2002, 11-14 Members-Elect Meeting 1.
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City of Spokane Valley
City Council Members-Elect Meeting
Redwood Plaza
Thursday, November 14, 2002 - 6 p.m.
The meeting was called to order by Council Member-Elect Dick Denenny and commenced at
6:02 p.m. A quorum was present. Mr. Denenny led the Pledge of Allegiance and Rich Munson
gave the Invocation.
The following Council Members-Elect were present:
Diana Wilhite — Position 1 Richard (Rich) Munson — Position 5
Steve Taylor— Position 2 Mike Flanigan — Position 6
Mike DeVleming — Position 3 Dick Denenny — Position 7
Gary Schimmels — Position 4
Stanley Schwartz from the law firm of Witherspoon, Kelley, Davenport &Toole provided
voluntary advisory attorney services.
Mr. Denenny asked if there were any Citizen Comments from the audience. The following
people spoke:
County Commissioner Kate McCaslin said she talked with the Commissioners at a recent
budget session and would like to know how much seed money the City would like so the
Commissioners can start discussing it.
Mr. Bill Gough (no address given) — Expressed his congratulations and said this is a very
exciting venture for all of us!
Mike Dixon (lives by West Valley High School) had three comments: (1) He is concerned that
the city streets are being torn up too often due to repaving, cracking, and other repairs and
hopes the Council will consider finding companies who can put in Valley streets the correct
way the first time and recommends the Council consider issuing a moratorium for the streets
for a specific amount of time. Mr. Dixon would also like the Council to address this issue at a
future City Council meeting; (2) he favors a new name for the City; and (3) he would like to
know if the City could find out how much the Sheriff's services contract will be versus the
costs from the City of Spokane, since he read an article in today's newspaper that the
Sheriff's costs to Millwood will be rising over the next one to two years.
In response, Diana Wilhite mentioned there was a recent survey about the possibility of
changing the name in the Valley Voice. Dick Denenny said they have received proposals from
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City of Spokane Valley
City Council Members-Elect Meeting
Thursday, November 14, 2002
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the Sheriff's office as well as other offerings and will be receiving the Transition Committee
reports in the near future and will include discussion of these items on future agendas.
Scott Creighton, Creighton Engineering (no address given) — Asked about the status of the
Transition Committee reports for the development of an in-house building department or
whether these services will be contracted out.
In response, Mr. Denenny replied that there was no specific transition committee for this
issue, although the Planning and Zoning Transition Committee may have researched it.
Rich Munson added that the interim management team will address this issue between now
and the date of incorporation; and in the meantime, County services will be used.
Mr. Munson said the City Council is aware of these issues and will also be working with the
new City Manager. Mr. Munson expressed his appreciation for Mr. Creighton's comments.
Tony Lazanis (no address given) - Congratulated everyone and hopes that the City Council
will continue to make sound decisions for the Valley residents.
Meeting Topics of Discussion:
1. Approval of the Minutes from November 12, 2002
A motion to approve the Minutes from the November 12 meeting was made by
Rich Munson, seconded by Diana Wilhite, and unanimously approved.
2. Proposal from the Liberty Lake City Council by Mayor Steve Peterson
City of Liberty Lake Mayor Steve Peterson thanked everyone for being invited to
speak. Brian Sayrs (Councilman), Lewis Griffin (City Administrator), and Arlene Fisher
(City Clerk/Treasurer) were also present. The City of Liberty Lake proposes an
upcoming retreat session to discuss cityhood issues. Mayor Peterson also offered
startup money of$50,000 with little or no interest due by June 1, 2003, and invited
the Council to a Mayors Meeting in Cheney on December 5. He looks forward to
working together with the new City of Spokane Valley. Councilman Brian Sayrs offered
his sincere congratulations to the City and offered to help.
After a brief discussion, the Council Members-Elect accepted Mayor Peterson's offer.
Mr. Denenny thanked Mayor Peterson, Mr. Sayrs, and Stan Schwartz for their
assistance during the past several months.
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City of Spokane Valley -
City Council Members-Elect Meeting
Thursday, November 14, 2002
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3. Discussion of Contract Services Proposal from the Prothman Company
Greg Prothman thanked everyone for the invitation to answer additional questions
regarding their initial proposal. He addressed questions from the Council Members-
Elect related to estimated costs in their proposal and administrative/financial matters.
Mr. Denenny asked Mr. Prothman about an estimate for a number of employees that
will be needed to start the City. Mr. Prothman feels that it will take approximately 18
to 22 people for in-house departments such as planning, building, finance, personnel,
city manager's office, city clerk's office, and minor engineering functions; and said that
approximately one-half million dollars ($.5 million) would be needed to start the City,
with the majority of costs for contract services and legal expenses. Mr. Prothman
further replied that the Council will be able to determine the number of interim
employees and suggested a retreat format with the interim staff and Council to
discuss the details of the proposed work program and that the contract would be
written to allow the Council full discretion regarding the interim staffing.
Rich Munson asked about the permanent City Manager search and Mr. Prothman
replied that his company would be willing to help us determine their qualifications and
they would be thrilled to help us with this search. Mr. Prothman proposes starting the
City Manager search in January 2003, who would be hired around the incorporation
date. The City Manager would then start searching for the department managers a
month later, who would pick their team. He felt it would also be necessary to have an
overlap with the temporary management staff bridged with the permanent staff and
said the City may decide to retain some of the personnel hired by Prothman Company,
which would then be on the City's payroll.
Mike Flanigan asked Mr. Schwartz how a contract could be structured and
Mr. Schwartz replied that the contract could be written in a way that the Council could
replace staff at their discretion or by limiting the number of staff hours to control
costs. Mr. Schwartz would like to review the Prothman Company contract.
Mr. Prothman said the City Council will have full control and flexibility in the terms of
the contract.
Steve Taylor inquired about the number of billable hours. Mr. Prothman replied that
the team would not bill for all hours actually worked and encouraged the Council to
meet the proposed management team at a future meeting.
Rich Munson asked about the philosophical aspect of receiving the trop value for the
City's dollar. Mr. Prothman replied that he foresees an open dialog with the Council
and to ask questions on an ongoing basis; there is a strong motivation for the City to
be happy with the Prothman Company's services and that it will not go unnoticed.
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City of Spokane Valley
City Council Members-Elect Meeting
Thursday, November 14, 2002
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Mr. Denenny invited comments/questions from the public and included the following:
Bob Davis had questions about the cost of the services in relation to the other
proposals received; Mike Dixon felt that the proposed housing stipend of$500 to $600
was low; Mr. Prothman noted that the stipend figure wasn't intended to be a 100%
coverage for living expenses; Cory Pederson stated no one will ask in the future about
the amount of the stipend, but he felt it was important that the company chosen for
contract services should have the most invested interest in the Valley; Tony Lazanis
the Valley people have the experience and background, so how can we make sure
they can be hired by the Gty Manager?; and Deanna Hormann she felt that the
Council should look at experience level of the team and we shouldn't have to pay for
mistakes.
Upon invitation, Dale Strom, a local Valley resident, provided additional information
regarding his proposal for contract services. He realized the importance of public
works issues and that wastewater treatment plant services should be added to his
initial proposal. He said he has been approached by various people for consulting
services such as police and information technology (1T) functions and there was built-
in slack for those consulting fees in his proposal. A critical element is for the
recruitment of a permanent City Manager. Under Public Works, he has identified a
$10,000 component designated for consulting services and said there could be two
routes to go, that include a local consulting company or by recommending a person
who has experience with County utilities.
4. Discussion of City Council Meetings for Date, Time, and Location
Mike Flanigan asked Mr. Schwartz how many meetings a week he felt were necessary.
Mr. Schwartz replied that two meetings per week would probably be required in the
next six to eight weeks and there is a lot of work to be done and recommended to not
overload the staff or the Council. Steve Taylor said he prefers the Tuesday-Thursday
schedule, where one meeting would be for actions to be taken and the other meeting
would be a study session. Mr. Schwartz suggested that Tuesdays could be a
work/study session to iron out issues and discuss them, and then on Thursdays the
decisions could be voted upon. Mr. Schwartz felt it would be ideal to have agendas
prepared in advance.
Mr. Prothman recommended the City Council meetings be held on Thursdays and
establish work sessions where the attorney won't be needed. He agreed with
Mr. Schwartz that developing an advanced Agenda is a good idea and suggested to
have some space between a work session and the time for adoption work so the staff
would have enough time to get the necessary work accomplished.
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City of Spokane Valley
City Council Members-Elect Meeting
Thursday, November 14, 2002
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There was a brief discussion about the location of the first City Council meeting on
Tuesday, November 26. Suggestions included the Valley Community Center, Pines
Nazarene Church, Baptist Church on Pines, Valley Senior Citizen Center, Modern
Electric, West Valley High School, the Boundary Review office across from the
Chamber, office space at Redwood Plaza, and the Valley Mall foyer. It is anticipated
that there will be several hundred people at the first City Council meeting and it was
decided to find a suitable facility that would be large enough to accommodate
hundreds of people. Rich Munson suggested that two or three locations be
recommended at the next meeting; Mike DeVleming and Mike Flanigan volunteered to
check into it. Liberty Lake City Clerk/Treasurer Arlene Fisher offered to loan the City
their portable sound system.
5. Discussion of RFPs for Banking Services
Dick Denenny said that many RFP samples are available and MRSC has several as well
on the Internet. Mike Flanigan asked Mayor Peterson if they would help us and Arlene
Fisher replied that they would. Mr. Schwartz said he would talk to the Finance Director
about a RFP and will draft one. Mr. Prothman suggested the RFPs for the interim
period only and to utilize the services from MRSC. A City checking account will need to
be opened as soon as possible.
6. Continued Discussion on Office Equipment and Post Office Box
Mike DeVieming and Mike Flanigan suggested these decisions to be tabled until a later
date for the Interim staff to handle. Brief presentations were made by the following
copier companies:
Yousif Kaddoura from H&H Business Systems. They are offering the City a copier
and fax machine at no cost or obligation until the RFPs are issued and will not
charge for the supplies, service, toner, training, moving, and the fax machine. The
only cost to the City would be for the copy paper.
> Jannean Judy from Office Tech in the Valley. She had prepared a written
verification of their interest and offer for the complimentary use of a Xerox copier
with no obligation to the City. They will present a formal proposal when they
receive the RFP request.
Mike Flanigan asked about the status of the telephone system. Robin Palachuk said his
MIS subcommittee had put together some phone proposals and that Roy from Phones
Plus was in attendance. Mr. Palachuk recommended that the management team make
the decision. Roy suggested that the City order its immediate local service from
Qwest, due to a quick turn-around time and estimates the cost for the phone
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City of Spokane Valley
City Council Members-Elect Meeting
Thursday, November 14, 2002
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installation to be between $600 and $1000. Internet service and network services will
also be needed. Phones Plus has proposed a phone system under $10,000 (including
voicemail) initially. Mr. Denenny said the Transition Committees will be providing the
Council with their research information in the near future.
There was a short discussion regarding a Post Office box at the Opportunity Post
Office. Mr. Denenny recommended a full mail drop due to the large amount of mail
that will be received.
A portable sound system will need to be acquired for City Council meetings in the near
future. Mr. Munson suggested holding the Council meetings at different locations
around the city.
Mr. Palachuk said that the ten donated computers from Resource Computing would
not be networked.
7. Swearing-In Ceremony (Wednesday, November 20, 7 p.m., University High
School Gymnasium)
The Swearing-In Ceremony will be held on Wednesday, November 20, at 7 p.m. at the
University High School Gymnasium. Mike Dixon, a Spokane Valley resident and
employee of Gonzaga University, offered to voluntarily assist with technical
coordination for multimedia sound equipment and/or videotaping for the Swearing-In
Ceremony as well as helping to find a photographer. Mr. Denenny recommended that
Mr. Dixon contact the Valley Chamber, as they are coordinating this event.
8. Executive Session
Mr. Schwartz said the Council would be meeting in Executive Session for
approximately 45 minutes to an hour and that action would be anticipated. The
meeting was temporarily adjourned at 7:48 p.m. and reconvened at 8:34 p.m.
There was a motion by Mike Flanigan to retain the Prothman Company based up on
the information received thus far, and subject to contract and staff review and
approval for interim city management services. Steve Taylor seconded this motion,
with unanimous approval. Several of the Council Members-Elect spoke on their
decision to elect a team with startup city management experience. Mr. Munson
encouraged the Prothman Company to look at the experience of the local
management team as well as the people who assisted on the transition committees for
possible staff and they could be excellent resources of information.
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City of Spokane Valley
City Council Members-Elect Meeting
Thursday, November 14, 2002
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Mr. Denenny reaffirmed the handshake agreement offered by the Prothman Company
to begin working. Mr. Prothman said he would like to start bringing over the interim
city manager and deputy city manager next week, followed by the city clerk and
finance director. Mr. Denenny reconfirmed that the Council will have input when it
comes to staffing, that the doors are wide open for flexibility to make sure that the
team is doing the job and that the Council feels comfortable about it, and further that
changes can occur when the Council desires. Mr. Denenny said that some Transition
Committee reports are available to get a real sense of where we have gone and a
sense of direction and that would be great information for the team to study.
With the permission of the Council, Mr. Prothman will work with Dick Denenny on
timing and coordination issues of the interim management team. Mike DeVleming
suggested that the staff be introduced at next Tuesday's meeting; Mr. Prothman
indicated that he will bring over the core team, induding Bob Ely. Rich Munson said
they have given Stan Schwartz the power to be our negotiator and Mr. Prothman will
send everyone the contract in the morning.
9. Other Discussion Items/Good of the Order
Rich Munson discussed the importance for a Strategic Planning Process for the next
ten years and suggested the services of Linda Moine from Business Paths Inc. to make
a presentation for her company's services on the Agenda for the November 26th
meeting. She has been through the planning process with a city government.
Mike DeVleming added that Karen Wright has a similar program and capability and
knows there are a variety of businesses in the Valley who can provide many services,
from copiers to facilitators. He stressed the need to give Valley businesses an
opportunity and has also approached a few business associations to give him lists of
businesses that might be able to provide services or equipment.
Mr. Munson moved to invite Ms. Moine (without obligation) for a 10-minute
presentation. Diana Wilhite seconded the motion and it was unanimously approved.
Mike DeVleming mentioned he is getting requests to sit on a variety of
committees/boards already and thinks the Council should come up with ideas of which
boards the Council has to be on, should be on, and other advisory board/transition
committees. Rich Munson agreed and requested to give the names and addresses to
Karin so she can make a list.
Gary Schimmels asked Mr. Denenny if there was any continuation of the County
Commissioners'meeting next Tuesday and Mr. Denenny replied that Ms. McCaslin said
it was an open invitation. Mr. Munson added if the City sends Ms. McCaslin a letter
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City of Spokane Valley
City Council Members-Elect Meeting
Thursday, November 14, 2002
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asking for $2 million, the Commissioners would consider it; he also asked the County
Treasurers office how much money the City would receive in 2003 for road taxes—
and the response was $6.7 million. Mr. Munson asked Mr. Schwartz to kindly draft a
letter to the County requesting an advance on the road tax for the $2 million but not
to put it in terms of providing us constructive receipt of tax dollars.
Mike DeVleming asked Mr. Schwartz about the Rules of Procedure handout he had
distributed at last week's meeting; Mr. Schwartz indicated that it would be in addition
to Roberts Rules of Order and will have the remainder of the document ready by the
November 26 meeting and he would email it to Karin to send out to the Council.
Rich Munson said there was an article recently in the Valley Voice (written by Lode
Hutson) indicating the City's name should not be changed; however, their poll was
much different compared to that from the Inlander/KKLY scientific survey. Mr. Munson
suggested we would have to have additional letterhead made up if we change the
name of the City. Mr. Denenny added the name could be changed after May.
11. Next Meeting Date and Time
A motion was made by Mike Flanigan and seconded by Rich Munson that the next
meeting be scheduled for Tuesday, November 19, at 6 p.m., Redwood Plaza, and the
motion was unanimously approved.
12. Adjournment
There being no further business, the meeting was adjourned at 9 p.m.
Respectfully submitted,
Karin Bosworth
Recording Secretary
Approved on
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