04/15/2014 - Work Study - MinutesCity of Port Orchard
Council Meeting Minutes
Work Study Session of Apri115, 2014
7:00 p.m. Call to Order
Mayor Matthes called the meeting to order at 7:00p.m. Pro-Tem Cindy Lucarelli and
Councilmembers Jeff Cartwright, Bek Ashby, Rob Putaansuu, John Clauson, Fred
Chang and Jerry Childs were present. Community Development Director Nick Bond,
City Clerk Brandy Rinearson, IT Technician Vince Tucker, City Attorney Greg Jacoby
and Office Assistant II Jenine Floyd were also present.
Mayor Matthes led the audience and Council in the Pledge of Allegiance.
1. Discussion: Councils City Hall Email Account Access
City Clerk Rinearson stated the discussion is regarding Council having an easier method
of accessing their City Hall email account. Staff has researched options allowing elected
officials to read City email on their personal mobile devices without compromising the
City's security measures.
IT Technician Tucker stated he did research on several different applications available
for sending City email to personal devices. The product he found is Maas360, which is a
fully encrypted email delivery system. It is a web based application with an annual fee.
In response to Councilmember Putaansuu, IT Technician Tucker stated 25 licenses
would be a good start and all the elected officials, department heads, and select
employees would receive the application.
In response to Councilmember Childs, IT Technician Tucker responded this is in
addition to webmail.
In response to Councilmember Ashby, IT Technician Tucker said this was not a 2014
budgeted item.
Council and staff briefly discussed the different servers, personal devices, and
applications they currently use or have at work, and voiced their concerns on security
issues and discovery data on this application.
Council Direction: Council directed IT Technician Tucker to contact Maas360 and
ask for a 30 day demo, as well as if the price can be pro-rated, or if it is an annual
contract. Currently, 25licenses would be $2,500.00. Councilmember Chang volunteered
to try the 30 day demo and report back to the Council. Council will consider this
proposal during the 2015 budget discussions.
2. Discussion: City Hall Wi-Fi Access
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City Clerk Brandy Rinearson stated staff was requested to look into the City's Wi-Fi
strength in the Council Chambers and determine if the Council wants to increase the
strength and at what cost.
In response to Councilmember Clauson, IT Technician Tucker stated per the franchise
agreement, Wave Broadband is providing a low speed connection, which comes into the
server closet and it is then distributed to multiple wings in the building. We have 3 floors,
two wings, and six distribution nodes feeding off of the one inbound device. There is
currently a device in the Chambers, behind the Mayor's seat on the dais, which feeds the
entire floor. Citizens, as well as staff and Council use the Wi-Fi. However, they all share
the 1.5 gig, low speed connection.
Council and staff briefly discussed the slow connection and wonders about asking Wave
Broadband to increase the speed or the possibility of using someone else.
In response to Mayor Matthes, IT Technician Tucker stated Wave offers four speeds in a
commercial environment, and the cost is anywhere from $40 to $199 a month, depending
on the speed.
In response to Councilmember Putaansuu, IT Technician Tucker said our current
equipment could handle up to the $109.95 per month. This would be a 55 megabyte link,
compared to the current 1.5.
Council and staff continued to discuss the City's Wi-Fi connection strength and work
productivity.
Council Direction: Council directed IT Technician Tucker to ask the Public Utility
District about using their Wi-Fi service, ask Wave Broadband to increase the service as
part of the franchise agreement, and speak to City Treasurer Martin about spending
$100 out ofthe 2014 Budget to bump up the City's Wi-Fi service.
3· Discussion: City Flag Policy
City Clerk Rinearson noted she has provided the Council with a draft flag policy for them to
review.
Council discussed their concerns about the flag policy mentioning use of the City's logo and
using it on materials and merchandise. Also, who would approve use of the City's flag; the
Council or Mayor?
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Council Direction: Council directed City Clerk Rinearson to revise the flag policy by
changing the word 'logo' to the word 'flag' in section 1.20.30 and define who has the
authority to approve the use of the City flag.
4· Discussion: Business Professional2 (PBII) Ordinance
Development Director Bond stated back in October, business owner Marc Islam asked
the Council to consider relaxing some of the regulations for the Business Professional
Zone. He had an existing commercial building that was rezoned after it was already built
and had trouble renting out the building and had to turn away potential tenants.
The Council had asked the Planning Commission to look into this, who then did some
public outreach and mailed notices out to property owners within 1,000 foot radius of
the area to seek feedback. After some testimony, the Planning Commission has
developed a proposal to create a Business Professional (BP) Zone II. This would have a
slightly different set of uses allowed and would be less restricted, in a very small
geographic area near the west side of Pottery Avenue, south of South Kitsap Blvd. The
Planning Commission has not yet approved the Resolution recommending this; this will
happen on Monday. ·
In response to Councilmember Ashby, Development Director Bond said the Planning
Commission was concerned with franchises in that they didn't want the area to become a
destination for people pulling off SR16 to get fast-food, but they did want to support
employment and other businesses within the area.
In response to City Attorney, Development Director Bond said the commission went
through the SIC code and specifically listed services they felt was acceptable and not
harmful.
Council Direction: No direction was given to staff.
5· Discussion: Downtown Overlay District Ordinance
Development Director Bond stated the Planning Commission has been looking at the
Downtown Overlay District (DOD) Ordinance and the concerns of the loophole with
certain types of uses that are restricted to the second floor. The Planning Commission
clarified which uses are allowed within the DOD and slightly changed a couple of words
to define the terms ground floor, second floor, and loft.
In response to Councilmember Childs, Development Director Bond said a list of
comments received from the survey is available to the Council for their review.
City Attorney Jacoby noted it was a year ago that they looked at this and asked the
Planning Commission to revisit the issue, pointing out that the list of allowed uses in the
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DOD has not been reviewed or updated since the DOD was adopted. As a result, there
may be a number of uses the Council wants the Planning Commission to consider
excluding from the code.
Council Direction: No direction was given to staff.
6. Discussion: KRCC's City of Port Orchard Population and Employment
Allocations
Development Director Bond stated with the start of the Comprehensive Plan Update, it is a
good time to start discussing with the Council what our responsibility is as a City, in terms
of accommodating our regional share of the growth. This is mandated through the Growth
Management Act and through Vision 2040.
In 2016 when we finish the Camp Plan, we have to get it certified by PSRC and if we lose
certification of our plan, we are ineligible for federal transportation funding. One of the
things we have to do is take a share of the population and employment growth. Back in
December, the countywide planning policies were ratified, which adopted our population
allocations. Meaning that is how much of the County's growth is coming to the City or how
much we have to plan to accommodate for.
Currently the KRCC directors are discussing the employment allocations, which have not
been adopted yet. The City of Port Orchard was given a growth allocation to accommodate
by 2035 of an additional 8,235 residents. The City has to show we have enough land and
the right zoning in place to accommodate the additional residents, as well as having the
housing infrastructure in place.
In response to Councilmember Childs, Development Director Bond replied if we annex the
Urban Growth Area (UGA), a share of that is shifted to the City.
In addition, Cities are encouraged to annex their UGA's, and in 20 years if this growth
came to the City and the growth area, we would be a City of 41,000 people.
Councilmember Ashby noted per the RCW, once we become a City of 25,000 in
population, we have three years to take over any landslide problems. It would be the City's
responsibility, instead of the State's.
In response to Councilmember Lucarelli, Development Director Bond noted when the
County's Comprehensive Plan was challenged, they had to shrink the urban growth area
because it was determined they had more than enough capacity for the expected growth of
the County.
In addition, the second part of the population allocation is ensuring we have enough land
capacity. The County determined we have about so percent more land than we need to
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accommodate our allocations. There was also a proposal to reduce Port Orchard's UGA
allocations, and change from Port Orchard to Poulsbo. This reduces the County's burden
to plan for jobs in the UGA and shifts it to Poulsbo.
In response to Mayor Matthes, Development Director said SKIA is part of the allocations.
Councilmembers discussed they would like to see services and jobs stay local and not
create longer commutes; and discussed the different aspects of the population and
employment allocations could impact the City.
Council Direction: No direction was given to staff.
7· New Item-KRCC Ad-Hoc Committee Update
Councilmember Putaansuu noted he attended the KRCC Ad-Hoc Committee today, which
is looking at KRCC's organizational structure; and the process has been formed by
function and funding. It is recognized that transportation and planning is the core
function, and they have identified that housing is potentially another core function. It
appears a recommendation is going to come forward.
Currently there is a KRCC board and they contract with McClure Consulting, and part of
looking down the road is possibly a recommendation that they form something like
CENCOM or the Public Facilities District. This is so Mary, with McClure Consulting, has
the potential to go from a contract employee to becoming an executive director. Most
likely they will be the same bodies, just changing the structure.
Their funding is currently at about $2oo,ooo, and then there is housing money which
comes in around $10o,ooo. Mary currently provides office space for free and the agency
has no reserves. This is a product of the economic downturn. The numbers that came in
today is they will need about $8o,ooo more in funding. $6o,ooo is for the agency and
$2o,ooo is to build some reserves. If we don't change the dues structure the basic dues
would go up very little and how the agency would be paid for is a match on a grant. So
those that receive grants will pay for the agency.
Council Direction: No direction was given to staff.
8. Discussion: Council Committee Attendance and Noticing
Councilmember Clauson would like to know how to deal with committee meetings that
result in a quorum. Councilmember Ashby has been attending a variety of meetings to
get up to speed, but the problem is we are creating a special meeting by having a quorum
attend.
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City Attorney Jacoby stated it is very clear that when committees of three
Councilmembers get together, the meetings have been noticed. The wrinkle is when we
have four Councilmembers attend the meeting. Councilmember Ashby asked him late
last year if it was okay for her to attend. He said yes, but there are noticing issues we
need to take care of. City Clerk Rinearson checked with MRSC to see if they had any
guidance, who then pointed out that in respect to State Law and the Open Public
Meetings Act, that once a fourth Councilmember attends the committee meeting, it is no
longer a committee meeting; it is now a special meeting of the council, which means
there is a whole different noticing procedure to follow. However, this City Council has
adopted its own rules with respect to this issue. In our code, it states our City Council
meetings, including committee meetings, are governed by Roberts Rules of Order, which
in turn states that with respect to committees, unless the committee is holding some
kind of public hearing or information gathering which invites members of its council or
public, the general rule is the members of the larger council shall not attend committee
meetings, unless invited.
Councilmember Clauson noted by ordinance, whenever the City Council meets, the
department heads are required to be in attendance. From his perspective, the other issue
is it is unfair to the rest of the Council who is not there, because potentially a decision
could be made that obligates the City, and not all members had the opportunity to be a
part of the decision.
Councilmember Ashby stated this issue was brought up because she has been attending
the committee meetings. However, with the information just brought up, she has no
problem not attending the meetings. She invites the Council to have all committee
meetings in the Chambers and have them recorded.
Councilmember Clauson voiced his concern about the schedule of the committee
meetings and trying to fit time in from their other jobs. He suggested bringing a tape
recorder to the meetings so it could be listened to at a later date.
City Attorney Jacoby noted if the Council would like to change these rules, they could
update the Code and say Robert's Rules of Order no longer apply.
Councilmember Childs asked about sending press releases. No objections were made by
the rest of the council. City Clerk Rinearson reminded him that if a press release is sent,
that she needs to receive a copy for City records.
Council Direction: Council agreed to limit the Council Committee meetings to only
three Councilmembers.
9· Discussion: Lodging Tax Advisory Committee Appointments
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In response to Councilmember Clauson, City Attorney Jacoby noted for a special event
or festival and the group who is sponsoring it is not a 501c3 or 501c6 entity, the City can
still give them lodging tax dollars. Also, if a recipient receives funding, they may be on
the Lodging Tax Committee the following year. However, you do not have to be eligible
to receive money, to be on the Committee.
Councilmember Ashby would like to see the Lodging Tax Committee on a rotating
schedule, that way they would not need to have this discussion every year.
Councilmember Putaansuu noted these are the Mayor's appointments, and it is up to the
Council to confirm or deny these appointments. It is not up to them to micro-manage.
City Attorney Jacoby replied the Committee is appointed by the legislative body of the
municipality.
Councilmember Chang stated they can give their input to the Mayor, who then collates it
for them. Only three Councilmembers had responded as to who they would like to serve
on the board.
Council and staff discussed who serves and how many members should be on the board.
Council Direction: Council will email City Clerk Rinearson with their recommendations
for organizations to serve on the LTAC; who will then inform the council of the top four
choices.
At g:10 p.m., Mayor Matthes adjourned the meeting.
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Timothy C. Matthes, Mayor