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2020, 05-26 Regular Formal Format MINUTES SPOKANE VALLEY COUNCIL REGULAR MEETING FORMAL FORMAT Spokane Valley City Hall Spokane Valley, Washington May 26, 2020 Mayor Wick called the meeting to order at 6:00 p.m. The meeting was held remotely via ZOOM meeting. Attendance: Councilmembers Staff Ben Wick,Mayor Mark Calhoun, City Manager Brandi Peetz, Deputy Mayor John Hohman, Deputy City Manager Pam Haley, Councilmember Chelsie Taylor, Finance Director Tim Hattenburg, Councilmember Cary Driskell, City Attorney Rod Higgins, Councilmember Bill Helbig, City Engineer Linda Thompson, Councilmember Mike Stone, Parks&Recreation Director Arne Woodard, Councilmember Morgan Koudelka, Sr. Administrative Analyst Erik Lamb, Deputy City Attorney Adam Jackson, Planning/Grants Engineer Christine Bainbridge, City Clerk ROLL CALL City Clerk Bainbridge called the roll; all Councilmembers were present. APPROVAL OF AGENDA: It was moved by Councilmember Hattenburg, seconded and unanimously agreed to approve the agenda. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS n/a MAYOR'S REPORT: Mayor Wick mentioned a request for a signed letter of support from the Spokane Regional Transportation Council regarding their Electrification Grant and there were no objections from Council for the Mayor to sign the letter; said we got a letter of support from the Spokane Regional Transportation Council for our BUILD grant application;that we received a notice from Washington State Secretary of Commerce for the CARES Act funding so we got progress towards our$2.9 million allocation, in reimbursements;he noted our City's deadline for reimbursements is the end of October,whereas Spokane County has until the end of the year for reimbursement of their $91 million CARES funding. Councilmember Thompson said she checked with the Association of Washington Cities (AWC) and the reason is they want to make sure that all funds get sent out by October 31 by the cities because if it isn't, then they can shift it to other places or do something rather than return it the federal government; said she asked if there would be an opportunity to commit the funds because if there is a resurgence of the virus,we won't know that until late fall; and said there is no chance to extend that October 31 date. Mayor Wick also announced that Spokane County was approved last Friday to enter into Phase 2 which means restaurants can open with 50% and some retail can open also, all within certain guidelines. 1.PUBLIC HEARING: 2021-2026 Transportation Improvement Program—Adam Jackson Mayor Wick declared the public hearing open at 6:06 p.m., after which Mr.Jackson gave a synopsis of the projects in connection with this six-year Program. There were no public comments and Mayor Wick closed the public hearing at 6:14 p.m. 2. Resolution 20-009 Adopting 2021-2026 Transportation Improvement Program—Adam Jackson It was moved by Deputy Mayor Peetz and seconded to approve Resolution 20-009 adopting the 2021-2026 Six Year Transportation Improvement Program. Vote by acclamation: in favor: unanimous. Opposed.` none. Motion carried. Regular Formal Council Meeting: 05-26-2020 Page 1 of 5 Approved by Council: 06-09-2020 3. CONSENT AGENDA: Consists of items considered routine which are approved as a group. Any member of Council may ask that an item be removed from the Consent Agenda to be considered separately. Proposed Motion:I move to approve the Consent Agenda. a. Approval of claim vouchers on May 26, 2020,Request for Council Action Form Total: $1,335,370.43 b. Approval of Payroll for Pay Period Ending May 15,2020: $3 84,640.51 c. Approval of Council Meeting Minutes of May 12, 2020 Regular Formal Format It was moved by Deputy Mayor Peetz, seconded and unanimously agreed to approve the Consent Agenda. NEW BUSINESS: 4. Motion Consideration: CenterPlace Roof Bid Award—Bill Helbig It was moved by Deputy Mayor Peetz and seconded to award the CenterPlace Roof Replacement Project CIP#0305 to Cano Roofing, Inc., dba Signature Roofing, in the amount of$607,484 plus applicable sales tax, and authorize the City Manager to finalize and execute the construction contract. After City Engineer Helbig explained the process for the bid award, Mayor Wick invited public comment. Ms. Barb Howard, Spokane Valley: asked why this wasn't corrected when this was built; mentioned that the roof was leaking back in 2014 and said she hopes this will solve the problem. There were no other public comments. Vote by acclamation: in favor: unanimous. Opposed: none. Motion carried. 5. Motion Consideration: Bureau of Justice Assistance COVID-19 Emergency Supplemental Funding Program—Morgan Koudelka It was moved by Deputy Mayor Peetz and seconded to authorize the City Manager or designee to apply for the Bureau of Justice Coronavirus Grant for those items identified above (i.e. Clorox Sanitation Station, PPE; SCSO Sanitation, Jail PPE, Jail Sanitation; Already incurred overtime and Future overtime; total $75,065). Mr. Koudelka explained about the grant opportunity, noting there is no match required. Councilmember Thompson asked how the allocation was determined as other cities of similar size were awarded more, and Thurston County was awarded less than $100.000. Mr. Koudelka explained that it's likely based on a variety of variables including population, poverty levels, crime, etc., and that he didn't pay attention to what other entities were allocated. It was noted there were no public comments. Vote by acclamation: in favor: unanimous. Opposed: none. Motion carried. 6. Motion Consideration: Planning Commission Appointment—Mayor Wick It was moved by Councilmember Hattenburg and seconded to confirm the Mayoral nomination of Walt Haneke to the Planning Commission, effective immediately, to complete the unexpired term of Mr. Walton, which expires December 31, 2020. There were no public comments. Vole by acclamation. in favor: unanimous. Opposed' none. Motion carried. PUBLIC COMMENTS: Mr-. Bob West, Spokane Valley: asked Council to reinstate the proclamations and council committee reports;said he realizes it was removed to expedite the meetings,but feels it should be reinstated to maintain transparency; said citizens have a right to be heard and shouldn't be governed by the length of a meeting; said he also appreciates the job staff and Council have been doing to keep citizens updated about the COVED-19 situation. Ms. Judy Bacon, Spokane Valley: said she is with a volunteer, nonprofit group that fully supports the Second Amendment while encouraging all citizens to support local communities to prevent the tragic effects of gun violence; she mentioned that the first Friday in June is Wear Orange day which is an effort to raise awareness of gun violence; said an average 100 Americans die daily from gun violence, and that Americans are twenty-five times more likely to die by gun homicide than people in other highly developed countries; and she thanked Council for the time and for the commitment to public safety. Regular Formal Council Meeting: 05-26-2020 Page 2 of 5 Approved by Council: 06-09-2020 Ms. Barb Howard, Spokane Valley: she mentioned RV's sitting around in the area of her property; said they are plugged into electricity and when there was a similar situation last year, it ended with a mobile home burning down; said she thought RVs could only be on property for thirty days; that she was told that someone said they are only in there playing video games; said there was a similar situation at Balfour Park with a motor home sitting there about three weeks; said the Valley is getting to look like junk; that she understands about the homeless, but feels her neighborhood is looking like a wrecking yard; on another topic said she thinks Mayor Wick should recuse himself on some topics since he has the newspaper The Current; said she doesn't want his paper in her mailbox; and she extended congratulations to Councilmember Haley on her previous award/certification. ADMINISTRATIVE REPORTS: 7. Washington State Department of Transportation Land Acquisition, Flora Road—Cary Driskell City Attorney Driskell went over some of the background of the efforts to purchase this Washington State Department of Transportation(WSDOT)property of 45.73 acres east of Flora Road and immediately north of the Spokane River; he also showed a brief video showing the area which included nice forestry and open meadows. Deputy Mayor Peetz said with WSDOT's $100 million revenue shortfall, she anticipates they would probably want to depart with this property sooner than later. Mr. Driskell said he feels confident we will have until the expiration of our initial six months to decide. Councilmember Haley said she also heard about WSDOT's shortfall, and since they have lost so much money, she asked if that would impact the grant. Mr.Driskell said those are unknowns but stated he feels this will be a tough year for grants; and that we will likely have a better idea about this situation by the end of summer. 8. Pavement Preservation Program Update—Adam Jackson,Bill Helbig,John Hohman Deputy City Manager Hallman explained that this topic has been before various councils at least 47 previous times; he noted that the aforementioned idea of an Ad Hoc Committee has been put on hold so Council could further process the information. Mr. Jackson brought attention to slide 3 of the PowerPoint which gives a brief history of this issue since 2004; he highlighted the telephone utility tax initiated in 2008 as well as the solid waste collection fee in 2018;he noted the new StreetScan/StreetLogix software is efficient as well as one of the most user-friendly programs available;he mentioned the current road status as shown on slide 7, and emphasized that we want to keep our existing road conditions, and that the annual cost to do that remains at$10 million regardless of the PCI (pavement condition index) number. Mr. Jackson also went over some of the information on slide 8 which shows the street fund in green, our capital in gray, and grants in yellow; and stated that even with our current street revenue, there are not enough funds which makes future sustainable figures even more difficult to attain in these economic tunes. Mr. Hohman then went over some of the figures on slide 9 showing expenditures and average annual pavement management plan deficit of$4 million; went over the goals on slide 10 and said that he isn't sure there are any jurisdictions that can actually fund their goals; that over the last several years, Street Fund 101 has been in a precarious position; it had funding assistance by surplus funding in the past, along with the funds from the ever-declining telephone utility tax funds; he also noted some of the services covered under the maintenance work that is part of Street Fund 101. Beginning with Slide 12, Mr. Helbig showed the preliminary 2021 street fund 101 budget with estimated annual expenses of over$5.5 million,and then moved on to slide 13 showing the estimated fund deficit of$2.1 million. Mr. Helbig noted that next steps include more discussion on budgeting and economic forecasts, deficit spending in street fund 101,funding and level of service of the pavement management program, and the idea of an ad-hoc commission. Mr. Hohman added that there will be further discussions,including Finance Director's projected revenues report at next week's Council meeting;he also noted the budget workshop is scheduled for August 4;he mentioned that our road network is in good shape compared with our neighbors,but there are any challenges in keeping the roads in good shape; he noted it is dangerous to continue to use surplus money for these activities as they will likely dry up at some point,which could happen with our level of deficit, and that we don't want to have to come back and recommend which services to discontinue. Mr. Hohman said staff is open for comments and suggestions. Regular Formal Council Meeting: 05-26-2020 Page 3 of 5 Approved by Council: 06-09-2020 Discussion included a suggestion from Councilmember Thompson to perhaps put the stated goals in priority order; there was talk about the bridge maintenance and repair program which is likely to take a big hit for 2023-2025;mention from Mr.Hohman that we are already deferring some items that other agencies tackled years ago who already have an inventory of exactly what they own. Mr. Hohman also noted we have contracts with WSDOT to maintain state highways so those expenses as well as signal street light maintenance are difficult to reduce. Councilmember Higgins agreed it is not a good idea to fund a shortfall from the general fund, especially now; and if the general fund isn't working, we need to look for a dependable source of revenues or we will see the roads slipping. Again,Mr. Hohman said that this will be discussed more in detail at the August 4 budget workshop; and that we try to have on-the-shelf projects and designs to gather any unused funding. Mr. Jackson added that grants are also getting more competitive. In conclusion, Mr.Hohman said that averages change over the years and this is an ongoing project which we will continue to study and report back;he also suggested that Mr.Jackson give Council a future presentation on surface treatments, perhaps once we are all back in Council Chambers. 9. Tourism Venues—John Hohman, Chelsie Taylor Mr. Hohman explained that it has been over a year since this was last discussed, and that the topic is new to Councilmember Hattenburg. Mr.Hohman gave the background of hiring CAI Community Attributes to develop a retail improvement strategy and action plan to analyze retail trade area and identify opportunities for retail growth. As shown in the PowerPoint,Mr.Hohman noted some of the retail categories in our area and which trades are lagging in our area; he noted the tourism strategy's three phases and what occurred as part of each phase; he noted we are currently in phase 3 which includes current tourism projects, wherein Council identified as areas to pursue, such as the Fairgrounds, Plantes Ferry, Ridgeline High School, and the CenterPlace West Lawn Expansion, which was ultimately funded as part of the 2020 budget and is currently under construction. Mr. Hohman noted that staff engaged Architects West to develop concepts and cost estimates for the Fairgrounds,the East Valley School District property,and Ridgeline High School; that staff coordinated with private property owners and others on the various concepts,that Spokane County developed a revised Plantes' Ferry concept; and we have re-engaged CSL(Conventions, Sports & Leisure International)to analyze new concepts in follow-up to their 2016 study. Mr. Hohman went over aspects of the options for the Fairgrounds, the Sports Complex which included modified Plantes' Ferry, and the Ridgeline High School Concept, followed in turn by Finance Director Taylor giving a financial analysis of each.Mr.Hohman also pointed out such things as a'pay to play' sports complex, and changing the idea of a 12 field proposal at Plantes Ferry and Ridgeline High School, to eight triangular fields. Mr. Hohman said he realizes it has been a long time since we talked about this topic, and that there is a lot of information for Council's consideration; he also extended thanks to Spokane County Parks, Recreation and Golf Director Doug Chase as well as his staff and of their tremendous amount of work on this issue. Discussion included mention of the idea of building the fields in phases;that phased in fields means phased in revenues; mention from some Councilmembers of their first choice as the Fairgrounds; with added comment from Ms. Taylor that we would want to structure such agreement so as not to be involved in operations;discussion on the difficulty of finding revenue for road preservation, purchase of parkland,and building a sports complex; that the Fairgrounds would likely lose the least amount of money; that the tourism industry is hurting with the current economy; mention from Councilmember Woodard that using tourism funds is one idea but it would be another thing to commit general fund dollars for the next twenty years at $2 million annually, and even more difficult now; the idea of bonding; mention of purchasing a piece of land versus doing something with Plantes Ferry Park; and what does Council want to do and what can the City afford. Councilmember Haley said she believes the citizens would feel it would be irresponsible to make this kind of decision during the COVED-19 pandemic and that we may be in desperate need of money as well as Regular Formal Council.Meeting: 05-26-2020 Page 4 of 5 Approved by Council: 06-09-2020 others;that we don't want to create an emergency where one doesn't exist. Councilmember Thompson said she feels she could not support a structure outside our city limits and is leaning toward the Fairgrounds. Councilmember Woodard stated that he has always been a proponent for buying land for future use, but he doesn't see us buying the property near Ridgeline; that Liberty Lake has already zoned that area to encourage hotels and restaurants, and said we won't see the majority of the benefits from choosing Ridgeline. Deputy Mayor Peetz agreed that making this kind of decision and talking about making big purchases in today's climate is difficult as we have no idea of what the remainder of the year will bring, and she suggested the need to discuss this further, and not make a definitive decision now. Councilmember Higgins agreed there are too many unknowns; that we are in no hurry and we don't know the depth of the economy, adding that it will be a while before tourism comes back again; and he too suggested giving it more time. Councilmember Woodard suggested looking at this more during the August 4 budget workshop. City Manager Calhoun asked if Councilmembers were agreeable if staff returns later in 2020 and talks • about this after the 2021 budget is adopted,as we will have more of a sense of the economy and the COVID- 19 pandemic; to perhaps discuss this in November or December after adoption of the 2021 budget. Councilmembers nodded in agreement. 10. Advance Agenda- Mayor Wick There were no suggested changes to the Advance Agenda. 11. Department Monthly Reports The Department Monthly reports were for information only and were not reported or discussed. CITY MANAGER COMMENTS City Manager Calhoun noted the intent to begin the 2020 Outside Agency Process in early July; he stated that the Finance Department will be sending out letters to past applicants and past organization recipients, and that the City will also issue a press release. Mr. Calhoun noted that the City has been awarded $2.9 million through the CARES2 Act, to address COVJD-19 events, and that the funding will be disbursed through a grant administered by the Department of Commerce, which agreement he said will be brought to Council for approval; and he noted staff is conducting research on what types of events are reimbursable. Mr. Calhoun also noted that several Sheriff's Deputies are coming up on their retirement, including Lt. Matt Lyons, who will be retiring the end of this week; and after hearing Mr. Calhoun's report about the upcoming retirees,Council extended congratulations to all upcoming retirees.Mr.Calhoun noted that Chief Werner also thanks the officers for their leadership and dedication. It was moved by Deputy Mayor Peetz, seconded and unanimously agreed to adjourn. The meeting adjourned at 8:58 p.m. 6 LIP ATT S : Ben Wick, Mayor ii7D614:1•4* Christine Bainbridge, City Clerk Regular Formai Council Meeting: 05-26-2020 Page 5 of 5 Approved by Council: 06-09-2020