HomeMy WebLinkAbout06-19-2017 6-19-17 BIA Special Meeting Agenda PacketAc I B�r
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I. APPROVAL OF MINUTES
A. March 16, 2017
li. ACTION ITEMS
BIA Ratepayer Board
Special Meeting
June 19, 2017 — 2:00 PM
Auburn City Hall Council Chambers
AGENDA
A. Elect a Vice Chair
B. Set Date, Time, and Location for Monthly BIA Meetings
C. Accepting Meeting Notes from April 18, 2017 and May 16, 2017 into
the Official Record
D. Set Date and Time for BIA Roundtable
III. DISCUSSION ITEMS
A. Report on Auburn Downtown Association meeting—Josef Forsberg
B. Review and Discuss Financial Report
C. Review and Discuss 2017 Current Map and Business License List
D. Discussion on Ordinance #4293 — Establishing a BIA
E. Discussion of Food Truck Location Requirements
F. Possibility of a monthly BIA newsletter
IV. ADJOURNMENT
CI FY OFAOBURN'
_. _ .__ __ Nancy Baclws, Mayor
WAS H I N GTO N 25W'st Main Street * Auburn AWA 98001-4998 * wwrv.:aiA[-)urnwa.gov * 153-931-300(0,
BIA Rate Payer Committee Meeting
Minutes
City Hall, Council Chambers, 25 West Main Street, Auburn WA 98001
March 16, 2017, 1:30pm-3:00pm
Committee: William Cowart, Giovanni DiQuattro, Josef Forsberg, Kelly Gordon, Darren Jones,
Lynda Krill, Kirk Lantier, Ruth Neil -Stover, Ronnie Roberts, Laura Theimer, Megan White
Alternates: Robert Klontz
Members Present: William Cowart, Giovanni DiQuattro, Josef Forsberg, Darren Jones, Ruth
Neil -Stover, Ronnie Roberts, Laura Theimer, Megan White
Members Absent: Kelly Gordon, Lynda Krill, Kirk Lantier
L Welcome from the Mayor
Mayor Backus thanked the board and stressed that your participation means a lot as your
partnership ensures the success to Downtown and to the City. There are a couple of
exciting projects in the works in the downtown area. A residential development of 187
units with a theatre and restaurant, as well as a two phase development which will have
175 units at each of the two Phases of which there will be a restaurant on the sixth floor
and a glass enclosure with the view of Mt. Rainier. These projects will boost the
Downtown presence.
II. Roll Call
a. Roll Call
It was announced that unfortunately, Alternate David Haynes was no longer
eligible to serve as an alternate his business is 50 feet outside of the BIA physical
boundary, and he has been stricken from the membership roster.
b. Elect a Committee Chair for 2017 — Committee
Megan White volunteers to serve as Chair. No other nominations come about.
William makes a motion for Megan to be elected Chair, Ronnie seconds the
motion. Motion passes unanimously.
II1. Review of Meeting Structure and Legal
a. Legal Responsibilities — City Attorney
Dan Heid congratulated the new board and shared some important information of
which board members should be aware of in their new responsibilities. He
encouraged if you have any questions, he is available to answer them whether his
work or home phone number. Dan is also available to provide a 30 — 45 minute
training session at a future meeting for board members.:
AUBURN MORE THAN YOU IMAGINILD
CITY OF
Nancy C3;cl<tls, Mayor
AUBURN
WASHI CiGTO N _ 25We3tiMain Street * AuoG.irnAIA 98001 1191) 8 * trN ;,,,)ubtaruw.a.gov * 253-731-:3000
-Documents are public records. With the advent of the Public Meetings Act,
transparency and the public arena imposes compliance by local government to
provide information. Should any board members receive a request, please send
that request to Doug Lein as there are requirements the City has to abide by with
these requests.
-The Board is able to enter an Executive Session to discuss sensitive matters.
-Should six or seven board members discuss business whether in person or via email,
that constitutes a public meeting which requires an agenda posted with the City
Clerk's office. Any special meetings to be called require at least 24 hours' notice.
You can talk amongst each other, just not solicit information. So please be sensitive
to this matter.
- The responsibilities of the Chair of the board is to communicate with staff and use
them as a main point of contact, maintain and develop the agenda, oversee the
operations of the committee and the integrity of the agenda.
-The City has an indemnification clause that covers board members, yet it is
important to be aware of possible legal ramifications.
-A subcommittee does not have to comply with the Public Meetings Act unless that
group relegated to replace action of the full committee. The subcommittee can task
staff which is here to help, to generate information and source information.
-For any Public Records requests received, please give that to Doug or Dan, the
City's appointed legal attorney as there is no legal requirement as to how a request
has to be made.
-Any city ordinance work needs to be compliant with Washington law.
Establish a quorum number — City Attorney
With a board of eleven members, six members constitute a quorum. He cautioned
that members also needed to be sensitive to the possibility of exceeding quorum
when talking about business.
Establish a meeting schedule for 2017 — Committee
After much discussion, it was suggested that the next meeting would be Tuesday,
April 18t" at 5:30pm. The May meeting would be determined at this time as it
was suggested to alternate meeting times to accommodate members who favored
mornings and those who could only make it in the evenings.
Josef motioned to set the next meeting date as April 1811 at 5:30pm, and table
the discussion for the following meeting date at that time. Darren seconded
the motion. Motion passes unanimously.
It was offered that the Council Chambers has capacity for a phone to be placed for
those who couldn't make it physically but who might be able to call in.
BUR *MOR E 'lHAN YOU N AG1NED
AUBUKN�
Nancy Cackus, Mayor
VVY\.`9FllN GTOi\l 25'0/est. Main Street * .Auburn'VVA98001-4998 253-931-3000
Lorraine will send a survey link via Survey Monkey to gauge ideal meeting times
and days.
IV. The Committee needs to identify which areas to tackle first, and what resources they need
to make informed decisions.
a. Review ordinances 4293 & 6097
Megan indicated this review would be a priority. Doug offered for a Staff
Briefing of an Ordinance Review for the next meeting in which a line by line
assessment will explain what currently exists identifying what we know and why
it exists the way it is, an explanation of exemptions, the definition of downtown
which has changed over the years, as well as an in depth explanation of the BIA;
why some businesses pay more than others.
b. Ordinance revisions
The BIA Rate Payer Committee could potentially decide the amount of the
business taxes, and have a working committee meet weekly to identify possible
changes to have a potential draft of an ordinance for the May meeting. With
previous billing methods, a business license was not contingent to paying the
business tax. This could be addressed in a potential ordinance revision.
c. Budget
A budget update will be read at each meeting. To give perspective, a revenue of
$71,000 was collected in 201.5, $61,000 was collected in 2016. It is not known
what caused the reduction.
Megan wants to know the borders and see maps of the current boundaries. The
City's GIS has already been tasked with an aerial view with an overlay in zoning,
addresses to provide to the Committee.
The BIA would keep money for operating functions or pay a third party to
manage it as it had done in the past with ADA. Or to have a positive impact, can
collaborate with other boards for added value based on shared goals.
d. ADA Report
An update of the ADA will be provided at each meeting going forward. Laura
shared that currently the ADA has no staff or office space. The ADA is looking
to hire an Event Coordinator who would be paid a small stipend and earn a
portion of event revenue for planning an event and securing outside sponsorship
to finance those events.
To remain a 501(c) 3, the ADA has secured officer's insurance and will maintain
the ADA website as smaller businesses that wouldn't have a web presence
otherwise rely on their listing on the ADA site which provides instant value.
Economic Development is able to assist the ADA to get healthy as much as they
can for what not had been an anticipated expense in their budget. The Event
AUBURN *MODE 'HAN YOU IMAGINED
crry OF
AUBURN
Nancy Citaci« 1s, Mayor
WA f -f IN G 1 0IN 7.5 WestAiin Str,.,� 1. a .Auburn'VA 98001 4998 * www.auburnwa.gov 4. 253 731.3000 Y
Coordinator and maintaining the liquor license are ways that Economic
Development wanted to make sure that the BIA wouldn't be burdened.
V. Adjournment
Darren makes a motion to adjourn, Ronnie seconds the motion. Motion passes
unanimously.
AUBURN* MCWFFHAN YOU IMAGINED
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BIA Ratepayer Meeting Notes
April 18, 2017 — 5:30 PM
City Hall Council Conference Room
Council Member Theimer informed the Committee that, regarding the ADA, the IRS
said it is only necessary to add something to the tax return at the end of year to let
them know about a funding change. The Secretary of State said they just require a
physical address.
Doug Lein reported that a funding audit of the 2016 and 2017 revenue would be
available at the next board meeting. Discussion followed regarding exemptions.
Ordinance Review for Possible Revision
The Committee reviewed Ordinance No. 4293 page -by -page, recommending
changes and deciding that drafting an amendment was necessary. A draft of an
amendment to the ordinance will be provided for review at the next meeting.
Review Member Availability from Survey Results and Establish 2017 Meeting
Schedule
Because of personal conflicts and work schedules, the Committee was undecided on
a meeting time for the remainder of the year. They agreed the next meeting would
take place on the third Tuesday of the month, May 16 at 1:30pm.
NEW BUSINESS
Council Member I<lontz clarified and summarized the new business discussed:
Identifying and adjusting appropriate revenue collection under the existing
ordinance, coming up with an amount of revenue, and within that revenue, have a
business plan based on what the ratepayers want.
Clarification is needed regarding the roles of and the relationship between the BIA
and the ADA. If there are questions raised, they should be referred to Doug Lein.
Doug explained that the goal is to reestablish, activate, and identify the needs of the
BIA members and begin to develop a business plan, strategies, and a budget to try to
achieve those strategies.
It was agreed that there should be a publishing of a BIA quarterly newsletter.
V. ADJOURNMENT
AC TY F
A' BU RN'
ADA UPDATE
BIA Ratepayer Meeting Notes
May 16, 2017 —1:30 PM
Auburn City Hall Council Chambers
Doug Lein asked Council Member Forsberg to set up a meeting to look at retail -
related events and how Economic Development can interact with the ADA to help
cover that activity and partner with the ADA.
MONTHLY MEETING SCHEDULE
After the board reviewed the schedule options for future meetings, they decided to
hold regular meetings on the second Monday of every month at 2:OOpm in City Hall
in Conference Room 3.
FINANCIAL REPORT
Doug Lein reported on the 2016-2017 Revenue Funding Audit, He will sit down with
Finance to look at the past three years and will have IT run a report that will show
what was billed, matched up against what was collected. A financial reporting
format will be set up for the Board's use, and a printed report will be provided that
will have a beginning point and will be matched up against the business license data
that will be plotted on the map at the same time.
IV. DISCUSSION ITEMS
There was discussion about the BIA Boundary Map. According to Legal, the
boundary must not change because it would trigger a new vote of the business
members. It was agreed keep the BIA members updated by doing a monthly
newsletter after the board meetings and a quarterly town hall meeting. Council
Member White, Chair left the meeting at this point in the discussion, and Council
Member DiQuattro, Vice Chair, chaired from this point forward. For July's meeting,
the map will be finished, the current business license list will be audited, those who
are exempt will have been identified, and the new fee will be identified with the
change done to the ordinance, and a report show which licenses have been renewed
and who has paid and who has not. If there is a business license that has been paid
but the BIA fee has not been paid, the business will get a visit from Code
Enforcement. From here on out, the fee will need to be paid when they get their
license.
The following updates to Ordinance #4293 were discussed: BIA assessments,
business licenses, exemptions, date change on submission of annual report, and
ratification. The amendment to the new ordinance would go to City Council the first
week of August.
V. NEW BUSINESS
Doug Lein proposed having a meeting with a group of BIA members to review the
Food Truck Association information and the existing guidelines that have been
passed this year in other cities and then come up with some food truck guidelines
for the City. Doug will send out a meeting notice and will report back at the next BIA
meeting.
VI. ADJOURNMENT