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2017, 11-21 Study Session MINUTES SPOKANE VALLEY COUNCIL MEETING STUDY SESSION. Spokane Valley City !tall Council Chambers Spokane Valley, Washington November 21, 2017 Attendance: Councilmembers Staff Rod I Iiggins, Mayor John Holtman, Deputy City Manager Arne Woodard,Deputy Mayor Cary Driskell, City Attorney Caleb Collier, Councilmember Erik Lamb,Deputy City Attorney Pam Haley,Councilmember Mike ;tone, Parks & Recreation Director Mike Munch, Councilmember Chelsie'1'aylor, Finance Director id Pace, Councilmember Mark Werner, Police Chief Sam Wood,Councilmember Lori Barlow, Senior Planner Robert Lochmiiler, Sr. Engineer Project Mgr, Shane Arlt, Maintenance Supervisor Art Jenkins, Stormwater Engineer Christine Bainbridge, City Clerk Mayor I(Liggins called the meeting to order at 6:00 p.m. ROLL CALL;City Clerk Bainbridge called the roll, all Counciimembers were present. ACTION ITEMS; 1. Proposed sed Resolution 17-018,Declaring Items Surplus •Chelsie Taylor Il was moved by Deputy Mayor Woodard and seconded to approve Resohrtiann 17-018 declaring the items im the attached Exhibit 1 as surplus to the needs ofihe City. Finance Director Taylor mentioned the revised list with the added item of ate presentation table that was used in the chambers in the former building. After Finance Director Taylor briefly explained the process fordeclaring items as surplus, Mayor Higgins invited public comment. Ms. Karen ()anion asked if it were possible to donate items to a non-profit instead of recycling them, There were no other public comments. Deputy Mayor Woodard asked Mr.Driskell if items could be donated and Mr. Driskell said yes, the City Manager can dispose of items at his discretion in a manner deemed to be in the best interests of the C ity_ Vote iyAcclamation_In Favor, L a€rirnnnus_ Opposed.' None, Motion carried. 2.Motion Consideration: 2018 Annual comp Plan Amendment Docket• -Lori Barlow It was moved by Deputy Mayor Woodard cruel seconded 10 approve the 2018 Ccw prehen,cive Plan Amendment Docket aspr'crst'.nted_ Senior Planner Barlow briefly reviewed the material she had discussed the prior week; explained we received four privately initiated amendments requests, which arc generally changes on the land use map from one land use designation to another; and she explained the items listed on the docket, which includes three City-initiated requests, two of which are to make corrections to eliminate bisected zones on parcels, and the other would bring the vision for a particular piece consistent with a group of properties owned by the Conservation District; she said Council is being asked to take action to either approve as submitted or with modifications, including removing any item from the docket. In response to Couneiimemhcr Pace's question about the process, Ms. Barlow confirmed that these items would be submitted to the Planning Commission and then come back to Connell, and that the public would have farther opportunity for earn ment at the Planning Commission meetings) and Council meeting(s). Ms. Barlow also noted staff submits a public hearing notice to the newspaper at least three weeks prior to the hearing, which generally resulk in the notice being published twice. Ms. Barlow said we also notify col ncilstudy Sessicin: 11-21-2017 Ptige10 7 Approved by Counvil: 12-12-2017 property owners within 400' of each individual site, and that we have the discretion to increase that area, but that has not yet been determined. Mayor Higgins invited public comment; no comments were offered. Deputy Mayor Woodard said he hopes the public will pay attention to the process and the docket materials. Vote by Acclamation: In Favor: UnCIMMOZIS. Opposed: None. f< tion carried 3. Motion Consideration: Council's Proposed Distribution for Lodging Tax Funding Allocations — Erik Lamb, Chelsie Taylor It was moved by Deputy Mayor Woodard and seconded to approve the following as the City Council's proposed distribution and allocation of lodging fax revenues for 2018: For the proposed transfer to fund #104, change to $200,(100 instead of$250,000; and to allocate to the ten entities as follows: (1) City of Spokane Valley Parks & Ree_ $60,00f), (2) Spokane Oktabetf}s't, $10,0100; (3) Crave $30,000: (4) Spokane Valley Heritage Museum: $13,000; (5) Spokane Co, hair & Expo-Interstate Farr_ $50,000; () Spokane Sports Commission; $80,000, (7) HUB Sports Center: $48,400,` (8) ValleyFest.• $8,600; () Valleyfest Cycle Celebration $2,000; and (10) Visit Spokane: $70,000, for a total of $372,000, It was then moved by Couneih errrber Pace to amend Councib nen er Wo ar•d's motion as follows: the set aside funds for a sports or some other type offriamo to draw tourists, put that back to $250,000; and then the others as follows: (1) City of Spokane Valley Parks & Pee: $52,000; (2) Spokane Oktober fest: $20,000; (3) Crave NW? $50,000; (4)Spokane Valley heritage Museum: $25,000; (5)Spokane Co_ Fair rl Rya-Interstate Fair0; (6) Spokane Sports Commission: 0; (7) HUB Sports Center 01, (8) ValleyFest: $150,000; (9) Valleyf'sl Cycle Celebration: $2.5,000, and(f 0) Visit Spokane, O for a tergal of$322,000. There was no second and the motion to amend did not progress. Mayor Higgins invited Council comments on the main motion. Councilmember Pace said he realized over his last year that we give a lot of money to organizations that aren't even Spokane Valley organizations and supposedly they help Spokane Valley but they are not Spokane Valley organizations; said he realizes that lodging tax money is made by people passing through and staying in hotels and does not come from Spokane Valley residents unless they spend the night in a hotel;and just like the outside agency grants,that he [hinks it is best to spend these kinds of funds, lodging tax and outside agency, for organizations that actually have Spokane Valley in their name, like Valleyfest and Spokane Valley [leritage Museum; or for things that have the potential to bring tourists like Oktober f est and Crave NW; and instead of using money to market and advertise, that the best use of these funds is savings towards building something that will draw people in just by itself; which is why he liked the $250,000 going to that savings. Councilmember Haley said she feels it is important to finish Browns Park and Ms.Taylor said the suggested amount of $60,000 will not complete [he park or the master plan for the volleyball courts_ Parks and Recreation Director Stone said the request for about$250,000 would get four more volleyball courts and they are seeking a total of eight; said they and are probably $1.2 to $l.3 million away from completing the entire master plan and do have some funds approved in next year's budget to "chip away" at the project. Deputy City Attorney Lamb stated that if Council elects to approve an amount different from the LTAC recommendations, we will be required 10 give the I,TAC 45 days to review and comment on those recommended amounts, so the first date Council could take final action on this would be at the laniary 9, 2018 Council meeting. Councilmember Wood said he agrees with the $50,000 and would like to see that stay there; and as far as reallocating from the L'l'1C". recommendation, said he could bend on that but would like to keep that. $50,000 reserve and build on that so we can end up with a goal set a long time ago about a sports or other facility that would benefit all of the valley;he said he doesn't think$60,000 will do much for Browns Park It we need $1.2 million and said he would vote no on the motion because of the $50,000 being removed from that fund; and said otherwise, he could go along with redistributing the money; said if you removed the $60,000 to the parks and put the $50,000 hack into the fund,he would agree with those allocations. Council Study ScsSiotr 11-21-2017 Page 2 of Apiwoved by Council, 12-12-2017 It was then moved by Cotrncllmember Wood and seconded to amend Deputy Mayor Woodard's motion by taking the$60,000 front Parks and putting at back mite the reserve fund.104 for the sports facility, and that additional $10,000 should be given to Valleyfest_ Councilmcmber Wood said he feels this allocation balances out what Council wants. 'I'o clarify,Ms. Taylor stated the amended amounts per Councilrncmher Wood's amended motion, including transfer of the $250,000 into Fund 104: (I) City of Spokane Valley Parks & Ree; 0; (2) Spokane Oktoherfest: $10,000; (3)Crave NW, $3{1,000; (4) Spokane Valley Heritage Museum: $11,000;(5)Spokane Co.Fair&Expo-Interstate Fair: $50,000; (6)Spokane Sports Commission: $8{1,000; (7) HUB Sports Center: $48,f100; ( ) Valle}Fust: $18,600; (9) Valleyfest Cycle Celebration: $2,000; and ([0) Visit Spokane: $70,000, for a total of$322,000_ Mayor Higgins invited public comment on the motion to amend. Bob West, Spokane Valley: said he was interested in the amount of money to the Spokane Sports Commission and how that is applied here in the valley; said it.seems that is the greatest amount of money out of all the allocations, and why Parks and Rec or Vallcyfest shouldn't have more money. Cal Clausen, one of the owners of the holiday Express and the current Quality Inn; he spoke of his two properties here in the valley and another hotel downtown; said loans on his two properties in the valley approach $20 million and said he therefore has $20 million at stake so therefore he is a larger stakeholder than anyone in this room or maybe even Spokane between him and his brother; he encouraged Council to support their committee's recommendations; said if he thought that the money that was going to the Sports Commission or Visit Spokane was not in the best interests of Spokane Valley, he would not be standing here; said those two entities create a lot of room nights arid if Council were to take away any funds from those two entities it would be a travesty to tourism; said a volleyball court generates no room nights; said they have tracked Valleyfest extensively over the years and it too generates no room nights; and he encouraged Council to follow the recommended allocations of LTAC. Jody Sander, with Sterling Hospitality,.the l loliday Express and the Quality Inn on Argonne: said she has worked in the valley for 17 years in the hotels,and is also the past chair of Visit Spokane;said Visit Spokane diligently tracks the money they receive from the City of Spokane Valley and the hotels in the valley benefit from those funds; and she encouraged Council to listen to the LTAC committee. Jayne Singleton, Valley Heritage Museum: said the museum is a tourism attraction and she appreciates Council's efforts to reallocate funds; said the museum tracks visitors who come; [hat they have one capture point,and know without a doubt that the cxh ib its like the Smithsonian bring people to the valley and generate overnight stays, and people till up at the gas pumps and cat at the restaurants, and she expressed her gratitude to Council for review of the LTAC recommended allocations. Bill Crawford, Museum Board Member: said he understands the process that the 2% lax collected by the hotels from the guests is lo- be used to promote tourism in Spokane Valley; he said that doesn't mean an organization should have to prove how many heads in beds they generated to qualify for funding; be said the state statutes do not reference "heads in beds" but this is how the hoteliers choose to administer the process; he said that amount collected grows annually, and the majority is awarded to organizations outside the valley at the expense of the valley organizations; he said recommendations of Visit Spokane getting $71,800, that Valleyfest and the Museum combined only receive $7,400, so Visit Spokane would get ten tines the amount of two valley organizations combined;said the average award from 2003 to 2017for Visit Spokane is$197,000,for Valleyfest.is$24,240, and for the Museum$7,257;said the process does not seem fair and equitable, adding that this fund was never intended to be used as personal marketing funds for hoteliers, and organizations within. Spokane Valley should get priority funding with tax collected within the city limits, and recommended Council make awards more closely in line with the guidelines in the RCW, Council Study Session: 11-21-2017 Page 3 of 7 Approved by Council; 12-12-2017 Che Ir itchy, President and CF(} of Visit Spokane: she explained that by the RCW requirements, Visit pokane has to spend the money they receive from lodging tax,for the direct benefit of the City of Spokane, and she said they do /hat; she said the things they are doing arc very specific to the City of Spokane Valley; she said they use their regional dollars from TPA to position the region as a place, and the things they are doing with the lodging tax ars; very specific on behalf of the city, so there is a difference in how those funds are used and said they keep them very calculated on what you are getting for each of those points; she said when the lodging tax RCW was last updated, it was a project [hat included the Association of Cities and Counties,and other marketing organizations including the Washington Hospitality Association,which was a compromise of trying to find the best way to get hotelier input, and nonprofits and other organizations who are eligible to be recipients of the funds; and was a compromise on how the entire structure worked; she said that even though they are not getting anywhere near what they asked for,and what they know they could do if fully funded from the City of Spokane Valley; said she thinks the LAC recommendation is what Council should use as the process was put in place as a compromise for everyone, and she recommended staying with LL'AC's recommendations. 'l'here were no further public comments. At Councilmember Wood's request, Finance Director Taylor read the criteria used to follow when allocating the money, i.e.Council's goals and priorities for the LTAC, Councilmein ber Collier asked about the history of how this came into being, and after Deputy City Attorney Lamb briefly explained the background, Councilmernber Collier asked if the initial concept of the LTAC was brought up by government or through the private industry and said it seems government is interfering in private industry. Mr. Lamb said he is not aware how or by whom the initial concept was crea[ed, Councilmember Munch said with the change,the Sports Commission is the only one that really changed from their recommendation, and said he favors the proposed amendment. Concerning businesses and the free market system, Couneiihncmber Pace said he feels businesses are responsible to do their own marketing and tax dollars should not be used for That purpose_ Deputy Mayor Woodard then explained his rationale for his proposal; said if it was entirely up to him, he would lake all the LTAC money and put it towards a capital project for multipurpose playfields; as the purpose of that fund is to build a facility to entice tournament play; he said there is a perception that something went wrong in the LTAC this time but he is not making a judgment call; said he looked up the data that was presented to Council last year from the Sports Commission,which documents said they put 22,000 heads in beds;he said at$2,00 a head that$44,000 (hal was earned by those 22,000; and that this year's data said about 65,000 heads,which is tripled from the previous year's; said he knows of no hoteliers that have had that kind of increase in room counts; said he knows that Visit Spokane puts a lo[ of heads in beds all through the county; said we have the TPA which has a sizeable amount of money for the general region,but we don't get to see that; said he likes Councilmember Wood's proposal; that he is in favor ol'the Browns Park being finished but that will have to be discussed later next year; said this is just a proposal and then the LTAC gets to look at it again. Vote byAcclamation of Councilrnember's Wood's proposed motion to amend: in Favor: Mayor Higgins, Deputy tl c€yor Woodard, and Counciln7embers Munch, Haley, and Wood Opposed: C.00ncihnaeanbers Collier and Pace_ Motion to amend carried. It was then moved by Councilmember Pace to amend the motion by starling with CovncthnemberWood's amendment, then$250,000 set aside,for the sports facility;Pars and Recreation zero;Spokane Oktoberfest $10,000, Crave M $30,000;Heritage Musenm$25,000; Fair$40,000;Sports Commission$20,000;HUB $48,400; Cycle Celebration $2,000; and Visit ,Spokane $30,007; and Valleyfest $96,600. There was no second and the motion did not progress. It was then moved by Councilmember Collier to amend the motion by slicking with the resident experts and return back to LTA 's original allocation. 'There was no second and the motion did not progress. Councilmember Wood said he chaired that LTAC committee and there was a lot of due diligence; that there were some complaints from some people about the process; said the committee worked hard but atter hearing the comments tonight, said he feels more should be given to the local economy. It was then moved by Deputy Mayor Woodard to ainerld ilw motion by leaving the$250,000 council Study Session; 11-2]-2017 1'age4 of 7 Approved by Council: 12-12-2417 ticrrsftrred to fund 104; City of Spokane Valley zero; Mabel/est $10,0(N), Crave $30,000; heritage Musearraa $13,000; Spokane County Fair $50,000; a Sports Commission $80,000,- HUB $48,400; Va/leyfe.st $18,6110, Cycle Celebration $2,000; and Visit Spokane $70,000. Mayor Higgins said that motion is out of order because that motion is Couneilmember Wood's motion. Deputy Mayor Woodard said he is simply re-stating that amended motion_ Mayor lliggins said that that was aheady passed, so if Deputy Mayor Woodard would like to bring discussion to an end,he asked that he please move to end discussion. It was then moved by Depuay Mayor Woodard and.seconded to end discussion. Voir by acclamation to end the discussion: In Favor Unanimous, Opposed: None. Motion carried. It was then voted by acclamation on the .final motion, which is' to approve the )(billowing as the CO) Councils proposed distribution and allocation of lodging tar revenues,for 2018 as C."orrrncihnember Wood proposed: in Favor: Mayor Higgins, Depu .,Mayor Woodard, Councilmembers Haunch,, IFalcy and Wood Opposed: C:"oarnciirneinbers Pace and Collier. Motion carried Deputy City Attorney Lamb said that motion will be provided to the L`I'AC for their.review and comments,and this issue will return to Council in Januaay. NON-ACTION ITEMS: 4. Street Sweeping John Hohman,Art Jenkins, Shane Arlt Deputy City Manager Hohman said that Stormwater Engineer Art Jenkins and Street Maintenance Superintendent Shane Arlt will give a background/overview of the street sweeping program. Mr. Jenkins started by explaining that.97% of street sweeping is paid for out of the stonnwalcr fund. Mr. Jenkins and Arlt went over the program's history, reasons for just one bidder,the contract,hourly rate,the various types of equipment, as well as reasons why we sweep and events requiring sweeping. CenterPlace West Lawn Master Ilan Mike Stone Parks and Recreation Director Stone introduced Landscape Architect Mr. Mike Terrell who went through the PowerPoint explaining about the West Lawn and North Meadow Master Plan, including the process and parts of the master plait for the CenterPlace Plaza and the North Meadow, for Phase 1 and the Master Plan and gave a cost estimate fbr each. Councilmember Munch asked about a cost benefit analysis, and how much we get back for renting compared with what we anticipate. Mr. Stone said he hasn't taken a hard look at that but is working with Community and Economic Development to research that information. Councilmember Munch suggested that might be a good place fhr a farmer's market, and would like to see tents and how much that would cost, adding he realizes tents would also require another storage building. Mr. Stone said staff can research that as well to see if it would be beneficial to the City. Mr_ I Ioliman said staff has hired Community Attributes to do that cost benefit analysis, and hopes to have that information early January. Deputy Mayor Woodard mentioned Valleyfest's car shows and balloons and whether that would limit our ability or create a liability. Mr. Terrell said staff will have to look at that issue. Mayor Higgins palled for a recess at 7:46 p.m.; he reconvened the meeting at 7:55 pm_ 6. Appleway Trail, Sullivan to Corbin—Mike Stone, Robert Loehmillcr Parks and Recreation Director Mike Stone and Senior Project Manager Engineer Rob Lochmiller,provided an update of the state of the Sullivan to Corbin section of the Appleway Trail;as well as the initial rejection of the bids as being too high, the original bid package versus the revised hid package, the site furnishings and restroom as well as alternates, and mention of next steps. 7. Fee Resolution,2018 Chclsie Taylor Finance Director Taylor explained that there were no amendments to the City's Fee Resolution for 2017, so this is the first time this have come forward this year;said depaitments were asked to review and propose any necessary fee changes; said some of the changes am for clarity, and others are changes in fees, such as for Parks and Recreation's Department for large events, and in the Administration Department for copy fees in order to comply with changes in the state law regarding the Public.Records act; said the false alarm recovery fcc will bring the fees into compliance with [hc ordinance previously passed, which eliminated Council Study Session: 11-21-2017 Pup 5 or Approved by Council! 12-12-2017 registration tees for alarm systems and set new fees, and she referenced the memo included in the packet materials, from Parks and Recreation and from Administration. There was sonic discussion about adding a fee for processing credit cards so as not to subsidize those who pay in cash; and Ms. Taylor said she will include that informa[ion when ibis is brought back to Council fur action December 12, and that the fee for processing credit cards will likely be 2.5"0. 8. Police Department Monthly Report—Chief Werner In giving an overview of the Police Department monthly report, Police Chief Werner mentioned the tremendous support of the SCPR,volunteers, including over 600 hours in supporting public safety,as well as 24 hours from the. SIRT team in traffic control. Chief Werner mentioned an increase in people leaving their vehicle running while it warms up, and of vehicle theft and he encouraged people not to do that. Chief Werner also encouraged people not to fall prey [0 (he various scams going around, in particular when a caller poses as either law enforcement or a member of their family and men[ions the need for a gift card as payment for various things like traffic tickets, or helping a family member involved in an accident. Chief Weiner said law enforcement will never ask members of the public to pay for anything with.a gift card,and he cautioned people to be warty.ChiefWerner also noted they have six new officer, in training,,and another six will graduate from the academy during the first week in December; and that they anticipate three more laterals after the first of the year. 9. Advance Agenda—Mayor 1 liggins Councilmember Wood said he would like Council to issue a letter of appreciation to the SCOP! Board for all the hard work they do;they are all volunteers,and he would like Council to recognize their work with a plaque or other means of recognition. Several members of Council nodded in agreement Councilmember Pace said he would like a change considered for the Governance Manual, to eliminate the agenda committee and replace it with the entire Council to perform the same functions during the advance agenda portion of each meeting; he said the way it is currently, it allows two people to control the agenda and that exacerbates perceptions of non-transparency. At least two other Couneilmcmhers nodded in agreement. Councilmember Pace said in reference to the Arts Council, he would like Council to place the previously proposed sculpture, of the four horses which looked like they were crawling cru[ of the ground, in a prominent place in memory of the horse massacre that occurred in the 1800's;said the sculpture.is paid for by [he Arts Council, and he suggested the vacant lot on the corner of Appleway and University, next to the STA Valley Transit Plaza; said if STA. is interested, they would provide utilities and the City would maintain the arca just like any other park. 'There were no other Councilmembers in favor of adding that to the advance agenda_ Councilmember Collier said he would like to have the speed limit increased from Thicrman to University on Appleway and Sprague where they are on-way, from 35 to 40 mph; he said most people are already traveling at that speed and said otherwise, it would be quite a speed trap. There was at least a total of three Couneilmemhers who agreed with having this topic on a future meeting; and Mr.Hellman said staff would have to do an engineering evaluation. Councilmember Wood asked Mr. Tlohman if we were working on `lhierman Street as far as the speed is concerned, and Mr_ Hohman said that is being discussed and staff is going back though the records to see what information we have and what information we are lacking, and it will come forward at a future meeting. 10, Infonnation Only: Department Reports Department Reports were for irifonn ilium only and were not reported 07'discussed Council Study Session; 11-21-2017 Page fr of 7 Approved by Council: 12-12.2017 Council Check-in—Mayor I Liggins Councilmember Pace announced that since this is Mr. Munch and Mr, Collier's last meeting, he wanted to thank them for their service.Mi,Munch said serving on the Council was an"eye-opened"and he appreciates having had the opportunity,and extended his appreciation to the staff for their hard work. 12. City Manager Comments—Mark Calhoun Deputy City Manager Holman explained that City Manager Calhoun is not here tonight as he is not feeling well. Mr. Holman noted that with the adoption of the 2018 Legislative Agenda last week, we will meet with our Fourth District Representatives December 12 a[ 4 pm here at City Hall, in the 2" floor conference room, and that our i.obbyisl.Rria}iiia .Murray will be attending;and she will also give an update during that evening's regular meeting. Mr. l lohman also noted that the celebration of lights will be in front of City Hall, hosted by the Rotary Club, on November 30th beginning at 5:30 p.m., and as customary, Councilmemhers will share in the recitation of the Night Before Christmas_ Mr_ [lohinan then introduced Mr. Bill Helbig, the City's newly hired engineer, who started a week ago. Mr. Hohmaan. said Mr. Helbig has about thirty years' experience, including private and public, is a graduate from WSt1, and will serve our community well. In recognition of their service as members of Council, Mr. I Lohman presented Mr. Collier, followed by Mr. Munch, with a plaque commemorating [heir time on Council; which he said requires a lot of time not just council meetings, but executive sessions,serving on hoards and committees, and in dealing with the public via phone.,e-mail,and in person.'thanks and appreciation were extended by Council, staff and the audience to Mr. Collier and to Mr. Munch. It was moved by Deputy Mayor Woodard, seconded and unanimously agreed lo (Idiom?. The meeting adjourned al 8:37 p.m, dr lir I. e A'I thST; 1,.R, Higgi ,; L • Christine Bainbridge, 'ity Clerk • Council Study Session: 11-21-2017 Page 7 of 7 Apt roved by Council! 12-12-2017