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10/20/2015 - Work Study - MinutesCity of Port Orchard Council Meeting Minutes · Work Study Session Meeting of October 20, 2015 CALL TO ORDER AND ROLL CALL Mayor Tim Matthes called the meeting to order at 7:00 p.m. Roll call was taken by the City Clerk as follows: Councilmember Cartwright Councilmember Chang Councilmember Childs Councilmember Clauson Councilmember Lucarelli Councilmember Putaansuu Mayor Pro-Tern Ashby Mayor Matthes Present Present Present Present Present Present Present Present Staff present: Public Works Director Dorsey, City Treasurer Martin, Development Director Bond, City Clerk Rinearson, Office Assistant Floyd, and City Attorney Morris, were also present. Pledge of Allegiance Mayor Matthes led the audience and Council in the Pledge of Allegiance. 1. YMCA Update Jessie Palmer, Grants and Government Relations Director of the YMCA, updated Council on the South Kitsap Community Center survey. They had an initial meeting back in September, in which they spoke about what the community needs in Port Orchard. The next step is to do a market research study to figure out what type of center is needed. Since that meeting, the County has offered $10,000 for the study, South Kitsap School District committed $3,000 .and CHI Franciscan Health committed $5,000. This is a $25,000 study. Mr. Palmer indicated the YMCA will also contribute for the study. They would like to commission the study the early part of November. The results should be in before Christmas. In response to Councilmember Childs, Mr. Palmer said it is up to the Council to determine how much they would like to offer for the study. City Attorney Morris said there are some legal issues and she would like to provide a memo at the next Council meeting before Council makes a decision. Mr. Palmer said we could pay the consultant directly. Minutes of October 20, 2015 Page 2 of 5 In response to Councilmember Ashby, Mr. Palmer said they have not yet contacted any citizens, just larger stakeholders. They would typically bring the community in during a capital campaign. Councilmember Childs noted this would be a big asset for the community. Councilmember Ashby voiced her concerns with South Kitsap taxpayers having to pay into this study. Council Direction: Council directed staff place this item on the October 27, 2015, agenda, indicating the City will commit $3,000 from the City's 2015 budget, and to have the City Attorney provide the memo. 2. 2016 Legislative Goals Briahna Murray, Gordon Thomas Honeywell Government Affairs, provided information on what to expect in the 2016 legislative session. She said this is a good year to lay the groundwork for funding in 2017. She urged the Council to consider the City's next capital funding request, and asked them to consider if there are any changes to the law that could save the City time/money. She would like to come back the end of November to bring back a final agenda for approval. In addition, she provided a list of 'Emerging Issues' which included: • Local Control Fireworks Marijuana Lounges Bar Licenses • Revenue Authority/Cost Savings REET for Affordable Housing Electronic Signatures Public Records Meeting Recordings • Planning/Land Use Vesting Nuisance Abatements • Public Works/Transportation Response Fee MTCA Funding • Parks Recreational Immunity RCP WWRP Re-Evaluation • Police Body Cameras Juvenile Street Racing She asked the Council if there were any items on this list, or unique issues or projects, they would like to add to the City's 2016 legislative agenda. Minutes of October 20, 2015 Page 3 of 5 Council and staff discussed Tremont Street, Bay Street Pedestrian Pathway, West Sound Alliance and the SR 16 Pierce County initiated study, SR 160 Corridor and SR 160 Corridor Study, city hall projects, and wayfinding for Port Orchard. Ms. Murray asked the Council to contact her if they come up with any other ideas or projects. In addition, she will email the Councilmembers with an updated legislative agenda. Councilmembers Childs and Cartwright thanked Ms. Murray for her efforts and what she has done for the City. Council Direction: No direction was given to staff. 3. Lodging Tax Committee Recommendation Clerk Rinearson noted the Lodging Tax Committee met October 9, and has provided their recommendations to the Council. There are three actions Council can take; they may choose only recipients from the list of candidates and recommended amounts provided by the Lodging Tax Advisory Committee; however the City does not have to fund the list as recommended by the committee, and it can choose to make awards and recommendation amounts to all, some, or none of the candidates on the list. Keep in.mind the selected recipients must be awarded in the amounts recommended by the committee. Councilmember Clauson voiced his concern with the recommendation to allocate 100% of the funds. What happens if our projections are wrong, who would get less, and how and when, are we going to do that? City Treasurer Martin stated the budgeted amount is the total amount of revenue for 2016. There will be an unassigned fund balance, and it should be somewhere north of $12,000. Councilmember Chang said the committee did not feel a need to maintain the reserve. There was discussion about using the unassigned fund balance. Council, staff, and Lodging Tax committee members discussed the recipients and recommended amounts. Clerk Rinearson gave a brief summary of what the recipients were asked to provide with their funding applications, to make then consistent with RCW's. In response to Councilmember Clauson, Clerk Rinearson said the recipients will provide invoices and copies of receipts. If it is not clearly stated what the funds were used for, she will get with the recipient, and ask them to provide the information. She reviews the reimbursement requests as they are submitted, then the Finance department will review them as well. In addition, if she has concerns, she will reach out to legal counsel as well as the State auditor for their official opinion. Council and staff briefly discussed the flowers on Bay Street, and voiced concern that the reimbursement money is spent correctly. Minutes of October 20, 2015 Page 4 of 5 Council member Ashby thanked Councilmember Chang and the committee members for their hard work. Council Direction: Council directed staff to move forward with the recommendations from the Lodging Tax Advisory Committee, and put into the 2016 budget. 4. 640 Bay Street Public Works Director Dorsey reported that temporary fencing would cost $720/month, and interim modifications, which include permanent fencing at Frederick, picket fence at Bay Street, treated timbers, cold mix ramp, and public works staff, would cost $5,000. Development Director Bond said he received a call from the current fencing owner, who said the lease expired today, and they are flexible on either continuing with the lease, or they are flexible on when they will come pick the current fence up. Councilmembers addressed their concerns with citizens walking on Frederick with no fencing in place, and discussed the different fencing options. Council Direction: Council directed staff to get temporary fencing in place, get permanent fencing on Frederick Avenue, and move ahead with the 10% gravel to level. 5. Transportation Development Director Bond stated the Impact Fee and Concurrency Ordinances are scheduled for public hearings during the first meeting in November. In response to Councilmember Putaansuu, Mr. Bond said the Transportation Benefit District ordinance has been drafted. Councilmember Chang indicated we should contact Kitsap County regarding the Transportation Benefit District ordinance and public hearing. Council and staff briefly discussed Tremont, and revisiting the redesign of Bethel Avenue. Council Direction: Council asked staff to schedule a public hearing for the Transportation Benefit District in November; Councilmember Chang indicated he will contact Kitsap County; and directed Mr. Bond to put January 1, 2015, as the effective date for the Impact Fee ordinance. 6. 2016 Budget Review Councilmember Clauson reported the Finance committee met, and discussed the budget that was presented. The discussion included Bethel Avenue; REET funding; pavement management system; and City vehicles. Minutes of October 20, 2015 Page 5 of 5 In addition, he asked the Council to identify the things that need to be considered, so when they come back, they can incorporate everyone's thoughts into the development of the 2016 budget. City Treasurer Martin said the next work study will have an hour of budget discussion, and the interviews with the department heads are scheduled for November 16. Lastly, Councilmember Cartwright indicated he contacted the Auditor, and was informed that his term will end when the election is certified on November 24, between 9:00am and 9:30am . There is a Council meeting that night, so staff might want to figure out the swearing in ceremonies. He also will not be able to attend the October 27 and November 10, meetings due to prior commitments. Today will be his last meeting . He thanked the Council, staff and citizens for giving him this opportunity. Council Direction: No direction was given to Council. ADJOURNMENT The meeting adjourned at 8:58 p.m ;