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2005, 08-16 Study Session MinutesAttendance: Councilmembers: Diana Wilhite, Mayor Rich Munson, Deputy Mayor Mike DeVleming, Councilmember Dick Denenny, Councilmember Mike Flanigan, Councilmember Steve Taylor, Councilmember Gary Schimmels, Councilmember MINUTES CITY OF SPOKANE VALLEY STUDY SESSION Tuesday, August 16, 2005, 6:00 p.m. Staff: Dave Mercier, City Manager Nina Regor, Deputy City Manager Tom Scholtens, Building Official Marina Sukup, Community Development Director Ken Thompson, Finance Director Neil Kersten, Public Works Director Mike Jackson, Parks & Recreation Director Chris Bainbridge, City Clerk Mayor Wilhite called the meeting to order at 6:00 p.m. and welcomed all in attendance. Employee Introductions: Aaron Clary, Stormwater Engineering Tech — by Public Works Director Neil Kersten Jay Grissom, Building Inspector II — by Building Official Tom Scholtens Kari Kurtz, Permit Specialist — by Building Official Tom Scholtens Christina Janssen, Permit Specialist - by Building Official Tom Scholtens Mike Connelly, City Attorney — by City Manager Dave Mercier Introductions were made as noted above, and Council welcomed the new staff members. 1. Memorandum of Understanding (MOU), Senior Citizen Association — Mike Jackson Parks and Recreation Director Jackson explained that he and the Senior Center Ad Hoc Committee have been working on recommendations for the attached Memorandum of Understanding between the City of Spokane Valley and the Spokane Valley Senior Citizens Association; and he then went over the highlights of the document. Mr. Jackson brought attention to page 2 F which has an added sentence since last review; that the Association may hold no more than four such unpaid occurrences per year, noting that these occasions are means for the Association to gain new membership; page 3 r explains that all the property will belong to the City and that the City will maintain the property, and that the final document will include an attachment listing all those items. Mr. Jackson also mentioned that the Association already sent a check to cover half the cost of moving the pool tables. Mr. Jackson also noted page 4, aa, that they are working with the State to develop a separate agreement for Meals on Wheels. Councilmember DeVleming suggested adding "or designee" on page 2, section e, after "director." Councilmember DeVleming also asked about the parking situation, and Mr. Jackson said the agreement does not address parking as at this point it is somewhat of an unknown, but something to consider as needed. In response to a question about the current Senior Center Building, Mr. Jackson indicated an additional assessment is forthcoming from an engineer as Mr. Jackson wants to ensure that such decision to tear down the building would be conclusive before moving ahead to do so. It was Council consensus to place the MOU, with minor corrections, on the next Council consent agenda. 2. CenterPlace Fiber vs. T1 for Communication and Data — Mike Jackson Parks and Recreation Director Jackson discussed options for the communications at CenterPlace, including internet connection, high bandwidth and videoconferencing, and T1 lines and what it means in regard to video and audio quality; along with the accompanying financial impacts of the options, all as per his August 16, 2005 Request for Council Action form. Council /staff discussion then included what is needed for the grand opening; monthly fiber costs; monthly internet costs; the benefits of Study Session Minutes: 08 -16 -05 Page 1 of 4 Approved by Council: 08 -23 -05 videoconferencing; full service now or later; the difficulty in estimating demand at this time; and the system currently used by area colleges. There was Council consensus to move forward with the needs for the connection between City Hall and CenterPlace; to continue using T1 temporarily until after the opening; and before Council makes a final determination, to have staff gather more information for future presentation to Council, including a listing of all pros and cons along with accompanying cost projections, various internet choices, and timelines for completion. 3. Community College Lease for CenterPlace — Mike Jackson Parks and Recreation Director Jackson explained the background concept of leasing space to the Community Colleges of Spokane, and that the general terms of the lease are for the rental of seven classrooms totaling 6,116 square feet at an annual rate of $16.00 per square foot; which equates to $8,154.66 per month or $97,856 annually, and that the term of the lease is five years. Mr. Jackson also explained about the regional use as mentioned at the top of page 2 of the lease. Mr. Jackson brought Council attention to the last paragraph on page 2 of the lease concerning the lessee not doing anything which would increase the insurance premiums; that the language is a little uncertain as there is no base level yet established for insurance; that he has contacted WCIA and there may be changes. Mr. Jackson also mentioned about the possibility of using all parking (page 3 of the lease), and that will also be further examined. The wet lab was mentioned and Mr. Jackson stated that the College has agreed to reimburse the City for the $4500 spent for the drain line capability; and added that the room will be used as an exercise class at first. Mr. Jackson said that classes are scheduled to start September 19 with faculty moving in September 14, and that he should know by noon tomorrow if any of these minor changes are troublesome. Mr. Mercier mentioned that staff has been working on this lease for 18 months and it is the intention that occupancy not be granted until we have a signed lease. It was council consensus to bring this item back for approval consideration at the next council meeting. 4. Establishing a School Speed Zone at Ness Elementary School Mr. Kersten stated that currently Ness Elementary School has no 20 mile - per -hour speed zones on MacArthur and Rudolf Streets, which are the only streets connecting to the school's parking lot; that a neighbor of the school who lives on Rudolf called to request the 20 mph zone. Mr. Kersten said that this issue was discussed with the school principal and it was decided that MacArthur and Rudolf between Boone and Ness Elementary; Cataldo Avenue along the school frontage; and 300 feet on either side of the Boone Avenue crosswalk should be marked as a 20 mph zone. Mr. Kersten added that per the model traffic ordinance adopted by City, all changes to speed limits must be approved by Council; and he hopes to have this resolution approved and signs installed before the new school year begins next month. It was council consensus to place this item on the next Council consent agenda for approval. 5. County Maintenance Contract Options — Neil Kersten Public Works Director Kersten said that the City has an interlocal agreement with the County to provide road maintenance services; and during the February retreat, it was Council consensus to examine street sweeping and weed control as part of the managed competition program. Mr. Kersten said that an e -mail received from the County Engineer suggests they are not interested in the City bidding some of the services and leaving others; that they are supportive of a mutually agreeable transition plan where the City is responsible for street maintenance with very little or no County involvement; and that the charges for the service are per the agreement and are based on actual time, equipment, materials and overhead. In further discussing the issue, Mr. Kersten showed a spreadsheet showing in yellow what we would look to go out to test market to determine if there is interest; but that we would not consider bidding traffic maintenance activities such as sign maintenance, stripping at cross - walks, and maintenance at signals as the shop handles those activities very well. Mr. Kersten recommends sitting down with city and county staff members to agree on a plan to encompass the yellow items shown on the spreadsheet. Council mentioned this would be a good topic for the next joint council /county commissioner meeting. Mr. Study Session Minutes: 08 -16 -05 Page 2 of 4 Approved by Council: 08 -23 -05 Kersten explained that the County seems willing to head in this direction, and he assumes Ross Kelly will acquire commissioner consensus, that this would keep the county staff busy during the winter (snow removal); will give us an opportunity for further research to develop a two -year plan, and come back later with results. It was determined that the City and County staffs should work together to come up with a work plan and phase in these jobs; and come back again with a proposed multi -year plan. 6. Stormwater Guidelines Manual — John Hohman Senior Engineer Hohman went through his PowerPoint presentation on the progress made since the beginning of the year on stormwater activity; and stated that the City of Spokane Valley, Spokane City, and Spokane County worked together in drafting a regional manual, that the manual is ready for public review, and public workshops are scheduled through the next several months. Mayor Wilhite called for a short recess at 7:32 p.m., and reconvened the meeting at 7:43 p.m. Note: Prior to Ms. Sukup's presentation, the fire alarm sounded and everyone left the building at 8:02 p.m.; after the all clear from the fire department, the meeting reconvened at 8:20 p.m. 7. Planned Unit Development (PUD) Primer — Marina Sukup Community Development Director Sukup went through her PowerPoint presentation, explaining what constitutes a PUD and of the differences between a PUD and a subdivision; and also explained the variety of current PUDs. Issues for Council future consideration are, should there be a minimum size for a PUD; and are the standards what Council thinks they should be? Attorney Connelly added that the current PUD ordinance is a listing of exceptions to the subdivisions regulations, or a series of exceptions, and council could remove all, some, or none of those exceptions, or place greater conditions on any exception; but the first step is to determine if Council wants the PUD to be an exception of subdivision regulations, or wants to address other goals, and once determined, an ordnance can be built accordingly. Discussion then ensued regarding GMA requirements, the PUD as a planning devise to allow something unusual; options in dealing with current problems associated with PUD's; private streets versus public streets, infrastructure, ways to address any connections coming from a new subdivision; dedications of rights -of- way; developer impact fee programs; and various other options. 8. Governance Manual Update — Councilmembers DeVleming, Denenny and Flanigan After Councilmembers DeVleming, Flanigan and Denenny explained the minor proposed changes to the manual, Mr. DeVleming added that the public comment section needs clarification as to council's intent. After discussion on this issue, it was determined that the council agenda item should read: "Public Comment for items not on the agenda for action" and to schedule this amended resolution for an upcoming council meeting for approval consideration. It was moved by Deputy Mayor Munson, seconded, and unanimously agreed upon to extend the meeting to 9:15 p.m. 9. Advance Agenda Additions — Mayor Wilhite Mayor Wilhite mentioned the many changes to the Advance Agenda, and that some upcoming comp plan hearings might be scheduled for a Wednesday or Thursday evening. Mr. Mercier mentioned that item #2 on the September 6 agenda will likely move to August 30; Councilmember DeVleming suggested adding the bus bench issues; and Councilmember Schimmels suggested adding a progress report on the re- forming of the Sign Ad Hoc committee. 10. Memorandum on SEPA, Hearing Examiner Decision - Information only No comment or commentary was given as this is an information only item. Study Session Minutes: 08 -16 -05 Page 3 of 4 Approved by Council: 08 -23 -05 11. Council Check in — Mayor Wilhite Mayor Wilhite indicated she had no comments. 12. City Manager Comments — Dave Mercier City Manager Mercier said that the Board of County Commissioners will likely schedule a follow up meeting to their criminal justice summit held a few months ago as they endeavor to have representatives from all jurisdictions as the Board of County Commissioners decides how to apportion limited budget resources. Mayor Wilhite added and Council concurred, that she should attempt to set a joint meeting with the Commissioners for mid to late September. There being no further business the meeting was adjourned at 9:11 p.m. ATTEST; Christine Bainbridge, City Clerk Diana Wilhite, Mayor Study Session Minutes: 08 -16 -05 Page 4 of 4 Approved by Council: 08 -23 -05