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2023, 12-12 Formal MeetingMINUTES City of Spokane Valley City Council Regular Meeting Formal Format Tuesday, December 12, 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 Regional Event Center, 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 Tony Beattie, Sr. Deputy City Attorney Laura Padden, Councilmember John Bottelli, Parks & Recreation Director Arne Woodard, Councilmember Bill Helbig, Community & PW Director Ben Wick, Councilmember Mike Basinger, Economic Dev, Director Brandi Peetz, Councilmember Jill Smith, Communications Manager Kelly Konkright, City Attorney Chelsie Taylor, Finance Director Gloria Mantz, City Services Administrator Jerremy Clark, Traffic Engineering Manager John Whitehead, Human Resources Director Chaz Bates, Planning Manager Levi Basinger, Planner Dave Ellis, Police Chief Virginia Clough, Legislative Policy Coordinator Sarah Farr, Accounting & Finance Program Mgr Nikki Kole, IT Specialist Marci Patterson, City Clerk INVOCATION: Steve Allen, Valley Real Life Church gave the invocation. PLEDGE OF ALLEGIANCE Council, staff and the audience stood for the Pledge of Allegiance. ROLL CALL City Clerk Patterson called the roll; all Councilmembers were present. APPROVAL OF AGENDA It was moved by Deputy Mayor Iliggins, seconded and unanimously agreed to approve the agenda. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS n/a COUNCILMEMBER REPORTS Councilmember Wick: said he attended MRSC meeting, AWC meeting and provided an update on AWC City Action Days event coming up, attended a FMSIB meeting and the Human Rights Task Force Meeting. Councilmember Woodard: stated that he attended the Non-profit showcase. Councilmember Hattenbura: said he attended a Salvation Army fundraiser and they raised $210,000. He also attended the newly elected officials meeting, a housing and homeless meeting and provided updates on the STA route totals. Councilmember Peetz: said she attended the Idaho Central Credit Union ribbon cutting, the housing and homeless open house, the tree lighting ceremony, the Non-profit showcase, and a Governance Action Committee meeting. Council Meeting Minutes, Formal: 12-12-2023 Page i of S Approved by Council: 03-12-2024 Councilmember Padden: said she attended a Land Use class meeting that was hosted by MRSC and attended the tree lighting ceremony. Deputy Mayor Higgins: had nothing to report that has not already been reported. MAYOR'S REPORT Mayor Haley reported that she also attended many of the previously talked about meetings and the tree lighting ceremony. PROCLAMATIONS: GENERAL PUBLIC COMMENT OPPORTUNITY: After Mayor Haley explained the process, she invited public comments. Mr. Dan Allison, Spokane Valley: spoke about the need to hire more officers and asked how city hall was corning along. Mr. John Harding, Spokane Valley: also spoke about the need for additional police officers. NEW BUSINESS: 1. 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 December 12, 2023, Request for Council Action Form: $8,721,886.50 b. Approval of Payroll for Pay Period Ending November 15, 2023: $53 8,432.11 c. Approval of Payroll for Pay Period Ending November 30, 2023: $723,869.17 d. Approval of Council Meeting Minutes of August 22, 2023 c. Approval of Council Meeting Minutes of August 29, 2023 It was inoved by Deputy Mayor Higgins, seconded and unanimously agreed to approve the Consent Agenda. 2. Second Reading: Ordinance 23-024 TBD Tab Fee — Erik Lamb After City Cleric Patterson read the Ordinance title, it was moved by Deputy Mayor Higgins and seconded to adopt Ordinance 23-024 TBD Tab Fee. Mr. Lamb gave a brief synopsis of the purpose of the ordinance and provided a background on the TBD. Council discussed the fees and the need to keep our roads in good standing. Mayor Haley invited public comment. Mr. John Harding, Spokane Valley_: would like to continue to address the roads year to year and determine what needs to be done and see how some of the test procedures are holding up. Ms. Diana Wilhite, Spokane Valley: stated the car tab fee won't get the $8 million and felt council should go out into the community and speak to there about how to get funding. Mr. Dan Allison, Spokane Valley: stated all roads have been redone since the sewer came into the Valley. City Manager Homan stated the utility tax was for land lines and had gone from $3 million in funding to about $900,000. The Mayor called for the vote. Vote by acclamation: in favor: Mayor Haley, Deptq Mayor Higgins, Council7neinbers Hattenburg, and Woodard. Opposed: Council-Ineinhers Peetz, Padden and Wick. Motion carried. 3. Motion Consideration: Behavioral Health and Human Trafficking Request for Proposal Awards - Gloria _Mantz, Sarah Farr Ms. Mantz, City Services Administrator introduced the proposals. Ms. Farr then provided the requirements necessary for the grant funding, instructions for council to fill out the allocation sheets and stated that the applicants had 10 minutes each for their presentations. The Lutheran Community Servies Northwest presented a PowerPoint presentation reviewing their services they provide and what benefits those services have, the goals that their agency has, and an overview of their work in the last year. The Jonah Project presented a PowerPoint presentation highlighting who they serve, how their agency operates and what they would do with the funding if it was awarded to their project. Council discussed the funding opportunities with each group and what each of their budgets would look like with additional funding. Mayor Haley called for a recess at 7:10 p.m.; she reconvened the meeting at 7:20 p.m. Council Meeting Minutes, Formal: 12-12-2023 Page 2 of 5 Approved by Council: 03-12-2024 Mayor Haley thanked each group for their presentations. Mayor Haley reviewed the allocation spreadsheets (that the council had filled out) projected on the overhead screen and with a lack of funding stipulated by council for either group, there was not a motion to bring forward. Therefore, there was not any opportunity for public comments. 4. Motion Consideration: Spokane Sports Funding Request, 2024 Tourism Promotion Area Proceeds - Mike Basinger It was moved by Deputy Mayor Higgins to approve City Manager or designee to execute a contract with Spokane Sports for $400, 000 to provide sports recruitment and marketing services for 2024. Mr. Basinger reviewed the materials and the request for funding for Spokane Sports. Mayor Haley invited public comment; no comments were offered. Vote by acclamation: in favor: unanimous. Opposed: None. Motion carried. 5. Motion Consideration: Lodging Tax Grant Allocations Sarah Farr It was moved by Depuy) Mayor Higgins to inalce the following allocation of Lodging Tax f indr for calendar year 2024 from Fund #105 from the 2% tax: Cody Productions -- up to $8,250, CNC Productions— up to $7, 000, Family Guide — up to $12, 000, .IAKT - Cravel up to $48, 750, JAKT - Farmer's Market — up to $12, 250, Northwest Winter fest up to $36, 250, Spokane Conservation District — up to $20, 750, Spokane Co Fair and Expo Center— up to $55,250, Spokane Valley Heritage Museum arp to $26,125, Spokane Valley HUB Sports Center — up to $147, 000, Spokane Valley Summer Theatre - up to $25, 000, Victory Media — up to $38,750, Washington State Quilters Spokane Chapter— up to $17,500, WinterGlow Spectacular — arp to $3,750And a transfer of the remainder of actual lodging tax collections in the amount of $793,575 to be moved into the 1.3% Lodging Tax Fund #104. It was also moved by Deputy Mayor Higgins to allocate $4, 400, 000 of Lodging T'ax funds from Fund #104 from the 1.3% tax to the design, construction, and other associated costs of the City of Spokane Valley and Spokane Sports Cross Country Course Project cis presented in its 2024 lodging tax application. Ms. Farr opened the discussion with a review of the LTAC recommendations and that council has been provided the 45 days to review and provide comments regarding the recommended distribution of funding. Councilmember Wick questioned whether applicants be located in Spokane Valley. Ms. Farr stated that it was not a requirement, however most of theirs are located in the Spokane Valley area. Mayor Haley invited public comments; no comments were offered. Vote by acclamation: in favor: unanimous. Opposed: None. Motion carried. Mayor Haley invited public comments on the second motion presented. No comments we were offered. Vote by acclamation: in favor unanimous. Opposed: None, Motion carried. 6. Motion Consideration: 2024 Draft Federal Legislative Agenda — Virginia Clough It was proved by Depute Mayor Higgins to approve the 2024 Federal Legislative Agenda as presented. Ms. Clough reviewed the agenda and the policy statements as previously submitted. Ms, Clough stated that the only changes were to the formatting to allow all the information to fit on a single sheet of paper. Mayor Haley invited public comments; no comments were offered. Vote by acclamation: in favor: unanimous. Opposed None. Motion carried. 7. Motion Consideration: Amended 2024 State Legislative Agenda - Virginia Clough It was moved by Deputy Mayor Higgins to approve the proposed 2024 State Legislative Agenda. Ms. Clough presented the funding requests, the project descriptions, the updated photo and the updated font and layout for a one -page document. Mayor Haley invited public comments; no comments were offered. Vote by acclamation: in favor: unanimous. Opposed: None. Motion carried 8. Motion Consideration: Park Maintenance Request for Proposals_ Contract Award -- John Bottelli It was moved by Deputy Mayor Higgins to (1) award the contract for Landscape Maintenance of Linear Parks to Senske Services, (2) award the contract for Landscape Maintenance of De signated Parks to Senske Services, (3) award the contract for Landscape Maintenance of Signature Parks to Clearwater Summit Group, all such awards with an initial annual amount not to exceed the amounts submitted by each Council Meeting Minutes, Formal: 12-12-2023 Page 3 of 5 Approved by Council: 03-12-2024 respondent in their proposals dated November 9, 2023, and (4) authorize the City Manager to negotiate, finalize and execute said contracts in substantially the form as provided in the RFP for Landscape Maintenance of Parks, Trails, and Open Spaces advertised October 9, 2023. Mr. Bottelli provided a detailed background on the previous contracts for Barks services and previously staff outlined two alternatives for future park maintenance and council decided to move forward with the multi contractor model. The PowerPoint presentation additional details to include the RFP process, the contract history, the park maintenance budget, contract values and the compensation, park maintenance needs, and Ivey information in the RFP and contract process. Mr. Bottelli also provided information on the evaluation criteria used for scoring the applications and went over a parks budget comparison with like cities. Council briefly discussed the safety at the parks and trails and the restroom use. Mayor Haley called for public comment; no comments were offered. Vote by acclamation: infavor: Mayor Haley, Deputy Mayor Higgins, Councilrnernbers Padden Hattenburg and Woodard. Opposed.- Councihnenrbers Wick and Peetz. Motion carried. ADMINISTRATIVE REPORTS: 9. 2024 Comprehensive Plan Amendment Docket — Levi Basinger Planner Basinger explained the plan amendment process and noted that there were two items set to move forward if approved. Mr. Basinger provided additional details on the items with a PowerPoint presentation that included the location and applicants of the amendments, the timeline of the amendments, and the overall process for the process. There was Council consensus to move forward as proposed. 10. Admin Report: City Signal Sho — Bill Helbi Jerrem Clark Mr. Helbig and Mr. Clark provided detailed information via a PowerPoint presentation on a city signal shop. Staff presented information on the traffic signal maintenance, historical activities, future county coordination, a proposal for a city traffic signal shop and a summary of the information and a recommendation to move forward with a city traffic signal shop and two additional full time employees (FTE) to be in the traffic signal shop. Council discussed the overall need for services, what services the county can continue to provide. Council also discussed what costs would be non -reoccurring in order to get the shop up and running and what the city would need for personnel. Ultimately, council provided consensus to move forward with the traffic signal shop and the additional two FTE. 11. Admin Report: Governance Manual Update — KellKonkri ht Mr. Konkright provided an update on the governance manual that included a review the notified changes, adding a time limit in the committee reports, updating a statement of ethics and clarifications on the statement social media policy while maintaining compliance with OPMA and public records which would include anything with city business. Council discussed the approved social media options, committee assignments, regional committee assignments, and the social media policy. 12. Advance Agenda Mayor Haley There were no suggested changes to the Advance Agenda. INFORMATION ONLY The (13) Fire Department Monthly Report, and the (14) Department Monthly Reports were for information only and were not reported or discussed. COUNCIL COMMENTS There were no further Council comments. CITY MANAGER COMMENTS Mr. Hohman provided details on a grant award for a Sprague Ave crossing and confirmed that the city owns the properly at 216 N Best Rd as it was previously a nuisance property in the city. Mr. Hohman also mentioned that there will be a special meeting next week on Monday at 2:30pm with the 4"' District Legislators. There will be a Winter Marker next weekend at CenterPlace. Mr. Hohman noted that there was Council Meeting Minutes, Formal: 12-12-2023 Page 4 of 5 Approved by Council: 03-12-2024 one meeting left for the year and that we would be hosting a party for Councilinembers Woodard and Peetz prior to the comicil meeting, It was moved by Deput)) AllaYor I-figgins, seconded and unanhinously to evend the 7neeting 15y one hour at 8:54p,?n, Executive Session: It ivas momd by Deputy AlIqyor.1-figgins, seconded and unanimousl), agi -e,ed to adjourn into executive sessionjbr 60 Ininides to discuss the re We)v sae fbrmance (if a public emplq)ee, and that no action vjill be taken ipon return to open session, Counc-il adjourned into exeeztthue session at 8:55 pim At 9:55p,in, Depul); Alloyor fligghvs, declared Council out q1'executive session, at which three it ivas inoiredh�v Councilmember Wick, seconded and unanimously agreed to adjourn. ATTFST: I'am Haley, Mayor Marei Pkftersoji, City Clerk Council Meeting MinLites, Formal: 12-12-2023 Approved by CoLincil: 03-12-2024 Page 5 of 5