HomeMy WebLinkAbout07-10-2017 MinutesWASHINGTON
CITY COUNCIL STUDY SESSION AND
SPECIAL FOCUS AREA
July 10, 2017 — 5:30 PM
Auburn City Hall
MINUTES
I. CALL TO ORDER
Deputy Mayor Largo Wales called the meeting to order at 5:3.3 p.m. in the
Council Chambers of Auburn City Hall, 25 West Main Street in Auburn.
A. Roll Call
Councilmembers present: Deputy Mayor Wales, Claude DaCorsi,
John Holman, Bill Peloza, and Yolanda Trout -Manuel.
Councilmember Rich Wagner arrived at 5:34. Councilmember Bob
Baggett was excused.
City officials and staff members present included: Mayor Nancy
Backus, City Attorney Daniel B. Heid, Assistant Chief of Police
William Pierson, Parks, Arts and Recreation Director Daryl Faber,
Assistant Director of Community Development Services Jeff Tate,
Director of Administration Dana Hinman, Economic Development
Manager Doug Lein, Innovation and Technology Director Paul
Haugan, Assistant Director of Engineering Services/City Engineer
Ingrid Gaub, Transportation Manager Jeff Herb, Human Services
Manager Erica Azcueta, and City Clerk Danielle Daskam.
II. ANNOUNCEMENTS, REPORTS AND PRESENTATIONS
Revised pages substituting page 27 of the agenda packet relating to
Human Services Grant Parameters n and Comparative Human Services
Funding in South King County were distributed.
III. AGENDA ITEMS FOR COUNCIL DISCUSSION
A. Deputy Mayor Selection Ad Hoc Committee Report
Councilmember DaCorsi, Chair of the Deputy Mayor Selection Ad
Hoc Committee, distributed the latest proposed modifications to the
Council rules of procedures as they relate to the selection, role and
duties of the Deputy Mayor.
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City of Auburn Council Study Session Minutes July 10, 2017
Ad hoc committee members include Councilmembers Peloza,
Trout -Manuel, and DaCorsi.
Councilmember DaCorsi read through the proposed revised
Section 12 of the Council Rules of Procedure:
Section 12 — Deputy Mayor
12.1 At the trrst regular meeting in January, the members of the
City Council shall designate of their members as Deputy
Mayor in accordance with the below selection process. It is\
provided, however, that if the circumstances hereafter exist
that a quorum of the members of the City Council have not
previously voted for or affirmed the below selection process,
the process for selection of the Deputy Mayor shall be
reconsidered by the City Council.
A. The Deputy Mayor for the upcoming year shall be
selected from among the current members of the City
council based on seniority among the members of the
City council who have not previously served as Deputy
Mayor, or, if all members of the City Council have
previously served as Deputy Mayor, then selection of the
Deputy Mayor shall be based upon the member whose
service as Deputy Mayor was most distant in time.
Selection of Deputy Mayor shall thereafter rotate on an
annual basis in accordance herewith.
B. Selection of Deputy Mayor shall thereafter rotate on an
annual basis in accordance herewith.
C. Seniority shall be determined by. -
1.
y.1. the number of consecutive years, months, and
days served,
2. If the number of consecutive years, months and
days served by two or more members of the City
Council are equal, the member of the City Council
who received the greater/greatest number of votes
in the most recent general election in which such
members were elected to the City Council shall be
deemed most senior.
D. If a Councilmember has previously served as Deputy
Mayor, the Councilmember shall be ineligible to be
designated as Deputy Mayor until all other members
have been designated in seniority order to serve as
Deputy Mayor.
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City of Auburn Council Study. Session.Minutes July 10, 2017
E. If a Councilmember declines the designation, the next
senior Councilmember shall be appointed as Deputy
Mayor. The process shall continue until the selection
process is completed.
F. If a Councilmember chooses to decline the appointment
of Deputy Mayor, the Councilmember shall notify the
current Deputy Mayor of that decision in writing prior to
the first regular meeting that is held in January of each
year.
G. If all eligible Councilmembers decline the designation,
the Councilmember(s) serving previously as Deputy
Mayor shall be eligible to be appointed, consistent
herewith.
H. The Deputy Mayor shall serve at the pleasure of the
Council.
I. In the event of the absence or unavailability of the
Deputy Mayor, the longest serving member of the City
Council, other than the Deputy Mayor, shall serve as
interim Deputy Mayor until the return of the regular
Deputy Mayor.
J. If the designated Deputy Mayor is unable to serve the
full term of the appointment, the Council shall designate
the next senior member of the City Council as Deputy
Mayor. If the appointment is declined, the process
shall continue until a Deputy Mayor is designated.
K. In the event that the Deputy Mayor rotation and
selection process results in the assigned Deputy
Mayor's failure to perform the duties of the position, or
a failure to act in accordance with the City Council
Rules of Procedures, the City Council shall take the
necessary and appropriate actions to remove the
Deputy Mayor and assign the next senior
Councilmember, in rotation, as Deputy Mayor.
Pro Tempore Appointments. RCW 35A.12.065 (for
reference only)
The Deputy Mayor shall perform the following duties:
A. Deputy Mayor
1. In the event of a prolonged absence or
incapacitation (a state of disability that prohibits
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Citv of Auburn Council Study Session -Minutes- July 10, 2017
the function of duties) of the Mayor, the Deputy
Mayor shall perform the duties of the Mayor.
a) A prolonged absence is defined as requiring
a leave of absence that prohibits the
performance of the duties of the office.
Vacation leave for periods up to two weeks,
illnesses not requiring an absence of more
than two weeks, out of state or out of country
travel lasting not more than two weeks, or
other similar short-term absences are not
considered prolonged absences.
b) In the event of a disaster, emergency, or
other similar circumstance, where the Mayor
is not physically present in the city, the
Deputy Mayor in consultation with the Mayor
shall act as Mayor until the return of the
Mayor.
c) Other situations requiring a designation of
such duties shall be determined by the
Mayor.
2. In performance of the duties of the Mayor, the
Deputy Mayor shall not have authority to appoint,
remove, replace or take other similar action on
any director and/or employee of the City.
3. The Deputy Mayor shall not have veto authority
for actions that may be taken by the Council.
4. Be aware of City, regional and intergovernmental
policies and activities in order to properly execute
the role of the Mayor.
B. Deputy Mayor Duties
1. The Deputy Mayor shall serve as the head of the
legislative branch of City government, provided
that the Mayor shall preside over regular meetings
of the City Council.
2. In cooperation with the Mayor and Special Focus
Area group's chairpersons and with assistance
from Administration, create and establish agendas
for all study sessions.
3. Serve as the chair and presiding officer for all
Council study sessions.
4. Preserve the decorum and order at all Council
study sessions.
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City of Auburn Council -Study Session Minutes July 10, 2017
5. Serve as the ex -officio member of Council ad hoc
committees.
6. Serve as the Councilmember overseeing the
activities of and providing guidance to the Junior
City Council.
7. Assist in new Councilmember training.
8. Serve as the liaison between the City Council and
the Mayor and be a conduit between the City
Council and the Mayor on issues or concerns of
the Council.
9. Facilitate any issue related to Councilmembers
conduct and/or actions that may be inappropriate
or that may be in violation of the Council Rules of
Procedure (Section 20.1).
10. Conduct regular and periodic meetings with
individual Councilmembers to address
Councilmember issues, concerns; legislative
processes, Councilmember proposals,
Councilmember training, and other similar related
items. Deputy Mayor group meetings with
Councilmembers shall not have more than two
Councilmembers at such meetings. All such
meetings at which a quorum of the City Council is
in attendance shall be in compliance with the
Open Public Meetings Act (RCW 42.30), unless
expressly exempted.
Councilmember DaCorsi noted the designation of Mayor Pro Tem
and Council President was removed.
Councilmember DaCorsi reviewed the provisions related to
prolonged absences of the Mayor and Deputy Mayor duties.
Deputy Mayor Wales agreed with the concept of Section A.1.a
relating to prolonged absences of the Mayor, but suggested
rewording it.
Deputy Mayor Wales also questioned the purpose of Section 6.1
relating to the Deputy Mayor's duties. City Attorney Heid stated the
purpose of the provision is to identify the Deputy Mayor as the
head of the legislative branch of government but to provide
additional clarification that the Mayor presides over the regular City
Council meetings. City Attorney Heid will provide further clarifying
language.
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Ci V of Auburn Council Study Session_ Minutes July 10, 2017
Councilmember Holman noted the ad hoc committee met just prior
to tonight's study session meeting. He suggested additional time to
review the proposed amendments to the Council rules.
Councilmember Holman expressed concern with proposed
selection process for Deputy Mayor. Councilmember Holman
stated he believes the proposed seniority system is un -democratic.
He stated the proposed selection process is far more complex than
it needs to be; and he spoke in favor of the nomination process.
Councilmember Peloza spoke in favor of the proposed changes
and encouraged Council to move the proposal forward for Council
action.
Deputy Mayor Wales questioned whether proposed section 12.1(D)
is illegal. City Attorney Heid stated the section is not; it is a process
that would be implemented by the Council for a future Deputy
Mayor. City Attorney Heid stated the proposed process is not the
most common way for City Councils to select their Deputy Mayor.
City Attorney Heid stated that if the process, if adopted, has not
been approved by a. majority of a future City Council, it will need to
come back to the City Council for consideration.
Mayor Backus reminded that Councilmember Baggett will be
absent from the next regular,City Council meeting.
Councilmember Trout -Manuel stated she believes the past Deputy
Mayor selection processes, while she has been on the Council,
have been a popularity contest. Councilmember Trout -Manuel
stated Councilmembers already knew before -hand who would
serve as Deputy Mayor. Councilmember Trout -Manuel spoke in
favor of the seniority selection process. Councilmember Trout -
Manuel suggested the proposed amendments to the Council rules
move forward for Council action.
Councilmember DaCorsi questioned whether proposed section
12.1 (D) is in conflict with RCW 35Al2.065. City Attorney Heid
stated the seniority selection process is not the most common way
to select the Deputy Mayor. The most common way to select a
Deputy Mayor is by a vote. There are,some cities that have chosen
alternative ways to select a Deputy Mayor, and as long as it is done
by majority vote, they are not problematic.
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City of Auburn Council Study Session Minutes. July 10, 2017
Councilmember DaCorsi questioned whether the proposed rule
would require a vote on the Councilmember who is automatically
nominated due to seniority. City Attorney Heid stated the proposed
rules do not call for an automatic vote. City Attorney Heid asked
whether Council would be comfortable with a proposition that there
shall be an automatic nomination of the most senior
Councilmember and a vote.
Deputy Mayor Wales stated that her original concern was that
campaigning for deputy mayor votes among the Council is wasted
time. Deputy Mayor Wales stated she is in favor of a streamlined
process that provides some predictability.
Councilmember DaCorsi proposed adding language that the senior
most Councilmember shall be nominated as Deputy Mayor and
shall be voted on.
Councilmember Holman stated he prefers ability for multiple
nominations.
Councilmember Wagner spoke in favor of the automatic
nomination for the most senior member and a Council vote on the
nominations. He agreed with the proposal suggested by City
Attorney Heid.
Councilmember DaCorsi stated the ad hoc committee will review
the matter further and report back at the next study session.
B. Ordinance No. 6657 — Amendments to Auburn City Code 18.52
as it relates to the procedure for modifying commercial
driveway throat depth
Assistant. Director of Community Development Services Jeff Tate
presented Council with handouts of visuals to illustrate the concept
of commercial driveway and throat distances. Currently, the city
code allows a 40 -foot setback for commercial drive aisle throat
depth. The 40 -foot setback allows for ample queuing length for two
vehicles so that traffic does not back up on to the street. Generally,
this is an appropriate design consideration for commercial parking
lots and driveways. However, for commercial lots that are small or
lack much depth, the 40 -foot commercial throat depth becomes a
design challenge. In these cases, staff believes that an alternative
design can be developed that incorporates adequate queuing
space within the commercial parking lots.
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City of Auburn Council Study Session Minutes July 10, 2017
Currently, the city codes allows modification to the 40 -foot setback,
but it must be achieved through a variance application to the
Hearing Examiner. The timeline associated with the 'Hearing
Examiner process can be three to four months. Staff recommends
changing the process to allow administrative review of any
reduction in throat depth and grant the City Engineer with the
authority to make the decision. It would be a simplified method for
considering a different approach.
Councilmember Wagner stated the variance process is too
cumbersome to address this type of issue.
In response to questions from Deputy Mayor Wales, Assistant
Director Tate stated a customer can appeal the administrative
decision to the Hearing Examiner. Also, structural alterations
would not trigger the 40 -foot throat depth standard on current uses.
If a business alters the layout of their parking lot, the standard
would be triggered then. Deputy Mayor Wales stated she believes
that none of the Starbucks Stores in Auburn meet the 40 -foot throat
depth standard.
Councilmember Peloza spoke in favor of the ordinance as it
reduces costs and streamlines the process.
C. Tourism Update
Economic Development Manager Doug Lein updated the Council
on work that is being done by the Auburn Tourism Board.
Manager Lein presented the new tourism web site:
ExploreAuburn.com and explored the web page on line.
In response to questions from Councilmember Trout -Manuel,
Manager Lein stated there are currently 624 hotel rooms in Auburn,
and three additional hotels will be in construction to bring total hotel
rooms up to 945 next year.
Manager Lein played a new tourism video released on Friday.
Councilmember Peloza noted the Auburn Farmers Market is not
highlighted on the tourism web page.
Manager Lein reported the web page is available in seven
languages.
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City of Auburn Council Study Session Minutes July 10, 2017
Manager Lein reported the cost of the web site development was
$25,000.00 and the video production and the filming was
$15,000.00. The amounts were approved in the tourism budget
last year.
IV. HEALTH AND HUMAN. SERVICES DISCUSSION ITEMS
Councilmember Trout -Manuel, Chair of the Health and Human Services
Special Focus Area, presided over the discussion of the Special Focus
Area Items.
A. Staff Resources for Regional Domestic Violence Committee
City Attorney Heid thanked the Council for funding an additional
prosecutor beginning in the year 2017. The prosecutor position
was recently filled, and the vacant Domestic Violence Victim
Advocate position was recently filled as well. City Attorney Heid
assured the Council that now that the department has a full
complement of staffing, at least one person will be attending
regional domestic violence advocacy meetings in the future.
B. Assistance for Undocumented Residents
Director of Administration Hinman and Human Services Manager
Azcueta presented PowerPoint slides as part of their presentation
on assistance for undocumented residents.
Currently, the City of Auburn provides human services funding to
two organizations that directly provide services for immigrant and
refugee populations: Eastside Legal Assistance Programs and
Ukrainian Community Center of Washington. The City also refers
those in need to area organizations that specialize in that area.
Examples of other immigrant resources in Auburn include: Healthy
Auburn Task Force, Auburn School District, and Jubilee Center/
The Episcopal Church of St. Matthew.
Councilmember Wagner inquired whether there are any job
seeking services. Manager Azcueta stated job training services are
open to the general public and are not targeted to immigrant and
refugee residents. Councilmember Wagner stated job seeking
services appear to be an unmet need.
Deputy Mayor Wales suggested identifying the population groups
targeted by each human services provider.
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City of Auburn Council Study Session. Minutes July 10, 2017
Deputy Mayor Wales stated that services, where possible, should
be locally provided and easily accessible.
C. Human Services Grant Parameters for 2019-2020
Director of Administration Hinman and Human Services Manager
Azcueta presented PowerPoint slides as part of their presentation
on Human Services Grant Parameters for 2019-2010.
As the City enters into a, new funding cycle in the next year, City
Council requested a review of the funding priorities for future
grants. The current priorities are: poverty reduction, child abuse
and neglect, domestic violence and sexual assault prevention and
services, and health care. These priorities were set many years
ago by previous City Council action.
Director Hinman stated that the Council, and previous Councils,
have allocated one percent of the actual prior year's General Fund
expenses for human services funding. For example, in. budgeting
for 2017 human services, one percent was calculated on actual
2015 General Fund expenditures, which was $58 million. Funds
are allocated via a biennial, competitive application cycle and are
awarded to programs of nonprofit organizations that serve Auburn
residents.
Councilmember Wagner suggested consideration for adding "food"
as a human services priority.
Deputy Mayor Wales recommended the Council revisit the human
services funding priorities. She suggested homelessness and food
as additional priorities.
Director Hinman reviewed the human services per capita spending
estimate of Auburn to other cities in the region. Auburn spends
approximately $7.47 per capita.
Councilmember DaCorsi suggested expanding the list of priorities
and increase funding.
Deputy Mayor Wales recommended including mental health and
dental care to the human services priority list.
Deputy Mayor Largo proposed keeping the senior center open
seven days a week.
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City of Auburn Council Study Session Minutes_ __ July 10, 2017
In response to questions from Councilmember Peloza, Manager
Azcueta stated agencies apply for funding and report on program
results for each individual program under their purview. The City
monitors and audits their programs throughout the year for
compliance.
Director Hinman noted the 2017 human services funding is
$590,000.00. Director Hinman suggested Council set a formula or
funding level as a policy.
Deputy Mayor Wales inquired regarding property the City owns that
was to be used for domestic violence victim transitional housing.
Director Hinman stated the property was empty for quite a few
years until the City renovated it last year. The City is currently
working with Mary's Place to find a family for the residence.
Manager Azcueta stated the property was acquired many years
ago with the use of Community Development Block Grant funds.
Mary's Place will be responsible for the utilities when the family is
placed.
Deputy Mayor Wales recommended setting an amount or formula
for funding dedicated to human services funding each year.
Councilmember Wagner suggested the, funding priority
classification of poverty reduction is too broad.
Deputy Mayor Wales stated she and Councilmember Trout -Manuel
meet with Director Hinman and her staff next week. She.
suggested human services priorities and funding should come back
to a future study session.
Director Hinman urged the Council to review the priorities but to
also consider a policy on the level of human services funding and
the formula for determining the funding level.
Councilmember Wagner spoke regarding the contribution of the
faith community and the need to ensure the City does not duplicate
their efforts.
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City of Auburn Council Study Session Minutes _ July 10, 2017
D. Proposed Community_ Development Block Grant (CDBG)
Funding Action Plan
Director of Administration Hinman and. Human Services Manager
Azcueta presented PowerPoint slides as part of their presentation
on the CDBG Action Plan.
The Annual Action Plan is a requirement of all CDBG entitlements
to receive their annual funding allocation. The 2017 Action Plan
details the projects that will be completed using CDBG funds by the
end of the program year. The anticipated funding level is
$428,000.00.
City of Auburn 2017 Action Plan recommendations include:
$228,000.00 Housing Repair
$ 54,000.00 Healthpoint
$ 10,000.00 Multiservice Center Employment Training Program
$ 20,000.00 GRC Small Business Assistance
$ 40,000.00 Sidewalk Improvement Project
$ 75,000.00 Administration
Director Hinman reviewed Housing and Urban Development's
national objectives and eligibility criteria.
Deputy Mayor Wales spoke in favor of the housing repair program
as it can prevent homelessness. Deputy Mayor Wales noted the
new president of the Lions Club has been able to receive a waiver
of permit fees for the Lions Club program to install ramps. Deputy
Mayor Wales inquired whether the City's housing repair program is
able to mitigate the permit costs. Mayor Backus indicated
Assistant Director of Community Development Services Tate
implemented a policy for waiving permit fees for all non-profit
organizations.
Councilmember Peloza noted that veterans who obtain a
prescription from their physician for a home ramp can have a ramp
installed at no cost to the veteran.
Director Hinman questioned whether the Council would prefer to
focus CDBG funds on community development projects rather than
human services projects. She stated that past practice has been
focused too heavily on human services and has caused issues with
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City of Auburn Council Study Session Minutes July 10, 2017
timeliness of spending funds. Refocusing on spending the federal
dollars in a more efficient way can create more capacity of other
funding streams.
Councilmember Holman suggested using CDBG funds for
economic development such as the fagade improvement program.
In response to questions from Councilmember DaCorsi, Manager
Azcueta reported human services staff, under the housing repair
program, work closely with code enforcement and other community
partners to ensure low to moderate income residents have a safe
home to reside in.
In response to a question from Councilmember Trout -Manuel,
Manager Azcueta advised the Les Gove Park restroom project is
currently going through its environmental review comment period.
V. OTHER DICUSSION
There was no other discussion.
VI. NEW BUSINESS
There was no new business.
VII. MATRIX
Councilmembers reviewed the matrix and confirmed the following: the
follow-up on the shopping cart discussion will be on August 28th, the
airport briefing was completed and can be removed from the matrix, the
district court briefing will be on August 28th, a new item regarding the
City's properties where houses were removed on 104th and 102"d should
be added to an upcoming Public Works special focus area, and
assistance/legal rights for undocumented residents should remain on the
Human Services special focus area.
VIII. ADJOURNMENT
There being no further discussion, the meeting adjourned at 7:58 p.m.
APPROVED this
day of _ , 2017.
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