HomeMy WebLinkAbout04-13-2015 Minutesk
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WASHINGTON
CALL TO ORDER
City Council Study Session
April 13, 2015 - 5:30 PM
Auburn City Hall
MINUTES
Deputy Mayor Holman called the meeting to order at 5:30 p.m. in the Council
Chambers at Auburn City Hall, 25 West Main Street in Auburn.
A. Roll Call
City Councilmembers present: Deputy Mayor Holman, Rich Wagner, Bill
Peloza, Largo Wales, Wayne Osborne, Claude DaCorsi and Yolanda
Trout.
City officials and staff members present included: Mayor Nancy Backus,
Innovation and Technology Operations Manager Ashley Riggs, Innovation
and Technology Customer Support Manager Reba Stowe, Public Affairs
and Marketing Manager Dana Hinman, Parks, Arts and Recreation
Director Daryl Faber, Community Development and Public Works Director
Kevin Snyder, Assistant Director of Engineering Services /City Engineer
Ingrid Gaub, Chief of Police Bob Lee, City Attorney Daniel B. Heid,
Assistant City Engineer Jacob Sweeting, and City Clerk Danielle Daskam.
AGENDA ITEMS FOR COUNCIL DISCUSSION
A. Council Ad Hoc Committee on Committees (40 Minutes)
Members of the Council Ad Hoc Committee on Committees, comprised of
Councilmembers Largo Wales, Claude DaCorsi and Rich Wagner,
presented a PowerPoint presentation on the analysis of the effectiveness
of Auburn City Council representation on Committees, Boards, Councils
and other external groups.
Councilmember Wagner reviewed the outline of the presentation and
discussed the process of analysis by the ad hoc committee, including
identifying the numerous external groups that the City Councilmembers
participate in, measuring the effectiveness of the external groups, the
annual cost to participate in the group and the estimated City revenue that
is leveraged by the cost to participate.
Councilmember Wales spoke regarding the expected progression of a
City Councilmember's involvement in external groups and the types
of skills, training and experience needed to serve on external groups. For
example, a Councilmember's experience with business budgets,
business writing, technical expertise, public speaking ,and other board
experience will assist in determining the best fit for committee /group
membership. Councilmember Wales and the ad hoc committee strongly
recommend Councilmembers attain the Association of Washington Cities
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Certificate of Municipal Leadership and Advanced Certificate of Municipal
Leadership.
Councilmember Wagner led the discussion on the external groups and
their measures of effectiveness. Councilmember Wagner reported 39
external groups were identified. The ad hoc committee segregated the
groups among eight different. subject areas: economic development,
education, environment, health, legislative, planning, public safety,
transportation and legislative. Each external group was also rated on
their measure of effectiveness: potential value to Auburn, legislative
influence, and networking and other subjective value. The cost of
participation (travel, meals, etc) was included but for reference only.
Councilmember Wagner stated the index of group effectiveness is
intended as a guide for representatives to decide if a group is "worth it';
based on its importance, each group is assigned a percentage weight; the
total of the 39 group percentages must add up to 100 %; a zero to five
"rating" is given to the 3 value measures for each group; those ratings are
added up and multiplied by the percentage weight; the result is multiplied
by ten to "normalize" the index value; in the ad hoc committee's draft
matrix, index values range from 0.3 to 6.0.
Councilmember Wagner displayed a sample matrix for Council review.
Each Councilmember will be asked to complete their own matrix and
rating of the 39 groups.
Councilmember DaCorsi reviewed questions to be considered: 1) How
does a Councilmember become a City representative to an external
group? 2) Do peoples' strengths and interests align with their
representation roles? 3) For groups with a low index of effectiveness,
should the City be represented? 4) Is work load equitably distributed
among the seven Councilmembers? 5) What kind of reporting is
expected?
Councilmember Wales reviewed the draft Reporting Template which will
be used by all Councilmembers to make reports on the activities of the
external groups.
Councilmember Wales also reviewed the number of external groups per
Councilmember.
Councilmember DaCorsi explained that each Councilmember will be
asked to respond to the questions to be considered, which were outlined
earlier. Comments will be compiled and disseminated to the full Council.
Councilmember Wales reviewed the next steps. Each Councilmember will
rank the three Measures of Effectiveness for the 39 external groups.
Councilmembers should suggest changes to the matrix.
Mayor Backus advised Councilmembers to hold their matrices and
comments so as to not violate the Open Public Meetings Act. The City
Attorney will provide guidance, and the Council will be informed on how to
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proceed. The intent is to update the matrix using the Councilmembers'
input. The updated matrix would serve as a guide to Councilmembers
and the Mayor in discussions regarding representation on external
groups. The matrix would be updated annually.
The reporting template will be submitted to the Mayor and distributed to
other Councilmembers by the Mayor.
Councilmember Wagner encouraged all Councilmembers to re- evaluate
the weighting and ratings of each group.
B. Public Works Project No. CP1412 - Auburn Community Center and Youth
Center Project (20 Minute Presentation 10 Minute Discussion) (Sweeting)
Assistant City Engineer Jacob Sweeting and Architect Stan Lokting,
Principal Architect of ARC Architects, presented an update on Public
Works Project No. CP1412, the Auburn Community Center and Youth
Center Project at Les Gove Community Campus. The project team is
currently progressing through the Design Development stage, or, 60%
design phase. This phase further develops the design to refine the
building floor plan, materials, . mechanical and electrical systems,
finishings, parking lot, and utility connections. Potential traffic impacts and
possible mitigation measures are being evaluated. The SEPA process
has been initiated and is open for public comment.
Construction of the Community Center and Youth Center will start in
August 2015 and will open in June 2016.
Mr., Lokting spoke regarding the technical development of the drawings
and meeting the original intent of design, including fitting well with the
existing buildings and finding a color and material palette that is neutral,
natural and appropriate for the campus setting. However, the building
materials would also have to meet budget and maintenance expectations,
as well as provide sustainable design and meet LEED Silver building
standards.
Mr. Lokting reviewed some updated images, which reflect the selection of
the building materials. The youth center has brick and wood ceiling and
beams. The gymnasium has aluminum siding and aluminum
windows. Mr. Lokting displayed a sample of the materials for the siding,
glass, panels, and ceiling.
Councilmember Wales questioned whether the siding will hold up to
potential vandalism and the maintenance and cleaning of the roof. Mr.
Lokting stated graffiti can be remedied through coatings; however, other
types of defacement cannot be prevented. Mr. Lokting stated the roof is a
low -slope roof and will essentially be self - cleaning. To meet the LEED
credits, the roof must be a cool roof.
In response to questions from Councilmember DaCorsi, Mr. Lokting stated
the roof is PVC and matches the roof at the gymnasium.
Councilmember Wagner inquired regarding transitions and thresholds.
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Mr. Lokting stated from the inside to outside at the lobby and main
entrances, there are flush transitions; the thresholds between some rooms
will be 1/4 inch or 1/2 inch. In response to questions from Councilmember
Wagner regarding the use of carts, as in the case of the Mercer Island
Community Center, Director Snyder stated staff is not supportive of carts
and operationally, there is no planned programming that would require
carts. However, the transitions and thresholds will meet ADA accessibility
requirements.
In response to questions from Councilmember DaCorsi, Mr. Lokting stated
the ceiling will be cross - laminated timber (CLT), which is installed in
panels.
Assistant City Engineer Sweeting reported staff will be back in June to
provide a project update and review interior features and materials.
C. Ordinance No. 6560 - Communal Residences (30 Minutes) (Tate)
An Ordinance of the City Council of the City of Auburn, Washington,
amending sections 18.04.031, 18.04.125, 18.04.249, 18.04.390,
18.04.440, 18.04.660, 18.04.835, 18.04.891, 18.07.020 and 18.31.130 of
the Auburn City Code relating to Communal Residences
Assistant Director of Community Development Services Jeff Tate
reviewed proposed Ordinance No. 6560 related to communal residences.
The effect of Ordinance No. 6560 is to lift the existing moratorium on
communal residences enacted by Resolution No. 5079 and establish
regulations for review, licensing and land use standards for future
communal residences.
On June 16, 2014, the City Council adopted Resolution No. 5079
establishing the moratorium on communal residences in response to
potential gaps or concerns with existing regulations. In particular, two
conditional use permits were granted by the Hearing Examiner for
communal residences in which up to seven residents can reside.
After the enactment of the moratorium, staff presented a series of draft .
code amendments to the Planning Commission. On March 17, 2015, the
Planning Commission held a public hearing on the draft amendments. At
the conclusion of the public hearing, the Planning Commission deliberated
on the code amendments and voted to make modifications to the staff
recommendation and to recommend the City Council adopt the
amendments as contained in proposed Ordinance No. 6560.
The changes to the code include:
1. Limit the occupancy to four tenants and eliminate the ability to obtain
a conditional use permit to increase the number of tenants.
2. Clarifies in the definition section that a communal residence is a form
of business activity and that other housing arrangements defined in the
code are not communal residences.
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3. Requires one on -site parking space be designated for each tenant
with an option for the property owner to provide an affidavit that the tenant
does not have a vehicle.
The ordinance preserves the requirement for an annual inspection of a
communal residence.
Council can accept the recommendation of the Planning Commission and
adopt Ordinance No. 6560; or the Council can remand the code
amendments back to the Planning Commission for further consideration if
there are questions or concerns from Council; or the Council could
conduct its own public hearing to address any further issues.
In response to a question from Councilmember Wales, Assistant Director
Tate reported seven communal residence licenses were issued prior to
the moratorium; two of the licenses were approved through the conditional
use permit process and are for residences that exceed four tenants. The
two conditional use permits were issued with some performance
standards set by the Hearing Examiner. As long as the licenses are in
good standing, the communal residences can continue.
Councilmember DaCorsi inquired regarding the proposed parking
standards and the consequences for a residence that is unable to provide
the required parking spaces for a communal residence. Assistant Director
Tate explained that part of the review for a communal residence license is
to review the site plan and perform a site visit to ensure adequate parking
is available. Mr. Tate also pointed out that the city code limits the amount
of lot coverage that can be used for parking and parking must be on an
approved improved surface.
In response to questions from Councilmember Osborne, Assistant
Director Tate reported there was testimony in favor of the amendments at
the Planning Commission hearing. The Planning Commission's vote for
the recommended amendments was 6 -1.
III. OTHER DISCUSSION ITEMS
Councilmember DaCorsi suggested that the subject of homelessness in the
region be slated for an upcoming Council study session.
Mayor Backus reported she is creating a Mayor's roundtable or task force on
homelessness.
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IV. ADJOURNMENT
There being no further discussion, the meeting adjourned at 6:56 p.m.
APPROVED this a1'sday of �`P�� '2015.
/JOHN HOLMAN, DEPUTY MAYOR
Danielle Daskam, City Clerk
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