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2023, 12-19 Study Session MinutesMINUTES City of Spokane Valley City Council Study Session Tuesday, December 19, 2023 Mayor Haley called the meeting to order at 6 p.m. The meeting was held in person by Council and staff in the Great Room at CenterPlace, 2426 N Discovery Place, Spokane Valley, 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 Tim Hattenburg, Councilmember John Bottelli, Parks & Rec Director Brandi Peetz, Councilmember John Whitehead, Human Resources Director Laura Padden, Councilmember Virginia Clough, Legislative Policy Coordinator Ben Wick, Councilmember Chelsie Taylor, Finance Director Arne Woodard, Councilmember Jill Smith, Communications Manager Gloria Mantz, City Services Administrator Bill Helbig, Comm. & Public Works Director Tony Beattie, Senior Deputy City Attorney Kelly Konkright, City Attorney Chaz Bates, Planning Manager Rob Lochmiller, CIP Engineering Manager Levi Basinger, Planner David Ellis, Police Chief Nikki Kole, IT Specialist Marci Patterson, City Clerk ROLL CALL: City Clerk Patterson called roll; all Councilmembers were present. APPROVAL OF AMENDED AGENDA It was moved by Deputy Mayor Higgins, seconded and unanin?ously agreed to approve the amended agenda. GENERAL PUBLIC COMMENT OPPORTUNITY: After Mayor Haley explained the process, she invited public comment. Barb Howard Spokane Valle via Zoom). noted that the cost for an ambulance were too high and she had additional concerns with a trailer parked on the street near her home that was illegally dumping on the street. Ms. Diana Wilhite, Spokane Valley: spoke about the park contracts. Ms. Gale Green, Spokane Valley: spoke about the tab fee and what that cost would mean for senior citizens Mr. John Harding, Spokane Valley: spoke about the mental health and sex trafficking with our youth. Mr. Dan Allison, Spokane Valley: spoke about the need to quit spending money and just get some cops hired. Ms. Rachel Briscoe, Spokane Valley: spoke about Councilmembers Peetz and Woodard and thanked them for their dedication to the city. ACTION ITEMS: I .Resolution 23-013 — Asdontina Master Fee Schedule — Chelsie Tavlor It was moved by Deputy Mayor Higgins and seconded to approve Resolution 923-013, repealing and replacing Resolution #22-023, and approving the Master Fee Schedule for 2024. Ms. Taylor presented a review of the master fee schedule for 2024. Mayor Haley invited public comment; no public comment was offered. Vote by acclamation: in favor: unanimous. Opposed: none. Motion carried. 2. Resolution 23-014 Governance Manual Update — Kelly Konlcright Council Meeting Minutes, Study Session: 12-19-2023 Page I of 3 Approved by Council: 02-27-24 It was moved by Deputy Mayor Higgins and seconded to approve Resolution 923-014, to approve the updates to the Governance Manual. Mr. Konkright presented the revisions to the Governance Manual as previously reviewed. Councilmember Wick moved to amend the motion to exclude chapter 4 of the Governance Manual that pertained to the Committee section and was seconded by Councilmember Peetz. Discussion was had regarding the amended motion. Mayor Haley invited public comment. Mr. John Harding spoke about creating a panel of constitutionalists to ensure the Governance Manual was constitutional. Mr. Dan Allison spoke about the opportunity to voice public concerns outside of the public comment opportunity, Ms. Diana Wilhite noted that all councilmembers should have the ability to decide what is in their Governance Manual and what is best for the city. Vote by acclamation on the amended motion: in favor: Councilmeinbers Wick, Hattenburg, and Peetz. Opposed: Mayor Haley, Deputy Mayor Higgins, Councihnembers Padden and Woodard. Motion failed. Discussion was presented with the original motion once again. Vote by acclamation on the original motion: in favor: Mayor Haley, Deputy Mayor Higgins, Councilinembers Woodard and Padden. Opposed: Councihnembers Wick, Peetz and Hattenburg. Motion carried. 3. Motion Consideration: 2024 Comprehensive Plan Amendments Docket Levi Basin et' It was moved by Deputy Mayor Higgins and seconded to approve the 2024 Comprehensive Plan Amendment Docket as proposed. Mr. Basinger reviewed the amendments. Mayor Haley invited public comment; no public comment was offered. Vote by acclamation: in favor: unanimous. Opposed- none. Motion carried 4. Motion Consideration: Barker Rod/BNSF GSP Consultant Design Supplement Agreement — Rob Lochmiller It was moved by Deputy Mayor Higgins and seconded to authorize the City Manager to finalize and execute a SupplementalAgreement #12 with David Evans and Associates with a new contract amount not to exceed ,$3,171,274.69 for the Barker Road/BNSF Grade Separation Project. Mr. Lochmiller provided an update on why additional funding was needed. Mayor t-Ialey invited public comment. Ms. Rachael Briscoe questioned what would be done with the additional funds if they were not used. City Manager Hohman noted that the funds would come back to the city and placed back in the appropriate budget. Vote by acclamation: in favor.' unanimous. Opposed: none. Motion carried, 4A. Motion Consideration: Adjusting Em to ee Corn ensation and Amending the City Employee Pa Matrix — John Whitehead It ivas moved by Deputy Mayor Higgins and seconded to authorize the City Manager to provide a 2.5% compensation increase to Regular employees of the City and to increase the pay grades of City positions by the same. These changes to become effective on January I, 2024. Human Resources Director Whitehead presented background information on employee compensation and reviewed the inflation numbers for 2023. Councilmember Hattenburg moved to amend the original motion and increase the compensation to 3% and was seconded by Councilmember Woodard. Discussion was had regarding the additional increase if approved. Mayor Haley invited public comment. Ms. Gayle Green questioned if the additional funds could be used to hire a cop. Ms. Diana Wilhite commented on needing to review the budget more closely and where would the revenue come from to pay for that raise. Vote by acclamation on approving the amended motion: in favor: Mayor Haley, DeputyMayor Higgins, Councdmembers Woodard, Peetz, and Hattenburg. Opposed: Councilinembers Wick and Padden. Amended Motion carried. Council discussed the need for an additional vote on the amended motion as well. Vote by acclamation on the amended motion: in favor: Mayor Haley, Deputy Mayon Higgins, Councilmeinhers Woodard, Peetz, and Hattenburg. Opposed: Councilmembers Wick and Padden. Amended Motion carried. NON -ACTION ITEMS: 5. Administrative Report: Loop Trail Project Update — Bill Helbig, Rob Lochmiller Mr. Helbig provided background information on the river loop trail project and what would be required in order to move forward with the project. Mr. Helbig detailed expenses, challenges that would arise with Council Meeting Minutes, Study Session: 12-19-2023 Page 2 of 3 Approved by Council: 02-27-24 adjoining Properties. Council noted that while the concept of the pro.ject is nice, there are significant challenges and costs associated with those challenges and that this may not be the time to start such an in depth project. 6. A.dmin Re)oj-t: Fund 3 12- Capital Reserve Fund Discussion - - Chelsic '.jqyloE Ms, Taylor provided a brief background on Fund 312 and what the funds Were CUrrently being used for. She also allowed for conversation with council regarding what they would like to do with the funds for future projects and allocations. Consensus was provided oil the following items; remove the $575,000 that was for the bridge design for the river loop trail, leave the $600,000 for tile city hall repairs, move the $575,000 that was for bridge design to the carrIPLIS line item, provide $1,500,000 in the line item for the phase 2 of the Balfour Park prcject, move an additional $ 1,000,000 to the campus fine for a total of $1,575,000 in that hue, $400,000 to, the service level stabilization line, $200,000 in the planning for Barker/1-90 Interchange line and leave just over $280,000 unallocated for any future needs that may come ljp. 7. Advance A&qjjda — Mayor Haley There were no suggested changes to the Advance Agenda, COUNCIL CONUMENTS There were two support letters for the Evergreen Manufacturing Growth Grants presented for, consideration for the Mayor to sign. COJISCIISLIS was provided to allow the Mayor to sign the support letters. crry MANAGER COMMENTS Mr. Hohnian noted that there would not be a meeting on December 26"' as that was a city holiday and that we should be back in city hall in the Council Chambers for the first meeting of the new year. He also noted that AWC City Action Days has been moved to a different location and that the dates have been changed as well. Mr. Hohnian wished everyone a safe and happy holiday season and thanked Councilmember Peetz and Woodard t6r their dedication and service to the city. It was inoi)ed 'vy Deputy Allqyor I-liggins, seconcled ancl zimininiously agreed to ac#07,1177. The meeting adjourned at 7:57p.m. AVFEST: Paul Haley, M401, Marci Pletterson, City Clerk COL11161 Meeting MillllteS, Study Session: 12-19-2023 Approved by Cotincil: 02-27-211 Page 3 of" 3 AMENI)Ii,'D AGENDA SPOKANE VALLEY CITY COIJNCIL ItEGULAR MEETING STUDY SESSION FORMA'r Tuesday, December 19,2023 6:00 pan. Remotely via ZOOM Meeting and In Pei -son at Center -Place Regional Event Center Gr-eat Room 2426 N Discovery Place Spolcane Valley, WA 99216 Council Requests Please Silence Yom, Cell 11hones DwIng ComicitMeefing NOTE: Members of the public may attend Spokane Valley Council meetings in -person at the address provided above, or via Zoom at the link below, Members of the public will be allowed to comment in - person or via Zoorn as described below. Public comments will only he accepted for those items noted on the a gqjjda as "public cogirnent ol; )portgp�ity.." If making a comment via Zoom, comments must be received _ by 4:0,0 pm the day of the ineeting. * 5,ign up tq t1yovide Oral Public Comment at the Meetj * St 1bili it Written Public Coninient Prior to the MeqjRg * Join the Zoorn WEB Meeting -------------- ---------------------------------------------------------------------------------------------- CALL TO ORDER ROLL CALL APPROVAL OF AMENDED AGENDA PROCLAMATION: GENERAL PUBLIC COMMENT OPPORTUNITY: This is an opportunity for the public to speak Oil ally subJect except agenda action items, as public comments, will be taken on those iterns where indicated. Please keep comments to matters within theJUrisdiction of the City Government. 'Ibis is not an opportunity for questions or discussion, Diverse points of view are welcome but Please keep remarks civil. Remarks will be limited to three minutes per person, If a Person engages in disruptive behavior or makes individual personal attacks regarding matters unrelated to City business, then the Council and/or Mayor may end that person's public comment time before the three -minute mark. To comment via zoom: use the link above for oral or written comments as per those directions. To cominent at the meeting in person: speakers may sign in to speak but it is not required. A sign -in sheet will be provided at the rneeting. ACTION ITEMS: I . Resolution 23-013 Adopting Master Fee Schedule - Chelsic "Taylor [public comment opportunity] 2. Resolution 23-014 Governance Manual Update — Kelly Konkright [public comment oppor-tunity] 3. Motion Consideration: 2024 Con-tprehensive Plan Amendments Docket —Levi Basinger [public comment opportunity] 4, Motion Consideration: Barker Rd/BNSF GSP Consultant Design Supplement Agreement— Rob Lochmiller [public comment opportunity] 4A. Motion (­'onsideratiorc AdJusting employcle compens,ation. and a mendhig the City Ernployec, Pay Matrix — John Whitchead 1pubfic coninkent opportunity] NON -ACTION ITEMS: 5. Admin Report: Loop `frail Project Update — Bill Helbig, Rob 1,ochmiller 6. Admin Report: Fund 312- Capital Reserve Fund Discussion --- Chelsie Taylor 7, Advance Agenda — Mayor Haley Council Agenda December 19, 2023 Page 1 of'2 COUNCIL COMMENTS CITY MANAGER COMMENTS ADJOURN Council Agenda December 19, 2023 Page 2 of 2 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 19, 2023 Department Director Approval: ❑ Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE: Motion Consideration: Adjusting employee compensation and amending the City Employee Pay Matrix. BACKGROUND: City staff and Council periodically review the compensation of employees and make changes as necessary. Inflation in 2023 has ranged from 3% to 4% which has had the effect of reducing the value of employee compensation. The City competes with other employers to retain and recruit qualified employees. Many of those employers are providing increases to employee compensation which impacts our ability to keep high performing employees who are critical to providing City services. OPTIONS: Authorize the City Manager to provide a 2.5% compensation increase to City employees and increase the City pay grades by the same, effective January 1, 2024; or provide additional direction to staff. RECOMMENDED ACTION OR MOTION: I move to authorize the City Manager to provide a 2.5% compensation increase to Regular employees of the City and to increase the pay grades of City positions by the same. These changes to become effective on January 1, 2024, BUDGETIFINANCIAL IMPACTS: As determined by a future budget amendment. STAFF CONTACT: John Whitehead, HR Director ATTACHMENTS: None CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 19, 2023 Department Director Approval: Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Motion Consideration: Barker Road/BSNF Grade Separation Project Consultant Design Supplement Agreement GOVERNING LEGISLATION: RCW 35.77.010, Perpetual Advanced Six -Year plans for coordinated transportation program expenditures. SVMC 3.35.010, Contract Authority PREVIOUS COUNCIL ACTION TAKEN: • May 7, 2013 — Administrative Report, Bridging the Valley; • June 23, 2015 — Passed Resolution No. 15-005 adopting the 2016-2021 Six Year Transportation Improvement Program (TIP), which included both the Barker Road and the Pines Road Grade Separation Projects (GSP); • April 5, 2016 -- Passed motion to obligate federal earmark funds for the design of the GSP; • November 8, 2016 — (Special 5 pm Meeting) Information Report on the status of the Barker GSP; • November 15, 2016 — Administrative Report on the Barker GSP status; • November 22, 2016 — Informational Report; • December 6, 2016 — Administrative Report; • December 20, 2016 --- Administrative Report; • January 10, 2017 — Motion failed to contract with David Evans and Associates (DEA) for project design services; • February 21, 2017 — Administrative Report; • February 28, 2017 — Passed Resolution 17-006, amending the 2017 TIP; • May 23, 2017 --- Passed Resolution No. 17-011 adopting the 2018-2023 Six -Year TIP, which included the Grade Separation Project; • August 22, 2017 — Passed motion to enter into contract with DEA for the project's Phase 1 (Initial Contract); • October 24, 2017 — Administrative Report to discuss alternatives; • January 30, 2018 — Administrative Report to discuss alternatives with Council consensus to move the project forward with Alternative 5; • March 2, 2018 — Administrative Report to discuss alternatives; • March 13, 2018 — Administrative Report to discuss history and alternatives; • March 16, 2018 — Administrative Report for Council and Chamber of Commerce; • March 27, 2018 — Passed motion to select preferred alternative for advancing project; • April 10, 2018 -- Passed motion to execute supplemental agreement with DEA for the project's Phase 2 design (DEA Contract Supplement #3); • December 4, 2018 — Administrative Report to discuss project status; • September 10, 2019 — Adoption of Ordinance 19-012 authorizing use of condemnation for property acquisition with regard to three property owners; • November 12, 2019 — Adoption of Ordinance 19-020 authorizing use of condemnation for property acquisition with regard to a fourth property owner; • January 14, 2020 — Passed motion to execute supplemental agreement with DEA; • January 21, 2020 — Passed motion to acquire two properties for the project; • March 31, 2020 — Passed motion to execute agreement with Avista Corporation; Page 1 of 4 • May 12, 2020 - Passed motion to execute BSNF Overpass Agreement; • June 30, 2020 - Passed motion to execute an Interlocal Agreement with WSDOT for Project Construction and Construction Administration; • February 2, 2021 -- Administrative Report on bid award; • May 4, 2021 - Passed motion to amend Avista Corporation agreement; • January 18, 2022 -Administrative Report on Change Orders; • March 29, 2022 -- Passed motion to execute Change Order No. 38; • May 24, 2022 - Passed motion to execute Change Order No. 3 and 7; • September 13, 2022 - Passed motion to execute Change Order No. 40; • February 7, 2023 - Passed motion to execute Change Order No. 27 and 37; • March 14, 2023 - Adoption of Resolution 23-004 Closing a Portion of North Flora Road to Public Use; • May 2, 2023 - Passed motion to execute Change Order No. 24 and 57; • May 2, 2023 - Passed motion to execute Amendment #2 to the Interlocal Agreement with WSDOT for Project Construction and Construction Administration; • June 20, 2023 - Passed motion to execute Change Order 22, 31, 44, 47, 49, 59, 64, and 67; • August 29, 2023 - Passed motion to execute Change Order 29, 41, and 68. • October 3, 2023 - Passed motion to execute Change Order 23, 56, 60, 65, and 70. • November 14, 2023 - Passed motion to execute Change Order 69. BACKGROUND: The City has been working with David Evans & Associates (Consultant) to provide alternative design/analysis, final design of the preferred alternative, environmental services, right-of-way services and design support during construction for the Barker Road/BNSF Railroad Grade Separation Project (Project). Initial Agreement $172,535.00 PhasedConcept Development Design Services (Council Approved August 22, 2017) j Supplement #1 $7,456 $179,991.00 Phase I - Evaluate roundabouts and signals for each of the five alternatives (September 26, 2017) Supplement #2 Supplement #3 Supplement #4 E Supplement #5 $14,624.43 $194,615.43 Phase I --- Bridging the Valley evaluation, support for additional public and legislator meetings (April 16, 2018) $2,302,275.61 $2,496,891.04 ! Phase II - Engineering design and right-of-way services of Alternative #5 ` (Council Approved April 10, 2018) No change 3 $2,496,891.04 Changed effective date of contract j (September 24, 2019) ..............-- - No change $2,496,891.04 Released $89,516.48 of the management reserve for additional ROW Services. Supplement #3 , Page 2 of 4 anticipated one relocation. As design progressed, the City discovered the ;parcel had 4 tenants. In addition, the limits of the project were extended south to match with the Barker Road Widening Project constructed in 2019 which require the addition of two additional parcels. During design, the City discovered two additional parcels not shown in the assessor map. The negotiations and valuations of the additional parcel. The consultant prepared relocation plans and provided relocation services for the additional tenants. (September 24, 2019) Supplement #6 No change $2,496,891.04 Released $10,383.79 of the management reserve for additional surveying services to tie into the Barker Road Widening project constructed in 2019. (November 26, 2019) Supplement #7 $300,000.00 $2,796,891.04 Additional design and right-of-way services Supplement #8 $49,963.29 $2,846,854.33 Additional on -call right-of-way support for relocation coordination and property owner relocation claims. Supplement #9 $250,000.00 $3,096,854.33 Provide on -call design support for construction (surveying, engineering, geotechnical and environmental). Supplement #10 $49,420,36 $3,146,274.69 Additional on -call design support for construction (surveying, engineering, geotechnical and environmental). Supplement #11 No change $3,146,274.69 Released $9,732.17 of the management reserve for additional: surveying services related to completing the record of survey and ;. monumentation work. City staff is requesting to increase the contract amount by $25,000.00 to $3,171,274.69 to provide on -call support during the condemnation court case with one of the abutting property owners. The consultant will be providing expert testimony through deposition and/or in court. This work will be paid for on a time and material basis as deemed necessary by our legal counsel. OPTIONS: 1) Authorize the City Manager to execute Supplemental Agreement #12 with David Evans and Associates in the amount of $25,000.00, or 2) Take other appropriate action. RECOMMENDED ACTION OR MOTION: Move to authorize the City Manager to finalize and execute a Supplemental Agreement #12 with David Evans and Associates with a new contract amount not to exceed $3,171,274.69 for the Barker Road/BNSF Grade Separation Project. Page 3 of 4 BUDGET/FINANCIAL IMPACTS: To date, the City has secured funding in excess of $26,000,000 for the Barker Road/BNSF Grade Separation Project, from seven sources. The DEA supplement will be funded from the project funds. STAFF CONTACT: Robert Lochmiller, Engineering Manager ATTACHMENTS: Supplement Agreement Page 4 of 4 Ci(Y Council SCITY OF p6kane ;oO ey Vall December 19, 2023 10210 E Sprague Ave 4 Spokane Valley, WA 99206 Phone (509) 720-5000 4 Fax (509) 720-5075 www.spokaiievalleywa.gov Ms. Nicole Witenstein Nowicki Program Manager, Office ofEconomic Development and Competitiveness Washington State Department of Commerce I I I Plum Street SE Olympia, WA 98504-2525 On behalf of the Spokane Valley City Council, I am writing to express support of the application by CarbonQuest to the Washington State: Department of Commerce's Evergreen Maniffiacturing Growth Grants 2023-2025. CarbonQuest is company that produces technology that captures CO2 before it is emitted, enabling buildings to decarbonize more efficiently. Established in 2019, CarbonQuest is located in an 18,400 SF facility in The Park (a commercial and industrial park) located in the Spokane Valley, CarbonQuest is leading the way toward a green circular economy, leveraging SustainableCO2TM to reduce the footprint of carbon. -intensive processes. The company is elevating standard carbon capture and sequestration solutions, by combining trusted technologies with an innovative, expert approach to point source carbon capture at commercial and residential buildings. Through a cost-effective, modular technology, the company can deliver an impactful, yet widely - accessible, emission reduction solution that promotes stronger and healthier communities. Grant funding would be used to increase the product line with higher capacity systems, that require additional floor space to manufacture. A new facility, estimated at 50,000 to 100,000 square feet, will require additional infrastructure, to build out power, HVAC, IT, material handling, and work cells. Full details of the uses for the Evergreen Manyfacturing Growth Grants funding are outlined in detail in their application. CarbonQuest employs 15 at the Spokane: Valley facility. The proposed expansion and product line, outlined in. the grant application, has the potential to add 15-20 employees to the Spokane Valley facility, We respectfully request that you give full and fair consideration. to CarbonQuest for the P,'vergt-eeti.A4'aniffcict,i,i,7°in,g Growlh Grants. Sincerely, Pam Haley, Mayor On Behalf of City of Spokane Valley Council. l000NN4,W�4 . . .... 1�1�, aw oo �/I, ,V , d_ICTFY0F K,j ikane JL MRS- Valley by ""a - 261: oo December 19, 2023 Ms. Nicole Witanstein Nowicki City Council 10210 E Sprague Ave 4 Spokane Valley, WA 99206 Phone (509) 720-51000 4 Fax (509) 720-5075 www.spokanovalleywa.gov Program Manager, Office of Economic Development and Competitiveness Washington State Department of Commerce 111 Plum Street SE Olympia, WA 98504-2525 On behalf of the Spokane Valley City Council, I am writing to express support of the application by Mercer Mass Timber to the Washington State Department of Commerce's Evergreen Mein qfacturing Groulh Grants 2023-2025, for an assembly factory expansion located in the Spokane Valley, Mercer Mass Timber is a significant manufacturing employer located in the City of Spokane Valley. Operating from a 270,000-square-foot manufacturing -facility, it occupies 37 acres and is one of the most sophisticated and largest -producing CLT plants by volume in North America. The company is a low -carbon advanced manufacturer of timber building materials, The Mercer Spokane Valley facility features one of the largest cross -laminated timber (CLT) presses currently in operation globally, giving them the ability to dramatically scale the production of mass timber in North America and drive growth, across the industry. Building attainable housing is one of the company's future growth areas. Grant funding would be used to fund an expansion to assemble volumetrie modular housing and to assemble small buildings on -site, to address the demand for sustainable affordable housing, Full details of the project are outlined in the grant application. Mercer's vision is to accelerate the use of mass timber in construction to deliver sustainable, net -zero -emission building solutions to improve the environment on a global scale. The Mercer Mass Timber Spokane Valley CLT manufacturing plant has been in operation since 2021 as a Subsidiary of Mercer International, Inc., a Washington -based public company. Mercer employs 90 at this location. The proposed expansion and product line, outlined in the grant application, has the potential to, add 50 employees to the Spokane Valley facility. We respectfully request that you give full and fair consideration to Mercer Mass Timber for the Evergreen Manyfacturing Growth Grants, Sincerely, Parn Haley, Mayor _- (fin Behalf of the City of Spokane Valley Council