City Council

Oak Harbor City Council Regular Meeting Minutes April 15, 2025 This was both a physical meeting location and a virtual meeting. Meeting was viewable via YouTube at www.youtube.com/cityofoakharbor, on Facebook, and on Cable Channel 10/HD 1090 following the meeting. CALL TO ORDER Call To Order and Native Lands Acknowledgement - Mayor Wright called the meeting to order at 5:30 p.m. He included the acknowledgement that the meeting was being held on the ancestral lands of the Coast Salish people and paid respect to those past and present. Invocation – Led by Pastor Sam Giles, Living Faith Church. . Pledge of Allegiance – Led by Councilmember Stucky 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 Public Works Director Steve Schuller Councilmember Bryan Stucky Parks and Recreation Director Brian Smith Councilmember Eric Marshall Police Chief Tony Slowik Councilmember Christopher Wiegenstein Police Captain Kevin Barton Councilmember Barbara Armes Fire Chief Travis Anderson Councilmember James P. Marrow Fire Captain Paul Schroer Deputy Fire Chief Mike Buxton Administration Manager Sandra Place Parks and Recreation Supervisor Brandon Cable Grants Administrator Wendy Horn Communications Officer Magi Aguilar Executive Services Coordinator Macalle Finkle City Clerk Julie Nester Also in attendance: City Attorney Joanna Eide of Kenyon Disend, PLLC Others in attendance included members of the Oak Harbor Fire Department Mayor Wright noted that attorney Joanna Eide of the City’s legal firm of Kenyon Disend was participat- ing for City Attorney Hillary Evans. EXCUSE ABSENT COUNCILMEMBERS Mayor Wright greeted all in attendance. He noted all members of the Council were present. Regular Meeting Minutes April 15, 2025 Page 1 of 12 1. APPROVAL OF AGENDA Mayor Wright requested any changes to the agenda. Hearing none, the agenda was approved as pre- sented. 2. PRESENTATIONS a. Oak Harbor Fire Department Promotion Ceremony Fire Chief Anderson noted it was his privilege to conduct the promotion ceremony for Captain Paul Schroer to the position of Deputy Fire Chief and Fire Marshall. Chief Anderson observed leadership allows you to be a change agent and teaches you about yourself and he congratulated Captain Schroer on his journey as a leader. Chief Anderson administered the Oath of Office. He explained he had a personal tradition of passing along his bugle pins and in passing them to newly sworn in Deputy Chief Schroer hoped they would carry not just the weight of the job, but also the experience. Deputy Chief Schroer’s “honorary nephew” Arthur, participated in the pinning portion of the ceremony. Deputy Chief Schroer stated he blessed to have members of the Fire Department, his family and friends present and noted he had big shoes to fill with the retirement of outgoing Deputy Chief and Fire Marshall Buxton. He noted he was grateful to work with the department and was looking forward to new horizons. Mayor Pro Tem Hizon called on outgoing Deputy Chief Buxton, who stated he was confident with Dep- uty Chief Schroer taking over, noting he already knew City and Fire Department codes, and that he had a passion for investigation. Mayor Pro Tem Hizon thanked Deputy Chief Buxton for his service. Mayor Wright congratulated Deputy Chief Schroer and noted the Council would take a five-minute break to allow for photos and congratulations. BREAK – 5:44 p.m. to 5:49 p.m. b. Oak Harbor Rotary Club – Windmill Update Brian Jones and Ryan Wallin of the Oak Harbor Rotary Club provided an update on the Club’s plans to build and fund a windmill structure in Windjammer Park. They were joined in the audience by Ro- tary Club President Dr. Jerry Sanders and Past President Pastor Matthew Erickson. Mr. Jones gave a presentation outlining the advancing design of the windmill project and a progress report on fundrais- ing and in-kind donations from contractors in the community. Mr. Wallin explained that while closely resembling the original structure, the new windmill will be far more functional and will include a kitchen, Americans With Disabilities Act (ADA compliant bathroom, and a meeting space. The Rotary Club submitted an initial permit to the City, received comments back, and will soon be resubmitting the permit application. Mr. Wallin noted most of the City’s com- ments were structural. And nearly all have been addressed. Once approved, the Rotary and contrac- tors will begin pre-construction activities and continue fundraising. The Rotary Club plans to apply for two grants once the groundbreaking takes place, one regarding historical heritage and another for economic development. Mayor Pro Tem Hizon and Councilmembers Woessner, Stucky, and Marshall provided their respec- tive questions and comments. Mayor Wright inquired how people can donate to the project. Mr. Jones noted this could be done online at https://ohrotary.org/Page/OHwindmill with a donation to the Oak Harbor Rotary Foundation. Regular Meeting Minutes April 15, 2025 Page 2 of 12 Rotarians will be following up with those who purchased legacy bricks to confirm what they want stamped on them. 3. PUBLIC COMMENT PERIOD Mayor Wright noted members of the public could comment on Consent Agenda items or subjects of interest not listed on the agenda at this time and there would be an opportunity to comment on the remaining Agenda items during the meeting as appropriate. The public may also visit the City’s website prior to meetings for methods to submit public comments, or contact the City Clerk, Julie Nester, by phone or email. When submitting comments, please include your name and address. Public comments sent anonymously or from a non-verifiable address will be shared with the Mayor and Council but will not be displayed. Comments on public hearing items will be taken during the public hearings portion of the meeting. The City received two new public comments since the last regular meeting. Comments were received from: 1. Kim Ford of Oak Harbor, thanking the Parks and Recreation crew for their prompt attention to the safety netting over the first base dugout at Volunteer Park, Field Three. 2. Denise Marion of Oak Harbor, requesting a crosswalk and signage at the intersection of Scenic Heights Road and SW 19th Court, at the entrance to Freund Marsh and the Scenic Heights Trail. The comments were displayed. Mayor Wright asked if there were any members of the public present who wished to speak to any other items not listed on the agenda or on the consent agenda. He noted the Clerk would call on speakers in the order in which they signed in to speak. Mayor Wright asked speakers to please step forward to the microphone and state their name and address, and to please limit comments to three minutes. 1. Joshua Treadway of Oak Harbor thanked the Mayor and Council for their service to the com- munity. He noted the Council usually focuses on local issues but reported that last week President Trump had defied a court order and deported someone without due process and sent American prisoners to a foreign country. He stated people could disagree on tariffs and government regulations but must agree to not be silent and to bring these concerns forward. He urged all to contact their representatives and ask them to affirm that the City would not participate in any efforts that undermined due process. 2. Sherry Worth of Island County, who noted she lived just outside the city limits, spoke regarding the discussion of a Business & Occupation (B&O) Tax. She believed such a tax should be non- discriminatory and should be fair and equal and perhaps exclude new businesses to allow them to become more established. She stated if the Council proceeded with the tax it should be to benefit the entire community. Ms. Worth noted the Oak Harbor Marina was available to those who could afford boating and used key cards to access it. She noted the Marina rehab should not fall on the backs of the business community if there wasn’t sufficient interest in it. Hearing no one with a desire to address the Council, the public comment period was closed. 4. CONSENT AGENDA Consent Items a. Approval of Minutes: City Council Workshop of March 25, 2025 and City Council Meeting of April 1, 2025 b. Approval of Payroll and Accounts Payable Vouchers c. Fuel Contract 2025 d. Finance Department Utility Billing (UB) Division Copier Contract 2025 Regular Meeting Minutes April 15, 2025 Page 3 of 12  e. Purchase Authorization – Utility Locator Truck f. Washington Department of Ecology Oil Spill & HazMat Response Grant Mayor Wright called for any changes to the consent agenda. Hearing none he called for a motion for approval. Motion: Councilmember Wiegenstein moved to approve the consent agenda. Mayor Pro Tem Hizon seconded the motion, which passed unanimously. 5. MAYOR & COUNCIL COMMENTS a. Mayor’s Comments Mayor Wright provided the following comments: • Smith Park added to Washington Heritage Register: A ribbon cutting ceremony was held last Satur- day for the placement of a Washington Heritage Register plaque. Smith Park is one of only three parks in the state to join the list. Thank you to City Archeologist Gideon Cauffman for speaking on behalf of the City and to Councilmembers Stucky and Armes, and Parks and Recreation Chair Carrie Stucky for attending. • Redevelopment of Downtown and Waterfront District: Our second public workshop is this Thursday, April 17th at 6:00 p.m. at the Oak Harbor Yacht Club, 1301 Catalina Drive. The workshop will consist of a presentation of the data collected from the first public workshop and a brief discussion on the next phase of the project. Refreshments will be served. • The Wright Blend: For those who requested an evening time, our next conversation will be Friday, April 25th at 5:30 p.m. at the El Cazador Mexican Grill and Cantina, located at 32195 State Route 20. Please join us to “Taco ‘bout it” and share your questions and thoughts. We have had great attendance and look forward to seeing you. • Other Events in Oak Harbor: Save the dates for these upcoming events: a. Election dates to remember - Candidate Filing Week starts on May 5th. The last day to file for elective office is Friday, May 9th. b. Women Veterans Forum and Veterans Town Hall hosted by Veterans Affairs Advisory Commit- tee at the American Legion on April 23. 8:30 – 9:30 a.m. and 10:00 a.m. -12:30 p.m. c. City of Oak Harbor Job Fair, Tuesday, April 29 at the Oak Harbor Chamber of Commerce, from 1-4 p.m. Meet our department heads and talk to Human Resources about job opportunities. d. The Great Escape: The Coho Salmon we have been caring for in partnership with the Wash- ington State Department of Fish and Wildlife are ready for their next adventure. The salmon are being released on Saturday May 3rd at 9:30 a.m. at the City of Oak Harbor Marina. e. The Greater Oak Harbor Chamber of Commerce presents the Whidbey Island Culture Fest, May 3rd and 4th. This free two-day event is dedicated to honoring the rich tapestry of Whidbey Island. See the Chamber’s website for more details. b. Councilmembers Councilmember Marrow provided his respective comments. He noted there was a special election com- ing up with one item on the ballot and all should exercise their right to vote. Regular Meeting Minutes April 15, 2025 Page 4 of 12 6. PUBLIC HEARINGS & MEETINGS - None 7. ORDINANCES & RESOLUTIONS a. Resolution 25-10: Adopting the Oak Harbor Arts Plan Parks and Recreation Director Brian Smith presented the item. He explained a year ago, the City began work on the development of the City's first Arts Plan with the assistance of consultants from urban planning and design firm Framework. The intent of the Arts Plan is to create a shared vision for the arts in Oak Harbor and set out a process to guide the City in most effectively supporting the arts in ways that provide public benefit and further City goals. The Plan was developed in consultation with the Oak Harbor Arts Commission, City staff, and the broader community; it includes consideration of the current offerings of arts in Oak Harbor and explores new opportunities for arts and culture. The Plan includes themes that came out of community input, criteria for project selection, partnership and funding opportunities, and a toolkit of best practices for arts administration. The project also includes an arts website with an interactive map identifying public art in Oak Harbor with information about the artists. The proposed City of Oak Harbor Arts Plan docu- ment and its associated resources will serve as a guide for City leadership and decision makers in shaping the cultural face of Oak Harbor. Director Smith noted eight (8) focus group discussions were held, along with public drop-in sessions, a pop-up booth at a parade and a virtual focus group meeting. The Arts Plan has several key elements developed around community engagement themes: • Enhance Visibility & Identity o Increase arts visibility with better wayfinding and communication. • Strengthening Connectivity o Strengthen links between Downtown, the waterfront, and key areas. • Foster Cooperation & Coordination o Improve collaboration with the Arts Commission as a hub. • New Venues o Explore opportunities for more performance spaces, an all-ages music venue, and an arts hub. • Bring Arts to Neighborhoods o Bring more public art and programming to parks and community spaces. • Establish Thoughtful Procedures o Establish clear guidelines for art selection, management, and care. Director Smith reported the existing arts and culture in Oak Harbor are varied, with more than fifty (50) pieces of art in public spaces in Oak Harbor, sixteen (16) sculptures and murals downtown, strong visual and performing arts programs in the schools, well-attended community events, a variety of local businesses with arts-related exhibitions and activities, and a strong commitment to the arts from com- munity organizations and the school district. The arts in Oak Harbor are linked to 44% of Whidbey Island’s travel impact and 16% of lodging sales. The Arts Plan highlights the arts as a powerful economic driver and recommends potential strategies for expanding arts investment, such as increasing the Creative Arts Fund, establishing a Creative Dis- trict, leveraging lodging tax revenue, and strengthening local arts organizations. The Arts Plan includes a structure for establishing procedures and criteria to select and implement projects based on consistent themes from public input. Criteria such as visibility, connectivity, coordi- nation, geographic distribution, serving the breadth of the community, increasing space for arts and culture, and considering the levels of benefit and investment. The plan also includes practical toolkits Regular Meeting Minutes April 15, 2025 Page 5 of 12 and forms to make project implementation easier. These resources guide the development of arts ini- tiatives, ensuring transparency and consistency in how projects are proposed, evaluated, and carried out. The creation of an Arts Portal with an interactive story map of all art pieces will be included on the City’s website, along with a list of opportunities for actionable projects. The Arts Plan will be integrated into the City’s 2025 Comprehensive Plan, Mayor Wright confirmed no public comments had been received and invited anyone present to speak. Hearing no one, he turned to the Council for their comments. There were no comments or questions by the Council. Motion: Councilmember Marshall moved to approve Resolution 25-10: Adopting the Oak Harbor Arts Plan. Mayor Pro Tem Hizon seconded the motion, which passed unanimously. b. Resolution 25-13: Building Donation Agreement and Licensing Agreement with Girl Scouts of Western Washington Parks and Recreation Director Smith presented the item, which was also discussed at the March 25, 2025 Council workshop, and provided background information. The Girl Scouts of Western Washington (GSWW), headquartered in Seattle, is the governing body for all of the Western Washington Girl Scout councils and troops. Local troops can only operate with the permission of GSWW. According to Nichole Franko, Chief Operations Officer of the GSWW, some metrics on their local operations include: Number of total GSWW youth members: 14,923 Number of total troops on Whidbey Island: 13 Number of Girl Scout youth members on Whidbey Island: 117 Number of Girl Scout adult members on Whidbey Island: 126 Number of total troops within the City of Oak Harbor: 7 Number of Girl Scout youth members within the City of Oak Harbor: 65 Number of Girl Scout adult members within the City of Oak Harbor: 58 On April 3, 1956, the City of Oak Harbor dedicated property within Neil Park for the Girl Scouts to construct a Troop House for local troop activities in Oak Harbor, located at 759 SE 4th Ave. Local troops under the auspices of the GSWW built the structure. The City provided hookups for water and sewer lines, and the occupants paid regular monthly charges. On October 16, 2019, a lease agreement was entered between the City of Oak Harbor and the Girl Scouts of Western Washington (GSWW). The agreement states the land belongs to the City of Oak Harbor and the building is owned by GSWW. This lease agreement replaced the dedication passed by the City Council in 1956. The term of the current lease agreement was five years, expiring in 2024, with the option to renew. The lease stipulated that, if not renewed, either the City could require GSWW to remove the building or the City could buy the building at market value. On April 25, 2024, the Chief Operations Officer for the GSWW contacted the City regarding the lease to explore options to relinquish ownership of the property after seeing a decline in their membership and budget constraints. Very few scout troops or councils operate their own buildings and, instead, the GSWW owns several camps around the state while most troops meet in leaders' homes or at a local church, school, or other similar community space. GSWW is proposing a donation agreement transferring the building to the City with a use license Regular Meeting Minutes April 15, 2025 Page 6 of 12 agreement for the local troops to continue to utilize the building until they can make other arrangements for a meeting space. The terms of the use agreement are suggested for an optional five years. The City may also utilize the Girl Scout building to support the growing need for programming space and storage of recreation supplies and equipment. Currently, the Parks and Recreation Department does not have any other available storage space and limited indoor programming space, especially during daytime hours. The Donation Agreement and the License Agreement have been reviewed by legal counsel. To comply with applicable laws regarding the gifting of City funds, GSWW will pay an annual rate of one dollar ($1.00) with the recognition that the value of the building asset received by the City exceeds the rental fee to be established. According to the GSWW, the facility costs last year were $3,980 for utilities and $3,459 for facility maintenance, which did not include staff labor costs. Staff conducted a facility assessment with a contractor, which took into consideration the following components based on a five-ten-year life span: • Roofing • Structural Integrity • Building Envelope • Electrical • Plumbing • Heating, Ventilation, and Cooling (HVAC) • Fire Safety • Elevators & Escalators (if applicable) • Site & Landscaping • Energy Efficiency Furnace: Good condition, No Air Conditioning Flooring: Laminate is good, the carpet is worn, inspector recommended replacing Bathroom: Good condition Kitchen Appliances are outdated but in working order, Hot water tank is from March 2003 Roof: flat and doesn’t have good drainage. The contractor recommended replacing the roof and pro- vided a quote. Roof replacement $30,600 - $35,700. Carpet replacement $4,800 - $6,000. According to a 2019 lab report done by the GSWW there is asbestos in some of the flooring materials, which would be an added cost to removal. GSWW is proposing a donation agreement transferring the deed for the building to the City with a use license agreement for the local troops to continue to utilize the building until they can make other ar- rangements for a meeting space. The terms of the use agreement are suggested for an optional five years. Director Smith explained that staff would like to continue to support the local Girl Scout troops, and with few options for community spaces, it makes sense for the City to take ownership of the building and allow it to continue to be used by the Girl Scouts and other community programs rather than demolished at this time. Parks and Recreation will explore options for the structure when we plan for improvement of Neil Park. Mayor Wright confirmed no public comments had been received and invited anyone present to speak. Regular Meeting Minutes April 15, 2025 Page 7 of 12  1. Dawn Schultz identified herself as the incoming service unit manager for the girl scouts in Oak Harbor. She stated local leaders had been overlooked by the GSWW Council and that local troops were still trying to rebuild after the COVID-19 pandemic, and that as a Navy community, membership was always in flux. Ms. Schultz stated maintenance was done last year to wiring and heating in the building. She also noted the nearest supply depot for GSWW is in Everett so there was a need for local storage space, and that not all troops were comfortable meeting in a church, or in homes for safety concerns, and that schools weren’t always available. 2. Sandy Hunt of Oak Harbor identified herself as a long-time troop leader and current day camp director. She stated the local troops were not contracted by GSWW in 2019 regarding the change to a lease agreement.. She requested that if the City takes over the building the local troops still be able to use it and that they be allowed more hours than what the Parks and Recreation Department has initially indicated.. Ms. Hunt noted not having a location is a road- block to getting a troop organized. 3. Jillian O’Brien of Oak Harbor identified herself as being here on behalf of a troop located in Oak Harbor. She stated the local girl scout troops were not made aware of this plan and that GSWW did not come to them to discuss it. She requested to know why the dedication of the land was revoked by GSWW and why they entered into a lease in 2019. She thanked the Council for hearing out the local troops and urged them not to accept the building donation. Mayor Wright asked for clarification on the donation. Director Smith explained under the terms of the proposed agreement, GSWW would donate the building to the City. If the City does not accept it and if the GSWW does not renew the lease, the City can require them to remove the building or sell it to the City for market value, Hearing no other public comments, Mayor Wright turned to the Council for their comments. Mayor Pro Tem Hizon and Councilmembers Marshall, Wiegenstein, Marrow, Stucky, and Woessner provided their respective questions and comments. Mayor Wright asked City Administrator Combs for additional clarification. City Administrator Combs explained that GSWW, as the responsible party for the building, approached the City with the proposed building donation and licensing agreement. GSWW expressed this is due to cost factors and a reduction in participation, and that they are moving away from ownership of buildings outside of camps and of- fices. City staff is trying to find common ground to allow the local girl scouts to use the space and have storage. GSWW’s proposed agreement would provide the local troops with an optional five (5) year period to research and arrange for other meeting space options. Motion: Following discussion, Councilmember Woessner moved to table Resolution 25-13: Building Donation Agreement and Licensing Agreement with Girl Scouts of Western Washington, until the July regular Council meeting (July 1, 2025) to give the local organizations the opportunity to work with the state organization (GSWW) to see if they can work something out. He noted if the GSWW decide to close the donation offer, they had the right to do so and then it would revert to the terms of the present agreement. Councilmember Wiegenstein seconded the motion to table the item until July. Mayor Pro Tem Hizon noted that in terms of the City’s role, the decision was whether to accept the donation of the building or not and didn’t want the local troops to feel left out or behind. The vote on the motion passed unanimously. 8. CONTRACTS & AGREEMENTS a. Professional Services Agreement for Urban Forestry Master Plan Parks and Recreation Director Smith reviewed the item for the Council. He explained that in 2023 the City of Oak Harbor was awarded $1,680,140 in no-match grant funding through the United States Regular Meeting Minutes April 15, 2025 Page 8 of 12 Forest Service. The five (5) year grant funding specifically addresses City-wide needs regarding urban forest management planning, tree canopy retention, resiliency and advancement, vegetation analysis, access to green spaces, emphasizing disadvantaged communities, citizen volunteer programming, and promotion of green careers. The City issued a Request for Proposal (RFP) for the Urban Forestry Management Plan (UFMP) on October 22, 2024. The City received two complete responses to the RFP deadline, which solicited qualified firms to develop an adaptive UFMP for the City of Oak Harbor that will guide the Parks and Recreation Department and its goals to foster a sustainable urban forest that can tolerate increased pressures from climate change and increased urbanization and increase access to outdoor green spaces and recreational areas in historically disadvantaged communities. The RFP noted this would include professional services in arboriculture, urban forestry, Geographic Information Systems (GIS), natural resource management, community process facilitation, and other areas of expertise outlined in this RFP. The RFP responders were: Dudek $267,560 PlanIT Geo $265,480 The deliverable UFMP will provide a framework and roadmap for the City’s arboriculture policies over the next 30 years as well as guide implementation of forest resiliency projects over the next five (5) years, funded by the United States Department of Agriculture (USDA)/US Forest Service - Inflation Reduction Act Urban and Community Forestry program. The overall objective is to produce a compre- hensive, adaptive management plan that can be effectively implemented. The plan will involve public input regarding management priorities of urban forests on both public and private properties, utilizing spatial data to target vulnerable regions of the City’s urban forest landscape via the following: 1. Stakeholder Engagement and Findings 2. Updated Tree Inventory 3. Planting Strategies 4. Municipal Code Revisions and Standards 5. Implementation Plans Staff is requesting Council approval of the lowest responsive and responsible submittal from PlanIT Geo and have negotiated the overall price proposal for the professional services agreement to $208,696 utilizing efficiencies and performing a portion of the work in-house. Mayor Wright confirmed no public comments had been received and invited anyone present to speak. Hearing no one, he invited the Council to provide their comments. Mayor Pro Tem Hixon and Councilmembers Stucky, Woessner, and Marrow provided their respective questions and comments. Motion: Mayor Pro Tem Hizon moved to approve the Professional Services Agreement with PlanIT Geo for the Urban Forestry Master Plan. Councilmember Marrow seconded the motion, which passed by a vote of 6-1 with Councilmember Stucky opposed. 9. OTHER ITEMS FOR CONSIDERATION a. Purchasing Policy and Procedures Manual Update Administration Manager Place presented proposed updates to the Purchasing Policy and Procedures Manual and provided background information. She noted the City’s legal counsel has reviewed the proposed updates and revisions. Regular Meeting Minutes April 15, 2025 Page 9 of 12 The Purchasing Policy and Procedures Manual is designed to assure the local public, the City Council, and City administrative staff that the City of Oak Harbor is receiving maximum value for each tax and utility dollar expended and assure fiscal responsibility in the procurement process. The Manual is de- signed to help staff with the inclusion of “best practices,” user-friendly flow charts, and checks and balances. The current Manual was last updated May 17, 2022. On April 24, 2024, staff provided proposed updates to the City Council on the City’s Purchasing Policy and Procedures and opened a discussion regarding increasing authority limits. The feedback from the City Council was to bring back what staff felt was needed to be efficient and effective. On November 20, 2024, staff provided additional information on several legislative session outcomes for procurement and contracting that also occurred in 2023, which can be updated in the City’s policies and procedures. In addition to this information, staff proposed increases in the City’s authority limits. The feedback from the City Council was that they were not comfortable with the proposed authority limits, which were three times higher in the case of professional services and double for all others. Administration Manager Place explained this agenda item aimed to provide a happy medium increase for all authority limits, finalize the changes passed in the legislative session, and update the City’s grant process as presented at the last workshop. The proposed updates were made with six objectives: • Increase authority level to be more effective and efficient • Standardize authority amounts • Update policies and procedures to align with new legislative outcomes • Update the grant process • Addition of direct contracting language • Addition of Compost Procurement Staff proposed the following to increase authority limits: • Department Director authority from $5,000 to $10,000 for the purchase of materials, supplies, and equipment • Mayor or Designee authority from $50,000 to $75,000 for the purchase of materials, supplies, and equipment • Mayor or Designee authority from $30,000 to $75,000 for personal and purchased services • Mayor or Designee authority from $50,000 to $75,000 for Public Work and Architecture & Engi- neering Professional services Staff proposed changing the following sections to align with legislative updates: • SB 5268: Modifications to Small Works Roster • HB 1050: Apprenticeship Utilization Expanded • HB 1086: Increased Project Limits for Community Service Organization Contracts • HB 1621: Increased/Standardized Limits for Procurement Contracts Staff proposed to modify the existing grant process by removing the pre-approval required by the City Council currently to apply for grants if the following conditions apply: • If matching funds do not exceed $50,000, this allows the Department Directors, City Adminis- trator, and Mayor flexibility by determining whether budget capacity in operations will be availa- ble for a match and creates efficiencies at the beginning of the process. The City Council will continue to authorize the acceptance of the grant. Regular Meeting Minutes April 15, 2025 Page 10 of 12  • No matching funds. Because there is no financial commitment, this change will only create effi- ciencies at the beginning of the process. The City Council will continue to authorize the ac- ceptance of the grant. • No long-term commitment. This ensures that the current biennial budget is adhered to and that no commitment is made outside the approved budget funds. Other significant changes proposed for this revision are: • Removal of the Limited Public Works Process, which ceased to exist effective July 1, 2024. • Addition of direct contracting in section six to create efficiencies when procuring “Personal Ser- vice Contracts.” • Addition of Compost Procurement Ordinance (CPO) per RCW 43.19A.150. • Moved sections within the document to be less confusing for the user. The current Purchasing Policy and Procedures Manual, with proposed changes, was included as an attachment for the City Council meeting packet for review and consideration. A clean copy with an updated Table of Contents and Grammarly review with changes was also included in the meeting packet. Administration Manager Place thanked Joanna Eide, Attorney from the City’s legal firm of Kenyon Dis- end, for her assistance and legal review. Mayor Wright confirmed no public comments had been received and invited anyone present to speak. Hearing no one, he turned to the Council for their comments. Mayor Pro Tem Hizon and Councilmembers Armes, Stucky, Marshall, Woessner, and Marrow provided their respective questions and comments, with Administrative Manager Place, Attorney Eide, City Ad- ministrator Combs, and Public Works Director Schuller responding. It was noted that a section that was intended to be left in for the final version had inadvertently been omitted in editing. That section was present in the red-lined version but not the clean copy. Staff will correct this. Motion: Following discussion, Mayor Pro Tem Hizon moved to approve the updates and revisions to the Purchasing Policy and Procedures Manual, with the caveat that the language of the section dis- cussed be restored. Councilmember Marrow seconded the motion. Motion to amend the motion: Following continued discussion of the motion, Mayor Pro Tem Hizon moved to amend her motion to reading as follows: to approve the updates and revisions to the Pur- chasing Policy and Procedures Manual and restoring language to the change order section in the Pur- chasing Policy. Councilmember Marrow again seconded the motion. The vote on the amendment passed by 6-1, with Councilmember Woessner opposed. The vote on the motion as amended passed by a vote of 6-1 with Councilmember Woessner opposed. 10. REPORTS & DISCUSSION ITEMS - None 11. EXECUTIVE SESSION a. Executive Session per RCW 42.30.110 (1) (i) to discuss with legal counsel matters relating to agency enforcement actions. Regular Meeting Minutes April 15, 2025 Page 11 of 12 Mayor Wright noted that at this time the Council would take a short break and then move into an exec- utive session per RCW 42.30.110 (1) (i) to discuss with legal counsel matters relating to agency en- forcement actions. Mayor Wright noted the anticipated duration of the executive session was 30 minutes and that the City Clerk would announce any extensions by the City Council. Mayor Wright explained executive sessions are not open to the public and that action might or might not be taken upon return to the open session of the meeting. The Council entered the executive session at 8:00 p.m. for a thirty-minute period to 8:30 p.m. At 8:30 p.m. the Council came out of the executive session and resumed the open session of the meeting. Mayor Wright noted no action would be taken at this time regarding the matters discussed. ADJOURN There being no further business, Councilmember Wiegenstein moved to adjourn the meeting, se- conded by Councilmember Marshall. The vote on the motion was unanimous, therefore the meeting was adjourned at 8:30 p.m. Certified by Julie Nester, City Clerk Regular Meeting Minutes April 15, 2025 Page 12 of 12