2018, 09-18 Study Session MINUTES
SPOKANE VALLEY COUNCIL MEETING
STUDY SESSION
Spokane Valley City Hall Council Chambers
Spokane Valley, Washington
September 18,2018
Attendance:
Councilmembers Staff
Rod Higgins,Mayor Mark Calhoun,City Manager
Pam Haley,Deputy Mayor John Hohman, Deputy City Manager
Brandi Peetz, Councilmember Chelsie Taylor, Finance Director
Linda Thompson, Councilmember Mark Werner,Police Chief
Ben Wick, Councilmember Cary Driskell, City Attorney
Sam Wood Councilmember Mike Stone,Parks &Recreation Director
Arne Woodard, Councilmember Bill Helbig, City Engineer
Erik Lamb,Deputy City Attorney
Christine Bainbridge, City Clerk
Mayor Higgins called the meeting to order at 6:00 p.m.
ROLL CALL: City Clerk Bainbridge called the roll; all Councilmembers were present
1. Outside Agencies Funding Requests—Chelsie Taylor
Finance Director Taylor gave an overview of the process for Outside Agency funding, and asked
Councilmembers to provide their individual scoring sheet to her by 4:00 p.m. October 12,2018; she asked
that each Councilmember please make sure their recommendations add up to $182,000; she explained that
once those recommendations are received,we will proceed with the process as was done in the past and she
will prepare a summary of the recommended funds as well as the number of votes for each requesting entity;
and as noted in her request for Council Action Form, she explained the allocation process based on the
number of votes for each request;and noted that this matter will come before Council again at the October
23 Council meeting; that a summary of final recommendations will be included in that Council agenda
packet showing funding recommendations,and Council will vote on funding allocations during the October
23 meeting. The following organizations gave a brief presentation in response to our call for Outside
Agency Funding: (1)Big Brothers, Big Sisters, requesting$10,000; (2) Elevations, requesting $5,000; (3)
Feed Spokane, requesting $4,850; (4) GSI: StartUp Spokane, requesting $10,000; (5) JAKT requesting
$30,000; (6) Spokane Valley Arts Council, requesting $103,150; (7) Spokane Valley Heritage Museum,
requesting$8,300; (8) Spokane Valley Partners,requesting$35,000;(9)Spokane Valley Summer Theater,
requesting$5,000; (10)Widows Might, requesting$25,000; and(11)Valleyfest, requesting$100,000. At
the conclusion of the presentations,Director Taylor reminded Councilmembers to submit their allocations
to her by 4 pm October 12.
2, Street& Stormwater Maintenance Programs—John Hohman, and Consultant Harry Lorick
Deputy City Manager Hohman explained that tonight's presentation is in follow-up to the May 22
discussion and evaluation conducted by LA Consulting; and that Mr. Harry Lorick is here tonight to go
through the findings of the draft report,after which we will seek Council's input on the process. Mr.Lorick
went through the slides highlighting the project goals, evaluation process, and recommendations, and said
that tonight's goal is to review the preliminary recommendations for Council feedback. Mr. Lorick
explained about the evaluation process and findings and resulting initial recommendations which will in
turn ultimately lead to a final report and final recommendations, He noted that twenty-six interviews were
conducted with key management staff as well as City and County governmental and private contractors;
said there were many positive processes observed, with recommendations for systems and integration,
Council Study Session:09-18-2018 Page 1 of 3
Approved by Council: 10-09-2018
process improvement,and accountability.Mr.Lorick mentioned the snowfall history and recommended we
monitor that annually and use it as an means to determine needs. There was also a recommendation to
establish and maintain a spatial database of critical infrastructure assets such as stormwater structures,
signals, etc, and to document the asset data management procedures for update of the inventory database.
Mr.Lorick spoke about pavement assessment,with a finding that estimates$6.3 million is needed annually
to maintain the current pavement condition.
Other items discussed included maintenance activities, fleet maintenance, complaints from citizens about
snow plowing and berms, snow gates and that the City of Spokane is planning on using them this year;
snowfall truck routes; stormwater rates and fees noting that Spokane Valley's fees are considerably lower
than other agencies, and a recommendation to develop a nexus between fees collected and cost of
maintenance. Concerning the City's organization, Mr. Lorick explained that the recommendation is to
develop subordinate managers to assist in higher-level planning and management of capital and operations,
and to adjust the job descriptions for Maintenance Construction Inspectors to include providing direction
for contract and part-time employees; he also noted Spokane Valley's employee per capita rate is lower
than most known contract cities in his company's database. Mr. Lorick mentioned our governmental
contracts,state agreements,and incarcerated support;and for our equipment such as pickups,plows,sedans,
etc., suggested the need for a backup plan for current staff for fleet maintenance; he mentioned in-house
staff and performance plans and activities and recommended compiling the work into a single database.
Mr. Lorick noted the submittal of the final report will likely occur in October.
Councilmember Thompson asked if implementing the recommended systems reduce the need for more staff
and Mr. Lorick said the probability of having to reduce staff is not high,but he would have to know all the
pieces; said we are in the ballpark, and that it would require a tool to make that analytical estimate.
Concerning the show plows and gates, Mr. Lorick suggested since the City of Spokane will be using that,
that we wait and let Spokane go through that process and see how it works, and if Council has any further
input,it can be delivered to him via Mr.Hohman. Councilmember Wick said that he realizes data collection
takes time and he asked about how to make that break between collecting the data or not collecting too
much, and the cost for that function. Mr. Lorick said you would probably save money because you're
collecting data from different sources and they don't match compared to if you put it in one place and
everyone confirmed it,said he feels it would take less time to collect the data;that the data collected should
only be focused on the major activities; he said that 20% of the activities can be accounted for 80% of the
dollars; he said if you just focused on those and know how many exact road miles, exactly how many
sidewalks you have, number of inlets, and number of signs and signals and the type of signals,that would
probably be all that would be needed; but those numbers should be accurate as those figures drive the
workload that drives the staffing that drives the budget.
Mr. Hohman added that as we went through the consolidation,we noticed we didn't have a good handle on
what we owned,when it was built, location, and when it was last maintained, and said he believes this will
be more efficient collecting data and putting it all in one location. Mr. Hohman said that Mr. Lorick also
noted that our mechanic does a lot of work on the trucks and keeps those records manually,and that it likely
will be more efficient to use a computer system that we already own;that this all got started out of the need
to look at our snow operations to see if there is a better way.Mr.Hohman said staff will be coming back in
the next few weeks to talk about this in more detail, and have our staff members Brant Collier, Tom
Danielson, and Shane Arlt at that meeting so Council can hear from them about how they have put this
program together, and include sidewalk snow issues as well; and he said research all got started in response
to Council's question on whether it is better to contract everything or is the hybrid approach we have the
best method; he said he feels good that LA Consulting was able to find that we are competitive and are
doing a good job, and he again stated that if Council has future questions or concerns,to please give them
to him or Mr. Calhoun, and those will be routed to Mr. Lorick.
Council Study Session:09-18-2018 Page 2 of 3
Approved by Council: I0-09-2018
3.Integration Combined Communication Center—Chief Werner, Chief Collins
Police Chief Werner and Fire Chief Collins, along with Mr. Steve Reinke new director of the integrated
system known as SPOCOM, went through the PowerPoint presentation explaining about a combined
communication center. Chief Collins mentioned that SPOCOM isn't a permanent name yet and anticipates
there will be an official name soon, which may or may not be different. Chief Werner and Chief Collins
discussed the concept of integrated communications and Spokane region's path to interoperability; they
explained how the current system works compared with improvements that will be effective with the new
system, such as improved coordination with emergency management and disaster preparedness, as well as
long term cost savings through shared technologies. They also talked about lower turnover and shorter
vacancies with an integrated system, and that there are greater opportunities for advancement in a
consolidated system versus a bifurcated system with people feeling they are"stuck on a shift" and that they
don't anticipate any reduction of current staff. Mr. Reinke mentioned that it will be his job to turn concept
into reality just a few months before they go live. Councilmember Woodard asked about the center being
unionized and Mr. Reinke said the new center will provide the employees with the choice of which union
they prefer. There was also discussion about funding, emerging cellular technology, the make-up of the
board which includes Spokane Valley Police Chief Werner, addressing standards,and backup centers.
4. Proposed Ordinance Adopting 2019 Property Taxes—Chelsie Taylor
Director Taylor explained about the upcoming adoption of the 2019 property tax ordinance; said they are
still working with estimates as is the County, and that we expect to hear from them by the end of this or
next week; adding that the final determination will not be made until later this fall, so the levy rate will
continue to change as we move through the process,but it won't be greater than 2018, plus construction.
5.Advance Agenda Mayor Higgins
There were no suggested changes to the Advance Agenda.
6. Council Comments—Mayor Higgins
Councilmember Thompson stated that at Valleyfest, she will be promoting the first Spokane Valley Youth
Voice meeting set for October 8, and that the hope is to recruit teens who are enjoying Valleyfest.
Mayor Higgins said that there was discussion last week about two Councilmembers being on the group
selecting our Washington lobbyist, and he announced that is he appointing Deputy Mayor Haley and
himself.
7. City Manager Comments—Mark Calhoun
City Manager Calhoun said that tonight's admin report on property taxes is part of the 2019 budget
development process, and that next week he will be giving the City Manager Presentation of the 2019
budget, followed later by two more public hearings, then the two readings of the ordinance to adopt the
budget,with that second reading scheduled for November 13,2018. Mr. Calhoun also noted that yesterday
he and City Attorney Driskell signed the necessary documents transferring Myrna Park, which property
was donated by Mr.Gothmann,and said a park sign has been ordered and we are hopeful it will be delivered
by the end of the week, and that a dedication will be coming soon in October.
It was moved by Deputy Mayor Haley, seconded and unanimously agrged to adjourn. The meeting
adjourned at 8:46 p.m.
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Council Study Session:09-18-2018 Page 3 of 3
Approved by Council: 10-09-2018
H:\Winter Council Workshop\2018 February 13 Workshop\OS agencies history 04 through 18
CITY OF SPOKANE VALLEY,WA 11/29/2018
Outside Agency Funding History
2004 through 2018
2004 2005 I 2006 I 2007 2008 2009 2010 j 2011 2012 I 2013 1 2014 I 2015 I 2016 I 2017 2018 I L Total I
Economic Development Agencies:
Economic Dev Commission 55,000 55,000 65,000 65,000 4,000 3,000 0 0 0 0 0 0 0 0 0 247,000
Global Trade Services,PS 0 0 0 0 0 0 0 4,500 0 0 0 0 0 0 0 4500
Greater Spokane,Inc. 0 0 0 0 65,000 64,000 60,000 51,000 41,500 34,582 36,714 23286 0 0 0 376,082
Greater Spokane Valley Chamber of Commerce 0 0 0 0 0 5,500 20,000 18,000 9,000 9,514 11,571 15,400 26704 17,143 17,694 150,526
HUB Sports Center 0 0 0 0 0 0 0 3,500 5,000 3,429 0 0 0 0 0 11,929
International Trade Alliance 14,000 14,000 16,000 20,000 25,000 26,000 0 13,500 10,000 9,282 0 0 0 0 0 147,782
Spokane Area Workforce Development 0 0 0 0 0 0 0 0 0 0 4,186 0 0 0 0 4,186
Spokane River Forum 0 0 0 0 0 0 0 0 0 0 929 0 0 0 0 929
Spokane Site Selector 0 0 0 0 21,000 16,500 0 0 0 0 0 0 0 0 0 37,500
Spokane Valley Arts Council 0 0 0 5,000 5,000 5,000 6,000 5,000 0 6,296 7,857 12,000 18,953 48,601 30,708 150,415
Spokane Valley Heritage Museum 0 0 0 0 0 0 0 2,000 2,000 1,429 2,171 0 1,571 3,495 3,500 16,166
Spokane Valley Summer Theatre 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2,357 2,357
Valleyfest 0 0 0 0 0 0 0 0 19,500 19,368 24,429 19,714 13,000 22,685 28,122 146,818
SUBTOTAL ECONOMIC DEV AGENCIES AWARDS 69,000 69,000 81,000 90,000 120,000 120,000 86,000 97,500 87,000 83,900 87,857 70,400 60,228 91,924 82,381 1,296,190
Contracted Economic Development(GSI) 0 0 0 0 0 0 0 0 0 0 0 0 43,000 43,000 43,000 129,000
SUBTOTAL ALL ECONOMIC DEV AGENCIES 69,000 69,000 81,000 90,000 120,000 120,000 86,000 97,500 87,000 83,900 87,857 70,400 103,228 134,924 125,381 1,425,190
69.0% 69.0% 67.5% 69.2% 79.5% 76.9% 60.4% 61.5% 58.0% 55.6% 58.6% 46.9% 68.8% 69.9% 65.0% 64.9%
Social Service Agencies:
Arts Academy of Spokane 0 0 0 0 0 ' 0 0 0 0 0 0 0 0 2,500 0 2,500
Baskets for Babies 0 0 0 0 0 0 0 0 0 0 0 0 0 784 0 784
Big Brothers Big Sisters 0 0 0 2,500 3,000 4,000 5,000 3,000 1,000 0 2,429 2,625 0 0 0 23,554
Changepoint 0 0 0 0 0 0 0 2,500 0 0 0 0 0 0 0 2,500
Chase Youth Commission 2,000 1,000 0 0 0 0 0 0 0 0 0 0 0 0 0 3,000
Children's Home Society of WA 0 0 0 0 0 0 0 0 0 0 3,071 2,982 0 0 0 6,053
Coalition of Responsible Disabled 0 0 0 0 0 0 0 0 400 757 2,143 0 0 0 0 3,300
Family Promise of Spokane 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4,607 4,607
Free Cakes for Kids Spokane 0 0 0 0 0 0 0 0 0 229 0 0 0 0 0 229
Greater Spokane County Meals on Wheels 0 1,000 0 2,500 5,500 5,500 6,500 7,500 9,000 9,368 0 13,268 7,429 21,821 15,266 104,652
Greater Spokane Substance Abuse 0 0 0 0 2,500 500 0 0 2,000 1,643 5,286 7,696 5,429 4,143 0 29,197
HUB Sports Center 0 0 0 0 0 0 0 0 0 2,800 0 0 0 0 0 2,800
Naomi(Hearth Homes) 0 0 0 0 0 0 0 0 0 0 5,214 9,982 12,057 0 20,000 47,253
Project Access 25,000 25,000 30,000 30,000 0 15,000 20,000 20,000 16,500 18,368 0 0 0 0 0 199,868
Spokane Guilds'School Foundation 0 0 0 0 0 0 0 0 0 0 4,286 0 0 0 0 4,286
Spokane Neighborhood Action Partners 0 0 0 0 0 0 0 0 0 0 0 4,411 0 0 0 4,411
Spokane Valley Partners(Community Center) 4,000 4,000 7,000 5,000 20,000 11,000 25,000 28,000 30,500 29,225 34,071 33,553 19,286 13,429 17,623 281,687
Spokane Valley Veterans Forum 0 0 0 0 0 0 0 0 600 0 0 0 0 0 0 600 1
Widows Might 0 0 0 0 0 0 0 0 0 0 0 0 0 15,399 10,123 25,522
Youth Activities(per the 2006 mtg,Big Bro.Chase) 0 0 2,000 0 0 0 0 0 0 0 0 0 0 0 0 2,000
YWCA 0 0 0 0 0 0 0 0 3,000 4,510 5,643 5,082 2,571 0 0 20,806
SUBTOTAL SOCIAL SERVICE AGENCIES 31,000 31,000 39,000 40,000 31,000 36,000 56,500 61,000 63,000 66,900 62,143 79,599 46,772 58,076 67,619 769,609
31.0% 31.0% 32.5% 30.8% 20.5% 23.1% 39.6% 38.5% 42.0% 44.4% 41.4% 53.1% 31.2% 30.1% 35.0% 35.1%
TOTALS 100,000 100,000 120,000 130,000 151,000 156,000 142,500 158,500 150,000 150,800 150,000 149,999 150,000 193,000 193,000 2,194799
2004 through 2012 maintained by Chris Bainbridge
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