HomeMy WebLinkAbout01-08-2018 Minutes - - - -
City Council Study Session Murii
* Services SFA
CITY OF �-'"� January 8, 2018 - 5:30 PM
* Council Chambers - City Hall
� � _ � MINUTES
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WAS H I[�1GT'Olv
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I. CALL TO ORDER
Depuly Mayor Bob Baggett called the meeGng to order at 5`30 p.m. in the
Cou"ncil Chambers of Aubum City Hall, 25 West Main Street in Aubum.
A. Roll Call
Councilmembe.rs present: Deputy Mayor Baggett, Larty Brown, Claude
DaCorsi, John Holman, Bill Peloza, Yolanda Trout-Manuel, and Largo
Wales..
Mayor Nancy Backus and the folloVuing department directors and staff
members ware present: Parks,Arts and Recreation Director Daryl Faber,
Economic Development Manager poug Lein, Community Development
and Public Works Director Kevin Snyder, Cemete_ry Supervisor Craig
Hudson, Assistant City Engineer Jacob Sweeting, Human Services
Program Coordinator Duanna Richards, City Attomey Daniel B. Heid,
Planning Services Manager Jeff Dixon, Planner Alexandria Teague, Chief
of Police Bob Lee,Assistant Chief of Police Bill Pierson, Traffic Engineer
James Webb, Director of Administration Dana Hinman, Innovation and
Technology Director Paul Haugan, and City Clerk Danielie Daskam.
II. ANNOUNCEMENTS, REPORTS,AND PRESENTATIONS
Reyiew of De.sign Standarcls was moved from Municipal Services discussion
item to items for Council discussion, Item I I I.C. The agenda bill for the Design
Standards Update was distributed prior to the meeting.
III. AGENDA ITEMS FOR COUNCIL DISCUSSION
A. Selection of Chairs for Special Focus Areas and Ad Hoc Committees
The following were designated as chair and vice chair of the Special
Focus Areas:
Municipal Services Special Focus Area:
Larty Brown, Chair
Bill Peloza, Vice Chair
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Health and Human Services Special Focus Area;
Yolanda Trout-Manuel, Ghair
Largo Wales, �ce Chair
Finance and Economic Development Special Focus Area:
John Holman, Chair
Larty Brown, Vice Chair
Public Works and Community Developmerit Special Focus Area:
Claude DaCorsi, Chair
Bob Baggett, �ce Chair
Finance Ad hoc Committee
Larry Brown, Chair
John Holman, Vice Chair
B. Resolution No. 5341 - Presentation of the Formatted arid Ed"ited Adopted 2015
Comprehensive Pian(Snyder)(15 Minute.$)
P�esentation of the profe.ssional.ly edited and formatted hard copy of the 2015
Comprehensive Plan. Staff will also display the companion eReader version of the
plan.
Planning Services Manager Dixon and Planner Alexandria Te.ague
preserrted the formatted and edited 2015 Comprehensive Plan. It wras
adopted by Ordinance No. 6584 on December 7, 2015. The Growth
Management Act requires that the City complete a comprehensive review
of its Comprehensive Plan every eigM years. The Comprehensive Plan is
4he leading policy document that guides tfie City's evolution and growfh
over a 20-year period. The Comprehensive Plan identifies the desired
type, cor�figuration, and i�ensity of land uses throughout the city, as well as
the character and capacity of public facilities and services such as streets
and utiliUes. The Comprehensive Plan also serves as the basis for the
Citys adoption of developmentstandards and regulations, such as zoning,
subdivision, and critical area regulations.
Ordinance No. 6584 recognized s;affs' ir�tention to provide final
professional fortnatting and editing of the document. This final forrnaiting
and editing irnolved technical corrections rmt resulting in any substar�tive
changes.
I n early 2016, staff began searching for a professional editor to review the
adopted plan and make recommendations for improving 4he documer�ts
readability, grammar, and voice.
In mid 2016, staff selected an editor that had experience in technical and
policy wrifing. The chosen editor also had experience in document
fortnatting. Staff intended to reformat the document after editing was
complete, therefore, the selection of an editor that had both skilis was
ideal.
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The editing process took appro�mately six months and included
numerous exchanges between staff and the consultarrt. The fortnatting
process also too.k approximately six months and inciuded evaluating
hundreds of options related to color cHoices,fonts, and layout options.
The purpose of formatting and finalizing the plan was to feature an eas.ier-
to-use and more accessible fortnat than previously adopted Plans.
Because of this, the Pian now looks quite different than the copy of the
Plan approved by Council.
Manager Dixon reviewed the notable changes to the Comprehensive Plan:
Comprehensive Plan Map. (Map No. 1.1,following Page LU-25) was
formatted and reVised to increase clarity by updating the map background,
colors and symbols of the Land Use iypes. Also, the Map required
conversion to a differer�t electronic fortriat to be supportable.
Special Planning Areas Maps. The "Land Use ElemenY' of the
Comprehensive Plan included placeholders for the different types of
special plan areas: these include Districts; Designated areas (Identified
areas, Designated Areas, and Areas of Concem) Adopted Areas,
Impression Cortidors, and Gateways. The purpose and function of these
areas are described in detail on Pages LU-18 through LU-25 of the Land
Use Element. These maps were added and feature consistent design,
use of colors, The Special Planning Areas Maps are as follows:
Map 1.2— Districts Map
Map 1.3 — Designated Areas Map (identified areas, designated areas, &
areas of concem)
Map 1.4—Adopted_Areas Map
Map 1.5— I mpression Corridors Map
Map 1.6—Gateways Map
Land Use Element Special Planning Area Text. Areas of Concem. "Areas
of Concem" are one of the seven (7) types of "Special Planning Areas"
fountl within the "Land Use Element" (Page LU-2q). This type of subarea
vuas added to the Land Use Element following adoption to specffy that a
few areas of the City wariant a close asses.smerrt as they represent areas
4hat are under-served by infrastructure anii services (e.g. water, urban
roads, etc.) to support an increase in density or other development. This
continues infortna#ion from the preceding pian document.
Subarea Plan Policies. The Subarea Plan Policies (starting at Page LU-
20) was re-organized to incorporate the Appendix A of the Lancl Use
Elemerrt. In parficular, Uie introductory policy statemeMs and the
corresponding Ordinance or ResoluGon related to each Adopted Area was
highligMed and the discussion of each Aclopted Area consolidated to
include only the introductory policy statemerrts and the corresponding
Ordinance or ResoluGon. By re-organiang and consolidating the Subarea
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Plan Policies section of 4he Land Use Element, potential confusion of
having subarea plan policies in multiple areas is minimized.
Manager Dixon also displayed a flip-book version of the Comprehensive
Plan that will be ava'ilable on the Citys oueb site.
Manager Dixon stated staff will be asking the Council to adopt Resolution
No. 5341 ratifying the edjting and formatting changes. Staff does not
believe that the edfing and formatting modifications materially change
policies and priorities that were adopted under Ordinance No. 6584. But
because there are a variety of technical corrections it is important forboth
the Planning CommisSion and City Council to take action to approve the
changes.
The changes to the d.ocument were presented and explained to the
Planning Commission at their regular meeting on September 19, 2017.
The Planning Commission was satisfied and had no concems.
The plan document does not include the changes from the annual
Comprehe.nsiye Plan amendments adopted by Ordinance No. 6667 on
December 18, 2017. A futufe supplement will be provided with fhese
revisions.
Councilmember DaCorsi noted on pages 19-20 of the agenda packet
(pages C1-2 and C1� of the Gomprehensive Plan Core Plan, Item 11,)
there is a comment regarding the perception tFie C'ity could be .safer:
Councilmember DaCorsi suggested removing or replacing the word
"perception" with verbiage thatthe City improves §afety in the community
or continuously IooKs to improve safety in the community. Manager Dixon
proposed 4o docket the change for future amendment.
Counc'ilmember Holman asked how �sion 2050 wili affect the City's
Comprehensive Plan. Manager Dixon stated any necessary ameridments
will be included in annual amendments to the Plan.
Councilmember DaCorsi noted on page 29 of the agenda packgt (page
C2-6 of the Plan document) projects a capacity of approwmately 14,597
housing units in the King County portion of the city through 2031. He
questioned the statement when compared to Table 8 on page C2-9 of the
Plan document. Manage� Dizon stated he would investigate the source of
Table 8 for comparison.
C. Design Standartls Update (Snyder)(10 Minutes)
Assistar�t City Engineer Jacob Svweeting and Traffic Engineer James
Webb presented the 2018 Design Standariis update using a PowerPoint
presentation.
Assistarrt City Engineer Sweeting explained updates to the Engineering
Design 8tandards are scheduled to be pub.lished in early 2018. Per City
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Code Section 12.04.010, the City Engineer will consuk with City Council
regarding changes to design standarcJs that are "policy issues or [have]
broad citywide implications." Some of the changes to re:quirements
associated with the following standards will be discussed: Development
Plan Requirements (Phasing Plans, CAD files) and Transportation
Requirements (Lateral SeparatioNClear2one, Trigger of ADA Upgrades,
Street Trees in Grates)
Development Plan Requirements:
Phasing plans for larger, more complex projects, in order to start realizing
benefit of the project prior to full. project completion. This will minimize
impacts to existing business operations. CurrenUy, phasing is considered
on a case by case basis, and fhere is no formal guidance. Current
standards do not address phasing.
Proposed Standard: Phased projects must complete all public
improvements prior to occupancy antl are required to submit plans
showing what improvements are proposed for each phase and a narrative
explaining the approach.
In response to a question from Councilmember Wales, Assistant City
Engineer Sweeting explaineii that all public improvemerrts must be built
out; if not, fhe developer is required to provicJe the City with a bond to
ensure completion of the public improvemehts.
Assistar�t City Engineer Sweeting spoke regarding the data plan
requirements. The City will be implementing a CAD (computer aided
drafting) standard that will ailow the City to move from the electronic CAD
drawings, to the plans, updated as-6uilt drawings, and updated CAD f'iles
that can be importe.d in to 4he Ci4y's GIS system. The new data plan
requirements will increase efficiency.
Transportation Requirements:
Traffic EngineerWebb spoke regarding the clear zone and lateral offset
standards.
A clear zone is the unobstructed area that allows a vehicle to regain control
and retum to the travel way without crashing into a fxed object. Clear
zones are typically used on rural highways, ffeeways and interstates, and
are based on speed, traffic volumes, slopes and curvature. A clear zone
can be greater than 50 feet on freeways.
Lateral offset is the minimum distance between the travel way and a fixed
roadside object to allow normal traffic operations. Lateral offset is used in
an urban environment where limited tiy right-of-way and buitt environment.
There is a Mro foot minimum, and up to six feet is preferred.
Appropmately 80% of vehicle collisions with roadside objects are within
four feet of curb, while 90% of vehicle collisions with roadside objects are
within six feet of the curb.
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Current Design Standards allow utility poles and fixed objects a minimum
of two feet.from face of curb (consistent with horizontal clearance
requirement). WHere no curb exists, offset is based on AASHTO Manual
(1 Q to 20 feet).
Proposed Design Standards (Urban Environment):
Fixed objects will be a minimum four feet from the face of curb (six feet on
the outside of curves). Utility poles, shali be a minimum of six feet from
edge of travel way where curb exists.
Prop.o.s.ed Design Standards (Non-Urban Environment):
W here urban environment conditions don't apply,AASHTO Clear Zone
will be used.
Engineer Webb stated the new standards should not have any effect. on
fhe lot sizes orbuildable land.
Assistant City Engineer Sweeting a new policy is needed to determine
when adjacent curb ramp upgrades are required for utilityw�ork.
Proposed Design Standard:
W here trenching and surface restora4ion is equal to or greate.r 4han half of
fhe crosswalk it crosses, then the curbs at each of the crosswalk's ends
must be upgraded with ADA compliant ramps.
Gurt�ently all arterial and collector roadways currenUy require street trees in
tree grates. According to city cocJe, the adjacer�t property owner is
respo.nsible fo.r maintaining the trees. The Gity maintains the tree grate.
Also, the city code requires fror�tage IandScaping along commercial
development. Stree4 tre.es create potential for damage to public sidewaik
in the long tertn and concems for clear zone/fixed object concems on
higher speed roadways as trees mature.
Proposed Design Standard:
Remove the requirement for sVeet trees in grates from arterial/collector
roadways in commercial and indusVial zoned areas except in the DUC
Zone.
Councilmemb.er Peloza requested a map of arterial and collector streets
inside and outside the DUC Zone.
IV. MUNICIPAL SERVICES DISCUSSION ITEMS
Counciimember Peloza presided over 4he Municipal Senrices Special Focus
Area items.
A. AirportAdvisory Board2018 Annual Work Plan (Snyder)(15 Minutes)
Mr. John Theisen, Chair of the Airport Advisory Board, presented the
Ai.rport AdVisory Board's 2018 Annual Work Plan for Council review and
discussion.
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Last year the Board completed its first strategic plan, which calls for an
annual work plan.
THe work plan includes:
1. Roll out of the Jet-A-Fuel Program
2. Cor�tinued progression of the design and construction phases of the
Runway Enhancement Project.
3. Work with fhe Planning Commission and City Council on examination
and possible implementation of land use strategies for the AirpoR and
surrounding properties to supp:oR and enhance airport related safety and
the Ai_rpoR's economic development conVibution to the community..
4. Evaluating potential acUons and financing strategies resulting from the
findings of fhe Facilities Condition Assessment report
5. Work on a strategic action plan for the implementation of
recommendations of the Competifiye Market Assessment and Long-term
Rate Study(scheduled for completion in fall 2018)..
6. Develop marketing and developmerrt strategies for the hw current
approved on-airport development sites.
In resp.onse to a question from Councilmember Brown, Director Snyder
stated the airport has ah FAA approved IVlaster Plan, which includes a
section relating to development. All development at the airport must be
consistent with the Master Pian.
Councilmember Wales suggested adding the Airport Faclities
AssessmeM Report and Capital Needs Report for a future Municipal
Services Special Focus Area. Director Srryder stated it is the intent to
review the Facilities Assessment RepoR with the Airport Advisory Board
and the City Council. It is hoped 4hat the Facilities Assessment Report will
be wrapped up by the end of the month.
B. Ordinance No. 6663 -Change in Airport Board Gomposition(Snyder)(10 Minutes)
Director Snyder reminded that all of the itemson the agenda relating to the
airport come from the Strategic Business Plan. One of the action items
inolutled the periodic review of the composition of the Airpo�t Advisory
Boarcl membership. The currerrt membership of the Board is five
rimembers. The Board has e�erienced times when a quorum of the Board
was not available.
Mc John Theisen, Chair of the Airport Advisory Board, stated the curreM
Airport Advisory Board has positiVe energy and focus and a positive
working atmosphere. The Board is supportive of Ordinance No. 6663 to
increase the Board membership from five members to seven members to
reduce poteritial quonam issues and increase opportunities for additional
member experiences and backgrounds to enhance the Board's work
efforts.
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G. Presentation—Airport Users Survey(Snyder)(15 Minutes)
In early December 2017, the Citys contracted airport operations company,
Aviation Management Group, coriducted a survey of airpoR users.
Jamelle Garcia, principal of Aviation Management Group, presented the
results of the airport usecs survey. A s.urvey consisting of questions with 0
to 5 ratings with a ra6ng of 5 being very satisfied w�ere disVibuted to 457
airport users. AViation Manaqerrient Group received 138 responses to the
survey.
Mr. Garcia review�ed the survey questions and the compiled responses:
1. W Hat uras the primary reason for choosing Aubum AirpoR as your
home basel
75.9% chose location
2.. What category of tenant describes you?
612'/o City Hangar Tenant and 25.0% Condo Owner Tenarrt
3. How far do you live from the airport?
47.1% live 6-10 miles from the airport and 36.4% live 15+ miles from
the airport
4. How do you rate your overall satisfaction with the airport?
53.8% satisfied and 29.1%very satisfied
5. Rate your satisfaction with the appearance of the airpoR.
54.7%satisfied 26;5%very satisfied
6. How frequenUy do you visit the airport per month?
5 ormore times 35.0%; 3�times 33.3% and 1-2 times 36.7%
7. How fre:querrtly do you purchase fuel at.the airport per month?
1-2 times 49.6%;3-4 times 23.1%, 5 0�more times 8.6%and none
18.8%
8. Indicate your satisfaction wi4h airport staff.
55.0%very satisfied;30.0°/a satisfied; and 13.3% neutral
9. Would you recommend the airport to a friend?
96.7% answered in the affirmative
Director Snyder stated the results of the survey will be incorporated in the
Competitive Marlcet As.sessment and Long Tertn Rate Study Project.
D. Cemetery Update (Faber)(10 Minutes)
Cemetery Update
Rarks,Arts and Recreation Director Da_ryl Faber and Cemetery Supervisor
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Craig Hudson pre"sented an update on the Mountain View Cemetery using
a PowerPoint presentation.
Supervisor Hudson reviewed the cemetery grounds including a new water
feature near the entrance and cemetery office, the Centennial
Columbarium, Forest HValk um ga�den, the children's a�ea, the veterans
memorial area, Memory Heights, and Chap.el o.f Memories.
Director Faber and Supervisor HucJsdn pointed out future expansion are.as
that were purchased in the recerrt past. The expansion areas are five
acres each. One acre can accommodate up to 1,200 traditional burial
sites.
Supervisor Hudson [eported last year, 4he c.emetery performed 264
placements, both traditional burials including urns. The cemetery consists
of approximately 55 percent traditional burials and 45 percent cremations.
Director Faber pointed out that revenues for the past several years have
exceeiied expenses and provicJes an increas.e every year in wvrking
capital, The cemetery is operated as an enterprise fund, and there is no
General Fund conUibution. The Endowed Care Fund will likely reach $1.8
million by the end of the year.
Future project needs include an overlay or sealcoat for the intemal asphalt
road system. The cost of the project is estimated at $300,000.00 and will
be completed in phases.
Another project is an open ai� mausoleum building. The exis4ing
mausoleum has been soid out for over te_,n years. The proposed new
mausoleum building will inelude 96 crypts, and the estimated cost is
$350,000.00.
Director Faber antl Supervisor Hudson complimerrted 4he staff at fhe
cemetery.
E. Multimedia and Communications Year in.Review(Hinman) (10 Minutes)
Chair Peloza recessed the meeting for a brief six-minute interrnission at 7:06
p.m. The meeting was reconvened at 7:12 p.m.
Director of Administration Dana Hinman provided an overview of 4he 2017
Multimedia and Communications operations.
Director Hinman stated the department provitles Video services, graphic
design services, w�eb design/m"anagement, communications and public
relafions, mail and print services. Director Hinman reviev�d the
multimedia work requests throughout the year and outreach through the
Citys web site and social media.
Staff members are in the midst of a web site redesign and will update the
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Council on the project at a later date.
F. Sister Cities Update (Hinman) (10 Minute.sf
Economic Development Manager poug Lein and Community Programs
Coordinator and Sister City Liaison Duanna Richards provided an update
on the Sister Cities program using a PowerPoint presentation.
Coordinator Richards reported the City of Aubum has four sister city
relationships in four different counCries: Tamba, Japan, PyeongChang,
South Korea; and two friendship cities in Guanghan and Yuhang, China,
and Mola di Bari, Italy.
The main impetus for a sister city relationsFiip is due to the youth
ambassador programs through the schools. Tfie schools offera summer
youth ambassador p�ogram for grades 8-11. Up to ten students are
selected each year: The youth ambassado� program is primarily with
Tamba, Japan, but youth ambassadors are now being recruited for the
other sistercities. 7here is also a year long youth ambassador program
for thbse students who haVe alreatly participated in 4he summer youfh
ambassador program.
Goordinator Ric.hards reviewed the exchanges that occurred in 2017:
South Korean middle school students visited Aubum; Aubum delegation
Visited Guanghan and Yuhang, China; three groups of Yuhang, Ghina
middle school studerrts Visited Aubum; Tamba Youth Ambassadors visited
_. _
AuburNKenf; Tamba, Japan delegation visited Aubum and Kent; and
Green River College students from Guanghan; China visited Aubum City
Hall.
Economic Developmerrt Manager Lein spoke regarding a business
development delegation to South Korea led by the Lieutenant Govem.o.r.
The Gity of Aubum was invited to attend along with fourAubum businesses
for a meeting in PyeongChang, South Korea.
Economic Development Manager also spoke about a visit from Tamba,
Japan, business leaders and city officials in 2017, where the business
leaders from Japan made.several business connections.
Goordinator Richards reviewed the 2018 programs: South Korean middie
school students will visit Aubum; Aubum delegation will go to
PyeongChang, South Korea for the W inter Olympics Opening Ceremony;
three to four groups o.f middle school students from Yuhang, China will visit
Aubum; the new Mayor of Tamba, Japan and youth ambassadors ti+ili 4isit
Auburri and Kent; and Aubum will be hosfing visitors from Japan as part of
28th annual Japan-America Grassroots Summit hosted by Seattle.
Councilmember Trout-Manuel e�ressed concem with the cost of 4he trip
to PyeongChang, Soufh Korea and the Winter Olympics; Economic
Development Man.ager Lein stated the City of Aubum has been iri4ited to
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the Winter Olympics as one of PyeongChang's four sister cities around
the wnrid and the only sister city from the United States.
G. Dangerous Dog Ordinance (Heid/Lee)(10 Minutes)
City Attomey Heid presented an update o.n the Dangerous Dog
Ordinance. Gity Attomey Heid stated sfaff is working on an update to the
ordinance that will create clarity and p[oVide consistency and uniformity in
the city code, particularly the appeal process.
There are several substantive changes propo.s.ed, but they need to be
further vetted and reviewed for practical and legal considerations, not yet
completed.
Gouncilmember Wales suggested an additional definition for what
constitutes a "serious injury." She also suggested that any owner whose
dog bites another dog or human be required to provide proof of rabies
vaccination.
V. OTHER DISCUSSION.ITEMS
There was no other discussion.
VI... NEW BUSINESS
There was no new business.
VII. MATRIX
A. Matriic
Deputy Mayor Baggett presided over the remainderof the meeting.
Deputy Mayor Baggett requested that anyitems on the Matrix with a"TBD"
timeline be updated to incluiie a meeting date.
Councilmember Peloza requested the Aubum Avenue Theater discussion
be moved to March 12th.
Councilmember Wales re:quested an item on Emergency Planning and the
recent fire at the Heritage Building. Mayor Backus reported that an update
on the Heritage Building fire is sche.duled for the next regular Council
meeting.
Councilmember Wales requested addition of the Airport Facilities
_
Assessment Report and the Airport Capital Ne.eds Report to #he Matrix
wi4h a date to be determined.
Councilmember Peloza stated the representatiye from the National
League of Cities Service Line Program would like to present their program
at a future stuciy session.
VI I I.ADJOURNMENT
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There being no further discussion,the meeting adjoumed at 8:10 p.m.
APPROVED this /9�' day of �� ,2018.
� ��
BOB BAGGETT, DEP MA OR nielle Daskam, City Clerk
Agendas and minutes are available to the public at the Gify Clerk's Offce,on the City websife
(httpJ/www.aubumwa.gov), and via e-mail. Comp/ete agenda packets aie availab/e forreView
at the City C/e�/c's Office.
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