City Council

Oak Harbor City Council Workshop Meeting Minutes February 28, 2024 This was both a physical meeting location and a virtual meeting. Meeting was viewable live via YouTube at www,youtube.com/cityofoakharbor, on Facebook, and on Cable Channel 10/HD 1090 following the meeting CALL TO ORDER Mayor Wright called the workshop meeting to order at 2:00 p.m. ROLL CALL City Council Present: Staff Present/Videoconference Mayor Ronnie Wright Deputy City Administrator Sabrina Combs Mayor Pro Tem Tara Hizon Parks and Recreation Director Brian Smith Councilmember Jim Woessner Police Chief Tony Slowik Councilmember Bryan Stucky Interim Fire Chief Gordon Olson Councilmember Shane Hoffmire Deputy Fire Chief Mike Buxton Councilmember Eric Marshall Principal Planner Cac Kamak Councilmember Christopher Wiegenstein Finance Manager Chas Webster Councilmember Barbara Armes Grants Administrator Wendy Horn Finance Manager – Accounting Ashley Ramos’ Senior Accountant Heidi Childs Records Management Analyst Kim Perrine Executive Assistant Macalle Finkle City Clerk Julie Nester Also in attendance: City Attorney Hillary Evans of Kenyon Disend, PLLC MAYOR Mayor Wright welcomed all in attendance. He noted all members of the Council were present, with Councilmember Woessner attending virtually. Mayor Wright noted recent changes in City leadership and shared an update he sent to everyone at the City on Friday, February 23, 2024. In it, he explained he had decided to take the City in a direction that provides more positive leadership, citing that leadership starts from the top down, and that all at the City are responsible to the City and our constituents. He noted the work done by the City creates long-term impacts for the community. Mayor Wright reviewed changes made to his leadership team, and noted Blaine Oborn was no longer with the City. Mayor Wright has promoted Sabrina Combs to Deputy City Administrator. This change includes having Finance, Accounting, and Utility Billing continue to report to our other Deputy City Administrator David Goldman. Administration, Development Services, Parks and Recreation, and Public Works will report to Sabrina. Fire, Police and Human Resources will continue to report directly to the Mayor. Workshop Meeting Minutes February 24, 2024 Page 1 of 8 Mayor Wright noted that when he ran for Mayor, part of his reason for running was for the community to see how great the City staff is and the number of projects that all are working on. When making decisions for the City, he considers all the factors with both the staff and the community in mind. He noted these are difficult decisions and change is hard, however, it is necessary for the growth of the team and the community. Mayor Wright requested that staff please contact the Executive Assistant with any questions for him. He noted his was an open-door policy and that he is working to visit all staff members in their departments. He closed by expressing his appreciation for the work the staff is doing to make the community great. Mayor Wright also shared a compliment to Kim Schmal of the Finance staff that he received this week: He noted that Kim and those at the front desk of City Hall are often the “face” of the City to the commu- nity, and thanked Kim and all City employees serving the community. PARKS AND RECREATION a. Professional Services Agreement with Framework for City Art Plan. Parks and Recreation Director Smith reviewed a proposed professional services agreement for the cre- ation of a City Art Plan. At a series of work sessions, the City of Oak Harbor Arts Commission identified priorities that aligned with feedback from Council in establishing better procedures for the acquisition and placement of public art and the desire for arts programming. The Arts Commission established the creation of a City Arts Plan as priority #1 and requested proposals for a consulting firm to assist in developing an Arts Plan that will create a shared vision and process for public art placement, arts programs, cultural events, funding, and partnership opportunities for the city. The Arts Plan focuses on developing creative strategies that will guide the work of the City through 2030. The resulting Arts Plan will bolster the City’s existing work, guiding principles and procedures, establish a shared vision, identify and prioritize goals and strategies, explore new opportunities, sync with the overall City mission, and give direction on leveraging resources. The goal is to uncover Oak Harbor’s creative assets and recommend strategies to build on those assets to strengthen the community. The Plan will be based upon extensive community input, research of arts industry best practices and trends, analysis of the City’s creative assets, discovery of new opportunities, analysis of existing funding sources, and research of funding opportunities. Proposals were received and evaluated from five firms: HUB Ltd. Odyssey Associates Arts Consulting Group Designing Local, Ltd. Berk Consulting Framework Staff and a review committee of Arts Commissioners is recommending Framework based on their ex- perience, local presence, staff credentials, and ability to perform high quality work within a budget and meet schedules. Framework has submitted a proposal for professional services in the amount of $75,875 to be funded from the Creative Arts Fund (Approximate $248,500 Fund Balance as of February 22,2024). A Professional Service Agreement will be brought to Council for approval at the next regular session. Councilmembers Stucky and Marshall provided their respective questions and comments. Workshop Meeting Minutes February 24, 2024 Page 2 of 8  b. RWD Agreement for Pickleball Courts Parks and Recreation Director Smith reviewed a proposed professional services agreement. At the April 26, 2023 Workshop, staff provided City Council with an update on the Memorandum of Understanding with the Oak Harbor Public Schools District to improve the District’s pickleball courts. Cost estimates for the project came in well above the $50,000 of REET 2 allocated by the city for the project. The Council had indicated they would prefer the funding be used for design and planning of new pickleball courts on city property as recommended by the Parks & Recreation Advisory Commission. Staff worked with the Parks and Recreation Advisory Commission in development of a scope for pro- fessional services and solicited proposals in November 2023. Staff received six inquiries from contrac- tors and two proposals for professional services for location planning and design. Staff reviewed the proposals, one of the vendors was dropped due to exceptions with insurance requirements and RWD was selected. Four locations were considered for the courts including: Sumner Park Ft. Nugent Park Windjammer Park Neil/Holland Gardens Park RWD's proposal for scope of services is $78,100. $50,000 is currently appropriated for the project with $200,000 unsecured. Staff propose increasing appropriated REET 2 funds by $28,100 to fund the plan- ning and design for the project. Staff are perusing RCO Youth Athletic Facilities and Community Outdoor Athletic Facilities Grants for the implementation and construction of the pickleball courts. Rep Clyde Shavers is also interested in supporting the facility construction during the next legislative session budg- eting process. Staff will bring this item back to City Council at the next regular session. Approximately 24 supporters of pickleball were in the audience. Deputy City Administrator Sabrina Combs and Senior Accountant Heidi Childs also responded to questions, Councilmembers Stucky, Wiegenstein, Hoffmire, and Marshall provided their respective questions and comments. DEVELOPMENT SERVICES a. 2024 Comprehensive Plan Docket Principal Planner Kamak presented the outline information for the 2024 Comprehensive Plan Docket. Since the Growth Management Act limits amendments to the comprehensive plan to no more frequently than once a year [1], the City has codified the process to amend the Comprehensive Plan in Oak Harbor Municipal Code Chapter 18.15. However, the State also requires all counties and cities conduct a peri- odic update of its comprehensive plan and development regulations [2] and sets forth a schedule for such updates. Oak Harbor is required to complete this update by June 30, 2025. This major update is a significant undertaking since the State will require all jurisdictions to reflect the latest state laws and legislative changes with the update. These changes/updates will affect most aspects of the Plan and will also likely address items that are currently being tracked individually such as Housing, Urban Growth Areas, etc. At a minimum, most of 2024 will focus on making sure that Oak Harbor’s Comprehensive Plan is up to date with State laws for the Major Update in June 2025. However, the City will continue to progress with Workshop Meeting Minutes February 24, 2024 Page 3 of 8 items that are currently on the docket such as the Alternate Street Connections, Central Development Area (CDA), and the Capital Improvements Plan (CIP). These can move on their own schedule or can be tied into the 2025 Major Update in June. Principal Planner Kamak listed the items that are in consideration for 2024/2025 Comprehensive Plan Docket. Some of the existing docket items will be addressed with the 2025 Update and will therefore be listed under that docket item for tracking purposes. 2025 Major Update Docket The City has a few items that are currently on the docket that will be addressed as part of the 2025 Update. Implementation of the Housing Action Plan (HAP) – This item was left on the docket primarily to track the action steps outlined in the Housing Action Plan. The 2025 Update will update policies in the Housing Element to be consistent with state laws. Some of these changes can change how housing strategies are implemented. The City received some grant money to pursue development regulations for middle housing. These two efforts will be coordinated during the update process. Joint Planning Area (JPA) and Urban Growth Area (UGA). This has been on the City’s docket for a few years since the City recognizes the need to expand its UGA to accommodate future growth. However, the County has been reluctant to add it to their docket in past years, primarily because these items are best discussed only during major updates. Since the County and City are now taking on the major up- date, this will be an item the County will be required to address. Amending the Countywide Planning Policies is the first step in this direction. Housing allocation done through this process will require the City and County to work on this item. 2025 Update to the Comprehensive Plan – This will be a major undertaking for 2024. The scope of the update is yet to be determined. It will cover the above-mentioned topics but has the potential to overhaul the entire Comprehensive Plan. This is a critical and exciting time for Oak Harbor. This major update will provide an opportunity to review the current vision in the Plan. It is highly likely that a new vision will have to be crafted to accommodate the many new ideas that are being generated within the community for housing and economic development. Unprecedented growth allocations are being directed to the City and will impact every element/aspect of the Comprehensive Plan. The City is hiring consultants to help with this effort. Capital Improvements Plan - Staff reviews the Capital Improvements Plan (CIP) with the City Council every year and makes updates to the plan. This can be adopted by itself in 2024 or can be combined with the 2025 Update in June 2025. Other items Central Development Area (CDA) – this is an item that was originally tracked as the Downtown/Marina study. The scope of this project has changed over time and is now considering a slightly larger area for redevelopment. This study/plan will be considered as a sub-area plan and will have a foundation built in 2025 Major Update to the Comprehensive Plan. So, some aspects of this effort will be covered in the 2025 Update, however this plan will have a lot more detailed recommendations for the area. The timing of this plan must be coordinated in such a way that outcomes of this plan is consistent with the comprehensive plan housing and economic development policies. Alternate Street Connection Plan – This is another item that can be covered under the 2025 Update, especially if there is adequate funding to do so, since housing allocations and UGA expansions can have an impact on the transportation system. The scope of this project is currently limited, however, if funding is available and the entire Transportation Element can be updated with the 2025 update, then this project will be substantially covered with that process. Workshop Meeting Minutes February 24, 2024 Page 4 of 8 Sponsored Amendments Notices are published every year in October/November for accepting applica- tions for Sponsored Amendments (Land Use Changes). The deadline to file an application is December 1 in accordance with OHMC 18.15.040. No applications were received this year. City Administration would like to consider making a land use change to the proposed new fire station site. The property is currently designated as High Intensity Residential/Low Intensity Commercial and the proposed designation is Public Facilities. Since the 2025 Update will consider many changes to the Land Use Map to accommodate changes proposed in the City such as housing allocations and density accommodation, this change can be made during that time. This item will come before Council at a later date. There were no comments from the Council. FINANCE a. WAIF – Animal Licensing Efficiencies Finance Manager Webster provided an overview item. Police Chief Slowik also responded to questions. The Finance and Police Department proposed an opportunity to contract with WAIF to administer the City’s animal licensing. This would be cost effective as well as provide efficiencies to the public. Finance Manager Webster reviewed the following: 1. Brief Overview of Animal Licensing Code 7.12 & 7.32 2. Current Process 3. Why Change the Process 4. Vendor Pricing Comparisons 5. Public – City Advantages 6. Gained Efficiencies, Effectiveness, and Economy In a follow-up council meeting, the Finance and Police Department will be seeking consideration and approval of a contract with WAIF signed by the Mayor. Staff recommended this new process become active on May 1, 2024. Councilmembers Hoffmire, Stucky, Wiegenstein and Mayor Pro Tem Hizon provided their respective questions and comments. FIRE DEPARTMENT a. Island County Department of Emergency Management Report Deputy Chief Buxton introduced Interim Chief Olson who was joined by Eric Brooks, Executive Director of Emergency Management to present the report on the Oak Harbor Fire Department's partnership with the Island County Department of Emergency Management (DEM) and provide an overview of joint training, operations and activities. Executive Director Brooks also reported on the Emergency Opera- tions Center (EOC) Incident and Support Structure, unified response and emergency preparedness. Councilmembers Stucky, Wiegenstein, and Mayor Pro Tem Hizon provided their respective questions and comments. LEGAL DEPARTMENT a. Potential Ordinance No. 1995 – Addressing Supervision of a Minor Workshop Meeting Minutes February 24, 2024 Page 5 of 8 Police Chief Slowik provided an overview of a potential ordinance, with City Attorney Evans also re- sponding to questions. Last year, a Councilmember inquired as to whether it is possible to adopt an ordinance making the failure to supervise a minor a misdemeanor. The State has adopted several such laws including criminal mistreatment of a child, including: Criminal mistreatment of a child, RCW 9A.42.020 - .037, which have been adopted by reference in Oak Harbor Municipal Code Chapter 9A.42. Leaving children unattended in vehicles, RCW 46.61.685. Abandonment of a dependent person, RCW 9A.42.060 - .080; adopted by reference in Oak Harbor Municipal Code 9A.42. Cities such as Pasco and Kennewick have adopted ordinances specifically related to a parent, custo- dian, or guardian’s failure to supervise a minor/child. A draft ordinance was included in the meeting packet. The proposed ordinance would make failure to supervise a minor a misdemeanor. Mayor Pro Tem Hizon, and Councilmembers Hoffmire, Armes, Wiegenstein, Stucky, Marshall and Woessner provided their respective questions and comments. The Council consensus was to not move forward with the ordinance. b. Code of Conduct – Council Ethics Policy Deputy City Administrator Combs presented the proposed policy. During the 2024 City Council Retreat on February 12, the City Council discussed the creation of a City Council Code of Ethics and Conduct. The Council received the draft version created by staff with input from the City Attorney for review and comments. In response to the Council's request, staff is bringing the draft document to the Council for further discussion and editing. City staff plans to revise the docu- ment with Council comments and bring it back for review/approval at a future City Council Meeting. Councilmembers Hoffmire, Wiegenstein, Stucky and Marshall provided their respective questions and comments. POLICE DEPARTMENT a. Police Department Staffing and Funding Police Chief Slowik shared a presentation that evaluated current and future staffing and operation needs of the police department to ensure the efficient use of personnel and resources that are consistent with 'best practices’. In October 2023, the City Council approved a 29th Commissioned Officer Position to be funded in 2024. Council requested an update on current and future police staffing. METHODOLOGY • Input from Police Department personnel and review of community requests for police services for the past two years. • Data Collection and analysis of workloads, service levels, and resource needs. (Time Keeping, Com- puter Aided Dispatch System, Radio Logs) • Comparison of the Police Department’s key operations to ‘best practices’ in law enforcement using standards from the: Workshop Meeting Minutes February 24, 2024 Page 6 of 8 • Department of Justice • International Association of Chiefs of Police (IACP) • International City/County Management Association (ICMA) • Washington Association of Sheriffs and Police Chiefs (WASPC) Chief Slowik reviewed the past five years of calls for service and metrics, as well as characteristics of those calls, and times of day/evening. At certain times of the day, only two officers are on patrol, with a three officer minimum recommended. Chief Slowik also reviewed Drug Task Force information and met- rics. He also outlined both a per-capita versus a proactive time staffing model for the Council. To improve proactive time to appropriate levels, additional resources are necessary. Increase Patrol Officer staffing by four (4) authorized positions. Increase Drug Detective staffing by one (1) authorized position. Modify patrol schedules to cover peaks in call-for-service workload while maintaining minimum cov- erage needs. Re-organize Captain (1) and SSD Sgt. (1) into Two (2) Operation Lieutenants. • Increase the operational command from 4 or 5 days to 7 days per week. • Reduce administrative burden on Sergeants. • Promote officer professional development through Sergeants being in the field and with better oversight of calls. Other Specialized support: Add one (1) half-time record receptionist Funding for increased staffing levels: Department of Justice Cops Hiring Grant • $125k per officer position • $41.6k dispersed each year for 3yrs • Position must remain employed for a 4th year • Agency pays remaining wages • Opioid Settlement Funds • Drug Officer Position Eligible for Funding Permanent Funding options will be presented to City Council in March. Councilmembers Hoffmire, Stucky, Wiegenstein, Marshall, and Mayor Pro Tem Hizon provided their respective questions and comments. ADMINISTRATION b. Monthly Department Report Deputy City Administrator Combs noted the report was made up of submittals from all departments and would be refined into a new format. Mayor Pro Tem Hizon asked for clarification on two items, one of which was a typo for legal billing, and the second being a breakdown of delinquent utility accounts. Finance Manager Webster will provide additional information. Councilmember Wiegenstein requested information on a method to track loca- tions and information regarding permitted projects. CITY COUNCIL Mayor Wright called for any additional comments from the City Council. Workshop Meeting Minutes February 24, 2024 Page 7 of 8 Mayor Pro Tem Hizon provided suggestions for the location of new Parks and Recreation programs on the website. She also requested to see costs on restructuring. Councilmember Wiegenstein welcomed Interim Fire Chief Olson and thanked staff for quick responses to emails. Councilmember Woessner noted he would like to see the City incorporate the North Whidbey Pool Parks and Recreation District schedule into the City’s Parks and Recreation schedule of summer activities, and vice-versa. Mayor Pro Tem Hizon requested an update or progress report from the City’s legislative lobbyist and noted the upcoming National League of Cities Conference. She inquired if a second trip should also be considered. Mayor Wright noted a meeting with the lobbyist is scheduled for January 31st to discuss a scheduled visit to the Army Corps of Engineers. He stated he will provide an update at a Council meeting or workshop in February. ADJOURN There being no further business, Mayor Wright adjourned the workshop at 4:21 p.m. Certified by Julie Nester, City Clerk Workshop Meeting Minutes February 24, 2024 Page 8 of 8