2012, 12-18 Study Session Minutes MINUTES
SPOKANE VALLEY CITY COUNCIL
REGULAR MEETING
STUDY SESSION FORMAT
Spokane Valley City Hall Council Chambers
Spokane Valley, Washington
December 18,2012 6:00 p.m.
Attendance:
Councilmembers Staff
Tom Towey,Mayor Mike Jackson, City Manager
Gary Schimmels,Deputy Mayor Cary Driskell,City Attorney
Dean Grafos, Councilmember Mark Calhoun, Finance Director
Chuck Hafner, Councilmember John Hohman, Community Development Dir.
Arne Woodard, Councilmember Mike Stone,Parks&Recreation Director
Steve Worley, Senior Engineer
Inga Note, Senior Traffic Engineer
Rick VanLeuven,Police Chief
ABSENT: Carolbelle Branch,Public Information Officer
Ben Wick, Councilmember Chris Bainbridge,City Clerk
Brenda Grassel, Councilmember[anticipated to arrive late]
Mayor Towey called the meeting to order at 6:00 p.m. and in remembrance of the victims and families of
the recent tragedy at Newtown, Connecticut, asked everyone to please stand for a moment of silence.
Roll Call: City Clerk Bainbridge called the roll; all Councilmembers were present except
Councilmembers Wick and Grassel. It was moved by Councilmember Grafos, seconded and unanimously
agreed to excuse Councilmember Wick from tonight's meeting. It was noted that Councilmember Grassel
is expected to arrive late.
It was moved by Deputy Mayor Schiminels, seconded and unanimously agreed, to approve the amended
agenda.
ACTION ITEMS:
1, Legislative Agenda Approval--Mike Jackson
It was moved by Deputy Mayor Schiminels and seconded to approve the legislative agenda as drafted.
City Manager Jackson said that this agenda has been reviewed several times; that it is the desire to keep
the agenda concise; he mentioned of the $19.7 million needed for the Sullivan Bridge, we still lack $4
million; and he briefly went over the remaining items. Mayor Towey invited public comments; no
comments were offered. Vote by Acclamation:In Favor: Unanimous. Opposed: 14'071e. Motion carried.
2. Mayoral Appointment of Councilmembers to Committees—Mayor Towey
Mayor Towey explained the process as noted last week concerning making annual Council appointments
to various committees, and said with Councilmember Grassel`s announcement of her resignation, he
proposed appointing Councilmember Woodard to the Visit Spokane Board, and Councilmember Grafos
to the International Trade Alliance. It was moved by Deputy Mayor Schirnrnels and seconded to confirm
the Mayoral appointments of Councilmember Woodard to Visit Spokane, and Councilmembers Grafos to
the International Trade Alliance. Mayor Towey invited public comment; no comments were offered,
Vote by Acclamation:In Favor; Unanimous. Opposed: None. Motion carried.
Council Study Session Minutes 12-1842 Page I of 3
Approved by Council:01-08-13
NON-ACTION ITEMS
3.Development Projects Update—John Hohman
Via his PowerPoint presentation, Community Development Director Hohman reviewed past and
upcoming development activity; and shared comparative statistics such as number of permits from 2007
to 2012,total revenue, and total valuations, adding that those valuations were higher in 2008 due to Walt
Worthy putting$33 million into his building.
4,_2013. . Quick Response Safety Grant--Inga Note
Traffic Engineer Note gave some background on the 2013 Quick Response Safety Grant Program as
noted in her December 19, 2012 Request for Council Action form and said that the grant applications are
due January 4, 2013. She said the goal is to reduce fatal and serious collisions on local roads and streets,
and to get it done quickly, and added that the program only funds the construction phase, and projects
must be construction ready by July 2013, Ms. Note explained the projects she would like to pursue; that
staff is currently working on the preliminary engineering for the sign replacement work funded through
the 2011 grant program, and many of the City's regulatory signs are over ten years old and losing their
nighttime reflectivity; she said the 2011 funding will not replace all the faded signs so we could request
additional funds to continue that program, with preliminary design work completed in-house at no
additional cost to the City. The second project, she explained, is the Appleway Trail, University to
Evergreen; which did not make the short list for funding through the state bicycle and pedestrian grant
program. Ms.Note stated that based on the costfbenefit ratio,WSDOT(Washington State Department of
Transportation) recommended we apply, and although there are no guarantees for funding, there are
several benefits in applying. Engineer Note said if the City paid for the design at $150,000 and receives
$1.8 million on construction funding, we would be paying a 7-8% match on the overall project; and said
that the initiation of the design process will help it score higher. Ms.Note also stated that in order to meet
the timeline, staff would need to immediately hire a consulting firm to start the design work, and said
funding for the design could come from REET funds. City Manager Jackson added if there is Council
consensus to move forward, we would apply for the grant, start to spend money on the design work and
next year include this as a budget amendment. Engineer Worley mentioned that by moving ahead now,
even if not selected, having the design started will put us in a great position for future grants. After brief
Council discussion,there was Council consensus that staff move forward.
4a.Decant Feasibility Study—Steve Worley[added agenda itend
Senior Engineer Worley gave a brief update on the results of work taken place since July concerning the
decant project through the efforts of Public Works Director Guth, City Engineer Jenkins and other
stormwater staff, as well as staff from WSDOT, and said some WSDOT staff as well as Mr. Jenkins are
here if there are additional questions. Mr. Worley displayed three slides, one showing the four possible
sites for the decant facility, one showing the preferred concept, and the last slide setting out the current
versus the proposed disposal costs. Mr. Worley said the interlocal agreement would tentatively be
brought for Council approval consideration in January. Mr. Worley said that WSDOT would own and
operate the facility on their property,they would provide $150,000 for a match, and we would design and
build the facility and pay our proportionate share to operate and dispose of material, and said if there is
concurrence from Council to proceed with the final design and location, staff will work to finalize the
grant agreement with the Department of Ecology,which is needed in order for them to get us the money
to pay for the design and construction. If all goes well, he explained, the facility would be built this
summer and operational either late summer or early fall. There was Council consensus for staff to move
forward as described.
At 7:00 p.m.,Mayor Towey called for a recess; he reconvened the meeting at 7:10 p.m,
Council Study Session Minutes 12-18-12 Page 2 of 3
Approved by Council:01-08-13
5.Procedure to Fill Council Vacancy—Mike Jackson
City Manager Jackson explained that due to Councilmember Grassel's announced resignation, we will
begin the procedure for her replacement; that the same procedure will be used as in the past, with the
objective to having a new councilmember prior to the February 26 workshop. Mr. Jackson mentioned
possible questions for candidates, and said that this process will come before Council at the January 8
council meeting for a motion to consider approving the procedure, as well as deciding upon what
questions to ask candidates.
6.Advance Agenda—Mayor Towey
Deputy Mayor Schimmels mentioned a meeting he and Councilmember Grafos attended regarding
transportation funding and TBDs (Transportation Benefit Districts); and it was determined that since
additional data is anticipated later, we will wait to schedule an administrative report on that topic until
more information is available.
7.Information Only: (a) Sullivan Road Bridge and(b) Department Monthly Reports were for information
only and were not discussed.
8. Council Cheek-in—Mayor Towey
Mayor Towey announced the proposal to start a monthly community recognition program as part of our
ten-year anniversary celebrations for the year 2013; he explained the proposed process of making
nominations, voting, and of the recipient receiving a key to the city. Mayor Towey asked if there were
any objections to proceed with this program, and none were noted.
9. City Manager Comments Mike Jackson
City Manager Jackson said that the work on the Gateway Sign lights progresses and should be
accomplished by the end of the year.
10. EXECUTIVE SESSION: Review Performance of Public Employee [RCW 42.30.110(1)(g)]
It was moved by Deputy Mayor Schimmels, seconded and unanimously agreed to adjoin?' into Executive
Session for approximately ninety minutes to review the peifornrance of a public employee, and that no
action will be taken upon return to open session. Council adjourned into Executive Session at 7:24 p.m.
At approximately 8:56 p.m., Mayor Towey declared Council out of Executive Session, after which it was
immediately moved by Deputy Mayor Schimmels, seconded and unanimously agreed to adjourn. [It was
noted that due to scheduling conflicts,Councilmember Grassel did not attend the meeting.]
ATTES Tomas E. To vey,Mayor
h istine Baitabridge, City Clerk i
Council Study Session Minutes 12-18-12 Page 3 of 3
Approved by Council:01-08-13
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: December 18, 2012 Department Director Approval: ❑
Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing
❑ information / admin. report ❑ pending legislation ❑executive session
AGENDA ITEM TITLE: Spokane Valley Regional Decant Facility Update
GOVERNING LEGISLATION: ROW 90.48, Chapter 173-200 WAC, Title 33 U.S.C. 1251-1376;
Storm and Surface Water Utility: SVMC 3.80
PREVIOUS COUNCIL ACTION TAKEN: Council approval of Ecology Grant application for a
Decant Facility, November 2011; Council concurrence to draft an Interlocal Agreement with
WSDOT to build, operate, and maintain a decant facility on the WSDOT Pines location and
performing a feasibility study of the WSDOT Pines location for the decant, July 31, 2012.
BACKGROUND: A draft Interlocal Agreement has been created by WSDOT and City staff for
the design, construction, operation, and maintenance of a decant facility at the WSDOT
Pines/Montgomery Road Maintenance Yard. It provides for the material handling, transport,
and disposal costs of materials processed at the facility. Under the proposed agreement, the
City would design and construct the decant facility on WSDOT property. In return, WSDOT will
own, operate and maintain the facility and will invoice for the City's share of apportioned
operations and maintenance costs for the facility. The Interlocal Agreement term would be 30
years.
The City hired a consultant to evaluate the feasibility of a facility at the WSDOT Yard. The
consultant's work is substantially complete. It appears highly feasible to build at the WSDOT
location and is within the order of magnitude costs of the available funding. Staff would like to
proceed with finalizing the Ecology grant funding and proceed with final design.
OPTIONS: n/a
RECOMMENDED ACTION OR MOTION: Concurrence to: 1) Proceed with Final Design, 2)
Finalize Interlocal Agreement with WSDOT and bring to Council for Approval in January 2013,
and 3) Finalize grant agreement with Ecology.
BUDGET/FINANCIAL IMPACTS: The total estimated Decant Facility cost in the grant
application is $980,000. The Ecology grant is for up to $735,000 (75%). The required local
match is $245,000 (25%), which will consist of APA funds ($95,000) and WSDOT funds
($150,000).
STAFF CONTACT: Steve Worley, Senior Capital Improvements Engineer
Art Jenkins, Stormwater Engineer
Eric Guth, Public Works Direct
ATTACHMENTS: PowerPoint Slides
POSSIBLE DECANT SITES a'
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LOT OPTION
SCHEMA C SITE PLAN
Average Material Disposal Costs
Lunen t vs :Pro
nt
109 loads/year
a:vingg raft- a of
250% to 550 % per Load.
Pellets
Soak Charge
Haul to Landfill
Landfill Dump Fee
•
$260
$160
Proposed Decant
1-x-9-1 ad-s yr
$250/load
Pellets: $0
Soak Charge:$0
Decant Facility Chg
Haul to Landfill
Landfill Dump Fee
Decant
(109 loads/year)
$0
$0
$130
$70
$50
Proposed Decant
300 loads/yr
DOT Borrow Fill
$120/load
Pellets:$0
Soak Charge:.$0
Landfill Dump Fee:$0
Decant Facility Chg
Haul to DOT Fill
Decant
(300 loads/year)
$0
$0
$50
$70
$0