M E M O R A N D U M
Date: September 4, 2009
To: Association of Washington Cities
Risk Management Services Agency (AWC-RMSA)
From: Richard A. Swart, Mayor
Subject: Risk
Management Update for Town of
The purpose of this memorandum is to update information previously
submitted by the Town of
1. Town Hall & Library Structural Integrity.
Someone reportedly notified your office several months ago that the Town Hall & Library Building located at 100 Main Street in Cathlamet was defective and in danger of imminent collapse. This is untrue. The building dates back to 1937 and reflected workmanlike practices in effect at that time for conventional wood frame construction. The Council commissioned an assessment of the building’s structural, mechanical, electrical and related condition in 2008. The assessment was shared with an AWC-RMSA field inspector two months ago when he came to investigate the call to your office.
Your investigator’s report should document that the building:
a. Is in essentially sound physical condition;
b. Does not pose a danger to occupants (staff and the public); and
c. Requires remediation to the SW (front) wall to achieve proper upper-story weight bearing and seismic shear capacity.
The Council sought proposals from qualified structural KLG Engineering
Consultants to examine the building and prepare specifications on which
bids can be solicited from contractors to make the weight-bearing and seismic
repairs. KLG’s deadline is 9-30-09. Bids will be sought by 10-15-09, and
repairs should be completed by 10-30-09.
As an aside, the Town is seeking a Department of Commerce Energy
Efficiency and Conservation Block Grant (EECBG) to replace the aging
and inefficient oil-fired forced-air furnace with high-efficiency heat pumps,
add high-R insulation to floors and attic areas, replace single-pane windows
with dual-pane low-E units, and replace inefficient overhead lights with
modern fixtures. The existing, obsolete electrical panels will be replaced to
support these upgrades in compliance with NEMA codes. The Town is
justifying this grant on the basis of a comprehensive energy audit completed
AWC-RMSA Update -2- September 4, 2009
in March 2009.
Furthermore, the Town commenced a project to identify, classify, and either
relocate or recycle thousands of pounds of documents and undisposed-of
surplus property stored in the upper story, the old fire-engine bays on the first
floor, and the stairwell between the first and second floor. Over four
dumpsters of paper were recycled between March and June 2009,
significantly reducing the upper story floor load situation. The Librarian
and volunteers likewise disposed of thousands of stored, unwanted old
books. The Council approved disposition of two truckloads of marginal
equipment, fire hall appliances, obsolete computers, etc. All this has
contributed to fire safety, reduced structural overloading , better operating
efficiency, and reduced risk to the public.
2.
Swimming Pool Safety Inspection and Modifications
Your AWC inspector consulted with the Town’s Pool Manager, Public Works
Superintendent and me in July 2009 on how to address two safety
Deficiencies cited in a June 25, 2009 inspection report by the Wahkiakum
County Department of Health and Human Services. The requested remedies
were:
a. Replace the side gates with code-compliant units and latches
b. Replace the main drain covers with federally-mandated covers
The side gates and latches have been replaced as of August 2009.
The replacement drain covers have been purchased, and will be installed after
the Pool closes at the end of September 2009. The county approved this,
because there is no drain suction while the Pool is occupied.
2. Actions Recommended in AWC-RMSA’s July 16, 2008 Report Card.
a. Has the Town reviewed personnel policies with a labor attorney?
The Town consulted with the MRSC law office and wrote a
comprehensive Personnel Ordinance addressing many issues
not in the old ordinance or employee manual, resolving some
internal inconsistencies, and adding new policies on non-
discrimination, sexual harassment, worker safety, etc. The
new Ordinance was approved for the first reading August 17,
2009, and is expected to pass the second third and final reading
on September 21, 2009. The new Ordinance had the benefit
of input from the MRSC labor attorney, the Town Attorney,
AWC-RMSA Update -3- September 4, 2009
and all employees, department heads, and Council Members.
c. Do all employees have written job descriptions?
The answer was yes in 2008 and still is in 2009. All staff job
descriptions were last updated as part of the July 2009 job
performance evaluations prepared for the employees.
I call your attention to three corrections needed in the 2-24-09
Loss Control Standards Self-Inspection Checklist:
(1) The Town’s personnel policies have now been reviewed
By a labor attorney and overhauled per his advice (see 3.a. above). The “no” answer can now be changed to “yes.”
(2) The Town’s employees received evaluations in 2008 and
in 2009. The box should have been checked “yes.”
(3) All the department heads receive informal advice and
consultation from their superiors on supervision
techniques, communication, safety, leave, stress, etc.
More could be offered, but the box should have been
checked “yes.” The person completing the form may not
have been aware of this.
d. Have all elected officials received training on their roles and
responsibilities within the past three years?
As of this date, the answer is “yes.” After the November 4, 2009
General Election, training will be required for a new Council
Member who will be sworn in January 2010 (Ruth Doumit).
Refresher training will be required for incoming Mayor John Hannah, and for Council Members David Goodroe, Wally Wright, and Robert Rendler.
e. Did the Town receive AWC loss control grants in 2008 and 2009?
A
$1,000 grant was used to partially defray the cost of installing ADA-compliant
safety surrounds at the swing set in
AWC-RMSA Update -4- September 4, 2009
that the
been “yes” because the AWC inspector verified that the work done
on the swing set brought it into compliance.
f. Public Works has not adopted procedures for documenting a
periodic sidewalk inspection program. Assistance from AWC was
requested but not received. An inspection process will be developed.
g. Public Works documents its inspections of sewers involving
customer complaints, new construction, or major repairs. Minor
issues that come to attention are logged in work orders and checked off as work is finished.
h. Are Washington DMV records of employees who drive on Town
business reviewed annually to check for violations?
This is done for new employees. In a town as small as Cathlamet,
there is a tendency to believe that violations become “common
knowledge.” This will be discussed and a decision made on how
to address this added workload in the future.
3. Conclusions
a. The Town of Cathlamet is committed to a process of achieving
continuous improvement in its risk management practices.
b.
The Town of
money, and effort to achieve notable results in 2008 and 2009.
c.
The Town of
this effort in 2010 and into the future.
Cc: Council Members, Department Heads, Town Attorney
To be posted on the Town Web Site (www.townofcathlamet.com)