City Council

Oak Harbor City Council Workshop Meeting Minutes May 26, 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 Erica Wasinger City Engineer Alex Warner Councilmember Millie Goebel Associate Planner Ray Lindenburg Councilmember Jim Woessner-Absent Parks Operations Manager Don Crawford Operations Manager Steve Bebee Central Services Supervisor Sandra Place Fire Chief Ray Merrill Police Chief Kevin Dresker Human Resources Director Emma House Harbormaster Chris Sublet Assistant City Attorney Anna Thompson Senior Services Administrator Liz Lange City Administrator Assistant Lisa Felix Communications and IT Manager Sabrina Combs City Clerk Julie Lindsey Also in attendance: City Consulting Attorney Grant Weed of Weed, Graafstra & Associates MAYOR Mayor Severns noted that Councilmember Woessner would not be in attendance. As there was an action item on the agenda, he requested the City Clerk call the roll, and all other councilmembers were present. Workshop Meeting Minutes May 26, 2021 Page 1 of 4  ACTION ITEM a. Resolution 21-21: Establishing the fee for the Whidbey Farmer’s Market Concessionaire Agreement – and the Concessionaire Agreement Assistant City Attorney Thompson presented the action item and reviewed the Concessionaire Agreement. She thanked staff for their assistance in preparing the Resolution and the organizers of the Farmer’s Market for their cooperation. She noted all involved had worked through the issues noted at the May 18, 2021 Council meeting and had come to an agreement that was amenable to all parties. Mayor Severns confirmed the City received no public comment on this item. Mayor Pro Tem Munns provided her respective comments. Motion: Mayor Pro Tem Munns moved to approve Resolution 21-21, establishing the fee for the Whidbey Farmer’s Market Concessionaire Agreement, and authorizing the Mayor to sign the Concessionaire Agreement, seconded by Councilperson Hizon. The vote on the item carried unanimously. DEVELOPMENT SERVICES a. Permit Tracking and Land Management Software – Request for Proposal Update - Central Services Supervisor Place provided the update on the Request for Proposal issued on March 22, 2021 on behalf of the Development Services Department and reviewed the range of services requested. Thirteen members of staff and once outside contractor evaluated the thirteen submittals received. Development Services Director Kuhl reported that the submittals were narrowed to four finalists for further review and reviewed the criteria specified by the City. Reference checks will also be conducted. The goals of new software include providing better internal and external communications and customer service, GIS capability, efficiency, increased access, and improved record keeping and historical research capacity. Staff will provide the next update to Council on June 1, 2021 and plan to bring a proposed contract to Council at their June 30, 2021 workshop. Mayor Pro Tem Munns provided her respective comments and questions. b. Zoning Code Revisions: Horizontal Mixed-Use (Non-CBD Commercial Districts) - Associate Planner Lindenburg reviewed the zoning revisions for Horizontal Mixed-Use, Vertical Mixed-Use and the Land Use Matrix. He reviewed conceptual wording and provided a brief update on where the City is in the process, moving forward with community engagement, then submittals to the Washington State Department of Commerce and SEPA procedures. Councilmembers Servatius and Hizon provided their respective comments and questions. The draft zoning revisions will be brought forward at an upcoming Council meeting. Workshop Meeting Minutes May 26, 2021 Page 2 of 4  PUBLIC WORKS a. Security Camera Request for Proposal Update - Central Services Supervisor Place provided the update, noting a Request for Proposal had been issued on March 13, 2021 and sent to qualified companies. The City conducted a mandatory walk- around for all vendors on April 1, 2021 and included a video walk-around at the request of one vendor. The City received four proposals on May 3, 2021 and a vendor has been selected for final review and negotiations. There were no questions or comments from the Council. b. Ordinance No. 1928 – Island Disposal Franchise Extension – For Seaplane Base Operations Manager Steve Bebee reviewed the extension. He provided background on the past ten-year contract, which is due to expire and staff has proposed an eighteen-month extension to provide time to explore any additional options and re-examine the contract. Mayor Pro Tem Munns provided her respective comments and questions. City Attorney Weed noted state law requires franchise agreements to be presented twice before approval. The contract extension will be brought to Council at the June 1, 2021 meeting. ENGINEERING a. NE 7th Avenue Reconstruction Project Update - City Engineer Alex Warner provided the update and funding clarifications from the IRTPO regarding the NE 7th Avenue Reconstruction project. He reviewed the project history, past and current grant requests and obtained funding. The City has not lost any funding for the project as was discussed at the May 18, 2021 Council meeting. Councilmember Servatius provided his respective comments and questions. b. 2021 TBD Project / 2021 Annual Overlay Project Update City Engineer Warner provided the update. Island County received three bids with Kreig Construction the apparent low bidder. He reviewed a map of the streets that would be completed and budgeted costs. As the costs are below what was budgeted, the City will request additional overlays. Work will begin this summer. Mayor Pro Tem Munns and Councilmember Servatius provided their respective comments and questions. c. Harbor Heights Project Update - City Engineer Warner noted there had been a number of questions regarding road access at the May 18, 2021 Council meeting. The community, Parks Board and Council favored Concept 2 for the Sports Fields Complex, with access via Gun Club Road, as did the Council. The traffic study had favored access via Elwha Road over Gun Club Road, but Elwha fronts a residential area. Workshop Meeting Minutes May 26, 2021 Page 3 of 4 Councilmembers Hizon, Servatius, Mack, Wasinger, Goebel and Mayor Pro Tem Munns provided their respective comments and questions. The Council, Mayor and staff discussed the project at length, with the consensus being that the development access proceed via Gun Club Road. SENIOR SERVICES a. Senior Center Roof Replacement Central Services Supervisor Place and Senior Services Administrator Lange provided the update on the roof replacement. Costs have increased substantially since the replacement was budgeted. Staff presented and will explore other municipal buying group options and bring these to Council at a later date. There were no comments or questions from Council. ADMINISTRATION a. City Administrator’s Report City Administrator Oborn provided his monthly report. Highlights included: • Introduction of new City Parks Operations Manager Don Crawford, with thanks to Councilmembers Goebel and Wasinger for serving on the interview panel. • American Rescue Plan – Details are coming in and Finance Director Goldman will provide an update at the June 30, 2021 Council Workshop. The City expects to receive between $4- 5 million in funding. • Residential new construction numbers are up. There were no questions or comments on the report from the Council. CITY COUNCIL Mayor Severns thanked staff and the Council for their work and discussions today. Mayor Pro Tem Munns requested Councilmembers stop in at City Hall to sign vouchers. ADJOURN There being no further reports or discussions, Mayor Severns adjourned the workshop meeting at 3:44 p.m. Certified by Julie Lindsey, City Clerk Workshop Meeting Minutes May 26, 2021 Page 4 of 4