City Council

City Hall City of Olympia 601 4th Avenue E Olympia, WA 98501 Information: 360-753-8447 Meeting Minutes City Council Tuesday, April 9, 2013 7:00 PM Council Chambers 1. ROLL CALL Present: 7- Mayor Stephen H. Buxbaum, Mayor Pro Tem Nathaniel Jones, Councilmember Jim Cooper, Councilmember Julie Hankins, Councilmember Steve Langer, Councilmember Jeannine Roe and Councilmember Karen Rogers 1.A ANNOUNCEMENTS - None 1.B APPROVAL OF AGENDA Mayor Buxbaum asked to amend the agenda to include an item under Special Recognition to allow Jim Quackenbush to make a presentation. Council agreed. Councilmember Langer moved, seconded by Councilmember Hankins, to approve the agenda as amended. The motion carried by the following vote: Aye: 7- Mayor Buxbaum, Mayor Pro Tem Jones, Councilmember Cooper, Councilmember Hankins, Councilmember Langer, Councilmember Roe and Councilmember Rogers 2. SPECIAL RECOGNITION 2.A 13-0300 Special Recognition of Olympia Police Volunteers Police Chief Ronnie Roberts and Senior Program Specialist Amy Stull shared appreciation of the many volunteers and areas in which they participate to help the City. Councilmembers thanked the volunteers for all the work they do. Presentation by Jim Quackenbush Mr. Jim Quackenbush of Thurston County Communications (TCCOM) thanked Councilmember Cooper for serving on the TCCOM Administration Board and in particular for his work in helping to site a radio communication facility. Mr. Quackenbush presented a shirt embroidered with the TCCOM logo to Councilmember Cooper. The recognition was received. 3. PUBLIC COMMUNICATION City of Olympia Page 1 City Council Meeting Minutes April 9, 2013 Mr. Jim Reeves spoke on the benefits of the artesian well. COUNCIL RESPONSE TO PUBLIC COMMUNICATION (Optional) 4. CONSENT CALENDAR 4.A 13-0303 Bills and Payroll Certification Claim check numbers 330922 through 332114: Total $7,783,178.39; and Payroll check numbers 85978 through 86053 and Direct Deposit Transmissions: Total $6,888,364.06. The decision was adopted. 4.B 13-0296 Approval of March 26, 2013 City Council Meeting Minutes The report was adopted. 4.C 13-0283 Approval of Port / City Lease Amendment for Farmer's Market The contract was adopted. 4.E 13-0294 Approval of Anexation Procedures for Division Street UGA Island The decision was adopted. SECOND READINGS 4.G 13-0204 Approval of Amendment to Ordinance 6835 (Operating Budget) The ordinance was adopted on second reading. 4.H 13-0205 Approval of Amendment to Ordinance 6833 (Special Funds) The ordinance was adopted on second reading. 4.I 13-0207 Approval of Amendment to Ordinance 6827 (Capital Budget) The ordinance was adopted on second reading. FIRST READINGS - None Approval of the Consent Agenda Councilmember Langer moved, seconded by Mayor Pro Tem Jones, to adopt the Consent Calendar. The motion carried by the following vote: City of Olympia Page 2 City Council Meeting Minutes April 9, 2013 Aye: 7- Mayor Buxbaum, Mayor Pro Tem Jones, Councilmember Cooper, Councilmember Hankins, Councilmember Langer, Councilmember Roe and Councilmember Rogers Items Pulled from the Consent Calendar 4.D 13-0288 Approval of Professional Services Contract with ECONorthwest to Provide Planning Services related to a Community Renewal Area (CRA) Councilmembers Rogers and Roe pulled this item from the Consent Calendar for discussion. Councilmember Rogers asked that the Executive Director of the Economic Development Council Michael Cade give a presentation on this issue to the full Council in May. Councilmember Roe asked to refer this to a Study Session or to the Land Use and Environment Committee for discussion. Community Planning and Development Director Keith Stahley reviewed the background of the Community Renewal Area and discussions held by the Ad Hoc Committee. He noted the Community Economic Revitalization Board grant has a deadline of May 16 for obtaining a signed agreement. Mayor Buxbaum assured the Council that the Ad Hoc Committee will bring each component of the program back to the full Council for review. Councilmember Cooper moved, seconded by Councilmember Langer, to approve and authorize the City Manager or his designee to sign the contract for professional services and a project scope of work, as recommended by the City's Ad Hoc Community Renewal Area committee. The motion carried by the following vote: Aye: 6- Mayor Buxbaum, Mayor Pro Tem Jones, Councilmember Cooper, Councilmember Hankins, Councilmember Langer and Councilmember Roe Nay: 1- Councilmember Rogers 4.F 13-0301 Approval of Advisory Committee / Commission Appointments Councilmember Roe announced the appointees to the various boards and commissions, as recommended by the General Government Committee. Councilmember Roe moved, seconded by Councilmember Cooper, to approve the recommended appointees. The motion carried by the following vote: Aye: 7- Mayor Buxbaum, Mayor Pro Tem Jones, Councilmember Cooper, Councilmember Hankins, Councilmember Langer, Councilmember Roe and Councilmember Rogers City of Olympia Page 3 City Council Meeting Minutes April 9, 2013 5. PUBLIC HEARING - None 6. OTHER BUSINESS 6.A 13-0284 Approval of Surface Transportation Program Funding Requests Engineering and Planning Supervisor Randy Wesselman reviewed the program. He stated grant applications were submitted on March 21 and provided details of the projects under each program. 1. Regional Surface Transportation Program - West Olympia Access Interchange Justification Report (IJR). Requesting $850,000, with a local match of $750,000 to be taken from transportation impact fees. - Boulevard Road and Morse-Merryman Road Roundabout - design phase only. Requesting $574,000 in grant funds, with a local match of $90,000, to be taken from transportation impact fees. 2. Statewide Surface Transportation Program - Design for 22nd Ave/Eastside Street Sidewalk Project. Requesting a $561,000 grant for design, with a local match of $88,000 to be taken from the Parks and Pathways Program fund. Funding under the Statewide program will only be awarded if they become available. Mr. Wesselman noted there is approximately $2.1 million in Surface Transportation Program funds for the next 6 years. Councilmember Hankins moved, seconded by Councilmember Roe, to approve the priority of the projects submitted for federal Surface Transportation Program grants through Thurston Regional Planning Council. The motion carried by the following vote: Aye: 7- Mayor Buxbaum, Mayor Pro Tem Jones, Councilmember Cooper, Councilmember Hankins, Councilmember Langer, Councilmember Roe and Councilmember Rogers 6.B 13-0235 Council Priorities for 2013 - 2017 CDBG Consolidated Plan and Annual Action Plan Housing Program Manager Anna Schlecht reviewed the consolidated plan; objectives; steps, including a needs assessment; strategies for the consolidated plan; priorities for annual action plan; eligible CDBG activities; and consolidated plan timeline. She said the deadline for submission of the consolidated plan and the annual action plan to Housing and Urban Development (HUD) is July 15. Comments and questions included the following: - Like the regional approach of the joint plan. City of Olympia Page 4 City Council Meeting Minutes April 9, 2013 - Want Olympia specific needs data on housing stock, condition, quantity and other needs. - Staff has a comprehensive inventory of rental housing, TRPC report on housing trends, and downtown housing report. - Can we combine a 15 percent social service allocation with other fund sources? - Is there any flexibility with the timing of a Request for Proposal (RFP)? - Want to keep consolidated plan strategies broad to allow for housing, community development, and economic development. - Strive for an annual action plan based on Olympia-based data, utilizing the highest level of leverage possible, and ensure a collaborative approach. - Timeliness are a great concern to staff. - CDBG is highly regulated. There was a lengthy discussion on single and multi-year allocations. Continued comments included the following: - Consider downtown uses for the homeless, such as public restrooms, a day Center, or a shelter component. - Consider economic development strategies. - Consider the value of CDBG funds for economic development to benefit low income. - Linkage to Community Renewal Area and Section 108 Loan Program would be valuable. - Consider receiving a quarterly briefing from staff. Staff agreed to research the following: - Olympia-based needs data: census data, Thurston Regional Planning Council and other sources. - Matrix of CDBG grants, program income and expenditures. - Timelines of expenditure and cash flow plan. - Recommend a specific amount used in the RFP process for the first year. - Recommend priorities for first year project. - Provide a general recommendation for following up on a multi-year allocation with economic development as one of the lead priorities. Council agreed that next week they will act on the following: - Receive information about HUD regulations on annual action plan specificity. - Reach agreement and make a decision about 1) consolidated plan strategies; 2) one-year action priorities; and 3) release RFP for year 1 of the consolidated plan. - Determine goals for future year priorities, i.e., multi-year allocation with priority focus on economic development (years 2-5). - Provide feedback to Thurston County regarding their Urban County and HOME Programs which are also in the consolidated plan. - Consider a vision for collaboration between service providers. - Determine what/if CDBG funds should be used for social services. The item will come back to the Council for action at the April 16 Council meeting. 6.C 13-0290 Approval of Shoreline Master Program Review Schedule City of Olympia Page 5 City Council Meeting Minutes April 9, 2013 CP&D Director Keith Stahley reviewed the proposed next steps as listed below: May 14, 2013 - Staff presents revised draft of SMP for Council consideration. Council provides direction and opens written comment period. May 28, 2013 - Staff presents revised draft to Council based on direction from May 14. Council provides direction and opens written comment period. June 18, 2013 - Public Hearing. June 25, 2013 - Written record closes at 5:00 p.m. July 9, 2013 - Written comment transmitted to City Council. July 23, 2013 - Council reviews written comment and staff evaluation and provides direction for final draft. August 13, 2013 - Council adopts final draft for transmittal to the Department of Ecology. Following adoption by City Council, staff will prepare transmittal documents, checklist and submit transmittal package to Ecology approximately September 20, 2013. Mayor Pro Tem Jones moved, seconded by Councilmember Cooper, to approve the proposed schedule as presented. The motion carried by the following vote: Aye: 7- Mayor Buxbaum, Mayor Pro Tem Jones, Councilmember Cooper, Councilmember Hankins, Councilmember Langer, Councilmember Roe and Councilmember Rogers 7. CONTINUED PUBLIC COMMUNICATION 8. REPORTS AND REFERRALS 8.A COUNCIL INTERGOVERNMENTAL/COMMITTEE REPORTS AND REFERRALS Councilmember Langer reported highlights from the March 28 Land Use and Environment Committee meeting. Councilmember Rogers said she would like Economic Development Council (EDC) Executive Director Michael Cade to present the Cluster Analysis and Economic Landscape to the Council in May. Councilmember Roe said this is scheduled on an upcoming General Government Committee meeting. Councilmember Rogers also reported she attended the EDC Business Resource meeting. Councilmember Cooper reported he was pleased that a high school student was appointed to the Parks and Recreation Advisory Committee. He stated he attended the LEOFF Board, and the HOME Consortium Board meetings. City of Olympia Page 6 City Council Meeting Minutes April 9, 2013 Councimember Hankins reported highlights from the TCCOM911 and the Coalition of Neighborhood Association Steering Committee meetings. Mayor Pro Tem Jones reported he attended the Thurston County Solid Waste Advisory Committee, the Thurston Regional Planning Council, and the Intercity Transit Authority Board meetings. Councilmember Roe reported she attended the Joint Animal Services Committee meeting and said Planning Commission applicants will be interviewed April 18. She also reported the Senate has submitted their capital budget and money is in it for The Washington Center, but not for the isthmus park. Mayor Buxbaum noted the next Downtown Clean-Up Day is April 20 and urged everyone to attend. 8.B CITY MANAGER'S REPORT AND REFERRALS City Manager Steve Hall suggested Councilmembers take a ride in the Harbor Patrol boat. He also reported Spring Recycle Days will be held April 16-19. 9. ADJOURNMENT The meeting adjourned at 10:26 p.m. City of Olympia Page 7