2012, 12-04 Study Session Minutes MINUTES
SPOKANE VALLEY CITY COUNCIL
REGULAR MEETING
STUDY SESSION FORMAT
Spokane Valley City Hall Council Chambers
Spokane Valley,Washington
December 4,2012 6:00 p.m.
Attendance:
Councilmembers Staff
Gary Schimmels,Deputy Mayor Mike Jackson,City Manager
Dean Grafos,Councilmember Cary Driskell, City Attorney
Brenda Grasse', Councilmember Mark Calhoun,Finance Director
Chuck Hafner, Councilmember John Hohman, Community Development Dir.
Ben Wick,Councilrnember Eric Guth,Public Works Director
Arne Woodard,Councihnember Mike Stone,Parks&Recreation Director
Lori Barlow, Senior Planner
Gabe Gallinger,Dev. Services Sr.Engineer
ABSENT: Rick VanLeuven,Police Chief
Tom Towey, Mayor Morgan Koudelka, Sr.Administrative Analyst
John Whitehead, Human Resources Manager
Carolbelle Branch,Public Information Officer
Chris Bainbridge,City Clerk
Roll Call: Deputy Mayor Schimmels called the meeting to order at 6:00 p.m. City Clerk Bainbridge
called the roll; all Councilmembers were present except Mayor Towey. It was moved by Councihnerrrber
Grafos,seconded and unanimously agreed to excuse Mayor Towey from tonight's meeting.
ACTION ITEMS:
1. Proposed Resolution 12-009 Extinguishing Easement, East Indiana --Gabe Gallinger
It was moved by Councilmember Hafner and seconded to approve Resolution 12-009 extinguishing the
Stormwater Easement at 16621 East Indiana Avenue. Development Services Senior Engineer Gallinger
explained the background of the drainage easement that was granted in 2011, and of the subsequent
purchase of the property in 2012 by a local developer who requested to relocate the existing swale, at his
expense, to better facilitate the proposed project. Mr. Gallinger explained that the current property owner
requested the extinguishment of the existing easement, and accepted the dedication of a new drainage
easement for the relocated swale. Deputy Mayor Schimmels invited public comments;no comments were
offered. Vote by Acclamat on:In Favor: Unanimous. Opposed: None. Motion carried.
2. Proposed Resolution 12-010 Extinguishing Easement,Mission Avenue—Gabe Gallinger
It was moved by Councilmember I1'afirer• and seconded to approve Resolution 12-010 extinguishing the
Stornnrater Easement at the Spokane Valley Cancer Care Project on Mission Avenue. Development
Services Senior Engineer Gallinger explained the background of the drainage easement that was
originally granted in 1992 to Spokane County, which became the City's easement upon incorporation.
Mr. Gallinger explained that the developer of the project on this currently vacant lot would like to
reconfigure the easement to accommodate the building, which means the current easement needs to be
extinguished and a new easement granted; and he said that we already have a recorded copy of the new
configuration. Deputy Mayor Schimmels invited public comments; no comments were offered. Vote by
Acclamation:In Favor: Unanimous. Opposed:None. Motion carried.
Council Study Session Minutes 12-04-12 Page 1 of 4
Approved by Council:01-08-13
NON-ACTION ITEMS:
3.Restoration Plan Report, Shoreline Master Plan—Lori Barlow
Senior Planner Barlow introduced Attorney Tadas Kisielius, with whom the City has contracted as a
special counselor to assist with the Shoreline Master Plan. Via her PowerPoint presentation, Ms. Barlow
gave an overview of the SMA (Shoreline Master Act) rules to develop a restoration plan; and she noted a
correction on slide 3 which shows an open house held September 20, however, she explained there was
no open house as this aspect of the Plan presents opportunities that are non-binding; and she said that
although this piece did not undergo its own public, open house, there will be future opportunities for
public comment. Planner Barlow also explained what is required for restoration planning, gave an
overview of the restoration plan, existing and ongoing projects and programs, showed the prioritization
methodology, discussed restoration opportunities and implementation plans, as well as the timeline and
benchmarks for implementing the restoration plan, and ended by giving an update on the overall process
and the steps completed.It was noted this will come before Council next week as a proposed resolution to
informally accept the Restoration Plan.
4. Fee Schedule for 2013—Mark Calhoun
In keeping with our process of annually amending the Master Fee Schedule, Finance Director Calhoun
explained the few changes for next year's schedule as noted in the Request for Council Action form,
which included the removal of Schedule C pertaining to the Fire Code , which was as a result of the
revised Interlocal Agreement approved by Council last February; and the changes for the Parks and
Recreation Department. There were no objections from Council to bringing this proposed resolution
forward next week for approval consideration.
5. Street Maintenance Contract Renewal—Eric Guth
Public Works Director Guth gave a brief overview of the history concerning this contract and subsequent
renewals; said this will be the sixth of seven renewals, and if renewed, would expire 2014; he explained
that staff is beginning work on putting out a bid for the year 2015,and said this issue will be included in
the business plan for 2013 to develop that bid document. Mr. Guth explained that the current contract is a
cost plus contract, which means it is cost plus labor, equipment and materials, and a fixed overhead and
profit. He said that staff met with the contractor and discussed the operations for 2012 and suggested
changes to streamline the process; he said overall, staff is pleased with the work Poe has done. Director
Guth said the proposal for 2013 addresses three areas Iabor, with an increase of 2.22%which represents a
pass-on from their union negotiations; equipment rates, which did not change for 2012; and materials
costs, which actually decreased; and said given the change in labor with the decrease in materials, the
figures are much the same,with only about a $160 increase, or 0.002%. Mr. Guth said this renewal is the
same scope and service as in 2012, mentioned that they are physically sensitive in what the City is
looking for, and said staff recommends brining this forward at the December 11 council meeting for a
motion approval consideration. City Manager Jackson added that the contract was also reduced as a result
of opening bids for grind and overlay. Councilmember Grafos said the 2013 cost proposal shows street
maintenance wages for 2013; and snow operations are at 90% of the union wages, that in 2012 there was
a differential of about $2.30, and he asked why that rate is the same for snow as for street maintenance
wages when the contract calls for that to be bid at 90%. Mr. Guth said that might be because snow
operations are considered a service and not governed by prevailing wages, but said he will research that
for next week. Councilmember Grafos also stated that reviewing the snow removal contract this late in
the season doesn't permit for any changes, and said he feels the snow operation should be a separate bid
and be done well in advance of the snow season. Mr. Jackson noted that point and said he will separate
that, and slate the suggestion for future discussion.
6. Street Sweeping Contract Renewal—Eric Guth
Public Works Director Guth explained that this contract is similar to Poe's, and this renewal will be the
sixth of seven possible option years and the amount will stay the same, which has remained the same
Council Study Session Minutes 12-04-12 Page 2 of 4
Approved by Council 01-08-13
since 2009. Mr. Guth explained that staff met with AAA Sweeping staff to discuss the 2012 overall
performance and any suggestions for improvements, one of which is to enhance communication and
putting the mapping of the street cleaning on our website. Mr. Guth said this contract shows a slight
increase of 1% from last year, which only affects the hourly rates and which increase is well under the
allowable CPI, and overall, the contract remains the same as last year's, and said he would like to move
this forward next week for a motion consideration. There were no objections from Council.
7.Argonne Road Safety Project, Memorandum of Understanding_—Inga Note
Standing in for Traffic Engineer Note, Public Works Director Guth explained the proposal for the
Argonne Road safety project, and of the Memorandum of Understanding with the City of Millwood for
the design and construction of that project;he noted the project cost is fully funded by a HSIP grant. Mr.
Jackson added that the agreement is pretty straight-forward, and they would like to add this to next
week's consent agenda. There were no objections.
Deputy Mayor Schimmels called for a recess at 7:10 p.m., and reconvened the meeting at 7:21 p.m.
8, Position Classifications--John Whitehead
Human Resources Manager Whitehead said that this is mostly a housekeeping item as with the adoption
of the 2013 budget, the matrix would be changed to reflect the position classification changes connected
with the restructuring of the Permitting and Plan Review functions, which were explained earlier in the
year, and that they would like to add the resolution amending the classification matrix, to next week's
consent agenda. There were no objections from Council.
9. Animal Control—Morgan Koudelka
Senior Administrative Analyst Koudelka reported that staff met several times with members from the
County staff in working on the draft agreement, and said the mark-up copy represents the latest changes,
which are still being discussed so the agreement is not yet finalized, Mr. Koudelka went over the
highlights of the agreement and said this agreement will work with or without the participation of the City
of Spokane, and said the County indicated they would make it work either way without an impact to our
costs; he said staff determined this is still the best option; that the City of Spokane is working on some
issues associated with start-up costs, and he is hopeful they will participate. Mr. Koudelka said in
response to Councilmember Hafner's concerns with the twenty year contract,they examined the issue and
were not able to come up with an acceptable annual cost with a shorter time period; and said there will
also be no settle and adjust, but if revenues come in higher than expected, those revenues or additional
savings will be taken into account when considering subsequent year's budget. Mr. Koudelka explained
that they are looking at all the animal control resources in the area and are now focused on SCRAPS with
no changes at this point, but will explore any possibilities that would reduce costs and make this more
affordable at this time. There was some discussion about the service and the cash reserves, and Mr.
Koudelka explained that the services will be the same, the hours of the shelter will be increased from
what they were, but that services could change according to community needs; that they wanted some
flexibility and all those things will be taken into consideration by the Board and Nancy Hill to ensure we
are getting the best service for the most efficient price. Mr. Koudelka stated that there will not be an
automatic CPI; that they continue to work through the last few items, and are waiting for Commissioner
Mielke to get back into the country, and after discussion with Mr. Mielke, the contract will be brought
back to council for adoption consideration, and said if we run into any "road blocks" he will let Council
know; adding that if they are not able to work out the terms of the contract, there are other options to
consider.
There was further discussion concerning the items listed on page 18 of the contract; grandfathering in our
regulations concerning the number of animals or animal breeders; the idea of having a citizen on the
Board, and comment from City Manager Jackson that this agreement will not change our regulations and
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Approved by Council:01-08-13
will not take away Council's authority over Spokane Valley's regulations, Mr. Jackson said once
negotiations are complete,this will come back to Council for approval consideration.
10.Advance Agenda—Deputy Mayor Schimmels
Councilmember Wick said he has invited several people to come to next week's meeting concerning his
upcoming report on the Economic Development Ad Hoc Committee, and asked about the possibility of
him giving that report earlier in the meeting. Mr. Jackson said he and the City Clerk will look into that
possibility.
11. Information Only. The following items were for information only and were not discussed or reported:
a. Department Monthly Reports; b. Decant Feasibility Study, and c. Planning Commission approved
minutes of October 11, and October 25,2012.
12. Council Check-in—Deputy Mayor Schimmels
Deputy Mayor Schimmels read a "Certificate of Municipal Leadership" recognition, which was sent to
Councilmember Grasse] upon her completion of the AWC (Association of Washington Cities) leadership
training program,and congratulations were extended to Councilmember Grassel.
13. City Manager Comments—Mike Jackson
City Manager Jackson said in the past on certain occasions at Council's discretion, City Hall has been
closed on Christmas Eve, and noted this year Christmas Eve is a Monday. Several Councilmembers
indicated they would be in favor of putting such a motion on the next council agenda for approval
consideration. Mr. Jackson also noted that sometimes grant opportunities come in on a very short
timeframe, and that Washington State Department of Transportation has announced a potential safety
grant,with applications due early January; and said that will likely be forthcoming to Council soon.
It was moved by Councilmember Wick, seconded and unanimously agreed to adjourn. The meeting
adjourned at 8:05 p.m.
ATTES omas E. Towey, Mayor
:111 N. idati -ad h.-
hristine Bainbrid e, City Clerk
Council Study Session.Minutes 12-04-12 Page 4 of 4
Approved by Council: 01-08-13