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05/17/2016 - Work Study - MinutesCity of Port Orchard Council Meeting Minutes Work Study Session Meeting of May 17, 2016 CALL TO ORDER AND ROLL CALL Mayor Robert Putaansuu called the meeting to order at 7:00 p.m. Roll call was taken by the City Clerk as follows: Councilmember Chang Present Councilmember Clauson Present Councilmember Cuccardi Present Councilmember Ashby Present Councilmember Lucarelli Present Councilmember Diener Present Councilmember Donlin Present Mayor Putaansuu Present Staff present: City Clerk Rinearson, Public Works Director Dorsey, Development Director Bond, Office Assistant II Honeycutt, City Foreman Hunter, Long-Range Associate Planner Sallee and City Attorney Springer were also present. Pledge of Allegiance Mayor Putaansuu led the audience and Council in the Pledge of Allegiance. 1. Legislative Update Briahna Murray, City's Lobbyist, updated the Council on the City's 2016 legislative session. Specifically recognizing the successful forward progress of the Bay Street Pedestrian Pathway. Lobbyist Murray continued discussions of the legislative sessions touching point on operating budget, Governor's vetoes, balancing budget for the four-year outlook, education task force, and budget cut proposals. Lobbyist Murray expressed the City's opportunities for 2017 as working with the legislators, requesting additional funding, and the full biennium change. Asked for Council to have their legislative agenda by end of October and interim work plan, less formal, for direction. Suggested that any unfunded amounts for 2016 projects be added in for 2017. Minutes of May 17, 2016 Page 2 of 6 Mayor Putaansuu suggested the invitation be extended to the legislators for the DeKalb Pier Project Completion, set to be completed at the beginning of September. Lobbyist Murray recapped by stating her focus will be on; Tremont funding, continue on West Sound Alliance regarding regional priorities, identify funding request, and cost saving proposals. Council Direction: Staff is to have the legislative agenda item added to the September work study. 2. 2016 Comprehensive Plan Update Community Development Director Bond provided an update on the 2016 Comprehensive Plan stating that; the adoption deadline is nearing (June 30th), the public hearing is set for June 14th, plan has been submitted to commerce for review, SEPA's appeal period set to end, Planning Commission held hearing at last meeting that was unanimously voted upon for approval, and Suquamish Tribe memo received so minor revisions have been made to address their concerns. There have been public testimony, surveys, public hearings, and Planning Commission meetings to make sure thoroughly vetted. Consultants were hired for review on utilities and transportation elements. Transportation is biggest change from previous plan to new plan, with the updated traffic impact fee study and standards. The studies showed the current levels of service, which road projects are needed, the impact to city, and the need for adopting non-motorized service standards. A main factor in the conclusion of the Comprehensive Plan is population, as stated through KRCC. The City is at adequate capacity for residential and employment, so there is no need to slow the rate of growth. Victor Salemann, TSI Consultant, identified County improvements along with City roads; developed more sophisticated elements looking into bicycle lanes, sidewalks, volume of cars, and comparing conditions of roadways; and created a running forecast tool to use for future use, along with concurrency, allowing for a 6 Year Plan. City Foreman Hunter touched base on water, sewer, and utilities. Explaining that a consultant went through and calculated specifically on cost breakdown per project and how these will be funded. Resulting in a blend of items that need to be fixed now and also covering for future growth capacity. Public Works Directory Dorsey reminded that the initiation of this project was generated in 2013- 2014, with the Gap Analysis Project done by Katy Isaksen & Associates. Councilmember Ashby brought point to the area being 2,100 acres and the population of 11,550 asking how the utility population differs than City population. The answer being that, West Sound and Bremerton also service the area. Minutes of May 17, 2016 Page 3 of 6 Long-Range Associate Planner Sallee discussed the natural systems and discussed touching based with Fish and Wildlife, and they were pleased. Also comments have been incorporated from WSDOT and PSRC. Community Development Director Bond informed of future annual amendment that incorporates the Comprehensive Plan with zoning, transportation and infrastructure. Starting with Sedgwick, Sidney, Bethel and McCormick Woods, with private funding. Councilmember Diener added, regional measures proceeding with growth, but worthwhile to see about policy implications and allowing us to get ahead of growth without expanding UGAs. We can adopt and prioritize later, with suggestion to set as retreat topic. Mayor Putaansuu asked to revisit conversation at July's work study. Community Development Director Bond explained there is no opportunity to amend the Comprehensive Plan this year, unless emergency. However, looking to change the code so a new list could be presented in 2017 through an amendment. Council Direction: Council directed staff to add the topic of prioritizing the 2017 Comp Plan to July's Work Study. 3. Presentation: ADA Transition Plan and Pavement Management System Public Works Director Dorsey noted that both ADA Transition Plan and Pavement Management System in the budget. TSI and IMS (Infrastructure Management Services) are collaborating to give the City the most efficient project. In the proposals there are base bids to complete and meet budget. Then additional tasks that can be reviewed and added as change orders later. Victor Salemann discussed the asphalt value, in that it is a major asset overlooked by most agencies. The primary function of the Pavement Management System is to identify the point in time where you need to maintain a roadway before replacing it. Before action can be taken the City needs to understand what is currently set in place. This understanding begins with a visual assessment of the pavement done by IMS's data collection, gathered through a special camera van. Also in the budget, additional data collection is to be gathered on the structural strength of the pavement using a Falling Weight Deflectometer. The third test, Ground Penetrating Radar, would be able to give the material that is under the existing pavement and the maintenance needed. These tests have been reformatted to Excel, as to not need additional software, but training time for staff has been incorporated in the budget for additional software knowledge. Also, grant funding agencies are requiring cities to show improvement in roads. Minutes of May 17, 2016 Page 4 of 6 To begin the ADA Transition Plan first needs are to understand the conditions of the roadway, the curbs, sidewalks and driveways. Also, other features will be recorded: road signs, fire hydrants, utility poles, and other obstructions in the sidewalk. Data received will compare; where ADA is or is not needed, when and where to replace asphalt to maximize longevity, and coordinate with utility projects. Federal Highway Administration has gone to WSDOT to enforce rules applying ADA requirement to public Right-of-Way, known as PROWAG (Public Right of Way Accessibility Guidelines), which should be adopted soon. For funding approval, projects will need to be compliant and built to current standards. Most hazardous areas are currently on residential driveways. City Clerk Rinearson expressed that these projects will put the City in compliance and helps reduce the City's liability. Council Direction: Council directed staff to collectively map the data, hotspots and areas of concern. 4. Transportation Benefit District -Vehicle License Fee Mayor Putaansuu addressed the funding mechanism, of the TBD, and options to move forward through either: 1. Advisory votes, 2. Councilmatically impose the $20.00 car tab, 3. Ballot measure, for a larger amount, up to $100.00. Councilmembers discussed what the cost would be available for funding and at what reasonable amount would make improvements possible. The equation breaks out to be for every $10.00 increase generates $100,000.00 in revenue. Community Director Bond added that the City of Tacoma's angle on their TBD was to raise it to $60.00. Councilmember Luccareli expressed concerns on financial impact to citizens. Councilmember Ashby stated that it is best for Council to move forward with $20.00 increase, because the needs are increasing. Don't want to jeopardize other funding sources for Tremont because other options aren't being sought after. Minutes of May 17, 2016 Page 5 of 6 City Attorney Springer made mention of the additional funding for TBD; which are property tax and retail sales tax, both require voting. Public Works Director Dorsey explained that the end of 2016 is a better assessment for review of a further car tab increase and where the revenue from it needs to be directed. At that time the City will know; what the funding and the debt services needed for Tremont will be, the Bay Street pathway will be in focus, the ADA and Pavement Management Services will be done, and the Capital Plan will be·completed. Councilmembers and staff discussed alternatives of a public hearing and proceeding with a ballot measure for the increase of $20. Council Direction: Council directed staff to proceed with noticing a public hearing, and then Council will decide on adding to the ballot or approve councilmatically; and at what amount. 5. McCormick Village Park Design Options Community Director Bond presented the executive summary pertaining to the design options given by Charlie Scott, with Jones and Jones. Items 1 through 13 are committed to build through the grant agreement, but the preliminary engineer estimates are $67,000.00 over budget. Additional alternatives were given that need to be initiated at the start of the project, because of cost effectiveness and constructability. Item 14, two options presented; spray waterpark and a stream play water feature. A water feature does have to be decided through Council, as it is part of the grant agreement. Item 15, two options presented; interactive learning center and a dog park. Expressed that there is not a dog park on the West side of the City. And where the bridge and culvert are being constructed these items would need to be done initially, because of heavy equipment needed to construct. Item 16, for the adult fitness equipment, would be able to add later and is the least costly item. Chief Wright gave approval, for use of the Fire Department's property, for temporary parking area. This item was not in the design scope of work and the cost is estimated at $35,000.00. Based off projections at the end of 2018 would be short $81,000, so an option would need to be reviewed on fronting the park impact fees. The main decision currently is proceeding, or not, on the alternative design options. Minutes of May 17, 2016 Page 6 of 6 Community Director Bond gave options of either; waiting for bids to come in to then choose, or the asking for an extension and adjust based off park impact fees , Set to break ground next June. RCO has previously given extensions based on financial issues, when going into recession period. Mayor Putaansuu, Council and Staff discussed; funding, phasing, maintenance, timelines, and staff increase. Council Direction: Council directed staff to go out with bid alternates, remove adult exercise equipment, and to move forward with bids including water feature alternates. ADJOURNMENT The meeting adjourned at 9:18 p.m. ~. : i:J -n~, City Clerk Robert Putaansuu, Mayor