City Council

NOTICE OF WORKSHOP MEETING Council Chambers, 865 SE Barrington Drive Meeting may be viewed live via YouTube at www.youtube.com/cityofoakharbor, on Facebook, or on Channel 10/HD1090 following the meeting NOTICE IS HEREBY GIVEN that the Oak Harbor City Council will hold a Workshop Meeting on March 22, 2023 at 2:00 PM to discuss the following agenda items. This meeting will be held in the Council Chambers, 865 SE Barrington Drive . DATED this 17th day of March, 2023 . Julie Nester, City Clerk The City Council may meet informally in workshop sessions (open to the public) to do concentrated strategic planning, to review forthcoming programs of the City, receive progress reports on current programs or projects, or receive other similar information from the City Administrator, provided that all discussions and conclusions thereon shall be informal. Council shall make no disposition of any item at a workshop meeting. Public comment is not normally allowed at workshop meetings, although Council may allow, or request participation. ** Please Note: Action may or may not be taken** WORKSHOP MEETING MARCH 22, 2023 CITY COUNCIL AGENDA AT 2:00 PM 2:00 P.M. MAYOR 2:05 P.M. DEVELOPMENT SERVICES a. ACTIVE TRANSPORTATION PLAN - UPDATE 2:30 P.M. PARKS AND RECREATION a. PURCHASE AUTHORIZATION: PARKS AND RECREATION BUS 2:50 P.M. CITY COUNCIL 3:00 P.M. ADMINISTRATION a. CITY ADMINISTRATOR'S REPORT March 22, 2023 City Council Workshop Packet Page 1  Date: March 22, 2023 City of Oak Harbor Subject: a. Active Transportation Plan - City Council Update Workshop Agenda Bill FROM:Rajesh “Cacâ€​ Kamak, AICP, Principal Planner Development Services SUMMARY STATEMENT The City has hired Toole Design, a consultant group, to help with creating its first Active Transportation Plan. The Plan will identify strategies to improve conditions for walking, biking, and rolling throughout the City. It will identify and prioritize projects that will improve safety, access and connectivity of pedestrian and bicycle networks; develop a strategy for funding, implementation, and maintenance; and improve coordination across City departments to advance equitable and sustainable travel options. Work with the consultant is in full swing currently. The City has formed a team of employees that meet with the consultants every two weeks to advance the project. Tremendous progress has been made with the existing conditions analysis and work in ongoing preparation for project launch and public input. Staff will provide an update at this month’s City Council workshop on the work that has been done so far and what to expect in the coming months. ATTACHMENTS 1. Presentation March 22, 2023 City Council Workshop Packet Page 2  3/10/2023 ACTIVE TRANSPORTATION PLAN City Council 3/22/2023 1 PROCESS City Council approved WSDOT approved the entering into a contract First project meeting contract in December with Toole Design in started in January 2022 November 2022 Regular meetings City Team (Planning, scheduled every two Engineering, Public weeks to advance project Information, Finance) 2 March 22, 2023 City Council Workshop Packet Page 3 1  3/10/2023  Community Engagement Plan Pop-up event Steering Committee Focus Groups Print and web communication Stakeholder walk/bike ride PROGRESS Interactive Web Map and Survey Timelines 3 PROGRESS  Data Collection  Parcel database – land use, zoning  Plans  Street classification  Utility manholes  City parks  Trails and bicycle facilities  Sidewalks  Freight routes  Speed and volume data  Transit routes and stops  Traffic signals  Marked crosswalk locations  Schools  Crash data  etc 4 March 22, 2023 City Council Workshop Packet Page 4 2  3/10/2023 PROGRESS Development Services – policies, development review, design Key person interviews guidelines etc. Public Works – Streets, Engineering, Utilities Draft Survey and Web map – Launch Date under discussion Network Analysis – Technical approach ATP Plan Outline Draft criteria 5 ATP LOGO 6 March 22, 2023 City Council Workshop Packet Page 5 3  3/10/2023 POP-UP EVENTS  Holland Happening – April 29 th  Fourth of July  Safeway Store Entrance 7 March 22, 2023 City Council Workshop Packet Page 6 4  Date: March 22, 2023 City of Oak Harbor Subject: a. Purchase Authorization: Parks City Council and Recreation Bus Workshop Agenda Bill FROM:Brian Smith Human Resources SUMMARY STATEMENT Parks and Recreation staff recommend the purchase of a wheelchair accessible, 14 passenger + driver, non CDL, "coach" bus for the sustainability of current and future recreational programming needs for the community. The funds for the purchase are available in the vehicle replacement Senior Services fund. The cost of using a charter service for the transportation of the current travel program has significantly increased over the last four years and has become cost prohibitive. A decline in ridership and higher rate of tours canceled are in direct correlation to the high cost increase which has become too high for many low and fixed income seniors. The travel program provides older adults who don't otherwise have the ability to leave the island to enjoy cultural, shopping, and other opportunities. Charter rate fees: Charter rate in 2019 was $2.38 a mile + $18 an hour + $23.80 service fee Current charter rate is now over $3.00 a mile + $57 an hour + $57 service fee In-house operating rate would be approx. $2.50 a mile, $25 an hour The in-house operating rate includes vehicle replacement funds, operating and maintenance fees, insurance, and fuel. The bus, the size of which is commonly called a "coach", will be operated by city employees. Once the bus is delivered two .25FTE bus drivers will be created and hired. This will not increase the current budget expenses, as the wage will be covered by the program revenue currently being paid to the charter company. By bringing the transportation back in house and purchasing a smaller size bus we will have the flexibility to offer more affordable rates as well as allow for more trips that have smaller groups to travel. For trips that sell over 14 passengers we still have the option to charter a larger bus as needed. The charter company we have been using does not have the ability to travel into Canada. When we do the transportation in-house we can resume our popular trips into Canada. There are also opportunities and interest to use the bus for additional community groups associated with parks and recreation. March 22, 2023 City Council Workshop Packet Page 7 ATTACHMENTS March 22, 2023 City Council Workshop Packet Page 8  Date: March 22, 2023 City of Oak Harbor Subject: a. City Administrator's Report City Council Workshop Agenda Bill FROM:Blaine Oborn, City Administrator SUMMARY STATEMENT The City of Oak Harbor is committed to creating a vibrant and sustainable community by delivering quality services, enhancing the quality of life, and fostering economic opportunities. This mission is achieved by our employees in all aspects of their work. The monthly report highlights our projects, processes, and accomplishments for the prior month. It includes a narrative as well as metric reporting which provides consistent information to City Council and reflects the unique work of each department. From development permitting to citizens served, these metrics show a full-service city in action. ATTACHMENTS 1. Department Metrics 2. City Administrator's Memo March 22, 2023 City Council Workshop Packet Page 9  City Administrator's Report March 22, 2023 Development Services Department: Active Projects Reporting Period February 1, 2023 ‐ February 28, 2023 Project Information Review Status Submittals in Review Waiting Response Date(s) Status Type Project Name Project Location Project Description Permits/Project number from: Comments Document(s) Received Active Annexation Sullivan 1741 NE 16th Ave. Property Annexation 2209‐0075 State Approved by City Annexation R13336‐485‐0180 Council. Awaiting OFM final approval. Active Binding Site Crosby Villa 1030 Crosby Ave 4 apartment buildings/62 units 2212‐0099 Applicant Revisions needed Plan before technically complete Active Commercial 545 Ault Field 545 Ault Field Rd Construct 2 storage and light 2205‐0030 Staff Staff reviewing Stormwater, sewer, 3/8/2023 Rd industrial buildings infrastructure and water,and grading grading permits permit applications Active Commercial Glint Binding 31485 SR 20 Binding Site Plan for Glint Car Wash 2301‐0003 Staff Application in review Binding Site Plan 1/10/2023 Site Plan and Sonic Drive‐In Active Commercial Tea House 640 E Whidbey Ave Tea House 2302‐0061‐PLM Staff Building permits in Tenant 2/12/2023 2301‐0050‐COO reivew Improvement, 2301‐0051‐ TENI Occupancy, and plumbing permit applications. Active Final plat 2910 SW Scenic 2910 SW Scenic Final plat for 11 lots with single‐family 2207‐0052 Staff Development Final plat application 7/26/2022 Heights Heights homes. agreement pending & associated documents Active Non‐ Angel de la Windjammer Park, 37' tall sculpture 2206‐0041 Applicant Awaiting resubmittal Residential Creatividad R13202‐106‐0750 Active Pre App Marina View 1670 SE Pioneer Construct two Multi‐Family residential 2301‐0004 Staff Pre‐app in review Pre application and 1/24/2023 Way, buildings with drive aisles, parking and associated utilities documents Page 1 of 3 March 22, 2023 City Council Workshop Packet Page 10  Development Services Department: Active Projects Reporting Period February 1, 2023 ‐ February 28, 2023 Project Information Review Status Submittals in Review Waiting Response Date(s) Status Type Project Name Project Location Project Description Permits/Project number from: Comments Document(s) Received Active Residential Bayview Vista SE corner of SE 48 residential units with parking 2205‐0037 Staff Approved, staff Site plan and 6/2/2022 Barrington Dr and SE reviewing building associated Ely Street plans documents Active Residential Beckett Landing South of Meadow 22 Single Family Homes Preliminary Plat PPL‐12‐02 Applicant Awaiting resubmittal Plat Ridge Div. 1 and Civil CIV‐13‐01 North of Island Place Land Clearing LND‐12‐03 proposed Div. 2, Landscape PLN‐12‐05 R13334‐277‐0660 SEPA Checklist SEP‐12‐0 Transportation Concurrency TRC‐ 12‐05 Pre‐application PRE‐12‐05 Active Residential Cedar Hill 1851 NW Crosby 28 lot plat including new internal Staff Reviewing Grading, water, 12/5/2022 Avenue roads, frontage improvements, utility infrastructure permits sewer, storm water extensions, stormwater facilities and permit applications open space Active Residential Crosby & Heller R13334‐350‐1180 Construct 12 multi family Townhomes 2302‐0007 Staff Application in review Site Plan 2/9/2023 Multi Family Active Residential Mulberry Place 1215 SW Swantown Mulberry Place PRD‐Proposed 62 2201‐0006 Applicant Civil Permits Ave affordable townhome units on 5.57 acre parce. The existing ROW at the south of the parcel will be extended to connect to the ROW on the north side of the property. Active Residential Town and 730 N Oak Harbor 51 new spaces Site plan SIT‐19‐05 Applicant Waiting for response Country Mobile Road Civil CIV‐20‐03, from applicant after Home Park Landscape PLN‐19‐22 staff/applicant Expansion SEPA checklist SEP‐19‐06 meeting 1‐24‐2023 Transportation concurrency TRC‐ 19‐04 Pre‐application PRE‐17‐05 Page 2 of 3 March 22, 2023 City Council Workshop Packet Page 11  Development Services Department: Active Projects Reporting Period February 1, 2023 ‐ February 28, 2023 Project Information Review Status Submittals in Review Waiting Response Date(s) Status Type Project Name Project Location Project Description Permits/Project number from: Comments Document(s) Received Active Site Plan Bodega Self R13325‐094‐1150 Binding Site Plan for three commercial 2207‐0050 Applicant Awaiting revisions Review Storage lots intended for self storage, RV and boat storage, and light industrial flex space Permits Residential Barrington Oaks 476 SE Barrington 7 single family lots. Proposed new Variance VAR‐21‐01 Building permits issued Issued Cottages Drive construction of 7‐unit residential Site plan SIT‐21‐01 development which will contain five Civil CIV‐21‐02 standalone 2‐story cottages and one Landscape PLN‐20‐02 duplex unit. Access will remain from SEPA checklist SEP‐21‐01 SE Barrington Drive. Transportation concurrency TRC‐ 21‐01 Pre‐application PRE‐20‐05 Permits Residential Crosby Trace 1070 N. Oak Harbor Proposal includes 10 buildings with a Revised Site Plan SIT‐16‐08 Civil Plans approved issued Road total of 37 units. Revised Civial Plan CIV‐16‐11 July 2022. R13335‐390‐0580 Irrigation/Landscape Plan PLN‐16‐ 18 Traffic impact analysis Stormwater Site Plan Permits Residential Hillside 31141 SR 20, 192 Single Family Lots Preliminary Plat PPL‐18‐01 Civil Plans approved, Issued Preliminary Plat R13203‐100‐3510 Preliminary PRD PLN‐18‐30 permitted to move PRD R13203‐118‐3940 Landscape PLN‐18‐29 forward, waiting for R13203‐180‐3781 SEPA SEP‐18‐09 developer R13203‐237‐3701 Transportation Concurrency TRC‐ R13203‐248‐3931 18‐2 Land Clearing LND‐18‐02 Permits Residential Marin Woods 1292 SW Swantown 46 Single Family Lots Preliminary Plat PPL‐15‐01 Staff Plat recorded, building Issued Preliminary Plat Avenue Preliminary PRD PLN‐15‐09 permits in review PRD (under Landscape PLN‐15‐01 new owners) SEPA checklist SEP‐15‐09 Land Clearing LND‐15‐02 Transportations Concurrency TRC‐ 15‐11 Civil CIV‐19‐09 Page 3 of 3 March 22, 2023 City Council Workshop Packet Page 12  LAMA Monthly Permits Report Issued Date: February 2023 Issued Type Number Fees Single Family Residential 02/01/2023 Mechanical 2301‐0032‐MEC $ 38.50 02/01/2023 Mechanical 2302‐0052‐MEC $ 38.50 02/01/2023 Addition Building 2211‐0436‐ADD $ 942.02 02/03/2023 Right‐of‐Way / Excavation 2301‐0034‐ROW $ 58.00 02/03/2023 Mechanical 2022‐057‐MEC $ 0.00 02/09/2023 Mechanical 2302‐0058‐MEC $ 39.50 02/09/2023 Right‐of‐Way / Excavation 2301‐0047‐ROW $ 150.00 02/14/2023 Alteration 2212‐0480‐REN $ 391.06 02/14/2023 Mechanical 2302‐0064‐MEC $ 43.50 02/14/2023 Mechanical 2302‐0065‐MEC $ 38.50 02/14/2023 Right‐of‐Way / Excavation 2302‐0066‐ROW $ 86.00 02/16/2023 Mechanical 2302‐0071‐MEC $ 38.50 02/16/2023 Mechanical 2302‐0070‐MEC $ 34.50 02/17/2023 Addition Building 2212‐0463‐ADD $ 1,795.41 02/17/2023 Alteration 2301‐0021‐REN $ 1,759.69 02/21/2023 Mechanical 2302‐0077‐MEC $ 34.50 02/23/2023 Deck 2210‐0323‐DEC $ 490.36 02/23/2023 Mechanical 2302‐0081‐MEC $ 38.50 02/23/2023 Mechanical 2302‐0082‐MEC $ 53.50 02/28/2023 Mechanical 2302‐0093‐MEC $ 39.50 Totals $6,110.04 Mobile Home 02/27/2023 Mobile Home 2202‐0404‐MOB $ 156.50 02/27/2023 Mobile Home 2209‐0249‐MOB $ 156.50 Totals $313.00 Page 1 of 2 March 22, 2023 City Council Workshop Packet Page 13  LAMA Monthly Permits Report Issued Date: February 2023 Multi‐Family 02/02/2023 Mechanical 2302‐0053‐MEC $ 34.50 02/16/2023 Right‐of‐Way / Excavation 2302‐0057‐ROW $ 71.02 02/16/2023 Right‐of‐Way / Excavation 2302‐0068‐ROW $ 68.50 02/16/2023 Right‐of‐Way / Excavation 2302‐0067‐ROW $ 58.00 02/20/2023 Plumbing 2302‐0069‐PLM $ 32.00 Totals $264.02 Office/Bank/Professional 02/24/2023 Occupancy 2301‐0026‐COO $ 32.00 02/27/2023 Alteration 2022‐041‐REN $ 0.00 Totals $32.00 Retail 02/01/2023 Fireworks 2301‐0015‐FIRW $ 75.00 02/01/2023 Fireworks 2301‐0014‐FIRW $ 75.00 02/10/2023 Tenant Improvement 2209‐0248‐TENI $ 5,432.79 Totals $5,582.79 Restaurant 02/19/2023 Tenant Improvement 2207‐0182‐TENI $ 508.86 Totals $508.86 Industrial 02/03/2023 Right‐of‐Way / Excavation 2301‐0041‐ROW $ 150.00 02/16/2023 New Building 2211‐0415‐NEWC $ 1,664.69 Totals $1,814.69 Schools/Hospital 02/06/2023 Fire Alarm 2302‐0056‐FIRA $ 250.00 Totals $250.00 Grand Total Permits: $14,875.40 Page 2 of 2 March 22, 2023 City Council Workshop Packet Page 14 OAK HARBOR FIRE DEPARTMENT INCIDENT RESPONSE FEBRUARY 2023 2022 MAJOR INCIDENT TYPE COUNT % OF TOTAL COUNT % OF TOTAL Fires 7 3% 3 3% Overpressure rupture (No Fire) 0 0% 0 0% Rescue & Emergency Medical Service 67 33% 49 54% Hazardous Condition (No Fire) 2 1% 3 3% Service Call 104 51% 20 22% Good Intent Call 4 2% 2 2% False Alarm & False Call 17 8% 12 13% Severe Weather & Natural Disaster 0 0% 0 0% Special Incident Type 1 0% 1 1% TOTAL CALLS FOR FEBRUARY 202 100% 90 100% YEAR TO DATE (01/01/2023 - 02/28/2023) 2023 2022 MAJOR INCIDENT TYPE COUNT % OF TOTAL COUNT % OF TOTAL Fires 11 3.14% 5 2.40% Overpressure rupture (No Fire) 0 0.00% 1 0.48% Rescue & Emergency Medical Service 150 42.86% 101 48.56% Hazardous Condition (No Fire) 4 1.14% 6 2.88% Service Call 140 40.00% 46 22.12% Good Intent Call 8 2.29% 16 7.69% False Alarm & False Call 36 10.29% 26 12.50% Severe Weather & Natural Disaster 0 0.00% 5 2.40% Special Incident Type 1 0.29% 2 0.96% TOTAL CALLS: YEAR TO DATE 350 100% 208 100% March 22, 2023 City Council Workshop Packet Page 15  City Administrator's Report March 22, 2023 Human Resources Department Reporting Period February 1 ‐ February 28, 2023 Performance Management Recruitment How is the "Average (Job) Conversion Rate" calculated? The views‐to‐applicants conversion rate is determined by the number of applicants divided by the number of views the job posting received. When a job seeker views your job posting and then submits an application for the roles, they have “converted” to a candidate. March 22, 2023 City Council Workshop Packet Page 16  Time to Hire Metrics and Benchmarking Data Recruitments with Open & Closed dates (continuous) Staffing Changes ‐ Hires, Promotions, Transfers, & Separations Welcome and congratulate our employees with the City of Oak Harbor: Barrera, Liflor, reclassification from HR Generalist to HR Analyst‐Labor Relations, effective February 1st Childs, Heidi, reclassification from Accountant to Senior Accountant, effective February 1st Morgan, Lars, separation from employment, WWTP Op II, effective February 10th Moses, Marquise, separation from employment, Police Officer, effective February 24th Caravan, Jesse, new employee, Police Officer, effective February 27th Training ‐ Learning Management System TOTAL Enrollments 15 Courses not started 7 Courses in‐progress 0 Courses completed 8 Wellness Committee & WellCity Standards The City earned and was recognized for the 2022 WellCity award from the Association of Washington Cities. The Wellness Committee monthly meeting was held on February 9, 2023. Workers' Compensation (Safety) The City received the AWC safety consultation report on February 16, 2023 with two (2) action items. The Central Safety Committee quarterly meeting was held on February 23, 2023. Reported to Human Resources for February 2023: Accidents or Injuries 1 Incidents or Near Misses 1 Exposures 0 March 22, 2023 City Council Workshop Packet Page 17 Staffing Summary Employee workforce summary based on employment status. Totals as of February: 171 Temporary 1 Paid on Call Firefighters 28 Elected Officials 8 Part‐Time 3 Full‐Time 131 2023 Staff Anniversary Service Award Recognitions Employee Last Name First Name Years Position Anniversary Date MARTIN DAN 21 PAID ON CALL FIREFIGHTER-PERS 02/01/2023 ZYLSTRA DAVE 7 SOLID WASTE COLLECTOR II 02/01/2023 LAKE ALANNA 1 PUBLIC RECORDS OFFICER (PRO) 02/01/2023 NOLL MICHAEL 1 POLICE OFFICER 02/01/2023 O'MAHONY PATTI 1 PERMIT COORDINATOR 02/01/2023 HOLCOMB SHANNON 18 PAID ON CALL FIREFIGHTER 02/03/2023 JONES JAY 1 POLICE OFFICER 02/03/2023 MIRABAL ROBERT 18 PAID ON CALL FIREFIGHTER 02/04/2023 BRAUNSTEIN ANGELA 18 SENIOR ADMINISTRATIVE ASSISTANT 02/07/2023 WRIGHT DENNIS 30 PAID ON CALL FIREFIGHTER 02/24/2023 MC CALMONT STEVE 33 FIRE FIGHTER/EMT 02/26/2023 March 22, 2023 City Council Workshop Packet Page 18  City Administrator's Report March 22, 2023 Legal Department Reporting Period February 1 – 28, 2023 City Attorney General Advice, Public Records Requests & Litigation DEPARTMENT/SERVICE BREAKDOWN LEGAL FEES & EXPENSES $19,915.23 HOURS 80.1 Public Records Requests 9% Litigation 0% Public Works 10% Administration 31% Police 14% Parks & Recreation City Councilmembers 1% 0% Legal 1% Human Resources 3% Finance Fire 2% Council Meetings & 0% Workshops Development Services 17% 22, 2023 City Council Workshop Packet Page 19 March 12%  OAK HARBOR POLICE DEPARTMENT FEBRUARY 2023 CLASSIFICATION CALLS CALLS FOR SERVICE 1,000 MISDEMEANOR ARRESTS 57 FELONY ARRESTS 11 INFRACTION TRAFFIC 33 CRIMINAL TRAFFIC 8 ASSIST PUBLIC 103 BURGLARY 4 CIVIL 10 COURT ORDER VIOLATION 1 DEATH INVESTIGATION 3 DISORDERLY/TRESPASS/MENTAL HEALTH 97 DOMESTIC VIOLENCE 29 RAPE 0 SUICIDE THREAT 13 March 22, 2023 City Council Workshop Packet Page 20  City Administrator's Report Due to Macalle 9 Mar 2023 PUBLIC WORKS DEPARTMENT Reporting Period February 1 - February 28, 2023 PARKS UNITS QUANTITY COMMENTS Digital Board Banners Each 8 Facility Rentals Each 3 STREETS UNITS QUANTITY COMMENTS Tree/Brush Trimming/Weeding ROW/Debris Pickup Hours 102.00 Sign Fabrication/Repair/Installation/Cleaning Hours 54.00 State Traffic Counts Hours 15.00 1350 gallons Brine Pedestrian and Signal/School Flashers/In Road Inspections Hours 22.00 Patching/Pothole Repair/Shoulders Hours 21.00 4 ton asphalt Striping/Walk Behind Painter Hours 22.00 18 blocks rubber WATER UNITS QUANTITY COMMENTS Gallons Consumed Gallons 26,534,709 Gallons Produced (Wells) Gallons 882,141 Average Gallons Consumed/Day Pounds 947,668 Sodium Fluoride Consumed Each 400 Meter On/Off for Service Each 263 After Hour Call Outs Each 13 Meter Register Change Outs Each 11 Back ordered. Supply chain issues. Samples (Coliform) Each 25 Samples (Chlorine, PH, Temp) mg/L 72 Average Chlorine Residual Each 0.87 Utility Locates Each 118 Water Main Valves Maintained Each 0 Water Main Leaks Each 1 CLEAN WATER FACILITY UNITS March 22, 2023 City Council Workshop Packet Page 21  PUBLIC WORKS DEPARTMENT Reporting Period February 1 - February 28, 2023 Million Gallons Per 58.99 MG DMR Flow Day NPDES Permit Compliant Yes/No yes Nutrient Permit DMR OK Yes/No yes Bio-Solids Dry Tons 28.25 dry US tons METRIC WASTEWATER COLLECTIONS/STORM DRAIN UNITS QUANTITY COMMENTS Catch Basin Inspections Each 304 Street Sweeping Hours 36 Grease Traps Inspections Hours 6 Storm Water Inspections Hours 56 Source Control Inspections Hours 29 SOLID WASTE UNITS QUANTITY COMMENTS Solid Waste Collection Tons 692.14 Yard Waste Collection Tons 17.63 Recycling Collection Tons 84.96 Residential Requests for Large Item Pickup or Special Requests Yards 22.00 EQUIPMENT RENTAL UNITS QUANTITY COMMENTS Unleaded Fuel Gallons 2106 Diesel Fuel Gallons 2931 Average Cost of Unleaded Per Gallon $3.51 Average Cost of Diesel Per Gallon $3.86 Number of Vehicles in Fleet Each 106 Number of Equipment in Fleet Each 164 EQUIPMENT RENTAL REPLACEMENTS UNITS QUANTITY COMMENTS Number of Replacements Completed Each 1 TECH FUND UNITS QUANTITY COMMENTS Number of Replacements Completed Each 4 SHOP FACILITY UNITS QUANTITY COMMENTS Labor Pool at City Hall Hours 29.00 March 22, 2023 City Council Workshop Packet Page 22  PUBLIC WORKS DEPARTMENT Reporting Period February 1 - February 28, 2023 Labor Pool at Police Department Hours 15.00 Labor Pool at Senior Center Hours 2.50 Labor Pool at Library Hours 0.00 Labor Pool at PW Divisions Hours 6.50 ENGINEERING UNITS QUANTITY COMMENTS Over the Counter ROW Permits Each 8 Inspections Each 8 March 22, 2023 City Council Workshop Packet Page 23  City Administrator's Report 22-Mar-23 Finance - Utility Department Reporting Period February 1 - February 28, 2022 # of Accounts per Utililty Water 6530 Garbage 6240 Sewer 6291 Storm Drain 6315 # of delinquent accounts 771 Total receipt volume report 7:00AM to 8:00AM 93 8:00AM to 9:00AM 1298 9:00AM to 10:00AM 810 10:00AM to 11:00AM 737 11:00AM to 12:00PM 419 12:00PM to 1:00PM 383 1:00PM to 2:00PM 347 2:00PM to 3:00PM 266 3:00PM to 4:00PM 204 4:00PM to 5:00PM 550 5:00PM to 6:00PM 2 6:00PM to 7:00PM 0 7:00PM to 8:00PM 0 Total Receipt Volume 5109 March 22, 2023 City Council Workshop Packet Page 24  MEMORANDUM To: City Councilmembers From: Blaine Oborn, City Administrator Date: March 17, 2023 Regarding: Monthly Report & Department Metrics EXECUTIVE/ADMINISTRATION City Administrator (CA) Leadership: − Conducted weekly City Leadership meetings and biweekly agenda briefings with Mayor Pro Tem Hizon. − Continued coordination efforts with Directors including Development Services, Finance, Human Resources, Parks and Recreation, and Public Works. − Fire Levy implementation discussions are ongoing with Fire Chief, Finance Director, and Mayor regarding the second station, increased staffing, and equipment. − Attended the February 28 Planning Commission, March 6 Marina Advisory Committee, and March 13 Park Board meetings. − Moderated the February 27 Department Directors Retreat whereat leadership staff discussed priorities. See attached documents from the Retreat including: 1) “Now Playing” Department Top 5 Priorities 2023-2024 2) “Coming Attractions” Department Top 5 Priorities 2025-2028 3) “Into the Future” Department Top 5 Priorities 2029& Beyond 4) 32 Council Priorities grouped by category and timeframe 5) Bright Ideas grouped by category Synergy continuing with quarterly retreats. − Participated in City Hall Safety Sub-Committee discussion on March 1. CA Legislative Outreach: − Attending weekly Association of Washington Cities (AWC) City Action Calls to receive the latest updates on actions and bills during the legislative session. − Conducted outreach to Army Corps of Engineers, Department of Defense, and Representative Larsen’s office to meet with representatives while Washington DC attending the National League of Cities (NLC) Congressional City Conference. − Submitted Federal Fiscal Year 2024 Congressionally Directed Spending (CDS) request through Senator Cantwell’s office for $4,125 million for dredging the Oak Harbor Marina. I appreciate the letters of support from the EDC for Island County, Board of Island County Commissioners, Oak Harbor Yacht Club Commodore, and the Oak Harbor Marina Advisory Committee. − Attended the March 11 Town Hall hosted by Rep. Shavers. Also Rep. Shavers notes in his March 16 Week 10: Legislative Update & Important Funding for our Community email referencing Projects That Help Our Communities states “Oak Harbor – Utility Debt Relief: Local utilities continue to experience large debt payments resulting in increased costs for consumers. Reducing this debt can lead to cost savings for households every year. Helping local partners reduce this debt is critical to reducing wastewater rates for working families.” This is in reference to the City’s request for $20 million in Wastewater Clean Water Facility debt forgiveness. − Scheduled to attend the March 18 Town Hall being hosted by Sen. Muzzall and Rep. Paul. Also working with Rep. Paul Legislative Request for Oak Harbor Downtown Properties grant. March 22, 2023 City Council Workshop Packet Page 25  City Council Monthly Update March 2023 Page |2 − Attend WCIA (Washington Cities Insurance Authority) Legislative Committee with goal of keeping insurance rates affordable for cities through reasonable State legislation. CA Community Support: − Attended the February 21 Broadband Action Team meeting and responded to Ziply email sent to City Councilmembers. − Attended the February 22 Council of Government (COG) meeting that included discussion of CEDS (Comprehensive Economic Development Strategy) and broadband update. − Attended the February 22 Island Regional Transportation Planning Organization (IRTPO) meetings with topic of WSDOT Aviation Division Brief, 4 Safe Streets for All (SS4A) Grant implantation, and Washington State Ferries. See attached WSF MUKILTEO-CLINTON ELECTRIFICATION PROJECT update. − Mayor and Economic Development Coordinator attended NASWI Operation Homecoming Vietnam War 50th Anniversary events. Economic Development: − Economic Development Coordinator attended the March 16 Chamber luncheon. − Continued evaluation of a potential agreement with the Port of Coupeville to support the purchase and initial maintenance/repair for the A.J. Eisenberg Airport. − Working on supporting the County on a Comprehensive Economic Development Study (CEDS). − City Administrator attended the EDC Board of Directors Meeting on March 16. Communications: − Congratulations to Communications/IT Manager Sabrina Combs on her completion of the Northwest Women’s Leadership Academy. This program sponsored by the Washington City/County Management Association prepares women working in local government for leadership advancement. − Issued two press releases and created a newsletter for distribution in monthly utility bills. − Provided liaison updates at the monthly Oak Harbor Chamber Board meetings. Attended the February 16 Chamber Luncheon on behalf of the Mayor and City Administrator. − Attended weekly project meetings with staff and consultant for the Active Transportation Plan. − Met with Parks and Recreation Director to finalize Windjammer Park future improvement feedback findings. − Met weekly with records management team; evaluating workloads and reviewing duties. Information Technology (IT): − Documenting policies and procedures for IT related matters. − Continued to roll out multi-factor authentication (MFA) by meeting with individual departments and finalized MFA policy. − Continued to work with ICOM on Police Department connection issues with Spillman (record transferring software). − Completed annual audit of RingCentral phone extensions and accounts. − Cyemptive Support: 63 tickets submitted; 92 resolved; 37.37 service hours covered by agreement. Board & Commission Current/Upcoming Vacancies: − Historic Preservation Advisory Board (2 positions) − Investment Committee (1 position) − Park Board (1 alternate) − Planning Commission (1 position) − Salary Commission (1 alternate & 2 positions) March 22, 2023 City Council Workshop Packet Page 26  City Council Monthly Update March 2023 Page |3 Special Event Permitting: − Six applications received and under review for 2023 events. − Permit approved for St. Patrick’s Day parade. DEVELOPMENT SERVICES Current Planning and Building Activity: − See department metrics. Long Range Planning: − Community Rating System – exploring the use of the FEMA Program − Multi-family Tax Exemption (MFTE) – negotiation with successful bidder − Active Transportation Program (ATP) – planning outreach activities. − SEPA exemption changes – Planning Commission April 28 and Council May 16 − 2025 Comp Plan – working with County on Buildable Lands Analysis FINANCE − Standard and Poor’s Rating agency affirmed the City’s credit rating of AA. − Conducted a successful bond sale on March 7 for approximately $8.5 million to Fidelity Capital Markets; bonds will be paid over 21 years with final maturity being December 1, 2043. FIRE − Continued planning efforts for second fire station, increased staffing, and new equipment purchases. − Preparing Ireland house for March 25 burn training. HUMAN RESOURCES − Open recruitments https://www.governmentjobs.com/careers/oakharbor − The City was awarded and recognized for earning the 2022 Well City designation from the Association of Washington Cities (AWC). − On February 16, AWC provided a safety consultation report with two (2) action items from an onsite safety walk through of our Public Works Mechanics Shop on January 4. − Wellness Committee members will be attending the AWC Healthy Worksite Summit March 29-30. PARKS & RECREATION Marina: − Dredging project planning and feasibility study continues. − Many of the major components for repair of the launch ramp float have arrived and American Construction expects to be onsite in the coming this spring. − Juvenile Coho Salmon are starting to grow and have become more active. Feedings are open the public and take place on Tuesdays, Thursdays, and Saturdays at approximately 9:30. − Finalizing Mariner’s Haven boat yard purchase. − Piloting 4/10 staff work schedule. Parks: − Hiring Seasonal staff − Demoing more efficient mowers − Updated CivicRec for park shelter scheduling − Rewriting Parks Board Ordinance March 22, 2023 City Council Workshop Packet Page 27  City Council Monthly Update March 2023 Page |4 Senior Services: − The Center will be closed May 14-21 for Roof Replacement Project − Planning for the Wearable Art Show April 22 with the theme of Foliage POLICE − Oak Harbor Officers along with Deputies from the Island County Sheriff's Office supported Homeland Security SWAT Team service of a search warrant at a residence in Oak Harbor. The operation was part of a national federal investigation on fentanyl laced product distribution by cartels in the United States. − Oak Harbor Officers along with other law enforcement agencies responded to a shooting which took place at the Acorn Motor Inn property. One male was shot and sustained non-life-threatening injuries. Detectives are investigating the incident as an assault with a deadly weapon incident. PUBLIC WORKS − The department is continually working to focus its communication through the most widely used and helpful forms of outreach and engagement. Before this monthly report is issued, in most cases we will have already posted news and updates to the City’s website, social media platforms, or through physical signage in your neighborhood. When this is not the case, we will add those additional items here. For example, upcoming construction projects and bid opportunities are found at this City webpage - https://www.oakharbor.gov/Bids.aspx. Current Request for Bids are: 2023 Overlay Project UV Commercial Air Purification System and Air Duct Cleaning The City’s social media sites can be found at the upper right-hand corner of the City’s website, or under News and Events on the front page -- https://www.oakharbor.gov/. A recent post was regarding the Sewer Rehab Project on NE 9th Avenue and NE 10th Avenue. In additional, mailers notifying residents about the project were sent out in early February 2023, and physical signs on each block were placed earlier this month: https://www.oakharbor.gov/718/Sewer-Rehab-Project---NE-9th-Avenue-and- March 22, 2023 City Council Workshop Packet Page 28  NOW PLAYING DEPARTMENT PRIORITIES 2023-2024 Mayor/Executive 1 2 3 4 5 Employee Morale City Election Long-term Legislative Economic & Workplace & Council Planning with Outreach Development Culture Retreat School District Communications/IT 1 2 3 4 5 Email Boards & Employee Open Houses Multi-Factor Transition Commissions Intranet for Authentication .org to .gov Management Staff & Public Development Services 1 2 3 4 5 Code MFTE - Continue Continue Implement Changes Housing Tax Process Permitting New I- Housing Incentive Improvement System Building Action Plan RFP LEAN Updates Codes 4 March 22, 2023 City Council Workshop Packet Page 29  NOW PLAYING DEPARTMENT PRIORITIES 2023-2024 Finance 1 2 3 4 5 Strategically Enterprise Create Municipal Pursue Grow Resource Program Council CWF Revenues Planning Performance Finance Debt Relief & Grants System Budget Education Fire 1 2 3 4 5 Purchase Contract Bidding Obtain Begin Land for with Carletti Process Permits Construction Second Architects for Second for Second & Hire Station Station Station Personnel Human Resources 1 2 3 4 5 Labor Comp & Class Labor Labor Agreement Timekeeping Study Agreement Agreement Public Payroll for Non-Reps Firefighters Police Works and Process Parks & Rec 5 March 22, 2023 City Council Workshop Packet Page 30  NOW PLAYING DEPARTMENT PRIORITIES 2023-2024 Parks and Recreation 1 2 3 4 5 Feasibility Mariner's Recreation, Senior Travel The Center Study for Marina Haven Arts, Events, Program Roof & Dredging Property Life Enrichment (Shuttle Parking Redesign Purchase Programming Service) Improvements Police 1 2 3 4 5 House 5 Year Upgrade Formation of Emergency Inmates and Strategic Plan Fleet to a Regional Communication Response to - Hybrid Patrol SWAT Team P25 (radio) Mental Health WASPC Re- Cars & Compliance Calls Accreditation Electric Truck Public Works 1 2 3 4 5 Water CWF Distribution West Whidbey Long-Term Sewer I&I Operations / Power & & NE 7th Street Strategic Federal Grant Construction SCADA Projects Plan Project Failures Upgrades 6 March 22, 2023 City Council Workshop Packet Page 31 COMING ATTRACTIONS DEPARTMENT PRIORITIES 2025 - 2028 Mayor/Executive Comminucations/IT Development Svcs City Hall Remodel Content Management for Records FEMA Community Rating System Develop Plans for: Windjammer, Ft. Retention/ Transparency Joint Planning Area/UGA Nugent, Harbor Heights, &Memorial Institute DataCove Policy 2025 Major Comp Plan Update Parks RFP Process for IT Consultant NPDES Stormwater Long-term Planning including CWF, Emergency Communications Plan Implement Active Transportation Water, and Sewer with ICCN Plan Develop Plan for Pioneer Way Properties Comprehensive Plan including JPA/UGA and Affordable Housing Finance Fire Human Resources Develop Financing plans for major Enterprise Resource Planning Complete construction of Second capital projects system implementation Fire Station Increase revenues/grants Hire additional personnel Timekeeping/Payroll Processes Lobby legislature for Large scale ECO disaster drills implementation transportation funding Labor Agreement Firefighters Develop and train staff for career Labor Agreement Police growth Labor Agreement Public Works and Improve budgeting and year-end Parks/Marina Employees processes Parks and Recreation Police Public Works Parks and Recreation Master Plan Communication and Assist and Support Department Organization and interoperability/ add second Implementation of Future City Budget Restructure simulcast P25 frequency Priorities Start of Park System Organizational growth due to Long-term Strategic Plan Improvements/Accessible legislative requirements Playgrounds Facility Revitalization Public Art Plan Staffing level analysis Trail Systems Refresh aging BWC and Interview Equipment/Technology 9 March 22, 2023 City Council Workshop Packet Page 32 INTO THE FUTURE DEPARTMENT PRORITIES 2029 & BEYOND Mayor/Executive Revialize Downtown and Marina Improved Parks and Recreation Develop Harbor Heights Property Develop Indoor Sports Complex Performing Arts Center Development Services Downtown/Marina Convention Center Electric charging stations Commercial nodes Chimes Corner (aka Whidbey/Midway) Increase density in the triangle Parks and Recreation Community Recreation Center Performing Arts Center Gold Medal Award for Excellence in Parks & Rec Management Marina Rebuild and Boardwalk Connection Regional Sports Complex Police WASPC Accreditation Regional Jail Facility Investing in new technologies Public Works Highway 20 - 2015 "Connecting Washington" (State-Funded Major Transportation Project) 10 March 22, 2023 City Council Workshop Packet Page 33  COUNCIL PRIORITIES CITY EMPLOYEES COMMUNITY DEVELOPMENT PARKS AND RECREATION 8. Morale 10. Joint Planning Area 3. Windjammer Park 22. Non-Represented Parity 14. Economic Development 7. Partnership 17. Affordable Housing 12. Accessible Playground CITY FACILITIES 18. Development Code 19. Enhance Programs 15. Fire Levy 23. Infill 20. Harbor Heights 29. City Buildings 28. Taskforce 30. Topsoil CITY INFRASTRUCTURE DOWNTOWN AND MARINA OTHER 6. Planning 1. Downtown Revitalization 13. Public Involvement 11. West Whidbey Avenue 5. Expansion 26. City Manager 16. NE 7th Avenue 9. Dredging 27. Freund Marsh 21. Restrooms 24. Water Taxi UTILITIES 25. Buy Property 2. Repair (Utility 31. Navy Gate ACCOMPLISHMENTS Infrastructure) 15. Fire Levy - Voters Approved 4. Stabilize Utility Rates November 2022 32. Aquarium 14. Economic Development Coordinator - Hired January 2023 Now Playing Coming Attractions Into The Future 2023 - 2024 2025-2028 2029 and Beyond items in bold below are identified in CIP 3. Windjammer Park 2. Repair (Utility 1. Downtown Revitalization 4. Stabilize Utility Rates Infrastructure) 5. Expansion 6. Planning 8. Morale 20. Harbor Heights 7. Partnership 9. Dredging 21. Restrooms 9. Dredging 11. West Whidbey Avenue 23. Infill 10. Joint Planning 12. Accessible Playground 24. Water Taxi 13. Public Involvement 17. Affordable Housing 26. City Manager 14. Economic Development 18. Development Code 30. Topsoil 15. Fire Levy 19. Enhance Programs 31. Navy Gate 16. NE 7th Avenue 27. Freund Marsh 32. Aquarium 22. Non-Represented Parity 28. Taskforce 11 25. Buy Property 29. City Buildings March 22, 2023 City Council Workshop Packet Page 34  12 March 22, 2023 City Council Workshop Packet Page 35  13 March 22, 2023 City Council Workshop Packet Page 36  WSF MUKILTEO-CLINTON ELECTRIFICATION PROJECT PROJECT DESCRIPTION The Washington State Department of Transportation (WSDOT) and Washington State Ferries (WSF) are requesting $4.9 million in federal fiscal year (FY) 2022 Passenger Ferry Grant (PFG) funds. This request will fund the electrification of the Mukilteo-Clinton Ferry Route through construction of an electric charging facility at the Clinton Ferry Terminal. Due to the service characteristics of this route, charging infrastructure will only be needed at one terminal, and the Clinton Terminal has been assessed as the most cost-effective site for installation per WSF’s 2020 System Electrification Plan. This project will support two new hybrid electric Olympic Class peninsulas and Whidbey Island. (HEOC) ferries assigned to the route, enabling them to operate in battery-only mode. The scope PROGRAM STATUS is to design and install a medium voltage power WSF is undertaking an ambitious initiative to system from the utility meter to a receptacle at the electrify their system with hybrid-electric vessels vessel mooring facility. The vessel automated and terminal enhancements to achieve reduced charging system will connect to the electrical environmental impact and energy costs. receptable to charge the batteries prior to each Electrification of the Seattle-Bainbridge route is crossing. Operation in battery-only mode will currently underway. Engineering for the HEOC enable these new vessels to achieve their full vessel build program is in progress, with delivery of emissions reduction potential. new vessels for use on the Mukilteo-Clinton Route anticipated in 2027 and 2028. In addition, WSF will PROJECT SCOPE AND COST solicit bids in 2023 for the conversion of three This project will provide the infrastructure at Jumbo Mark II vessels to hybrid electric. The the Clinton ferry terminal needed for route agency is also working with five different utilities electrification by: that supply electricity to the terminals to ensure • Constructing conduits, vaults, power cables, enough power is available to support the newly service connections, transformers, switchgear, electrified terminals, including the Clinton equipment foundations, access and service terminal. Preliminary engineering and design have platforms, energy storage systems (if needed), begun for the first terminals that will be electrified and supporting equipment at the terminal. – Seattle, Bainbridge, and Bremerton. The total cost for this project is $19.3 million. The KEY BENEFITS $4.9 million from PFG funds will make an • Reduces Greenhouse Gas Emissions: The important financial contribution to this project. project will facilitate reduction of greenhouse gas emissions due to ferry operations on the PROJECT SPONSOR Route. Upon completion of the project, GHG WSF is the nation’s largest ferry system serving emissions from this source will be reduced by over 24.3 million riders in FY 2019 (year prior to 95%. pandemic), including 10.6 million vehicles/drivers • Reduces Exposure to Air Pollutants: The project and 13.7 million passengers. In FY 2021, ferry will reduce the cancer risk attributable to diesel ridership neared 75% of pre-pandemic levels. The particulate matter for surrounding communities. ferry system includes 22 vessels and ten routes • Reduces Operating and Maintenance Costs: serving 20 terminals located throughout Puget Fully electric (Battery-only) operation of the Sound and in the San Juan Islands. WSF’s services Route reduces diesel fuel consumption by 95%, provide vital marine highways for personal, minimizes the cost of maintaining diesel commuter and recreational travel and freight propulsion equipment, avoids service delays due traffic; providing access between urban areas on to equipment breakdowns, and reduces safety the east side of Puget Sound and growing risks. communities on the Kitsap and Olympic September 2022 March 22, 2023 City Council Workshop Packet Page 37