City Council

Oak Harbor City Council Regular Meeting Minutes September 21, 2021 Due to COVID-19, there was both a physical meeting location and a virtual meeting per WA Proclamation 20-28. Meeting was viewable live via YouTube at www,youtube.com/cityofoakharbor CALL TO ORDER Mayor Pro Tempore Munns called the meeting to order at 6:00 p.m. Invocation – Led by Pastor David Parker, First United Methodist Church Pledge of Allegiance – Led by Mayor Severns ROLL CALL City Council Present: 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 Joel Servatius Interim Public Works Director Mick Monken Councilmember Erica Wasinger Senior Planner Dennis Lefevre Councilmember Jim Woessner Associate Planner Ray Lindenburg Councilmember Jeff Mack Project Engineer Brett Arvidson Councilmember Goebel Harbormaster Chris Sublet Central Services Supervisor Sandra Place Fire Chief Ray Merrill Police Chief Kevin Dresker Human Resources Director Emma House Assistant City Attorney Anna Thompson Senior Services Administrator Liz Lange City Administrator Assistant Lisa Felix Communications & IT Manager Sabrina Combs City Clerk Julie Lindsey Also in attendance: City Attorney Grant Weed of Weed, Graafstra & Associates 1. APPROVAL OF AGENDA Hearing no changes, the agenda was approved as presented. 2. PRESENTATIONS a. Proclamations None. Regular Meeting Minutes- September 21, 2021 Page 1 of 6  b. Honors & Recognitions None. c. Community Presentations None. 3. CITIZEN COMMENT PERIOD Mayor Severns explained citizens could comment on subjects of interest. Public comment could be submitted electronically to the City Clerk at jlindsey@oakharbor.org or by calling 360-279-4571 after 5 p.m. on the Friday preceding the meeting and prior to the meeting. To ensure comments are recorded properly, please state your name clearly when leaving a message. Please limit your comments to three minutes. The Council received one public comment since the September 7th meeting, which was displayed as part of the meeting record. There were no in-person public comments. 4. CONSENT AGENDA Consent Items a. Approval of Payroll and Accounts Payable Vouchers b. Approval of Minutes – Regular Council Meeting of September 7, 2021 c. Contract with Permitium, LLC for Online CPL Applications Hearing no objections or changes, all items were approved as presented. 5. MAYOR, COUNCIL & STAFF COMMENTS a. Mayor - Mayor Severns thanked Mayor Pro Tem Munns for chairing the Council meetings in his absence. He also thanked the citizens of Oak Harbor and City staff for their well-wishes and assistance. He provid- ed the following updates: October is Stormwater Awareness Month – The City of Oak Harbor works to take care of our local Pu- get sound waterways. Check out our posts on Facebook and the City website. Single Use Plastic Bag Ban goes into effect October 1st – Per the Governor’s office, this ban, which was delayed from January of this year, takes effect October 1st. See more information on the City website under Departments >> Public Works >> Solid Waste. Upcoming Events: United Methodist Church Blood Drive - Thursday, September 30th from 10:00 a.m. to 5:00 p.m., at 1050 SE Ireland Street. 29th Annual Challenge Series – Saturday, October 16th starting at 9:00am on Barrington Drive, spon- sored by Rotary Club of North Whidbey Island Sunrise. Oak Harbor Mainstreet Acorn Hunt– Downtown starting October 25th. For more information, check them out on Facebook and Instagram. b. Councilmembers – No members of Council had comments at this time. Regular Meeting Minutes- September 21, 2021 Page 2 of 6 6. PUBLIC HEARINGS & PUBLIC MEETINGS a. Ordinance No. 1937 – Amendment No. 2 to the 2021-2022 Biennial Budget Director of Finance Goldman reviewed the Ordinance and outlined the changes for Council. He noted the ordinance contained both an amendment to the budget and adjustments to the budget, with the amendments requiring the ordinance and public hearing. The amendment was to use $63,186 in 2021 and $192,715 in 2022 of American Rescue Plan Act (ARPA) funds to restore the position of Program Assistant that was unfunded as a result of the Covid- 19 pandemic and to create a term-limited Finance Manager position to focus on the administration, reporting, and monitoring of the ARPA grant and city-wide grant program. Consensus was reached by the City Council ARPA subcommittee for the use of funds in this manner and no objections were raised when presented to Council at the August 25, 2021 City Council Workshop. The adjustments were for funding the Whidbey Island Homeless Coalition 2021 donation and an ad- justment to the Parks Department operation budget. The City will use $45,000 of General Fund bal- ance to fund the majority of the $50,000 Whidbey Island Homeless Coalition 2021 donation. During the July 28, 2021 City Council Workshop, it was explained to the Council that $45,000 of the planned donation would have to come from a different source due to the ineligibility of the originally planned REET 2 funds. Consensus was reached by City Council to use either General Fund Balance or ARPA funding. Per the Windjammer Park bid award agenda bill approved by the City Council on August 17, 2021, an adjustment of $12,000 will be added to the Parks Department operation budget to cover the costs of the contract. While the additional costs related to the contract are able to be absorbed in the current budget, it would reflect best budgeting practices to account for the increased costs in the budget going forward starting in 2022. Mayor Severns opened the public hearing and confirmed there were no comments submitted to the City Clerk. Hearing no one who wished to comment on the Ordinance, the public hearing was closed. Mayor Pro Tem Munns and Councilmembers Mack and Hizon provided their respective comments and questions. Motion: Councilmember Hizon moved to adopt Ordinance No. 1937: Budget Amendment #2 amend- ing the 2021-2022 Biennial Budget. Councilmember Wasinger seconded the motion. The vote on the motion carried unanimously. 7. ORDINANCES & RESOLUTIONS a. None. 8. CONTRACTS & AGREEMENTS a. Contract Amendment No. 2 with Moffatt and Nichol for F-Dock Breakwater and Float Repair Project Project Engineer Arvidson provided background information on the storms that caused the damage in February 2020 and May 2021 and insurance and grant funding from the Department of Commerce to- wards the project. Amendment 2 to the contract covers construction services and oversight in the amount of $43,900. Mayor Severns confirmed no public comments were received regarding this item. Regular Meeting Minutes- September 21, 2021 Page 3 of 6 Mayor Pro Tem Munns and Councilmember Servatius provided their respective comments and ques- tions. Motion: Councilmember Servatius moved to authorize the Mayor to sign the Professional Services Agreement, Amendment No. 2 with Moffatt and Nichol in the amount of $43,900, increasing the total contract amount to $135,609.00. Mayor Pro Tem Munns seconded the motion, which carried unani- mously. Project Engineer Arvidson note staff may be bringing another amendment in the future due to a chan- nel marker being hit by a boat and damaged. Staff is consulting the Department of Natural Resources and will file for permitting to do the repair, which staff is hoping to expedite. b. Housing Action Plan Implementation Grant Opportunity Senior Planner Dennis Lefevre presented the item to the Council regarding a Housing Action Plan Im- plementation (HAPI) grant offered by the Washington Department of Commerce . The grants are to encourage planning for and construction of additional affordable and market rate housing in a greater variety of housing types and at prices that are accessible to a greater variety of incomes. With an adopted HAP, the City could pursue these grant funds, and if successful, utilize the funds to off-set staff resources, retain consultant services, or a combination of both to complete the initial phase of HAP action implementation. This no-match, competitive grant may be up to $100,000 for communities over 20,000 population. Applications are due October 7, 2021 and requires a letter of commitment from the Mayor should Council choose to have staff apply. The City adopted its Housing Action Plan in June of this year. Mayor Severns confirmed no public comments were received regarding this item. Mayor Pro Tem Munns provided her respective comments and questions. Motion: Mayor Pro Tem Munns moved to authorize the Mayor to sign a letter of commitment as part of the application for Washington State Department of Commerce Housing Action Plan Implementation Grant funds. Councilmember Wasinger seconded the motion. The vote on the motion carried unani- mously. c. Active Transportation Plan – WSDOT Grant Development Services Director Kuhl reviewed the item for Council. He noted the City was successful in applying for a grant from the IRTPO for the Active Transportation Plan project, which is intended to explore and generate options for using the existing street network for active transportation such as walking, biking, and so on. This effort could likely generate broad policies for streets, striping options, and parking considerations. The project will also identify safety and pedestrian projects. This request- ed grant application, if successful, would add funding from WSDOT. Mayor Severns confirmed no public comments were received regarding this item. Councilmembers Mack and Wasinger provided their respective comments and questions. Motion: Councilmember Wasinger moved to authorize the Mayor to sign a letter to the Washington State Department of Transportation, applying for funding for the Active Transportation Plan. Mayor Pro Tem Munns seconded the motion, which carried unanimously. Regular Meeting Minutes- September 21, 2021 Page 4 of 6  d. Labor Agreement: Oak Harbor Police Association Commissioned Unit e. Labor Agreement: Oak Harbor Police Association Non-Commissioned Unit Human Resources Director Emma House provided a review of the Labor Agreements for both the Commissioned and Non-Commissioned Units of the Oak Harbor Police Association. The current Agreements expired on December 31, 2020. The negotiating team held five sessions in reaching a three-year collective bargaining agreement good through December 31, 2023. The agreement in- cludes a 2% COLA, a health insurance cost share increase from 75% to 80% and an added holiday of June 19th, as already adopted by federal law. Mayor Severns confirmed no public comments were received regarding this item. Councilmembers Woessner, Hizon, Servatius and Mayor Pro Tem Munns provided their respective comments and questions. Chief of Police Dresker noted staff and officers appreciated the negotiations and the support shown for the department by the City Council and the community. Motion: Mayor Pro Tem Munns moved to authorize the Mayor to sign the Labor Agreements (Com- missioned Unit and Non-Commissioned Unit) by and between the City of Oak Harbor and the Oak Harbor Police Association to cover the years 2021, 2022, and 2023. Councilmember Wasinger se- conded the motion. The vote on the motion carried unanimously. f. Professional Services Agreement: Internet Provider Central Services Supervisor Place provided information regarding the City’s research comparisons for internet services. The City’s current contract with Zipley expires on October 31, 2021. Staff put out a request for proposals and reviewed all submittals for cost, features, speed and capacity, with Wave Business offering the best proposal. The new contract would be for 36 months. Mayor Severns confirmed no public comments were received regarding this item. Mayor Pro Tem Munns and Councilmember Servatius provided their respective comments and ques- tions. Motion: Councilmember Wasinger moved to authorize the Mayor to sign a contract with Wave Busi- ness for internet services in the amount of $732.00 per month times two for two office locations to re- ceive one gigabyte of internet services for a total of $1,464 per month for a term of 36 months. Coun- cilmember Servatius seconded the motion. The vote on the motion carried unanimously. g. Professional Services Agreement: Whidbey Homeless Coalition Sheltering Services Development Services Director Kuhl provided an overview of the Agreement, noting it was budgeted for 2021-2022 and was discussed at the July 28, 2021 Council Workshop. Funds were approved via the budget amendment from another funding source earlier this evening. The Coalition is outfitting this new shelter located near Coupeville. Mayor Severns confirmed no public comments were received regarding this item. Councilmember Servatius and Mayor Pro Tem Munns provided their respective comments and ques- tions. Regular Meeting Minutes- September 21, 2021 Page 5 of 6 Motion: Councilmember Servatius moved to authorize the Mayor to sign the Whidbey Homeless Coa- lition Professional Services Agreement in the amount of $50,000.00. Mayor Pro Tem Munns seconded the motion. The vote on the motion carried unanimously. 9. OTHER ITEMS FOR CONSIDERATION None 10. REPORTS & ITEMS FOR DISCUSSION None. 11. EXECUTIVE SESSION Mayor Severns announced the Council would take a brief recess and then move into Executive Ses- sion to consider the minimum price at which real estate will be offered for sale or lease per RCW 42.30.110 (1) (c). He noted the anticipated duration was one half hour and that action might or might not be taken upon return to the open session. Executive Sessions are not open to the public. The Council entered into Executive Session at 7:20 p.m. At 7:50 p.m. the Council came out of Execu- tive Session and resumed the regular session. Mayor Severns noted no action would be taken at this time regarding the real estate matter discussed. ADJOURN There being no further business before the Council, Mayor Severns requested a motion to adjourn. Motion: Motion by Councilmember Wasinger to adjourn, second by Councilmember Servatius. Motion was approved by a unanimous vote, therefore the meeting adjourned at 7:51p.m. Certified by Julie Lindsey, City Clerk Regular Meeting Minutes- September 21, 2021 Page 6 of 6