PBIA Advisory Board

City Hall Meeting Minutes 601 4th Avenue E Olympia WA 98501 PBIA Advisory Board Contact: Mark Rentfrow 360.570.3798 Thursday, January 14, 2016 6:00 PM Council Chambers 1. CALL TO ORDER Chair Corso called the meeting to order at 6:01 p.m. 1.A ROLL CALL Present: 10 - Chair Mary Corso, Vice Chair Connie Phegley, Boardmember Sarah Adams, Boardmember Ken Adney, Boardmember Alana Carr, Boardmember Sheila Irish, Boardmember Bobbi Kerr, Boardmember Kim Murillo, Boardmember Jeffrey Trinin, and Boardmember Sunday Williams Excused: 3 - Boardmember Janis Dean, Boardmember David Rauh, and Boardmember Phil Rollins OTHERS PRESENT Community Planning and Development Director Keith Stahley Senior Program Specialist Mark Rentfrow Program Manager Anna Schlecht Downtown Welcome Center Program Manager Sharon Holley Interfaith Works Director Meg Martin 2. APPROVAL OF AGENDA The agenda was approved. 3. APPROVAL OF MINUTES 3.A 16-0057 Approval of November 12, 2015 PBIA Advisory Board Meeting Minutes The minutes were approved. 4. PUBLIC COMMENT Ms. Holley indicated the Downtown Ambassadors will attempt to be added to the PBIA agenda in February. They would like to present 2015 statistics. Chair Corso indicated the Board would like the Ambassadors to provide the Board updated statistics every month at the PBIA meeting. City of Olympia Page 1 PBIA Advisory Board Meeting Minutes January 14, 2016 5. ANNOUNCEMENTS - None 6. BUSINESS ITEMS 6.A 16-0059 Approved 2016 PBIA Budget Request Chair Corso indicated the Council approved the 2016 PBIA Budget. Vice Chair Phegley inquired about $72,000 in carryover funds. Boardmember Adney indicated those funds have previously been approved by Council to fund a specific item. Mr. Stahley recommended if the Board decides it wants to spend any or all of the carryover funds, they should identify how the expenditure will be used and come to the City Council with a recommendation to amend the budget for those funds. These carryover funds represent unspent allocated funds from previous years. The Board will discuss how to use unspent funds at a later date. The report was received. 6.B 16-0058 Meg Martin Discusses Warming Center Ms. Martin presented information on services provided by the Interfaith Works emergency overnight shelter. She discussed a new program, the Warming Center, which started in November 2015. The Warming Center provides community members a place to get warm during the day and is open from 7 a.m. to 1 p.m. The Warming Center is seeking funding from the PBIA for this program. She presented a funding proposal to the Board. The Warming Center has been beneficial to Downtown businesses as the people utilizing the facilities would otherwise be seeking warmth inside businesses and/or right outside their locations. The Downtown Ambassador program indicated service calls have drastically reduced since the opening of the Warming Center. There was a motion to make a one-time donation: $10,000 to the Warming Center Program and $10,000 to the First Christian Church Shelter Program. The motion was seconded. Discussion. Mr. Stahley stated funds cannot be allocated for a service that has already been rendered. A proposal would have to be presented to the Council via a PBIA recommendation to fund this service. It would also require legal review to make sure the use is a legal use of PBIA funds. Suggestion of an amendment to the motion of funding the remainder of the Warming Centers program through 3/31/16 of $18,000. Discussion. Suggestion of another amendment to the original motion: fund $18,000 to the Warming Center Program for the calendar year 2016. The motion was seconded. A motion was made to fund Interfaith Works Warming Center Program for $18,000 for the calendar year 2016. The motion was seconded. Discussion. Boardmember Trinin moved, seconded by Boardmember Murillo, to support funding the Interfaith Works Warming Center Program for $20,500 for the calendar year 2016. The motion passed with one opposition and was moved forward to Council for consideration. 7. REPORTS City of Olympia Page 2 PBIA Advisory Board Meeting Minutes January 14, 2016 Vice Chair Phegley attended the Clean and Safe Committee meeting and gave a brief report: ten additional ashtrays have been ordered, the bar meeting is scheduled for January 26, the mural process is underway, additional brooms and dust pans have been ordered and public bathroom development is still being discussed. Ms. Schlecht indicated there will be a General Government Committee meeting on January 27 at 4:30 p.m. at which time the public bathroom development will be discussed. Vice Chair Phegley brought up the evening/weekend walking patrol not being funded January through March. The PBIA board previously discussed whether or not they could use PBIA funds to fund the evening/weekend walking patrol from January through March. Mr. Stahley explained the status of their inquiry. He explained the PBIA could not request that the police department patrol at a specific time. It would be up to the police department to decide what the appropriate times are to patrol. The police department indicated they would need an additional $20,000 to expand the walking patrol. The Board indicated they want to allocate unspent available funds from previous years to fund this one time expenditure. Boardmember Phegley moved, seconded by Boardmember Adney, to provide one time gap funding to the evening/weekend walking patrol to the Olympia Police Department in the amount of $20,000 for 2016. The motion passed with two oppositions and one abstention. Vice Chair Phegley thanked Boardmember Adams for her service on this Board as this was her last meeting. Boardmember Williams gave a marketing report. She reported the 2015's 4th quarter marketing expenses mainly consisted of advertising the Twinklefest event. She reviewed the undertakings of the Twinklefest event. 8. OTHER TOPICS Ms. Schlecht reiterated there will be a General Government Committee meeting on January 27 at 4:30 p.m. Public bathroom development in downtown will be discussed. She reviewed the plans staff will be presenting at this meeting. Vice Chair Phegley indicated the Olympia Downtown Association (ODA) and the PBIA have indicated they are not in favor of porta potty type facilities. Vice Chair Phegley commented on the New Urbanism film festival she attended. She suggested this might be a good idea for the PBIA to support and possibly have at the PBIA annual meeting. Boardmember Murillo commented on the Downtown Strategy meeting. Chair Corso encouraged everyone to take the online survey if they haven’t done so already. The next public workshop is February 20. Boardmember Adney inquired about the status of the eroding bank. Mr. Stahley responded that the City Manager is proposing to allocate $650,000 to help fund that project. City of Olympia Page 3 PBIA Advisory Board Meeting Minutes January 14, 2016 Boardmember Adney inquired about the sunset review. He asked if there would another one in the future. Mr. Rentfrow indicated there will not be another review. The PBIA is now a permanent fixture in the City government. Chair Corso indicated the Board needs to make a decision on three dates for its retreat. The Board decided on April 3 as first preference, March 20 as second preference and March 6 as third preference. She indicated they will need to: discuss the previous five-year plan, write up a status report regarding the previous five-year plan, discuss the by-laws and create a new five-year plan. Chair Corso indicated vacant boardmember seats need to be filled in February. Boardmembers Corso, Adney, Rollins and Dean terms are expiring. Boardmembers Adams, Kempees and Campbell are stepping down from unexpired positions due to other commitments. There will be seven vacant seats total: four will be elected and three will be appointed by the current Board. Ballots need to be mailed out as soon as possible. 9. ADJOURNMENT The meeting was adjourned at 7:35 p.m. City of Olympia Page 4