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12/15/2015 - Work Study - MinutesCity of Port Orchard Council Meeting Minutes Work Study Session Meeting of December 15, 2015 CALL TO ORDER AND ROLL CALL Mayor Pro-Tern Ashby called the meeting to order at 7:00 p.m. Roll call was taken by the City Clerk as follows: Councilmember Cucciardi Councilmember Chang Councilmember Childs Councilmember Clauson Councilmember Lucarelli Councilmember Putaansuu Mayor Pro-Tern Ashby Mayor Matthes Present Present Absent Present Present Present Present Absent Staff present: Public Works Director Dorsey, Development Director Bond, City Clerk Rinearson, and Office Assistant Floyd were also present. Pledge of Allegiance Mayor Pro-Tern Ashby led the audience and Council in the Pledge of Allegiance. 1. City Voicemail City Clerk Rinearson presented the staff report, noting the Mitel 5000 telephone system has voicemail box capabilities that allow constituents to leave a voice message for later retrieval by individual Councilmembers. Several Councilmember's have inquired whether there is a desire to set a policy whereby Councilmember's may have access to a City voicemail box. Currently the City is using this feature in the police department where police officers are assigned a voicemail box for incoming messages while they are on patrol or out of the office. The use of City resources including the use of voicemail is addressed in the City Personnel Polices Manual. Chapter 9 City Property and Public Records provides that the issuance of such equipment is left to the sole discretion of the respective Department Directors, management staff, and the Mayor and City Council, and that all City policies regarding proper use of the equipment apply. Access to City resources is provided solely for the benefit of the City and that further the City's business. All employees are required to use the City's electronic, physical, and other resources in a legal, appropriate, and professional manner. All employees must acknowledge and agree that they will Minutes of December 15, 2015 Page 2 of 5 use the City's electronic, physical, and other resources in compliance with the City personnel policies as it currently exists or has it may be modified by the City in its sole discretion. Inappropriate behavior and use of the City's resources is prohibited. All electronic, physical, and other resources, including stored information, belong to the City. There is no expectation of privacy when using City resources. Records Retention: Public Records Act and Records Retention Schedule apply to voicemail messages when saved in the system. The content of the voicemail determines the length of time the voicemail is required to be saved. Most voicemails do not require retention. If the message simply states having the call returned with an accompanying return telephone number, then the message may be deleted. If the message describes a specific topic (contract, complaint/concern, public hearing, etc.), you will need to consult with the City Clerk to determine when the voicemail message has met the state's retention schedule. Also, keep in mind when a public record request is made the requested documents relate to you or a specific project, this includes saved voicemail messages, and the voicemail will be extracted and be provided to the requester. It is recommended that the following statement be made after the end of your standard voicemail greeting: "Please be aware that voicemails which pertain to City business may be considered public records and may be subject to public disclosure laws." Proposed Procedures: When the Clerk's office receives a phone call for an elected official, it will be transferred to their voicemail box. If the caller indicates they do not want to leave a voicemail, staff will take a message and relay the message to the Council via their City Hall email account. A voicemail message will generate an outgoing email to the mailbox holder's City email account stating: 1) Time of message, 2) Call duration, and 3) Caller ID. Information Technology: Upon request of City Clerk, assign requested voice-box extension to provide for transfer calls to voicemail box. Councilmember's will be provided a telephone number to access the assigned voicemail box for message retrieval. In response to Councilmember Putaansuu, City Clerk Rinearson agreed that our current telephone system has this capability. Council and staff briefly discussed public records and how it relates to voicemails. Mayor Pro-Tern Ashby asks if using a voicemail system would be beneficial to the Council. Council Direction: Council directed staff to work with the IT department and begin the process for setting up the voicemail system for Councilmembers that want them. 2. County Comprehensive Plan Draft EIS Minutes of December 15, 2015 Page 3 of 5 Development Director Bond explained this is similar to what Council saw in November. The County has proposed three alternatives to their Comprehensive Plan Update. Alternatives 2 and 3 have a number of subtractions from the urban growth boundary. They vary depending on which alternative it is. Council might want to provide additional comments, or additional information to send to the County. He noted some of the Councilmembers had an opportunity to meet with Commissioner Garrido. Councilmember Putaansuu stated Commissioner Garrido will be at the next work study meeting in January. Mayor Pro-Tern Ashby noted West Sound Utility District also had a brief discussion on the draft alternatives, and they agreed on a letter to send to the County Commissioners, supporting the no change alternative. In response to Councilmember Putaansuu asking how likely is the County to accept the no change alternative, Development Director Bond said it is hard to say. They are asking to increase the UGA in other parts of the County, and they are going to have to access their risk of expanding the UGA without cutting it somewhere else. They would have to either find someone to cut, or risk any potential litigation that could come along. Mayor Pro-Tern Ashby stated Alternative 2 reduces our UGA by over 900 acres. Alternative 3 reduces our UGA by 750 acres. She also briefly discussed employment growth allocations. Councilmember Clauson noted he has some concerns over what they are proposing to remove. Council Direction: No direction was given to Council. 3. Subdivision and Permit Processing Ordinances Development Director Bond noted last night the Planning Commission held a Public Hearing on the proposed subdivision and permit processing ordinances. They voted to Table those until the City Council has had an opportunity to meet with the stakeholders and allow the new City Attorney to review this. The existing interim ordinances are set to expire on January 12th. At that meeting, Council either needs to adopt permanent regulations, adopt new interim regulations, a moratorium, or extend the interim ordinances. State Law allows that if you don't adopt a work plan for how you are going to go through the process of adopting them, they are good for six months. If you do adopt a work plan, you are allowed to go up to 1 year. As of now, the first six Minutes of December 15, 2015 Page 4 of 5 month period is going to end on March 7, 2016. As we will be without an attorney beginning January 1 to early February, we don't have a lot of legal capacity to work on this issue. In addition, we might have 2 or 3 new Planning Commissioners, and if Council wants to send this back to Planning Commission, we would be going back to square one. State law requires the Planning Commission to hold a Public Hearing. If the Planning Commission holds a Public Hearing, but does not make any recommendations, Council is free to act on this. We have several deadlines coming up next year; the critical areas code, Comprehensive Plan, and the new 2015 Building Codes. These have to be adopted by June 30th. He briefly discussed a couple alternatives with Council regarding the interim ordinances. Council Direction: Council directed to adopt the new updated draft codes as refined up to this point through the public process as interim ordinances, and prepare a work plan so that the City has a full year from January 12, 2016, to complete its review. A redline version reflecting the new changes will be available to Council by December 31, 2015. 4. City Council Training Mayor Pro-Tern Ashby said money was approved in the budget for Council training. We are going to have 3 new Councilmember's and a minimum of 2 new Planning Commissioners. She had proposed training on parliamentary procedures. Ann Macfarlane does a nice job on this training, and has given presentations at AWC. She would like to move forward with scheduling this, and it would be a joint meeting with Council and Planning Commission. Council Direction: Council directed staff to place this training on the February 16, 2016, work study agenda. City Clerk Rinearson will contact Ms. Macfarlane to check her availability, and will send an email to the Council to confirm the date and time of the training. 5. Transportation Councilmember Putaansuu stated they met with Representatives Young and Caldier, and one of their discussions was Tremont. We are looking at grants to fund a major portion of Tremont, but we will have a shortfall, which will require us to borrow money. Public Works Director Dorsey noted there will be two rounds of grant applications. The first round will be for FHWA funding which goes through PSRC and KRCC, which will happen in February/March, and we will know who is awarded around June. The second round of applications will be TIB with State funding, and the applications will not be submitted until the end of August, and will be awarded in September or October. Minutes of December 15, 2015 Page 5 of 5 Councilmember Putaansuu noted on the first applications, there is a box to check if our Council has passed a resolution in support of the City obtaining the funding. This will need to be passed soon. Councilmember Clauson said he has arranged for a meeting on the 22nd with people from PSRC. Council member Putaansuu and Mayor Pro-Tern Ashby will also be attending. One of the outcomes is for them to provide a strategy on how to strengthen ·our case. Council and staff continued their discussion which included Tremont, grants and loans, SR 16 Corridor, Tremont round-a-bout, park and rides, Transportation Benefit District (TBD) and car tabs. Council Direction: Council directed Councilmember Putaansuu to reach out to the City of Bremerton and discuss their TBD, which will help the City with their process. ADJOURNMENT The meeting adjourned at 8:17 p.m.