation: Per BMC Chapter 2.50 You are an “at will” employee and may be terminated by the City without cause at any time with thirty (30) days’ notice. You may be terminated for cause, without notice, and no severance pay shall be paid. Office of the Mayor Office of the City Attorney M. Riley – Letter of Engagement Page 2 of 2 This letter shall constitute your terms and conditions of employment with the City and there are no other written or oral agreements that have not been set forth in this letter of engagement or covered by Chapter 2.50 of the Bremerton Municipal Code. Please sign below indicating your acceptance of our offer of appointment to Director of Financial Services as outlined above for the City of Bremerton. Sincerely, Greg Wheeler Mayor cc: Charlotte Nelson, Human Resources Manager ------------------------------------------------------------------------------------------------------------------- ACCEPTANCE OF JOB OFFER: I, Mike Riley, hereby accept appointment as Director of Financial Services for the City of Bremerton, effective September 5, 2019, under the terms and conditions as set forth in this Letter of Appointment. SIGNATURE: ___________________________________ DATE: __________________ Mike Riley AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: August 28, 2019 Setting the Salary for Caroline Tompson as the Assistant Director of Financial Services at Pay Band 16, Rate 4 of the 2019 Management, Professional, Confidential & Fiduciary Salary Plan COUNCIL MEETING Date: September 4, 2019 Department: Financial Services Presenter: Mike Riley Phone: (360) 473-5303 SUMMARY: BMC Chapter 2.50.032 (c)(3) requires Council approval when an employee is promoted to a higher pay band and their proposed salary is higher than the next rate which is higher than the salary he or she was receiving at the former band. Therefore, the City is requesting Council approval to set Caroline Tompson’s salary at Rate 4 of Band 16. Mrs. Tompson has a Bachelor of Science Degree in Business Administration and Accounting from Central Washington University. She has worked for the City of Bremerton for 13 years as the City’s Budget Analyst and prior to that she worked as an Accountant for 5 years at the City of Port Orchard. ATTACHMENTS: 1) Letter of Engagement outlining the terms of her employment with the City of Bremerton; and 2) 2019 Management, Professional, Confidential & Fiduciary Salary Plan FISCAL IMPACTS (Include Budgeted Amount): Annual Salary is $103,980.24. This appointment does not require a budget adjustment. STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to authorize initial placement of Mrs. Tompson’s salary at Rate 4 of Band 16 of the Management and Professional Salary Plan. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 01/02/2018 A2 C. Tompson – Letter of Engagement Page 1 of 2 Greg Wheeler, Mayor 345 Sixth Street, Suite 000 Bremerton, WA 98337 Telephone: 360-473-5266 Fax: 360-473-5883 greg.wheeler@ci.bremerton.wa.us August 14, 2019 Caroline Tompson 8505 Leeward Avenue NW Seabeck, WA 98380 RE: Letter of Engagement Dear Caroline: It is with great pleasure that I confirm your appointment to the position of Assistant Director of Financial Services pending formal approval by the City Council. Your position is FLSA exempt and included in the management classifications covered under BMC 2.50 (copy attached) as follows: Position: Assistant Director of Financial Services Department: Financial Services Effective Date: September 5, 2019 Rate of Pay: $4332.51 semi-monthly (Step 4, Band 16) ($103,980.24 annually) – Pending Council Approval Appointment/Removal: Director of Financial Services Supervisor: Director of Financial Services Benefits: Pursuant to BMC Chapter 2.50 Vacation: Per BMC Chapter 2.50 You are an “at will” employee and may be terminated by the City without cause at any time with thirty (30) days’ notice. You may be terminated for cause, without notice, and no severance pay shall be paid. Office of the Mayor C. Tompson – Letter of Engagement Page 2 of 2 This letter shall constitute your terms and conditions of employment with the City and there are no other written or oral agreements that have not been set forth in this letter of engagement or covered by Chapter 2.50 of the Bremerton Municipal Code. Please sign below indicating your acceptance of our offer of appointment to Assistant Director of Financial Services as outlined above for the City of Bremerton. Sincerely, Greg Wheeler Mayor cc: Charlotte Nelson, Human Resources Manager ------------------------------------------------------------------------------------------------------------------- ACCEPTANCE OF JOB OFFER: I, Caroline Tompson, hereby accept appointment as Assistant Director of Financial Services for the City of Bremerton, effective September 5, 2019, under the terms and conditions as set forth in this Letter of Appointment. SIGNATURE: ___________________________________ DATE: __________________ Caroline Tompson AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: August 28, 2019 Confirm Appointment of Managing Engineer- Utilities at Pay Band 16, Rate 8 of the 2019 Management Professional, Confidential, and Fiduciary Salary Plan COUNCIL MEETING Date: September 4, 2019 Department: PW&U, Engineering Presenter: Thomas Knuckey Phone: (360) 473-2376 SUMMARY: BMC 2.50.032 (c)(3) requires council approval for the appointment of a management or professional position which exceeds rate 1 of the salary band to which an incumbent’s position is assigned. Therefore, the City is requesting Council approval of the Managing Engineer’s initial salary at a rate of 8 of Pay Band 16. The incumbent graduated from Oregon State University, has 30 years of experience delivering utilities capital projects, and holds a Washington State Professional Engineer’s License. ATTACHMENTS: 2019 Management Professional, Confidential, and Fiduciary Salary Plan FISCAL IMPACTS (Include Budgeted Amount): Annual Salary is $114,774.72. This appointment does not require a budget adjustment. STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to authorize the initial placement of the incumbent Managing Engineer – Utilities salary at Rate 8 of Band 16 of the 2019 Management Professional, Confidential, and Fiduciary Salary Plan. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 01/02/2018 A3 AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Contract Modification No. 1 to the Professional Services Agreement with Robinson Noble, Inc. for Hydrogeological Oversight of Wells 2R and 7 Redevelopment Study Session Date: August 28, 2019 COUNCIL MEETING Date: September 4, 2019 Department: Public Works & Utilities Presenter: Cami Apfelbeck Phone: (360) 473-2315 SUMMARY: On January 15, 2019 the City executed a Professional Services Agreement with Robinson Noble, Inc., to provide hydrogeological oversight for the redevelopment of water utility wells 2R and 7. The purpose of the project is to restore well efficiency. The redevelopment process took longer than anticipated, resulting in additional professional services labor hours. This Contract Modification increases contract expenditure to cover the additional professional services labor hours. No modifications to scope of work or term of contract is required. ATTACHMENTS: 1) Contract Modification No. 1; 2) Well Map. FISCAL IMPACTS (Include Budgeted Amount): This Contract Modification increases the not-to- exceed amount of the Professional Services Agreement by $12,000.00, resulting in a total expenditure of $36,600.00. Remaining funds in the 2019 Water Utility Capital Fund are available to cover the additional cost; a budget adjustment is not required. STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve Contract Modification No. 1 to the Professional Services Agreement between the City of Bremerton and Robinson Noble, Inc.; and authorize the Mayor to finalize and execute Contract Modification No. 1 with substantially the same terms and conditions as presented. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 01/02/2018 A4 C O N T RA C T M O D IF IC A T IO N A G RE E M E N T N O . 1 B E T W E E N T H E C IT Y O F B RE M E R T O N A N D R O B IN SO N N O B L E , IN C . PROJECT Hydrogeological Oversight - Well 2R and 7 Redevelopment CONSULTANT Robinson Noble, Inc. DATE September 4, 2019 THIS CONTRACT MODIFICATION AGREEMENT SPECIFICALLY AMENDS THE AGREEMENT (the "Contract") #5911 entered into between the City of Bremerton and Robinson Noble, Inc. on January 15, 2019. All provisions in the Contract shall remain in full force and effect except as expressly modified by this document. For valuable consideration and by mutual consent of the parties, the modifications to the Contract are as follows: I. Section III. Compensation , is modified as follows: The original contract amount was $24,600.00. The City shall pay the Consultant an additional amount not to exceed $12,000.00 for a total amended contract amount of $36,600.00 including this Contract Modification. II. Consultant accepts all requirements of this Contract Modification by endorsing below. Consultant further agrees that this Contract Modification constitutes full and final settlement of all of the Consultant's claims for contract time and for all costs of any kind, including without limitation, costs of delays related to any work either covered or affected by this Contract Modification, claims related to on-site or home office overhead, or lost profits. This Contract Modification does not limit the City's right to bring a claim for past performance. The undersigned consultant approves the foregoing Contract Modification as to the changes, if any, in the contract price specified for each item, including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work due to said Contract Modification. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that this Contract Modification shall be effective when approved by the City of Bremerton. Page 1 of2 Contract Modification Rev. 07/18 The parties whose nam es appear below warrant that they are authorized to enter into a contract m odifi cation that is binding on the parties of this contract. In addition, Consultant warrants that it has or will info rm the surety of this change, and shall take appropriate action to modify any bonds required under the contract to address this change. IN W ITNESS W HERE OF, the parties have executed this Contract M odifi cation on the day and year first written above. City Engineer/ Public Works Director approved to process (Initials and Date) THE CITY OF BREMERTON By: _ Print Name: Greg Wheeler Its: Mayor Date: ------------ APPROVED AS TO FORM: ATTEST: By: _ ROGER A. LUBOVICH, Bremerton City Attorney By: _ ANGELA WOODS, City Clerk R:\Legal\Legal\Forms\FORMS ON COBWEB\Contract Modification Rev. 07 2018.docx Page 2 of2 Contract Modification Rev. 07/18 Well 9 Well 21 Well 13 Well 14 Well 15 Well 18R Well 22 Well 19 Well 20 Well 17 Well 16 / Well 8 Well 2R Well 1R Well 6R Well 3 Well 7 Sources: Esri, HERE, Garmin, Intermap, increment P Corp., GEBCO, USGS, FAO, NPS, NRCAN, GeoBase, IGN, Kadaster NL, Ordnance Survey, Esri Japan, METI, Esri China (Hong Kong), swisstopo, © OpenStreetMap contributors, and the GIS User Community Wells Active Pending AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Contract Modification No. 2 to the Professional Services Agreement with Rice Fergus Miller, Inc. for Hazardous Material Inspection and Reports for Fire Stations No. 2 and 3 Remodels Study Session Date: August 28, 2019 COUNCIL MEETING Date: September 4, 2019 Department: PW & U Presenter: Tom Knuckey Phone: (360) 473-2376 SUMMARY: On October 17, 2018 the City executed a Professional Services Agreement with Rice Fergus Miller to design an interior remodel of Fire Stations No. 2 and 3. Contract Modification (CM) No. 1 was executed on June 10, 2019 for additional structural engineering and design work, per City DCD for required egress. This proposed Contract Modification No. 2 is to complete a Hazardous Material Inspection and Report for each Fire Station which is required before final design plans and permits can be completed. ATTACHMENTS: 1) Contract Modification Agreement No. 2; 2) AIA Document G802 Amendment to the Professional Services Agreement FISCAL IMPACTS (Include Budgeted Amount): Funds are available for this Modification Agreement within the Fire Public Safety Bond Fund 316 budget of $981,531.00. The total cost of the design increase is approximately $96,000 and can be absorbed within the existing budget. STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve Contract Modification Agreement No. 2 for Hazardous Material Inspections and Reports with Rice Fergus Miller, Inc.; and authorize the Mayor to finalize and execute the agreement with substantially the same terms and conditions as presented. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 01/02/2018 A5