City Council

Oak Harbor City Council Workshop Meeting Minutes August 28, 2024 This was both a physical meeting location and a virtual meeting. Meeting was viewable via YouTube at www,youtube.com/cityofoakharbor, on Facebook, and following the meeting on Cable Channel 10/HD 1090 CALL TO ORDER Mayor Wright called the workshop meeting to order at 1:00 p.m. ROLL CALL City Council Present: Staff Present/Videoconference Mayor Ronnie Wright City Administrator Sabrina Combs Mayor Pro Tem Tara Hizon Deputy City Administrator David Goldman Councilmember Jim Woessner Development Services Director David Kuhl Councilmember Bryan Stucky Public Works Director Steve Schuller Councilmember Shane Hoffmire Parks and Recreation Director Brian Smith Councilmember Eric Marshall Police Chief Tony Slowik Councilmember Christopher Wiegenstein Fire Chief Travis Anderson Councilmember Barbara Armes Principal Planner Cac Kamak Senior Planner Ray Lindenburg Associate Planner Nolan Grunska Grants Administrator Wendy Horn Executive Services Coordinator Macalle Finkle Communications Officer Magi Aguilar 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 councilmembers were present with Mayor Pro Tem Hizon participating remotely. Mayor Wright observed public comments are not normally taken at workshop meetings, although the Council may allow or request public participation on action items. There were no action items on the agenda today. Mayor Wright noted that as stated at the July workshop, he would be inviting members of the Council to report on the advisory boards and commissions, as well as the County and community boards on which they serve on behalf of the City. Mayor Wright invited Councilmembers to provide reports. Workshop Meeting Minutes August 28, 2024 Page 1 of 7 Councilmembers Stucky, Armes, Marshall, Wiegenstein, Hoffmire, and Mayor Pro Tem Hizon provided service reports. Councilmember Stucky reported on the Lodging Tax Advisory Committee and the Island County Tourism Advisory Board. Councilmember Armes reported on the Marina Advisory Commission. Councilmember Marshall reported on the Island Transit Public Transportation Benefit Authority Board and on the Parks and Recreation Commission. Councilmember Wiegenstein reported on the Citizens Advisory Board and the Arts Commission. Councilmember Hoffmire reported on the ARPA Ad Hoc Committee and on the Law Enforcement Officer & Firefighter Disability Board. Mayor Pro Tem Hizon reported on the ARPA Ad Hoc Committee and on the Northwest Clean Air Agency Board. Councilmember Stucky requested that discussion of the Salary Commission be added to a future work- shop. CITY COUNCIL COMMENTS There were no additional comments from the Council. CITY ADMINISTRATOR a. Monthly Departments’ Report City Administrator Sabrina Combs noted key projects and other highlights from the monthly report which had an updated format. Staff is in process on the 2025-2026 Biennial Budget, the Arts Plan, the 2025 Comprehensive Plan, and addressing the need for office space in City Hall by repurposing room which housed a copier, postage meter, mail room, and supplies as office space, and moving those items to another area. She also highlighted the staff wellness luncheon and Labor Management meeting. City Administrator Combs reported on her attendance at the Washington City Managers Association conference, which included a presentation by the Northwest Women’s Leadership Academy cohort group which she mentored. City Administrator Combs also addressed the requests by the Council to consider updates for the City’s process of appointing individuals to advisory boards, commissions and committees. She noted this could include enhancing the application process as follows: • Set application review period • Add additional questions to applications • Share received applications with the Council • Adding interviews of applicants • Increasing promotion of openings The City presently announces all openings in the Mayor’s comments for each regular Council meeting. Additionally, all openings are advertised on the City’s website. Current openings include: Workshop Meeting Minutes August 28, 2024 Page 2 of 7 Historic Preservation Commission – 3 openings Law Enforcement Officers & Firefighters Disability Board – Citizen Representative – 1 opening Police Community Advisory Board – Resident Representatives (2) Salary Commission – 1 opening Marina Advisory Commission – 1 Student Representatives for the September 2024 – October 2025 term Councilmembers Stucky, Hoffmire, Wiegenstein, and Mayor Pro Tem Hizon provided their respective questions and comments. b. City Council Priorities City Administrator Combs reviewed the priorities developed by the Council at their special workshop of May 15, 2024. Staff has developed a graphic layout of the priorities, for Council review in preparation for the 2025-2026 Biennial Budget. She displayed a graphic to represent the priorities selected by the Council and the areas as outlined below: Public Involvement Ensure that the public is actively involved in all channels of communication, fostering a more inclusive and transparent relationship between the City and the community. Highlighting the City’s brand and employees. Promote/Implement Housing Action Plan Continuing to implement the Housing Action Plan. The Housing Task Force recommendations will be implemented through the plan. We have implemented a number of initiatives such as removing the requirement for an owner to live in a unit that is associated with an Accessory Dwelling Unit (ADU), changes to minimum lot size requirements which resulted in the ability to add more housing, adminis- trative approval of final plat process, taking actions to attract professional and experienced affordable housing developers and the Multi-Family Tax Exemption (MFTE) program. Addressing new state law changes requiring increased density. Increased Police Engagement Adding one additional shift. Increasing outreach through public survey and public outreach opportunities. Employee Morale/Staffing and Workloads/Equity Need to address workload by understanding priorities and providing additional training for staff and su- pervisors in the budget. Also, updating the Employee Personnel Policy Manual. Roadway Projects Included in Capital Plan (annual/Transportation Benefit District (TBD), Streets Improvements, Safe Streets Implementation, Pioneer Way) Park Maintenance Included in Capital Plan (park renovations and improvements, athletic fields renovations, urban forestry management plan). Repair Utility Infrastructure Included in Capital Plan (water system plans and studies, various water/sewer main and transmission upgrades, and replacement projects) Water Storage and Supply Included in the Capital Plan (water system plans and studies, pump station upgrades and improvements, Supervisory Control and Data Acquisition (SCADA), well replacement). Workshop Meeting Minutes August 28, 2024 Page 3 of 7 Connecting Downtown and Marina Included in Capital Plan (Ecology Integrated Planning Grant for the Central Development Area (CDA)). This list of priorities was developed by Council over several meetings. This current list was determined from the Council’s May 15, 2024 Special Workshop. The objective was to have Council review and provide final edits to staff to bring this back for formal approval at the September 3, 2024 City Council Regular Meeting. Staff is planning to add this to the consent agenda for that meeting. After Council approval, staff will then publicize the priorities on various communication platforms. The City’s new program-performance budget will align with this list. This is a necessary step in the budget process and these priorities will be used for the next two years. Staff will provide the Council with a copy of the presentation graphic and will continue to update the Council and public as projects are completed. Councilmember Stucky provided his respective questions and comments. DEVELOPMENT SERVICES a. 2025 Comprehensive Plan and Climate Change Updates Principal Planner Kamak explained that at the last meeting, City staff shared the Project Charter and the Community Engagement Plan components of the planning process. He noted today staff would dive straight into a key step in the update process – The Lands Capacity Analysis (LCA) and the Housing Needs Assessment (HNA). The LCA provides an idea of the existing conditions with existing capacity based on existing zoning and development standards. It also follows the methodology adopted in the Countywide Planning Policies (CPP) that was done earlier this year. The HNA explores the options to consider increasing the capacity. The City applied for and received grants to fund consultants for the comprehensive plan and climate change updates. Staff met with the Planning Commission on August 27, 2024, and provided them with the context of the comprehensive planning process. Councilmember Marshall was in attendance. Principal Planner Kamak introduced consultants Clay White and Joel Farias of Kimley-Horn, who re- viewed the comprehensive planning objectives and how to accommodate growth and specifically hous- ing. Mr. White provided three high level scenarios for the City and explained the need to start studying how growth will impact Oak Harbor and Island County. He noted that at some point in the process, they and staff would come to the Council for direction and option selection. Mr. White provided a periodic update overview, noting areas and circumstances that are unique to the City of Oak Harbor. The City recently underwent a critical areas update. The next updates will include new climate and resiliency elements, housing legislation and elements updates, and growth manage- ment. Mr. White also provided periodic update milestones and housing targets needed due to new housing requirements and housing units using the HAP tool. Oak Harbor is tasked with adding an addi- tional 5,500 housing units over the next twenty years. Mr. Farias reviewed the land capacity analysis. At best there is currently a projected shortfall of 3,059 dwelling units with an equivalent 7,920 people, based on current capacity. Other factors will include employment needs. Mr. White provided a further review of the three options: Workshop Meeting Minutes August 28, 2024 Page 4 of 7  1. Utilize existing conditions, housing, with no zoning or land use changes, but just extending what is available currently, which equals a shortfall of approximately 3,000 units. 2. Modifying development standards to allow more capacity on existing lots, resulting in a shortfall of approximately 2,000 units. 3. Including Option 2, plus zoning changes within special planning districts. Six different areas were identified. This would still result in a approximate shortfall of 2,000 units. Staff will continue to work with Kimley-Horn and gather further data and input from the Council and from Island County. Councilmembers Woessner, Hoffmire, Marshall, and Armes provided their respective questions and comments. PARKS AND RECREATION a. Recreation Center Feasibility Study Parks and Recreation Director Smith reported that through the efforts of Oak Harbor residents and City staff, the Recreation Center Feasibility Study budget request was sponsored by State Representative Clyde Shavers during the 2024 legislative session for a member requested local community project request, which provides House and Senate members the ability to request separate appropriations in the capital budget. Representative Dave Paul was also instrumental in raising the amount of the grants received from $70,000 to $200,000. Governor Jay Inslee signed the 2024 Supplemental State Capital Budget, which includes an appropria- tion of $200,000 for the Oak Harbor Recreation Center Feasibility Study Project. The Department of Commerce, which will administer the project, will retain three percent (up to a maximum of $50,000) to cover administrative costs. Accordingly, the net grant award is $194,000 which officially secured funding for the project in Fiscal Year 2025 (beginning July 1, 2024). A Request for Proposal (RFP) will be drafted to secure professional services with a planning firm to conduct and compile the study. A subcommittee comprised of members from the City Council, the Parks and Recreation Advisory Commission, and Oak Harbor residents, will work with staff on the draft RFP and serve as the review and selection panel for the proposals. Award of contract will come back to City Council for approval. The total project estimate ranges from $98,000 to $204,000. Any excess funding will be used towards other aspects of planning. The Scope of the RFP will include: • Project Overview • Market Analysis • Resident Participation Plan • Programming • Site Analysis • Conceptual Layout and Design • Operations Analysis • Economic Impact Projections • Project Capital Cost Estimate • Partnerships • Project Funding Analysis • Final Report The projected timeline for the study is up to two years. Workshop Meeting Minutes August 28, 2024 Page 5 of 7 Councilmembers Hoffmire, Stucky, and Marshall provided their respective questions and comments. b. Flagstaff Rededication at Veterans Memorial Park Parks and Recreation Director Smith was joined by former City Councilmember Beth Munns to present information regarding relocation of the Naval Flagstaff to Veterans Memorial Park and rededicating the Flagstaff at a special ceremony on Veterans Day November 11, 2024. Mrs. Munns explained the flagstaff commemorates the relationship between the Navy and the citizens of Oak Harbor and represented an important time in Oak Harbor’s history. She read aloud the plaque inscription and dedication from Armed Forces Day, May 18, 1991. Mrs. Munns noted this was the time of Dessert Storm and many servicemen and women were deployed. The Base Realignment Closure Commission had recommended NASWI for closure. Citizens and legislators went to testify to keep the base open and it was removed from the list of closures. She noted the importance of the partnership relationship between the residents of Oak Harbor and the Navy. Mrs. Munns further noted the flagstaff would be rededicated on Veterans Day with the admiral of the region attending. Councilmembers Stucky, Hoffmire, Armes, Wiegenstein, Marshall, and Mayor Pro Tem Hizon provided their respective questions and comments. FINANCE a. American Rescue Plan Act (ARPA) Council Priority Projects Update Grants Administrator Horn provided the update. She provided background information on the City’s ARPA funding: • Received $6,584,548 in America Rescue Plan Act funds • On July 13, 2021, City Council created an ARPA subcommittee • Approved 54 ARPA projects/initiatives • In Fiscal Year 2022, all unspent ARPA funds were applied toward the general provision of gov- ernment services including labor, operating, and capital costs (with a focus on public safety) • Creating General Fund(s) savings • Renamed items = Council Priority Projects Administrator Horm reviewed all Council approved funding projects/initiatives, and the amounts awarded, as well as their status. The Council approved $6.6 million in projects & initiatives. To date, the City has spent $3.5 million, with $2.7 million remaining to spend. The total if all spent = $6.3 million with some projects coming in under budget. Woessner and Hoffmire provided their respective questions and comments. POLICE DEPARTMENT a. Police Department Annual Report Police Chief Slowik presented the annual report. He thanked Police Senior Administrative Assistant Meg Massey for her help in creating the report. Chief Slowik noted the annual report was also available on the City’s website. Highlights of the report included the Department’s Mission and Values, staff milestones and retirements, new hires, core focus and accomplishments. Workshop Meeting Minutes August 28, 2024 Page 6 of 7 The Department’s Core Focus includes five fundamental focus areas: • Schools • Parks • Downtown • Traffic • Community And two critical areas of focus: • Proactive Police Work • Calls for Service Chief Slowik noted the Department’s accomplishments: • Professional Development Training – 8 Officers = 115 hours of leadership training. • Police Staffing Analysis – Presented at February 2024 workshop • Police Community Advisory Board – Reestablished in Spring 2024 • Public Safety Survey – Presented at July 2024 workshop • WASPC Accreditation Mock Assessment Mock Walkthrough Final Administrative Review Final Walkthrough –August 29, 2024 The Department will receive the accreditation in November of this year. Chief Slowik noted one third od all Washington agencies are accredited and of those, less than 70% are re-certified. Chief Slowik also reported on the number of calls for service over a five-year period and the metrics for arrests and citations. He noted requests for public records have also increased dramatically and reported as well on the activities of the Drug Task Force. The Department has also seen an increase in human services referrals to co-responders, for opioid outreach, the recovery navigator program, mental health, and housing services. Chief Slowik reviewed current and proposed staffing. The Department is working to build back up staffing levels from a low point in 2013-2019. He closed his presentation with reports on Department equipment and community engagement activities. Councilmembers Hoffmire, Stucky, Woessner, and Wiegenstein, and Mayor Wright provided their re- spective questions and comments. ADJOURN There being no further business, Mayor Wright adjourned the workshop at 3:43 p.m. Certified by Julie Nester, City Clerk Workshop Meeting Minutes August 28, 2024 Page 7 of 7