City Council

Oak Harbor City Council Workshop Meeting Minutes September 25, 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 Human Resources Director Emma House Councilmember Christopher Wiegenstein Police Chief Tony Slowik Councilmember Barbara Armes Fire Chief Travis Anderson City Engineer Alex Warner Engineering Technician Jon Pollock Central Services Manager Sandra Place City Archaeologist Gideon Cauffman Finance Manager Chas Webster Grants Administrator Wendy Horn Accountant Heidi Childs 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, and especially the distinguished tribal guests. He noted all councilmembers were present with Councilmember Wiegenstein 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. a. Acknowledgement and Introductions of Tribal Member Guests Workshop Meeting Minutes September 25, 2024 Page 1 of 6 Mayor Wright called on City Archaeologist Cauffman to please do the honor of introducing Tribal guests. Present were: Josephine Jefferson, Swinomish Indian Tribal Community, THPO Jackie Ferry, Samish Indian Nation, THPO Nicole Smith, Samish Indian Nation, Executive Administrator Invited but unable to attend the meeting were: Tom Wooten, Samish Indian Nation, Tribal Council Chairman Kerry Lyste, Stillaguamish Tribe, THPO Terri Gobin, Tulalip Tribes, Tribal Council Chairwoman Marcia Julius, Swinomish Indian Tribal Community, Assistant THPO Prior to the workshop, tribal representatives and guests met with staff at the City’s Public Works facility, then traveled to the Waterfront District and met at City property at 1081 Pioneer Way, followed by a tour and discussion of redevelopment sites, including City parks and shoreline areas, and light refreshments at City Hall. Swinomish Indian Tribal Community Tribal Historic Preservation Officer (THPO) Josephine “Jo-Jo’ Jef- ferson thanked Archeologist Cauffman for facilitating the meeting and thanked the Mayor and the Coun- cil for the invitation. She stated she strongly believed that connections between the Swinomish and the City of Oak Harbor needed to be established, with several ways to connect and make friendships within the community, and provide more awareness of native art, tribal members, and new people in govern- ment. Archeologist Cauffman will be visiting with area tribes to continue building relationships on behalf of the City. Mayor Wright thanked Archeologist Cauffman and Tribal Historic Preservation Officer Jefferson for their reports and participation, and noted he looked forward to a continued relationship. EXECUTIVE SESSION a. Executive Session Mayor Wright announced the Council would now move into executive session per RCW 42.30.110 (1) (b) To consider lease or purchase of real property as pertains to price, and per RCW 42.30.110 (1) (f) To receive and evaluate complaints or charges brought against a public officer or employee. He announced the anticipated duration of the executive session was 15 minutes and that action might or might not be taken upon return to the open session. Executive Sessions are not open to the public. Mayor Wright noted if additional time was needed, the Council would have the City Clerk announce any extensions. The Council entered into executive session at 1:07 p.m. for fifteen minutes until 1:22 p.m. At 1:22 p.m. the Council extended the executive session for an additional fifteen minutes to 1:37 p.m. Workshop Meeting Minutes September 25, 2024 Page 2 of 6 At 1:37 p.m. the Council came out of the executive session and resumed the open session of the meet- ing. Mayor Wright noted no action would be taken at this time on the matters discussed. ENGINEERING Mayor Wright noted Staff had requested to switch the order of the two Engineering presentations on the agenda. The Safety Action Plan team needed time to set up for an Open House at The Center that begins at 4:00 p.m. There were no objections to the change. b. Comprehensive Safety / Action Plan Update City Engineer Alex Warner was joined by Washington State Safety Lead Veronica Sullivan of DKS As- sociates who is working with the Island Regional Transportation Planning Organization (IRTPO). Ms. Sullivan reviewed the stakeholders included in the IRTPO and reported that Fatal and Serious Injury accidents have increased steadily since 2012. IRTPO’s vision is to reduce the number of traffic deaths and serious injuries to zero by the year 2045. The Comprehensive Safety / Action Plan (CSAP) will work to enhance public safety across all modes of transportation. Included in the Plan is the Safe Street and Roads for All funding received by IRTPO. Ms. Sullivan paused her presentation as Councilmember Hoffmire arrived to the meeting, and she re- sponded to questions. She provided statistics on vehicle crashes, most of which were intersection re- lated, and reviewed the top five contributing circumstances, the first of which was not granting right of way. Ms. Sullivan provided data mapping crashes for Oak Harbor, looking at potential areas of concern, traffic volumes, and seeking public feedback. DKS Associates has done and is holding a number of public input events, including a public meeting today at The Center. The timeline to finalize and approve the CSAP is Spring 2025. Councilmember Stucky and Mayor Pro Tem Hizon provided their respective questions and comments. Chief Slowik also responded to questions and provided additional information. a. SR 20 / Fakkema Road Roundabout Update City Engineer Alex Warner introduced the representatives of the Washington State Department of Trans- portation, Chris Damitio, P.E., Regional Administrator for the Mt. Baker area, which includes Island County, and Adam Emerson, P.E., Design Project Engineer to provide a presentation on the creation of a roundabout at SR 20 and Fakkema Road where a T style intersection currently exists. WSDOT has determined that a compact roundabout will increase safety by reducing collisions at this location. WSDOT is working with the City, NASWI, and Island County on the project. An aerial rendering of the proposed roundabout was displayed. The center island will be “mountable” and crosswalks are included in the design, but no sidewalks. The roundabout will eliminate the slow vehicle lane coming up the hill from Ault Field Road. There will be a “passing shoulder”, with just one lane in each direction. The project will require roadway closure totaling about 90 hours and a schedule will be provided in advance. Local access for residents and businesses will be provided via detours. WSDOT plans to advertise the project in February 2025 and select a contractor in the first quester, with construction estimated to begin in the second quarter of 2025 and finish in the 4th quarter of 2025. The estimated cost for design, construction and inspection is $3.3 million. WSDOT will provide communica- tion with all parties. Workshop Meeting Minutes September 25, 2024 Page 3 of 6 Mayor Wright requested WSDOT to please coordinate with the City’s Communications Officer, Magi Aguilar as well. Councilmembers Stucky, Hoffmire, Armes, and Mayor Pro Tem Hizon provided their respective ques- tions and comments. FINANCE a. Mayor’s Preliminary Biennial Budget Deputy City Administrator and Finance Director David Goldman presented the proposed Mayor’s 2025- 2026 Preliminary Biennial Budget. He noted the City has received confirmation that it is the recipient of a COPS grant, which will fund five additional police officers. The Preliminary Budget includes: Mayor’s Budget Message Council Priorities 2025-2026 Preliminary Budget Highlights Oak Harbor’s Organizational Structure Budget Summary and Funds Long-term Capital Plan Mayor’s Message: City Service Delivery Value Staff Grant Funding for Capital Projects Reduced Utility Rates City Council Priorities Deputy Administrator Goldman reviewed what is preliminary proposed versus preliminary for the budget. Preliminary - First look at 2025-26 biennial budget. Changes will continue to be made based on: City Council feedback. Ideally within two weeks. Continued revenue and expenditure trends. New information (e.g. grant notifications, vendor notifications, capital project changes). Further detailed review. Addition of detailed department/program information. Proposed Budget will be presented at the October 23, 2024 Council Workshop He reviewed the calendar dates for budget meetings and public hearings: Mayor’s Preliminary Proposed Budget – September 25, 2024 (today) Mayor’s Proposed Budget – October 23, 2024 Public Hearing on 1% Property Tax – November 6, 2024 Public Hearing on Proposed Budget – November 6, 2024 Public Hearing on Adoption of Final Budget – November 19, 2024 The public may comment on the budget online at the City’s website, or via email to the City Clerk. Deputy City Administrator Goldman noted the budget was created in line with the Council’s priorities: Public Involvement Promote/Implement Housing Action Plan Increased Police Engagement Employee Morale/Staffing and Workloads/Equity Roadway Projects Workshop Meeting Minutes September 25, 2024 Page 4 of 6 Park Maintenance Repair Utility Infrastructure Water Storage and Supply Connecting Downtown and Marina Deputy City Administrator Goldman reviewed budget highlights, including: Program-Performance Budgeting Facilities and Infrastructure Reserve for Replacement (Fund 504). Streets Funding Recreation Marina Water Solid Waste Long-Term Capital Plan Decision Packages and Personnel Requests Comprehensive Financial Management Policies that staff must work within: General Financial Goals Operating Budget Policies Revenue Policies Expenditure Policies Reserve Policies Performance Measurement Policies Investment Policy Special Revenue Policies Accounting, Financial Reporting and Auditing Policies Councilmembers Hoffmire, Stucky, and Woessner, provided their respective questions and comments. Deputy City Administrator Goldman was joined by Parks and Recreation Director Brian Smith in re- sponding to questions from the Council And reviewed the City’s Financial Structure, uses of each of the funds, fund balances and projections, and budget fund categories: Governmental Funds General Fund Special Revenue Funds Debt Service Funds Capital Project Funds Proprietary Funds Enterprise Funds Internal Service Funds Mayor Wright called for a brief recess from 3:09 p.m. to 3:19 p.m. Deputy City Administrator Goldman provided an in-depth review of each of the above funds. A copy of the presentation was included in the meeting video. In closing, Deputy City Administrator Goldman provided a long-term Capital Plan overview. He was joined by Parks and Recreation Director Brian Smith in responding to questions from the Council. Councilmembers Woessner, Marshall, and Armes provided their additional questions and comments. CITY ADMINISTRATOR Workshop Meeting Minutes September 25, 2024 Page 5 of 6 City Administrator Combs noted there would be no report this month. The next report will include August and September statistics. CITY COUNCIL COMMENTS Councilmember Armes praised the 50th Anniversary event for the Oak Harbor Marina and thanked Parks and Recreation Director Smith and staff for their efforts. Mayor Wright noted Parks and Recreation Di- rector Smith, and team did a great job and brought an increased awareness of the Marina, as did the first of two Marina open houses. Mayor Wright thanked all department directors and staff for their work on the preliminary proposed budget, the results of which benefit the work of the City. ADJOURN There being no further business, Mayor Wright adjourned the workshop at 3:42 p.m. Certified by Julie Nester, City Clerk Workshop Meeting Minutes September 25, 2024 Page 6 of 6