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2022, 10-04 Study Session MINUTES City of Spokane Valley City Council Study Session Meeting Tuesday, October 4,2022 Mayor Haley called the meeting to order at 6 p.m. The meeting was held in person by Council and staff in Council Chambers,and also remotely via Zoom meeting. Attendance: Councilmembers Staff Pain Haley,Mayor John Hohman, City Manager Tom Hattenburg, Councihnember Cary Driskell, City Attorney Brandi Peetz, Councilmember Chelsie Taylor,Finance Director Laura Padden, Councilmember Bill Helbig, Community&Public Works Dir. Ben Wick, Councilmember Tony Beattie, Sr. Deputy City Attorney Arne Woodard, Councihnember Erik Lamb,Deputy City Manager John Bottelli,Parks,Rec &Facilities Director Absent: Eric Robison,HousingfHomeless Coordinator Rod Higgins, Deputy Mayor Jerremy Clark, Traffic Engineering Manager Robert Lochmiller, Senior Engineer John Whitehead,Human Resources Manager Virginia Clough,Legislative Policy Coordinator Christine Bainbridge, City Clerk ROLL CALL: City Clerk Bainbridge called roll; all Councilmembers were present except Deputy Mayor Higgins. It was moved by Councilmember Woodard, seconded and unanimously agreed to excuse Deputy Mayor Higgins. APPROVAL OF AGENDA: It was moved by Councilmember Woodard, seconded, and unanimously agreed to approve the agenda. 1. Sullivan/Trent Interchange Update—Rob Lochmiller, Jerremy Clark Mr.Lochmiller and Mr. Clark gave an update on the Sullivan/Trent Interchange Project, including existing road and traffic conditions along with level of service for the intersection; the project alternatives were explained in further detail along with estimated construction costs and designs, with Alternative 4, `Jughandle' configuration being the least expensive at$35.2 million. Mr. Clark also noted that except for alternative 4, all alternatives would require replacing the bridge and closing the Trent and Progress intersection. There was discussion about the roundabouts, intersection delays, and small acquisitions. Mr. Lochmiller said that the next steps include holding a public meeting October 17 at the East Valley Middle School from 5-7 p.m.; coming back to Council in November with a recommended preferred alternative, at which time Council will select a preferred alternative; and that the design of the preferred alternative will be advanced in 2023. 2. Stormwater Utility Plan Update—Gloria Mantz In her update of the Stormwater Utility Program, City Engineer Mantz gave some background on what the stormwater utility program is, that the stormwater utility is an enterprise fund and as such must be self- sufficient;that the$21.00 fee,which is assessed uniformly on single family residences,duplexes,triplexes and fourplexes,was established when the City incorporated and is in our adopted Master Fee Schedule,and the fee has not increased since 2003. She explained that an APA(Aquifer Protection Area)fee is imposed on each water meter within the City according to water meter size,and those funds are collected by Spokane County; that all APA funds must be used entirely on stormwater related projects designed to protect the aquifer; that the fee is expected to generate over $450,000 in 2022 to City Fund 403, and that without a regional public vote, this fee will sunset November of 2024. Ms. Mantz noted that comparing our stormwater fee with the Consumer Price Index inflation,the fee should be about$32.05; she also noted that Council Meeting Minutes,Study Session: 10-04-22 Page 1 of 3 Approved by Council: 10-25-2022 comparing our fee with other municipalities on the east side of Washington, by far, we have the lowest monthly rate. Ms. Mantz explained that the Underground Injection Control (UIC) Program regulates stormwater discharges to groundwaters of the state;that our City owns approximately 7,000 dryweIls (which are UIC structures), which must be mapped, assessed and registered; that we must also adopt a plan to retrofit drywells that have the highest potential to pollute groundwater, and any UICs installed after 2006 must meet the non-endangerment rule. Ms. Mantz stated that we are in the process of developing a Stormwater Utility Plan to establish the long-term goals of the Utility;that the work plan is guiding a Stormwater Utility Rate Study and recommendations for potential stormwater utility rate structures and fees, and the Osborn Consulting firm has been selected to develop that utility work plan,rate study and to propose a stormwater fee rate revision; that a public meeting on the study and fees will be held October 20; staff will present to Council on October 25,with a scheduled date of November 8 for Council to consider adoption of the plan. Councilmember Padden asked if the County will put the APA back up for vote, but as it is two years from now, Mr. Hohman said he will look into that and report back. Councilmember Wick said when the study does come back, he would like to see the cost programs broken out and identified to help explain which element cost the most. 3.Presentation of 2023 Preliminary Budget—John Hohman As part of the ongoing budget development process,City Manager Hohman presented the 2023 preliminary budget for Council review, including an overview of priorities, budget development goals, fiscal policies including financial management and objectives,and stated that we have a commitment to policies with long term financial sustainability. As part of the budget highlights, Mr. Hohman touched on the 2023 total revenue budget, total expenditure budget noting we remain fiscally sound; staffing levels; ending fund balance; public safety; pavement preservation, transportation & infrastructure; capital projects; economic development; and challenges including historic inflation increases; street operation fund; railroad grade separations; and ending with the comment that we have a balanced general fund budget,due to outstanding collaboration between staff and council. 4. Governance Manual Revisions—Chris Bainbridge,Erik Lamb Council discussion on proposed revisions included: leave the study session new format as proposed;include one public comment session every week; although there was no defined consensus, Council determined for now to continue with the omission of the Three Touch Principal; and add a comment on page 4 about following Roberts Rules of Order. Staff was asked to work on clarifying language for the remote participation section. In response to Council questions, Deputy City Manager Lamb said he will research the question of imposing a temporary ban on members of the public who are disruptive during the meeting. Mr.Lamb went over the proposed changes to the section on executive sessions;said this is a delicate subject as it deals with follow councilmembers and their actions; said page 13 outlines the process including an independent investigation, and although there could be a $500 penalty imposed, the Governance Manual committee decided to go with the removal from committees rather than a monetary penalty. There was discussion about who the investigator might be and of the selection process,with Mr. Lamb explaining that the idea is to have someone at the ready during a neutral time, rather then wait until there is a proposed breach of confidentiality. Mr. Lamb said he would check around to see what firms might be appropriate; also noted he will do further research concerning the statute of limitations associated with such breech, and that he will bring that information back for continued discussion. Several Councilmembers suggested not having an elected official or even a retired elected official as the investigator,but to perhaps have someone impartial who knows enough about laws and ethics. Councihnember Peetz asked about an appeal process and Mr.Lamb said a Councilmember would still retain their personal rights and could take such a challenge to a court, although he is not sure where an appeal would go and that might be difficult to build into the process. Council Meeting Minutes,Study Session: 10-04-22 Page 2 of 3 Approved by Council: 10-25-2022 Mr. Lamb then moved to the expense and travel approval sections on page 35 and 36; he noted the existing process for reimbursement for mileage, food, etc., as councilmembers travel to committees and in association with their other duties; said rather than keep receipts for itemized food, that the finance department is working on a per diem process and said we hope to have some rates when this topic next comes to Council. Mr. Lamb said hotel rates would be the actual expense; that staff is also researching the idea of a monthly mileage stipend,which would eliminate the need to keep track of detailed mileage;adding that staff is also looking at those processes for staff travel. Appendix C was discussed concerning the acceptance of gifts, and it was agreed to leave the proposed change of$50.00 since that is in state law and used for state legislators. The question also arose about whether the Resolution adopting the manual could be retroactive. Council agreed they would like this topic to come back again as an administrative report. 5. Advance Agenda—.Mayor Haley There were no suggested changes to the Advance Agenda 6. Monthly Reports The Police Department, and Finance Department monthly reports were for information only and were not reported or discussed. 7. Council Comments—Mayor Haley Councihnember Woodard said he will be out of town for the October 25 meeting but would like to participate remotely; and it was noted that a motion will be included on a future agenda for that purpose. Mayor Haley said she will be out for next Tuesday's meeting. 8. City Manager Comments—John Hohman City Manager Hohman thanked Councilmembers for attending today's Dragon Fly sculpture dedication ceremony, commissioned by Mr. Franz Wolff and the artist. Old mission trailhead is location 9.Executive Session: [RCW 42.30.110(1)(b)] Potential Land Acquisition It was moved by Councilmember Woodard, seconded and unanimously agreed to adjourn into executive. session for approximately 15 minutes to discuss potential land acquisition, and that no action will be taken upon return to open session. Council adjourned into executive session at 8:09 p.m. At 8:21 p.m. City Attorney Driskell entered Council Chambers and announced that the executive session is extended for an additional ten minutes. At 8:33 p.m.Mayor Haley declared Council out of executive session,at which time it was moved by Councilmember Woodard, seconded and unanimously agreed to adjourn. ATTE _ Pam Haley,Mayor istine Bainbridge, City Clerk Council Meeting Minutes,Study Session: 10-04-22 Page 3 of 3 Approved by Council: 10-25-2022