CITY COUNCIL MINUTES February 19, 2025 City Council of the City of Ephrata, Grant County Washington met in regular session on February 19, 2025. The meeting was called to order at 6:02 p.m. by Mayor Bruce Reim. Members Present: Mayor Bruce Reim, Council members Phil Borck, Valli Millard, and Mike Warren. VIA Teams: Kathleen Harris. Staff Present: City Administrator Ray Towry, City Attorney Anna Franz, Community Development Director Ron Sell, Finance Director Kristen McDonnell, Chief Financial Officer Leslie Trachsler, Recreation P/R Director Josh Johnson, Public Works Director Rob Harris, Police Chief Erik Koch, Fire Chief Jeremy Burns, and City Clerk Katie Kapalo. Motion to excuse Council members McDonnell. (m/s Warren/Millard) 4 ayes, 0 nays, motion carried. Pledge of Allegiance was said. No public signed up to speak. This meeting is being recorded. Agenda: Correction to the agenda: adding Resolution 25-020 Approving Emergency Repairs for WRF Clarifier to Items for Council Action. Presentations: Eric Loomis, Grant Transit Authority GM Eric Loomis from the Grant Transit Authority delivered a presentation on the agency's upcoming facilities and enhanced services, highlighting how these improvements will better serve our community by increasing accessibility, efficiency, and overall transportation options. Consent Agenda: Motion was made to approve consent agenda. (m/s Millard/Warren) 4 ayes, 0 nays, motion carried. Items on the consent agenda are as follows: 3 Claims #101628 through #101670 in the amount of $1,394,474.09 Claims #101626 through #101627 in the amount of $635.78 EFT CC Fees in the amount of $10,712.52 EFT Department of Revenue in the amount of $30,511.11 Minutes of the January 15, 2025, Council meeting and Work Session Special Event Applications: None 2024 4th Quarter Finance Report: Finance Director McDonnell delivered a comprehensive presentation on the city's fourth-quarter financial performance, highlighting key achievements within the Finance Department. She emphasized the successful recruitment and cross-training of staff, ensuring a well-equipped and adaptable team. Additionally, she detailed the department's completion of state audit compliance with minimal recommendations, the approval of the 2025 budget, and the smooth transition to updated financial systems. Resolution 25-015 Authorizing Tourism Fund Contracts The City of Ephrata collects a Hotel/Motel Tax from short-term lodging stays, reinvesting the revenue into events, festivals, and tourism-related activities to boost the local economy. The Tourism Commission first met on December 5, 2024, to review funding applications, but due to low initial participation, they extended the deadline while prioritizing early applicants. On January 21, 2025, the commission allocated $80,000, fully funding early applicants while granting partial awards to late submissions. However, after discovering a total tourism budget of $95,000, the commission reconvened on February 11 to fully fund both the Ephrata School District and the Grant County Historical Society at their originally requested amounts. Motion to adopt Resolution 25-015 as proposed. (m/s Warren/Borck) 4 ayes, 0 nays, motion carried. Resolution 25-016 Awarding 2025 Crack Seal Project To maintain and extend the life of the City's road infrastructure, annual maintenance is essential, and this year's approved budget includes dedicated funding for these efforts. As part of this initiative, the City advertised the Crack Seal Project - 2025 and received seven bids on February 13th. The lowest responsive bid, submitted by BCV, Inc. from Wenatchee, came in at $89,000, notably under the Engineer's Estimate of $105,000. This project will seal approximately 200,000 linear feet of cracks, primarily in streets on the eastern half of town, helping to preserve road quality and ensure long-term durability. Motion to adopt Resolution 25-016 as presented. (m/s Borck/Millard) 4 ayes, 0 nays, motion carried. Resolution 25-017 Writing Off Uncollectible Debts for Fiscal Years 2013 and 2014 In an effort to better manage the City of Ephrata's outstanding debts, staff began entering citations into the Springbrook system in 2015. They worked with Central Bonded Collections to clarify which debts remained collectible and which were legally uncollectible due to the ten-year statute of limitations. After reviewing judgments dating back to 1994, staff identified 408 cases, totaling $50,164.35, that were deemed uncollectible and subsequently approved for write-off by the City Council on February 18, 2015. Since then, the City has aimed to maintain a more consistent schedule for addressing unçollectible debts. As of January 2025, 17 additional judgments totaling $6,737.24 have reached the statute of limitations and are recommended for write-off. Motion to adopt Resolution 25-016 as proposed. (m/s Warren/Millard) 4 ayes, 0 nays, motion carried. Resolution 25-018 Approving Contract with BlueBridge Alliance In our previous council meeting, Brian Spracklen from BlueBridge Alliance presented to the council what BludBridge Alliance is and how it can benefit our community. Bringing BlueBridge to Ephrata would allow the Police Department to seek donations, offer critical aid, enhance public trust, and boost officer morale. The organization provides technology, training, financial management, and ongoing support to ensure effective implementation. Motion to adopt Resolution 25-018 as proposed. (m/s Borck/Warren) 4 ayes, 0 nays, motion carried. Resolution 25-019 Awarding Bid for Well #5 Debris Removal Well #5, drilled in 1953 on Sagebrush Flats Road, originally produced 636 gallons per minute but gradually became unusable. In 2024, while lowering Wells #4 and #5, contractors discovered the pump was set 60 feet lower than records indicated, with debris blocking the well at 432 feet. To restore functionality, the well must be re-drilled, starting with debris removal and a full-depth inspection. Staff received three quotes for debris removal, with Carpenter Drilling LLC submitting the lowest bid at $31,500, below the engineer's estimate of $41,300. Motion to adopt Resolution 25-019 for 2025 as proposed. (m/s Millard/Harris) 4 ayes, 0 nays, motion carried. Resolution 25-020 Approving Emergency Repairs for WRF Clarifier As part of the 2024 Wastewater Reclamation Facility Project, planned upgrades included rehabilitating both clarifiers at the treatment plant-one dating back to the early 1950s and the other installed in 1998. During inspections, staff found that the older clarifier's sweep arm, which moves solids to the basin's center, required urgent repairs. Wes Tech, the equipment provider, recommended inspections every 10 years and rehabilitation every 20 years, quoting $56,550 for repairs with a 10-week lead time. To ensure compliance with wastewater regulations, Mayor Reim declared the repairs an emergency, allowing staff to proceed with ordering parts and scheduling the work. Motion to adopt Resolution 25-020 for 2025 as proposed. (m/s Millard/Warren) 4 ayes, 0 nays, motion carried. Council Member Harris was excused from the meeting at 7:00 p.m. Consent Agenda Items Discussion City Administrator Towry presented to the council the staff's proposal to utilize the consent agenda as a way to streamline meetings and improve efficiency. By placing items on the consent agenda, the staff aims to expedite the approval process for routine matters that have already been thoroughly discussed and reviewed with the council. These items would not introduce anything new or unexpected, ensuring that the council can focus their attention on more complex issues during the meeting while still maintaining transparency and oversight for regular business. This approach is intended to save time and improve the flow of council proceedings. Mayor adjourned meeting at 7:04 p.m. - - ao4 - Brace Reim, Mayor ATTEST: Katie Kapalo,City Clerk