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2022, 11-15 Study Session MINUTES City of Spokane Valley City Council Study Session Meeting Tuesday,November 15,2022 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 Pam Haley, Mayor John Hohman, City Manager Rod Higgins,Deputy Mayor Erik Lamb,Deputy City Manager Tom Hattenburg, Councilmember Tony Beattie, Sr.Deputy City Attorney Brandi Peetz, Councilmember Gloria Mantz, City Engineer Laura Padden, Councilmember John Bottelli,Parks,Rec&Facilities Director Ben Wick, Councilmember Dave Ellis,Police Chief Arne Woodard, Councilmember Cary Driskell, City Attorney Chelsie Taylor, Finance Director Morgan Koudelka, Sr.Administrative Analyst Dan Domrese,Accounting Manager Mike Basinger, Economic Develop. Director Chaz Bates,Planning Manager Susan Nielsen,Economic Develop. Specialist Glenn Ritter, Sr. Engineer Project Manager 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. APPROVAL OF AGENDA:It was moved by Deputy Mayor Higgins, seconded, and unanimously agreed to approve the agenda. PROCLAMATION: Global Entrepreneurship Weelc The proclamation was accepted with thanks from members of the Distributive Education Club (DECA). ACTION ITEM: 1. Motion Consideration: State Legislative Agenda—Virginia Clough It was moved by Deputy Mayor Higgins and seconded to approve the 2023 State Legislative Agenda, Legislative Policy Coordinator Clough went over the agenda's highlights noting the bulleted items under the Policy Statements, as well as the enhanced format separating the funding requests from the support requests.Ms.Clough also noted that should we receive grant funds from the Move Ahead Washington grant for the Pines Project, the Pines Project could be removed and the agenda amended later. Mayor Haley invited public comments. Mr. John Harding, Spokane Valley: said he thinks the governor's powers should be amended;that we have under-staffed our police officers;and that priorities need to be changed for school districts. There were no further public comments. Vote by acclamation: in favor: unanimous; opposed,. none. Motion carried NON-ACTION ITEMS: 2. Retail Strategies Annual Update—Susan Nielsen After Ms. Nielsen introduced Mr. Scott vonCannon, Ms. Brookley Valencia, and Mr. John Mark Boozer from Retail Strategies,they went over their role, challenges, goals, some of their retail accomplishments in the area and mentioned there are several potential projects for the area;they spoke about different ideas for reinventing malls; said US retail real-estate vacancies are down, rents are up, and more stores are opening Council Meeting Minutes, Study Session: 11-15-22 Page 1 of 5 Approved by Council: 12-13-22 than closing; and they spoke about the Spokane Valley Mall and the idea of creating a tenant mix beyond apparel and food courts; said Retail Strategies will assist with all vacancies and work to help generate tenant interest for junior anchor sites; and spoke of ongoing conversations with multiple commercial retail sites in Spokane Valley and that they continue pushing those sites out to retail prospects. There was some Council discussion about the Sears store at the Mall, Maverick gas stations, revitalization, and organic grocers. Council thanked Retail Strategies for their presentation. 3. Tourism Promotion Area Update—Mike Basinger Mr. Basinger reported that with the establishment of the TPA, staff received the paperwork from the Department of Revenue which will officially start the TPA collections; said he communicated with Visit Spokane who had presented a proposal to us,as noted in their statement of work,but it was determined that it should be presented to the hoteliers so a meeting was set; said they had a follow-up meeting today and out of 18 hoteliers, ten were not interested in the proposal; he noted that there was no response from five hoteliers but some are extremely busy working the counters, and others need to contact corporate for any decision. Mr. Basinger noted there was also a concern that the proposal was too costly. Mr., Basinger said he informed Visit Spokane CEO Meg Winchester of the decision.Mr. Basinger said there is a need to get this moving, but that we will need to borrow some money until TPA funds are collected; said he feels we can put up a nice website, and that next steps include talking with Finance and then coming back with a proposal for interim funding; said staff has identified people interested in the Commission, and that his conversations with the hoteliers will continue. He also noted staff is working on an application form, as well as an ad announcing the openings on the commission. There was discussion about Council's role; that this Commission is a recommending body with a non- voting ex-officio position appointed by the City Manager. Councilmember Wick asked about the possibility of using LTAC funds for destination marketing,and Mr.Hohman said he would have to look at that option. Mr.Basinger also mentioned that he told the hoteliers that the City could issue an RFP(request for proposal) and then bring that to the hoteliers and select one firm that makes the most sense and then move forward. 4. Petty Cash Process—Dan Domrese Mr. Domrese explained that our current petty cash resolution, as well as the Municipal Code, needs some amendments concerning our petty cash process; that CenterPlace doesn't have any operating cash for making change,that City Hall main reception petty cash fund is larger than necessary, and the total of the City's petty cash funds needs to be revised; all as noted in the Request for Council Action as well as the draft resolution and ordinance. There was Council consensus to move the documents forward as requested. 5. Comprehensive Plan Amendments---Chaz Bates Planning Manager Bates briefly explained the Comprehensive Plan Docket process; he noted there is only one proposed amendment,which is a City-initiated amendment to change the area in question from Single Family Residential and Neighborhood Commercial,to Parks,Recreation and Open Space.Mr. Bates noted that such change would expand the Parks, Recreation and Open Space, would provide park space to the neighborhood, and is compatible with surrounding uses. He explained that the Planning Commission will hold a public hearing to allow for public comment on the proposal, and once the Commission has deliberated, will then forward a recommendation to Council. There were no objections to moving this forward for a motion consideration at the November 22, 2022 meeting. 6. Park Maintenance Contract—John Bottelli,Erik Lamb Deputy City Manager Lamb explained that the Parks Maintenance Contract,along with the law enforcement contract, is one of our largest contracts, and that 2023 will be the last year of the current agreement so we have to determine what we want to do for 2024 and beyond, and that now is the time to start the process. He noted that tonight's agenda item is just for information. Mr. Lamb further explained, and as shown on the accompanying PowerPoint, that there are three separate maintenance categories: City Parks & Trails, Irrigated Swales and Rights-of-way, and Non-irrigated Swales and Rights-of-way with historically the Geiger Crews and other contractors maintaining the non-irrigated rights-of-way, and Senske Services Council Meeting Minutes,Study Session: 11-15-22 Page 2 of 5 Approved by Council: 12-13-22 maintaining the other two.Mr.Bottelli showed the list of the items included in the park system maintained by Senske, as well as what is not maintained by Senske; he also noted the contract history, and prominent changes since 2017. In looking at contract values and compensation on slide 6, Mr. Lamb stated that the cost increases don't include annual CPI (consumer price index)changes as this contract does not have cost escalators. Mr. Bottelli went over the contract provisions and deliverables, and mentioned that the contract is a lump- sum payment,paid annually divided into monthly payments.In response to Councilmember Peetz' question about why the trail is not snowplowed,Mr. Bottelli said that is not currently in the scope of work,but could be part of discussions. There was also some discussion about graffiti, with Mr. Lamb stating that there are potential alternatives to relieve some of Senske's duties;said there has been an increase in graffiti in certain parks, and that we have been working with SCOPE and law enforcement, and that SCOPE has five individuals slated to paint properties as the need arises. There were no objections to bringing the contract back at a future meeting for Council approval consideration. 7.Balfour Park Project Update—Gloria Mantz City Engineer Mantz introduced Mr. Glenn Ritter, Senior Engineer and Project Manager for Balfour Park. Ms.Mantz went over some of the background of the project; she explained that in 2021,Council authorized a contract for design service of the park expansion;that in August of 2021, Council allocated$2 million for the park concept;that when bids were opened in March of this year,they came in substantially over budget; that staff reviewed the bids and worked with the design team to reduce the cost of the project without reducing the scope. Ms.Mantz noted that staff is hoping to advertise the project in December and open bids in January. Mr. Ritter went over the site plan diagram and cost estimate summary; said that staff contacted a pre-fab building manufacturer that could provide the same function and look as the site-built restroom building, but with a longer warranty; said staff identified some additions that we could bid as additive alternates to add flexibility in awarding a bid; said staff is proposing two more additive alternatives: the amphitheater walkway lighting, and the electrical in the permanent pre-fab restroom. Mr. Ritter said the estimated anticipated base is $278,000 less then the available budget for construction, said any or all of the additive alternatives could be added to the contract. He noted staff would prefer the installation of a permanent restroom building, but in order to remain within budget, it wasn't included in the base bid; he noted the pre-fab restroom's current cost is $950,000, and the building could be ready for delivery and installation next fall;said if this isn't included in the phase 1 construction,there won't be a restroom for the park. Mr. Ritter said they are seeking Council consensus to authorize staff to finalize the construction document and advertise the bid late December 2022 with the four listed additive alternatives. Councilmember Woodard said the$950,000 cost for a restroom is staggering.Mr.Ritter said the advantage of the pre-fab concrete building is it has a five-year warranty on workmanship and materials and a 20-year warranty on the structure. Councilmember Woodard said he realizes the restroom building would be more than just a restroom, but that the price is still high. Mr. Ritter said that the bids for the site-built restroom building started at $912,000 and went up to over $1.3 million; he noted the pre-fab building would also accommodate the building for future elements of the park, such as the pump room, electrical and lighting, and cameras. There was some discussion about the four alternatives, and possible names for the pump room/restroom.Ms. Mantz said that Council would not have to award all the additives; if Council wanted to award a contract they only would have to award what would be the base bid;and if the bids were favorable and there was additional funding, Council could look at those other alternatives if they so chose. Deputy Mayor Higgins asked if that $950,000 is still set aside, and Mr. Hohman said it is but at this point is unallocated. Deputy Mayor Higgins said he would be inclined to include that building. Councilmember Peetz said she would like to allocate that money and have the building as a safe building. Councilmember Woodard said he is not opposed to the building and would like to see that done at the time of construction but not as an alternate,and would like to see that building with the police precinct as an added safety feature; adding that he really wants the Veterans Plaza alternate and suggests getting this out to bid as soon as possible. Council Meeting Minutes,Study Session: 11-15-22 Page 3 of 5 Approved by Council: 12-13-22 To clarify, Ms. Mantz said that Council would like staff to restructure the contract document so the City will provide the restroom/police precinct facility as part of the base bid and include the three alternates.Mr. Ritter also noted that the cost to provide the restroom/police facility would be about$2.8 million plus the $950,000, and Mr. Hohman noted that $950,000 is fund 312 money which Council previously decided to leave unallotted.There was Council consensus to add the building,sometimes known as the restroom/police precinct/multi-purpose building. At 7:59 p.m.Mayor Haley called for a recess; she reconvened the meeting at 8:10 p.m. 8.Law Enforcement Contract Renewal-Morgan Koudelka, Erik Lamb Deputy City Manager Lamb said that our agreement with Spokane County for law enforcement services is subject to renewal at the end of 2022 for another five-year period, subject to Council approval; and he extended thanks to members of the Sheriff's Office and to Chief Ellis for a very collaborative process as all worked through the proposed changes, and he noted the red-line copy of the agreement which had been distributed earlier to Council.In moving through the PowerPoint slides,Mr.Lamb went over the history of the agreement, current status, and key considerations; followed by Mr. Koudelka discussing staffing, including shared officers and civilian staff, vehicles and equipment and costs. Mr. Lamb talked about services, and that staff is seeking Council consensus to move this forward to a motion consideration at an upcoming meeting. Councihnember Wick asked about ownership transfers and termination of the contract, and Mr. Lamb stated that section 4.4 of the agreement states that at the termination of the agreement, the City shall have the option to purchase, subject to agreement of the County and Sheriff, of County-owned vehicles and/or equipment used to provide services; and ownership of dedicated vehicles that have been fully paid for solely by City shall be transferred to City without cost if City chooses this option. Concerning pool positions, Mr. Lamb said that this is an informal arrangement discussed in the past with the Sheriff's Office as a means to try to more quickly staff up to have pool positions to fill vacancies; said they talked about including that but felt since a staffing assessment will be conducted, that would be more of what we want; said they are positions within the Sheriff's Office but not included in this agreement as they were not able to come to agreement about the temporary nature and when we or they would pay. Mr. Koudelka stated that the Board of County Commissioners made that year-to-year decision on if and to what extent they'd fund those pool positions; that any additional costs are usually offset by unfilled positions; said this is the first time we don't have those unfilled positions to offset costs, and that we are trying to see what the Board of County Commissioners wants. Mr. Lamb said that staff and the County is looking at what is and isn't working, and will bring this back for Council's consideration; that this agreement is a living document and can be amended as it was earlier this year. Looking at section 6.2 Councilmember Padden noted that the sentence "the Parties may mutually agree to an adjustment to the estimate due to vacancies or other related circumstances" that other related circumstances is a broad statement. Mr. Lamb further explained that that sentence is intended to address the vacancy issue if something were to arise; said this is about our estimates,and that we only pay for what we receive as finalized through the settle and adjust. There was Council consensus to move this forward for a motion. 9. Governance Manual—John Hohman,Tony Beattie City Manager Hohman went over items that had been discussed at the October 4 meeting; and said that it was suggested to him to not discuss executive session tonight but to schedule that separately later as a stand- alone item. There was council consensus to defer that piece until later. As a result of the discussion on the remainder of the items, it was agreed to keep the change to the monthly mileage stipend for Councilmembers at$25.00,with$50.00 for the Mayor since the Mayor usually does more travelling.There were no objections to making that change. Concerning the Remote Participation section, Councilmember Wick questioned the sentence about the Mayor functioning as the Presiding Officer if attending remotely, and Mr. Hohman suggested changing the word `will' still function as the Presiding Officer, to `may' still Council Meeting Minutes,Study Session: 11-15-22 Page 4 of 5 Approved by Council: 12-I3-22 function as the Presiding Officer. There were no objections, nor any further discussion and there was Council consensus that staff bring the manual back for adoption with the noted changes. At 8:55 p.m. it was moved by Deputy Mayor Higgins, seconded and unanimously agreed to extend the meeting for 30 minutes. 10. Advance Agenda—Mayor Haley There were no suggested changes to the Advance Agenda, 11.Finance Department Monthly Report The Finance Department Monthly Report was for information only and was not reported or discussed. 12. Council Comments—Mayor Haley Councilmember Peetz extended thanks to staff for all the work in handling the nuisance property on Mission. Councilmember Woodard mentioned that the Wreaths Across America, honoring veterans, is scheduled for December 17, 2022, at noon at the Pines Cemetery. 13. City Manager Comments—John Hohman Mr. Hohman said he appreciates the comments on the work of code enforcement and noted the structure has been demolished as it was very unsafe. Mr. Hohman also noted that staff is working with the Rotary Club on the Christmas Tree Lighting Ceremony, that staff have been working through some challenges. especially with the tree, and that the event will be held Friday, December 2, at 6 p.m. at City Hall. Mr. Hohman then recommended Council adjourn into executive session for about ten minutes to discuss pending litigation. It was then moved by Deputy Mayor Higgins, seconded and unanimously agreed to adjourn into executive session for fifteen minutes to discuss pending litigation, and that no action will be taken upon return to open session. Council adjourned into executive session at 9:00 p.m. At 9:15 p.m. Mayor Haley declared Council out of executive session, at which time it was moved by Deputy Mayor Higgins, seconded and unanimously agreed to adjourn. ATTES • Pam Haley,Mayo etrA4,.- ristine Bainbridge, City Cler Council Meeting Minutes,Study Session: 11-15-22 Page 5 of 5 Approved by Council: 12-13-22