City Council

Oak Harbor City Council Workshop Meeting Minutes March 24, 2021 CALL TO ORDER Mayor Severns called the meeting to order at 2:00 p.m. Due to COVID-19, per WA Proclamation 20-28. the physical meeting location was limited to City Council Members and certain members of staff. The meeting was viewable live via YouTube or Channel 10 and was telephonically available at (623)404-9000, Meeting ID: 149 766 1467 (NOTE: Audio only, No Comments. Public Comments are not normally included for Council Workshops). ROLL CALL City Council Present: Videoconference Staff Present: Videoconference Mayor Robert Severns City Administrator Blaine Oborn Mayor Pro Tem Munns Finance Director David Goldman Councilmember Tara Hizon Development Services Director David Kuhl Councilmember Jeff Mack Senior Planner Cac Kamak Councilmember Joel Servatius Senior Planner Dennis Lefevre Councilmember Jim Woessner Operations Manager Steve Bebee Councilmember Millie Goebel Project Manager Alex Warner Absent – Councilmember Wasinger Archaeologist Gideon Cauffman Parks Lead Tally Hucke Central Services Supervisor Sandra Place Senior Services Administrator Liz Lange Deputy Fire Chief Mike Buxton Police Chief Kevin Dresker Harbormaster Chris Sublet Assistant City Attorney Anna Thompson Communications & IT Manager Sabrina Combs City Administrator Assistant Lisa Felix City Clerk Julie Lindsey Also in attendance: John Semrau, City Consulting Engineer and City Consulting Attorney Brett Vinson of Weed, Graafstra & Associates MAYOR Mayor Severns called the Workshop Meeting to order at 2:00 p.m. and welcomed all in attendance. Workshop Meeting Minutes March 24, 2021 Page 1 of 5 Mayor Severns announced that due to COVID-19 there was no physical meeting location per WA Proclamation 20-28. Councilmembers and staff participating in the meeting were doing so remotely. The Workshop was filmed live and was available for viewing via YouTube. ACTION ITEMS a. CONSENT ACTION ITEM Professional Services Agreement: Pacific Construction Consultants for Clean Water Facility Audit, Amendment 2 - Finance Director Goldman provided background and reviewed the action item regarding the second amendment to extend the consultant contract for six months to September 31, 2021 at a cost of $15,000 to cover the Final Reconciliation of Cost for the outstanding items in the audit and to support additional meetings with the Clean Water Facility contractor as needed. This will bring the total contact amount to $75,250. Hearing no objections, the item was approved as presented. COMMUNICATIONS a. Harbor Heights Sports Complex Concepts Communications & IT Manager Combs provided an update on the Harbor Heights Sports Complex project. The City received a grant from the Recreation Conservation Office (RCO) towards the construction of two soccer fields which are incorporated into the project. The first phase is the construction of those two fields and a parking lot. The next phase of the project includes developing the land into a regional park with multiple sports and multi-use fields. The City held a virtual open house due to COVID-19 restrictions and created printed and online materials requesting community input between March 8 and March 15, 2021. This included four potential layouts: • Master plan concept one with phase one soccer fields via Gun Club Road access • Master plan concept one withy phase one soccer fields via NW Elwha Street access • Master plan concept two with phase one soccer fields via Gun Club Road access • Master plan concept two with phase one soccer fields via NW Elwha Street access The City received 293 overall comments and 44 responses to the comment form for the virtual open house with 40% of respondents favoring concept two and phase one soccer fields with street access from Gun Club Road. A special meeting of the Park Board also favored concept two and phase one soccer fields with access from Gun Club Road. Staff sought direction from the City Council regarding their preference for the concept and phase one soccer field option. Councilmembers Hizon, Goebel, Servatius, Mack and Mayor Pro Tem Munns provided their respective comments and questions. Staff will return with a Resolution at the April 6, 2021 Council meeting. DEVELOPMENT SERVICES a. Shoreline Master Program Periodic Review Workshop Meeting Minutes March 24, 2021 Page 2 of 5 Senior Planner Dennis Lefevre provided an update to the Council regarding the Shoreline Master Program. The initial draft was provided to the Council at the Workshop meeting of February 24, 2021. Staff has proceeded to solicit public comment in coordination with the Washington Department of Ecology (DOE). A 30-day public comment window is currently open until March 31, 2021. No public comments were received from the Planning Commission meeting last night, March 23, 2021. The SEPA comment period ends March 31, 2021. This meeting provided the Council the opportunity to ask additional questions. After the close of the public comment window, staff will prepare a package for the DOE determination of consistency. Any proposed changes to the current draft will be reviewed with the Planning Commission during the local adoption process and a recommendation from the Planning Commission will be presented to Council at the June 1, 2021 Council meeting. MARINA a. Resolution 21-12: Auction of an Abandoned Vessel due to non-payment of Marina charges. Harbormaster Sublet provided a report on a vessel that has been secured by the Marina for non- payment of charges per Oak Harbor Municipal Code Section 6.36.040(1). Staff has waited the 90 day period before seeking authorization to sell the vessel. The next step requires City Council Authorization for an auction of the vessel. Staff will bring a resolution to approve auctioning the vessel at the April 6, 2021 Council meeting. FINANCE a. General Obligation Bonds Discussion Finance Director Goldman reviewed the City’s 2011 $2,570,000 20-year Limited Tax General Obligation Bonds obtained for the purpose of dredging the harbor for the Marina. The outstanding amount of these bonds as of June 1, 2021 will be $1,480,000. The True Interest cost of these bonds is 4.03% and Time Interest costs for similar bonds at today’s rates is between 2.25% and 2.75%. He noted the City’s Debt Policy indicates the City will refinance debt to achieve savings as market opportunities arise. There is a projected value savings of at least 5% the City should pursue. The City will need to engage the services of a Financial Advisor to determine the most advantageous method to maximize savings will meeting the City’s Debt Policy requirements and obtain the written opinion of a Bond Counsel. Options for obtaining these professional services include issuing a Request for Proposals or brining on the previous Financial Advisor and Bond Counsel. Director Goldman reviewed the pros and cons of each option. Councilmembers Mack, Servatius, Woessner, Hizon, Goebel, and Mayor Pro Tem Munns provided their respective comments and questions. Director Goldman will provide the Council with an action item or items at an upcoming meeting. PUBLIC WORKS a. Review of Purchasing Policies & Procedures and related Oak Harbor Municipal Code Chapters Workshop Meeting Minutes March 24, 2021 Page 3 of 5 Central Services Supervisor Place reviewed a draft update to the City’s Purchasing Policy & Procedures and led a discussion regarding proposed changes to align policy and procedures with the Oak Harbor Municipal Code in order to provide clarity and efficiency, as well as work towards creating a new chapter in the OHMC entitled Chapter 2.80 “Procurement.” She noted the need for some of these changes this was first introduced by the City’s legal department in April of 2018. The last major update to Chapter 2.310 was completed in 2006. Over the past 15 years, sections have been added, adjusted or removed, with the current policies and procedures being more restrictive than necessary, resulting in confusion caused by code overlap. Councilmembers Servatius, Mack, Woessner, Hizon, Goebel, and Mayor Pro Tem Munns provided their respective comments and questions. Staff will incorporate Council input and bring the Purchasing Policy & Procedures forward again for action at later date. ADMINISTRATION a. Angel de la Creatividad Sculpture Project Update City Archaeologist and Arts Commission Liaison Cauffman provided background information and an update regarding the sculpture, including the items discussed at the Council’s February 16, 2021 regular meeting which requested staff to take additional steps to continue the process to potentially receive a gift from the Estate of George F. Drake. The Council requested staff include the following items in their update for today’s meeting: • Photographs of the statue • Options for placement • Structural integrity • Design Specifications • Cost • Draft Legal agreements • Memorandum of Understanding with Sculpture Northwest • Gifting Agreement with the Estate of George Drake • Draft Request for Proposal (RFP) • Location of Sculpture. Archaeologist Cauffman reviewed the progress on each item and legal requirements the City must meet in alignment with the elements outlined in Revised Code of Washington (RCW) Chapter 39.12 for a Gifting Agreement and Memorandum of Understanding requirements. Per the request of the Council, an examination of the structure by a Structural Engineer will be required. The City’s legal department has drafted a Memorandum of Understanding between the City and Sculpture Northwest. Archeologist Cauffman was joined in responding to questions from Council by City Consulting Attorney Vinson, City Assistant Attorney Thompson, and Central Services Supervisor Place. Councilmembers Woessner, Servatius, Hizon, Mack, Goebel, and Mayor Pro Tem Munns provided their respective comments and questions. Staff will consider Council input and bring further updates to the Council at upcoming meetings as they become available. Workshop Meeting Minutes March 24, 2021 Page 4 of 5  b. Ziply Fiber Contract Consideration Communications & IT Manager Combs reviewed the City’s current contract with Ziply including background on contract disputes concluded satisfactorily earlier this year, and two options for the Council moving forward. Ziply has proposed an upgrade to speed and equipment at an additional cost of $200 per month with a new 36-month contract. Options are: 1. Work with Ziply Fiber to finalize the quote and create a contract for service. 2. Wait a few months and start a Request for Proposal process to identify an internet provider when the current contract ends. She noted staff sought Council comments on how they would like to see staff proceed. The current contract is in place through fall of 2021. Councilmembers Woessner, Servatius, Mack, Goebel, and Mayor Pro Tem Munns provided their respective comments and questions. c. City Administrator’s Report City Administrator Oborn noted his report was provided in the meeting packet and responded to comments from the Council. Mayor Pro Tem Munns provided her respective comments and questions. CITY COUNCIL Mayor Severns thanked the Council and staff for their time and work regarding the Workshop’s important topics. ADJOURN There being no further reports or discussions, Mayor Severns adjourned the workshop meeting at 4:28 p.m. Certified by Julie Lindsey, City Clerk Workshop Meeting Minutes March 24, 2021 Page 5 of 5