04/14/2023 - Retreat - MinutesORCHARD
City of Port Orchard: City Council Strategic Planning Session Summary
April 14, 2023 1 9:00 a.m. — 2:00 p.m. I Port Orchard City Hall
Purpose: The 2023 strategic planning session will focus on prioritizing budget amendments for
the 2022-2023 budget.
Welcome
Sophie Glass, facilitator, welcomed the City Council and Mayor Putaansuu to their 2023 strategic
planning session. Below is a list of City Council members in attendance:
• Shawn Cucciardi • Cindy Lucarelli
• Jay Rosapepe •
• Scott Diener •
• John Clauson
Presentation by the Mayor
Fred Chang
Mark Trenary (Mayor Pro-Tem)
Mayor Rob Putaansuu provided updates on the recent accomplishments and current activities
within the City, as described below:
• State of the City: Port Orchard's 2022 accomplishments and current work efforts. See
Attachment A.
• Capital Projects: status of and funding for Port Orchard's capital projects. See Attachment
B.
• Sales Tax Collections: information regarding sales tax collection within Port Orchard. See
Attachment C.
• Guiding Principles Placard: a draft design of the placard with guiding principles for the
Council Chambers. See Attachment D.
• Permanent Supportive Housing Plans: draft architectural drawings of the 22 Riverstone
house. See Attachment E.
Midyear Review: Brainstorm
Mayor Putaansuu reviewed the capital projects and personnel requests as part of the midyear
review. See Attachment F. The Council discussed these requests and prioritized the results, as
described in the section below.
Capital Projects
High Priority
• Fully fund street paving
• Reserve and set aside funds for the 2025/2026 Bay Street Construction Project
• Orchard Street Plaza Design - $140K from park impact fees — Fund when available
ORCHARD
• Givens Sports Court - RCO grant & Rotary funded — Cost overruns funded by city
• Key Card Project - $11 K Department of Community Development proceed now - $44K
for City Hall include in remodel project
• LEED Commissioning Consultant - $6.7K now & $46.7K during construction
• Elements of 2nd Sidney Force Main — Find funding as needed
Mid -Priority
• N/A
Low Priority
• Public Works Shop Expansion
• Fire District Property Purchase
As a policy directive, the City Council emphasized the importance of finishing capital projects
underway before initiating new efforts.
Personnel Requests
High priority
• Assistant Planner to Environmental Planner — Proceed now
• GIS Specialist to GIS Coordinator — Part of Salary Survey
• HR Specialist to HR Analyst - Part of Salary Survey
• Senior Planner to Principal Planner - Part of Salary Survey
Mid -Priority
• HART Coordinator — Develop job description and salary range as part of Salary Survey
Low -Priority
• Police Department Office Manager - Develop job description and salary range as part of
Salary Survey
• Public Works Office Assistant
• Accounting Position
• Police Officers
• Public Information Consultant Contract
Discussion of Community Needs
The City Council held a discussion regarding the high-level needs within the community, and
some associated projects or policies to meet those needs.
2
1284
ORCHARD
High -Level Needs
Associated
Pro
Improve transportation (including traffic)
•
Sedgwick Roundabouts
•
Signal improvements
Dedicated taxes for transportation (e.g.
transportation benefit district)
Bike and pedestrian investments
Infrastructure for water and utilities
•
Avoid burdensome rate increases
Provide sufficient housing
•
Support subsidized housing
Support for vulnerable populations
•
Mile Hill Shelter annexation
•
Site for safe parking
•
Site for tent cities
•
Also recognize the limits of the City's role
as a social service provider
Improve parks
•
Consider recreational facilities
Enhance customer service
•
Make it easy for residents and businesses
to get what they need from the City
Improve safety
•
Address crime
Wrap Up and Adjourn
Mayor Putaansuu thanked the City Council for their excellent work. Councilmembers expressed
appreciation for the collegial and supportive environment on the Council.
The meeting was adjourned at approximately 7:40 PM.
ATTACHMENT A
ORCHARD
Law Enforcement
• Conducted a survey and heard that Law Enforcement & Crime reduction
should be our highest priority.
• Hired 6 new officers
• Created a 5t" Sergeant position to provide more oversite and supervision
• Launched the police departments first independent social media site.
• Identified, purchased & launched a body -worn camera program.
• Supported the Marine Patrol unit to remove 35 derelict vessels from Sinclair
inlet.
• Two additional police officers added in the 2023 budget.
. 'o
�9
Comprehensive Planning
Completed our Comprehensive Park Plan & updated our Park Impact Fee
Completed our water rate study changing to a consumption model
Grants & Awards
$1 million Federal Appropriation for Bay Street Design
$2.2 million KRCC award for Bay Street reconstruction
$500,000 State grant for shoreline restoration related to the Community
Center Project
$650,000 TIB grant for the Pottery pedestrian improvements at Cedar Heights
Middle School
$1.4 million Safe Routes to Schools award for Sidney Road at Sidney Glenn
Elementary School
$700,000 TIB award for the design of Tremont Phases II & III
• $400,000 for pavement overlay of Old Clifton Rd
Local Transportation Funding
0 1/101" sales tax measure passed for the design and construction of Bethel Rd
Phase
More than $1.3 million in funding for road preservation and maintenance
2023-2024 Budget
CAPITAL NEW HIRES PAVING STREET/TRANSPORTATIN
PRESERVATION
Capital Construction Funds Budgeted for 2023-2024f""-'$41 million
Capital
Projects
Parks & Facilities Capital Projects
Transportation Capital Projects
Water Capital Projects
Storm Drainage Capital Projects
Sewer Capital Projects
Total Capital Projects
n
W1
0
2
5
� Funded �
$2,1781400
$1213851700
$1013681700
$112001000
$1418321900
$40,965,700
Capital Highlights
• $18 million Marina Pump Station Project
• $3 million for the Bethel/Lincoln & Mitchel/Lincoln Round-Abouts
• $7 million City Hall reskin and weatherization
• $4 million Bay Street Pedestrian Pathway Phase II
• $8.7 million Well #11 Construction
• $2 million new water treatment system Well #7
• $650,000 modernization of sewer lift station controls
• $500,000 Melcher water pumpstation rebuild
• $500,000 new water pumpstation Sidney South Area
Personnel Adjustments in 2023-2024
Public Works:
Dept. of Community Development:
Dept. of Community Development:
Police:
1 FTE - Engineering 1
1 FTE - Code Enforcement
0.5 FTE - Office Assistant
2 FTE - Patrol Officers
2023-2024 Transportation
Maintenance, Operations, Preservation
Fund 002
$6.235 million
Including -Pavement Preservation:
Including -Lund Bridge Maintenance
Including -Sidewalks, Traffic Control:
$1.352 million+
$338k+
$210k+
C)o
Major
Projects in
Design Phase
Bethel Phase
Bay Street Reconstruction related to sea level rise
Port Orchard Community Events Center
Shoreline Restoration related to the Community
Center
Sewer improvements for Ruby Creek Sub Area
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waterfront gfornenocle
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FIXTURE PORT ORCHARD
COMMUNITY EVENTS CENTER
20x40 tent outline
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building
occess
71
•' PORT
OkCHARD
BOAt LAU14 '
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Givens Park Sport Court Remodel #22-1588 Dev
CONCEPTUAL
Givens Park 1015 Tacoma Ave Port Orchard, WA 98366
0 50 100 ft
Mayor Rob Putaansuu, President of
the Association of Washington
Cities. Executive Board Puget Sound
Regional Council.
Finance Director Noah Crocker,
President of the Washington Public
Treasures Association & Chair of the
Association of Washington Cites
Retro Advisory Committee.
Planning Director Nick Bond, PSRC
Regional Staff Committee
City Clerk Brandy Wallace, AWC-
RMSA Operating Committee
HR Director Debbie Lund, AWC
Employee Benefits Advisory
Committee
Police Chief Matt Brown, Chair,
WASPC Professional Services
Committee, Chair, Kitsap County
Law Enforcement Executive Group,
Executive Board, Kitsap Critical
Incident Response Team, Executive
Board, Kitsap Law & Justice Council.
Public Works Director Tony Lang,
Solid Waste Advisory Committee.
Quest
ions
?
ATTACHMENT B
LORC_HA_R�D
Capital Projects
Council Retre
04 14.2023
Note: This is not a financially constrained plan. This is intended to illustrate the project estimates and potential funding sources.
Community Events Center: Project Update Estimated Costs
Category
Miscellaneous
Property Purchase
Expense Budget
$5,000
$2,5082073
RFM Contract (Design) $2,760,688
Construction
$221826, 239
Total Estimated $ 28,100,000
Expense Actuals
$3, 997
$2,508,073
$1,293,577
RI
$ 3, 805, 647
Remaining
$1,003
$1, 467,111
$22, 826, 239
$ 24, 294, 3 5 3
r,q
k.-a
n
s
Source of Funds
Cate ,o Budge Actuals Remaining
Wic Facility District
$123000,000
$1,976,199
$10,023,801
;ity Funds (Fund 001)
$1 293,901
$618,167
$675,734
Late Grant
$1,211,280
$1,211,280
$-
Pubf is Facility District
Anticipated
S6,546,000
S-
$13,594,819
Library Antici ❑ted
$3, 542, 410
$-
$3, 542, 410
City Anticipated
(Park f mpac t Fees)
$3, 542, 410
$-
$3, 542, 410
Total Estimated I $ 28,100, 000 1 $ 3, 80 5, 646 1 $ 24, 294, 3 54
Fiscal Period
2024
2023*
2022
Bud et
$ 2,105, 500
$ 2,574,300
$ 40,000
Actuals
8212642
362,607
2021
$
40, 000
$
248,244
2020
$
40 000
$
172,268
2019
$
40,000
$
77,045
2018
$
83,421
$
887399
2017
$
811979
$
81, 979
2016
$
38,000
$
241,687
2015
$
8,000
$
42,985
Bay Street Pedestrian Pathway- $10.042 million:
Project is completing the ROW Phase to acquire and then complete the construction of the Bay Street Pedestrian Pathway (Segment 1,6-
11).
liiiiiii��ili� � ' - • - - _
ROW -Consulting Services $813,200 $573,200 $240,000
Approved ROW -Purchase $3,229,000 $3,110,000 $119,000
Remaining ROW Purchases —Est. $1,000,000 $0 $1,000,000
Construction $5,000,000 $0 $5,000,000
Total $10,042, 200 $ 3, 683, 200 $6, 359, 000
PopulationSales Tax Collections
Summary of Budget to 2022
Actuals
2023 2024
Biennial
Budget
Actual
5,340,000
6,565.0001
6,895,000
13,460,000
7,783,763
1,914,119
1 -
1,914,119
Over/Under
$ 2,443,763
1 $ (4,650,881) $ (6,895,000)
$ (11,545,881)
Actuals
2022
2023 2024
Biennial
January $ 543,145
February 626,678
March 524,545
April 548,118
May 665,944
June 682,922
July 668,890
August 742,304
September 707,709
October 693,521
November 730,655
December 649.332
$ 656,711
684,990
572,419
1
$ 656,711
$ 684,990
$ 572,419
$ -
$ -
$
$
$
$ -
$ -
$
$ -
Total 5 7.783,763 $ 1,914.119 $
$ 17914,119
Percentage of Biennial
Budget Received
14%
Actuals
Year over Year
%
Change
Change
$ 113,566
20.91%
$ 58,312
9.30%
$ 47,874
9.13%
$ 219,751
12.97%
Real Estate Excise Tax (REET) Collections
Summary of Budget to
Actuals
2022
2023 2024
Biennial
Budget
$ 1,808,000 $
800,000 $ 800,000
$
1,600,000
Actual
1,945,903
377,088 -
$
377,088
Over/Under
$ 137,903 1 $
(422.912) $ (800,000)
$
(1,222,912)
5 AR °.:.
Actuals
2022
2023 2024
Biennial
January $ 82,213
February 166,226
March 204,469
April 126,410
May 151,824
June 190,761
July 249,922
August 172,743
September 181,406
October 151,035
November 121,635
December 147,258
$ 81,265
137,211
158,612
$ 81,265
$ 137,211
$ 158,612
$ -
$ -
$
$ -
$ -
$
$ -
$
$ -
Total $ 1,945,903 $ 377,088 $ -
$ 377,088
Percentage of Biennial
Budget Received
24%
Actuals
Year over Year
%
Change
Change
$ (948)
-1.15%
$ (29,015)
-17.46%
$ (45,857)
-22.43%
$ (75,9211
-1 fi.74
Budget
2023 estimated
Budget vs Actual
%
based on Syr avg
(Over/Under)
Over/Under
$ 491,484
$ 165,226
33.6%
$ 591,156
$ 93,834
15.9%
$ 456,559
$ 115,860
25.4%
$ 439,218
#VALUE!
$ 543,259
#VALUE!
$ 539,409
#VALUE!
$ 582,239
#VALUE!
$ 611,427
#VALUE!
$ 587,557
#VALUE!
$ 577,620
#VALUE!
$ 600,359
#VALUE!
$ 544.712
#VALUE!
E$ 6.565.000
$ 374,920
24.36%
Budget
2023 estimated
Budget vs Actual
%
based on 5yr avg
(Over/Under)
Over/Under
$ 40,204
$ 41,062
102.1%
$ 61,301
$ 75,910
123.8%
$ 67,397
$ 91,215
135.3%
$ 59,145
#VALUE!
$ 54,140
#VALUE!
$ 69,833
#VALUE!
$ 115,834
#VALUE!
$ 66,740
#VALUE!
$ 77,911
#VALUE!
$ 64,260
#VALUE!
$ 47,001
#VALUE!
$ 76.232
#VALUE!
$ 800,000
1 $ 208.187
°
GUIDING PRINCIPLES
The Mayor and City Councilmembers worked to
develop the following four guiding questions to
help assess priorities:
• Are we raising the bar?
• Are we honoring the past, but not living in the past?
• Are we building connections with outside partners?
• Is the decision -making process positively impacting
diversity, equity and inclusion?
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4
OF FOUR
ATTACHMENT E
Mayor's Budget — Mid -Year Review Highlights
Mid -Year Review
• Court Security — Not needed at this time.
• City Hall Construction Funding (Spring 2023) — Currently out to bid.
• Orchard Street Plaza Design — Consultant selection underway.
• Public Works Shop Expansion — In house design is the first step.
• SR166/Bay Street Construction — 2025/2026 Budget. Set money aside at mid -year?
• Well #7 - Preconstruction loan pending - $7M total project cost
• Water System Pipe Survey — Federally mandated lead service line survey. Staff time only.
• Bay Street Lift Station — Pursuing grants and loans for preconstruction.
• Fire District Property Purchase at McCormick Village Park — Property has little value.
• Givens Sport Courts (RCO Grant -City Match) Rotary working to fund.
• Elements of 2"d Sidney Force Main - Related to Pottery complete Street.
• Key Card Entry 720 and additional Facilities — DCD $11K — City Hall $44K
• LEED Certification for Community Center $229,800 — Contract Already Approved
• LEED Commissioning Consultant $6.7K now - $46.7K during construction
Personnel Requests
• Police Officers — Chief believes the Office Manager is a bigger need.
• Community Health Navigator— Redefine position similar to HART Coordinator.
• Permit Center Overlap — 60 days of overlap for a retirement.
• Public Works Office Assistant — Additional coverage provided by interns during the summer.
• Accounting Position — Position needs to be better defined.
• HR Specialist Promotion to HR Analysist — Promotion warranted.
• Police Department Office Manager
• Senior Planner Promotion to Principal Planner
• Assistant Planner to Environmental Planner
• GIS Specialist/Development Review to GIS Coordinator/Public Works Inspector. — Salary Survey
• Public Information Consultant Contract —Additional funding may be needed.
• Public Events Coordinator — After we open the Community Center 2027?
• Safety Coordinator — Request from HR to reduce L&I claims & exposure — 2025/2026
• City Administrator — 2025/2026