HomeMy WebLinkAbout07-11-2019 Agenda PacketBusiness Improv ement Area Committee
of Rate Payers
J uly 11, 2019 - 1:00 P M
City Hall Council Chambers
A GE NDA
I .C AL L T O O RD E R
Roll Call
I I .AP P RO VAL O F M INUT E S
A .J une 13, 2019 Minutes
I I I .F INANC I AL RE P O RT
A .Financial Report through May 2019
I V.P L ANNING D E PART M E NT UP D AT E
V.O L D B US I NE S S
A .Marketing and Branding
B .B I A Newsletter - J une 2019 A nalytics
C.Update on Priority Projects Presented to City Council
1. A dditional security lighting
2. Christmas decorations
3. Banners - How far and where to expand the area
D.Update on 2019 Facade Grant P rogram
E .Heritage Building Update
F.Unpaid B I A Fees
G.Rules of Procedure Discussion
V I .NE W B US I NE S S
A .S huttle from Outlet Collection to Downtown to A ccommodate
Fieldhouse Guests
B .B Street Activation
V I I .AUB URN D O WNT O WN AS S O C IAT IO N UP D AT E
V I I I .C HAM B E R B O ARD UP D AT E
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I X.T O URIS M B O ARD UP D AT E
X .AD J O URNM E NT
Ag en d a s a n d min u tes are a va ila b le to th e public a t the C ity C lerk's O ffice, on th e C ity website
(http://www.auburnwa.gov), and via e-mail. C omplete agenda packets are available for review at the C ity
C lerk's O ffice.
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AGENDA BILL APPROVAL FORM
Agenda Subject:
June 13, 2019 Minutes
Date:
July 8, 2019
Department:
Administration
Attachments:
June 13, 2019 Minutes
Budget Impact:
Current Budget: $0
Proposed Revision: $0
Revised Budget: $0
Administrativ e Recommendation:
Background Summary:
Rev iewed by Council Committees:
Councilmember:Staff:
Meeting Date:July 11, 2019 Item Number:
Page 3 of 19
BIA Committee of Rate Payers Meeting
June 13, 2019 – 1:00 PM
Auburn City Hall Council Chambers
MINUTES
I. CALL TO ORDER
The meeting was called to order at 1:02 pm by Chairman DiQuattro.
Roll Call:
Committee Members present: Chairman Giovanni DiQuattro; Vice Chair Bill Cowart;
Members Kelly Gordon, Darren Jones, Ronnie Roberts, Megan White
Committee Members absent: Bob Klontz, John Rottle, Ruth Neil-Stover
City staff present: Jamie Kelly, Parks Planning & Development Manager; Doug Lein,
Economic Development Manager; Tanya Carter, Economic Development Officer;
Holly Ferry, Committee Secretary
ADA Board Members present: Brittiany Karlson, President; Kristina Driessen,
Treasurer; Janice McCall, Secretary
II. APPROVAL OF MINUTES
Committee Member Gordon moved and Member White second to approve the May
9, 2019 meeting minutes.
MOTION CARRIED UNANIMOUSLY. 6-0
III. FINANCIAL REPORT
Economic Development Officer, Tanya Carter, reviewed the data on the Financial
Report, showing the ending fund balance through April 2019.
IV. OLD BUSINESS
A. Marketing and Branding
There was nothing new to report. At the next meeting, the new logos and
website for the Buy Local Auburn campaign may be shown.
B. BIA Newsletter
A copy of the May newsletter and analytics were provided. Officer Carter
reviewed the analytics.
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C. Update on Priority Projects Presented to City Council
1. Additional Security Lighting
Economic Development Officer Tanya Carter provided photos showing
additional security lighting that was added to the B Street Plaza and reported
that the lighting in the alleyway to the north of American Lighting was
completely replaced with new LED lights.
2. Christmas decorations
Member Jones reported that he is still trying to locate a source for a
commercial LED rope lights.
3. Banners
An audit of poles was requested to identify where banners c ould be added
without spending additional money. The area audited would include the area
on Main Street from the train tracks going east to just past D Street and also
the streets two blocks north and two blocks south of Main Street.
D. Update on 2019 Façade Grant Program
Officer Carter reported that Planning Director Jeff Tate informed her that the full
amount of the grant, which is $100,000, is available. Currently, there have been
conversations with two businesses that have shown interest in applying for grant
funds.
E. Heritage Building Update
Completion of the design review approval is getting close. There are still issues
that need to be worked out regarding the building’s ingress and egress.
F. Unpaid BIA Fees
There are roughly 220 businesses in the BIA, and there are nine left that need to
comply.
G. Discuss and Vote on Funding for Parks Alleyway Project
Jamie Kelly, Planning and Development Manager in the City’s Parks, Arts &
Recreation Department, presented the proposal that had been provided by Parks
Manager Julie Krueger about the plans for the space between the Old Post Office
and the Auburn Ave Theater. He also reported that those who would like to use
the space could easily acquire a use permit from the Parks Department. Some
discussion followed.
Committee Member Gordon moved and Member Cowart second to fund the
Alleyway Project proposed by the City of Auburn Parks Department.
MOTION FAILED. 2-4
H. Discuss Meeting Every Other Month
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The Committee agreed that, because there is always something going on, it is
important to continue meeting each month. Officer Carter brought up the idea
of adopting funding cycles if the Committee decided to meet every other month.
There was no discussion on that topic.
Committee Member Gordon motioned and Member Jones second to continue
meeting monthly to meet the needs of the Committee, the City and the ADA.
MOTION CARRIED. 5-1
Chairman DiQuattro stated that the decision to meet every other month could
be put on the agenda at a later time if the Committee determined that it was not
necessary to meet every month.
V. NEW BUSINESS
A. Committee Responsibilities and Authorities
City Attorney Steve Gross introduced himself and talked to the Committee about
process. He stated that, when it comes to spending the BIA money, the specific
thing the Committee is tasked to do is to consider proposals for Economic
Development and neighborhood revitalization projects and programs consistent
with the purposes listed in the code, provide for public input, s ubmit comments
in a timely manner to the Mayor and City Council. He recommended that the
following be changed: “including an analysis of the extent to which the
Committee’s recommendations will improve economic development or
downtown revitalization.”
He explained that Council has approved $90,000 in authorized money to expend,
but the individual contract expenditures are subject to other City requirements.
In the context of spending the BIA Rate Payer money, the starting point is what
your recommendation is for spending that money. He has been working with
City staff on how to take the fund expenditures that are being recommended
and translating those into contracts and getting them done. The Committee
agreed to let the City assess other money, and the Committee’s
recommendation is necessary to spend that money, but it’s not the only way the
money gets spent.
There has been discussion with staff about how to make the process go more
smoothly. He suggested that a grant cycle process could be something useful for
the Committee to consider in the planning of things they want to do and also
planning how the Committee wants to take in applications.
After some discussion, City Attorney Gross suggested that the only thing he
would like the Committee to immediately think about is that, as the Committee
is making recommendations, they are not very carefully including an analysis of
the extent to which the Committee recommendations will improve economic
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development, but if going into that much detail is not needed, then the
requirement to do that analysis can be taken out of the code.
There was a comment that at the previous month’s meeting, someone had
stated that it’s not the BIA’s money, it’s the City’s money. City Attorney Gross
responded that, under state law, it is not the BIA’s money. It is a special
assessment that you agree to impose upon yourself for things that are set out in
the statute that we have adopted by ordinance. As a matter of practicality, it is
the BIA’s money to allocate.
B. Rules of Procedure
It was suggested that the existing Rules of Procedure that were adopted in 2017
be sent out and reviewed by the Committee for discussion at the July meeting
and will need City Attorney Gross’s input on what the Committee can and cannot
do.
City Attorney Gross stated that one of the things that will be necessary to talk
about is how City staff communicates back to the Committee, for example, if
money was approved for something, and the administration would ask that the
money be reallocated because the thing that the Committee would like to do
isn’t something that the City can practically do.
C. Downtown Bike Racks
Auburn Police Officer Stan Sedillo introduced himself to the Committee and gave
a visual presentation that showed different kinds of artistic bike racks. He gave
recommendations about which type of racks work better than others and why.
He mentioned that the short, round racks that are currently seen around the city
are too short, and bikes frequently fall over.
There was a question about whether the BIA Committee could present the idea
to the Arts Commission to see if they would want to commission some artists to
design the racks. A couple Committee members appreciated that the bike racks
would be functional art. Another member questioned whether or not it would be
easier to find artistic racks that are already made rather than co mmissioning
artists to make racks and having to wait for the artists to make them. Officer
Sedillo recommended looking at https://www.theparkcatalog.com/bike-racks/ to
view bike racks that can be purchased online. Officer Carter suggested that City
staff look at the website and coordinate with the bike police and select several
different options to consider. Chairman DiQuattro responded that the
Committee would need to know how many racks are needed, where are they
needed, and a price list of a few different models.
Economic Development Manager Doug Lein stated that there is a fair amount of
grant money that is beginning to show up for non -motorized improvements and
suggested that Public Works come to the next meeting to talk about it and also
have a representative from the Arts Commission come as well.
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IV. AUBURN DOWNTOWN ASSOCIATION UPDATE
ADA Treasurer Kristina Driessen reported that they have received half the money
from the two contracts and are now fully able to fund the upcoming Beer and Wine
Festival as well as a September street fair, which will probably be one of the biggest
events they have ever done. There is a professional event planner who is helping
coordinate that event. She is also creating a book laying out the step-by-step process
for each event that can be passed on to the next board so that they can keep doing
what the current board has been doing. They are also starting to talk about their
Halloween and Christmas projects. ADA President Brittiany Karlson introduced the
new ADA Secretary, Janice McCall and reported that there are a lot of new
volunteers, too.
V. CHAMBER BOARD UPDATE
The BIA Representative to the Chamber Board, Janice Nelson, reported that she
attended the May Chamber Board meeting. She stated that the Chamber Board
would like someone from the BIA to attend the Wednesday, June 26th meeting for
about 10-15 minutes to give an overview of the BIA, the ADA, and the funding, so
the Chamber Board members can wrap their head around what the BIA is and what
their mission is and how it relates to the city. It was suggested by Vice Chair Cowart
that a BIA member attend in August instead. Representative Nelson said she would
talk with Kacie Bray from the Chamber Board to see if August would work.
VI. TOURISM BOARD UPDATE
Tourism Coordinator Chachere announced that the Auburn Adventure Film Festival
is returning for a second year at the Auburn Ave Theater in February .
After explaining the updates that have been made to the Tourism maps and
describing the visibility that the maps receive at locations within the community and
at different events, Coordinator Chachere asked if the BIA would like to collaborate
again with the Tourism Board to print 5,000 new maps, which will last 9 – 11
months.
Vice Chair Cowart moved and Member Jones second to approve the request to pay
for half of the reprint of the Tourism maps up to $600.
MOTION CARRIED UNANIMOUSLY. 6-0
VII. ADJOURNMENT
There being no further business to come before the Committe e, the meeting
adjourned at 2:20 pm.
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APPROVED this 11th day of July, 2019.
________________________________ ________________________________
Giovanni DiQuattro, Chair Holly Ferry, Committee Secretary
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Financial Report through May 2019
Date:
July 8, 2019
Department:
Administration
Attachments:
Financial Report through May 2019
Budget Impact:
Current Budget: $0
Proposed Revision: $0
Revised Budget: $0
Administrativ e Recommendation:
Background Summary:
Rev iewed by Council Committees:
Councilmember:Staff:
Meeting Date:July 11, 2019 Item Number:
Page 10 of 19
BIA Financial Report through May 2019:
Notes:
The books for 2018 have been closed—beginning fund balance should not change at this point.
Fund balance as of May is approximately $149,000. Expenditure authority is $95,400.
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Rules of Procedure Discussion
Date:
July 8, 2019
Department:
Administration
Attachments:
BIA Rules of Procedure
Budget Impact:
Current Budget: $0
Proposed Revision: $0
Revised Budget: $0
Administrativ e Recommendation:
Background Summary:
Rev iewed by Council Committees:
Councilmember:Staff:
Meeting Date:July 11, 2019 Item Number:
Page 12 of 19
BIA – Rules of Procedure
CITY OF AUBURN
BUSINESS IMPROVEMENT AREA
COMMITTEE OF RATE PAYERS
RULES OF PROCEDURE
DRAFTED DECEMBER 2017
Page 13 of 19
BIA – Rules of Procedure
BUSINESS IMPROVEMENT AREA COMMITTEE OF RATE PAYERS
RULES OF PROCEDURE
TABLE OF CONTENTS
SECTION SUBJECT PAGE
I. NAME...........................................................3
II. MEMBERSHIP.............................................3
III. MEETINGS...................................................4
IV. MINUTES AND AGENDA..........................5
V. ELECTION OF OFFICERS .........................5
VI. CHAIR..........................................................5
VII. CITY PERSONNEL.....................................6
VIII. QUORUM.....................................................6
IX. ABSENCE OF MEMBERS..........................6
X. VOTING........................................................7
XI. CONFLICT OF INTEREST..........................8
XII. AMENDMENT..............................................8
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BIA – Rules of Procedure
CITY OF AUBURN
BUSINESS IMPROVEMENT AREA COMMITTEE OF RATE PAYERS
RULES OF PROCEDURE
We, the members of the City of Auburn Business Improvement Area Committee of Rate
Payers, do hereby adopt, publish, and declare the following Rules of Procedure:
I. NAME:
1. The official name of the City of Auburn Business Improvement Area Committee
of Rate Payers shall be the “Committee of Rate Payers” (the Committee).
2. The purpose of the Committee is to serve in an advisory capacity to the City
Council (Ord. 6658 § 11, 2017.)
II. MEMBERSHIP:
1. The membership and terms of office of the members of the Committee of Rate
Payers shall be as provided in Chapter 2.98 of the Auburn City Code (ACC).
2. The Committee shall consist of not more than (7) members appointed by the
mayor and confirmed by the city council, who shall serve at the pleasure of the
city council; provided that the mayor may appoint up to four (4) additional
members to serve as alternates in the event of a Committee member’s absence.
3. The members shall be owners or operators of businesses located within the BIA
boundary and shall be selected to represent the variety of business types and
geographic locations included within the BIA boundary.
4. Committee members shall be appointed to a three (3) year term.
5. Upon the resignation of a Committee member, removal by the City Council, or
expiration of a Committee member’s term, the mayor will appoint and the City
Council confirm an appointment to fill the vacancy.
6. The members of the Committee shall serve without compensation except for
reasonable travel expenses associated with the performance of the Committee
member’s duties.
III. MEETINGS:
1. Meetings of the Committee of Rate Payers shall be conducted in conformity with
the requirements of the Washington State Open Public Meetings Act, Chapter
42.30 of the Revised Code of Washington (RCW). Executive sessions can only be
held in accordance with the provisions of Section 42.30.110 RCW.
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BIA – Rules of Procedure
2. All meetings will be held in Council Chambers at the Auburn City Hall, Auburn,
Washington, unless otherwise directed by the Chair of the Committee.
3. Minutes shall be kept and meeting agendas prepared in coordination between
members of the Committee and staff members. A majority of the members of the
Committee shall constitute a quorum for the transaction of business, and a majority
vote of those present shall be necessary to make recommendations to the City
Council.
4. The Committee shall adopt rules for the transaction of business and keep a record
of its resolutions, transactions, findings, and determinations. These records shall be
public and open to inspection.
5. All Committee meetings shall be conducted in accordance with the Committee’s
adopted rules for the transaction of business, and Robert’s Rules of Order or any
other meeting procedures or guidelines authorized by the City of Auburn shall be
used for any subject not addressed within the Committee’s adopted rules of
procedure.
6. The Committee shall consider proposals for economic development and
neighborhood revitalization projects and programs consistent with the purposes
listed in 2.98.030, provide for public input and submit comments in a timely
manner to the Mayor and City Council, including an analysis of the extent to
which the Committee’s recommendations will improve economic development or
downtown revitalization.
7. The Committee shall meet monthly when there is new official business to transact,
and hold additional meetings as the chairperson or a majority of the Committee
deems necessary. A minimum notice of 24 hours shall be provided for special
meetings in accordance with State law.
8. Regular meetings shall be held on the second Monday of each month and shall be
open to the public. The meeting shall convene at 1:00 P.M. unless otherwise
directed by the Committee’s Secretary, the Economic Development Manager or
the Chair.
IV. MINUTES AND AGENDA:
Minutes shall be kept and meeting agendas prepared in coordination between members
of the Committee and staff members.
An agenda shall be prepared for each meeting consisting of the following order of
business:
1. CALL TO ORDER
Roll Call/Establishment of Quorum
2. Approval of Minutes
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BIA – Rules of Procedure
3. Financial Report
4. Old Business
5. New Business
6. BIA Parking Sub-Committee Update
7. Auburn Downtown Association Update
8. Adjournment
9. Additional items may be added to the agenda by the Committee. The Chair
shall have the discretion to amend the order of business.
V. ELECTION OF OFFICERS:
At the first regular meeting of each year, the Committee members shall elect a
chairperson and vice-chairperson from among the members of the Committee.
VI. CHAIR:
1. The Chair shall preside over the meetings of the Committee and may exercise all
the powers usually incident of the office. The Chair shall be considered as a
member of the Committee and have the full right to have his/her own vote
recorded in all deliberations of the Committee. Unless stated otherwise by
abstention or nay, the Chair's vote shall be considered to be affirmative for the
motion.
2. The vice-chairperson shall preside at all meetings where the chairperson is absent.
3. The Committee chairperson and/or vice-chairperson shall annually provide to the
city council a report on progress made in carrying out the Committee’s
responsibilities. Additional reports may be submitted when deemed appropriate by
the Committee or when requested by the city council.
VII. CITY PERSONNEL:
1. All Committee meetings shall be staffed by City of Auburn personnel to support
and assist the Committee.
2. A member of City staff shall act as the Secretary for the Committee and shall keep
a record of all meetings of the Committee. These records shall be retained at the
City Clerk’s Office.
3. All public hearings shall be electronically recorded verbatim and a summary of the
discussion and actions will be recorded as Meeting Minutes.
VIII. QUORUM:
1. If quorum is not reached by the RSVPs in advance of the meeting, a meeting may
be canceled at the notice of the Chair provided at least 24 hours in advance.
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BIA – Rules of Procedure
2. A majority of the members of the Committee shall constitute a quorum for the
transaction of business, and a majority vote of those present shall be necessary to
make recommendations to the City Council.
3. If at any time during the meeting, a quorum is no longer present, the meeting may
only continue for the time and duration necessary to fix a time for adjournment,
adjourn, recess or take measures to obtain a quorum.
IX. ABSENCE OF MEMBERS:
1. To be excused, members must inform the Committee’s secretary or the Economic
Development Manager in advance of the meeting date if they cannot attend a
scheduled meeting.
2. The Committee, upon four (4) unexcused absences, may recommend the removal
of any Committee member to the City Council.
X. VOTING:
1. Any member, including the Chair, not voting or not voting in an audible voice
shall be recorded as voting in favor of the motion.
2. The Chair, Secretary, or upon request from a Committee member, may take a roll
call vote.
3. It is the responsibility of each member of the Committee of Rate Payers to vote
when requested on a matter before the full Committee. However, a member may
abstain from discussion and voting on a question because of a stated conflict of
interest or appearance of fairness.
4. If any member of the Committee wishes to abstain, from a vote on the motion, that
member shall so advise the Chair and, if there is no objection to the abstention,
shall remove and absent himself/herself from the deliberations and considerations
of the motion, and shall have no further participation in the matter. Such advice
shall be given prior to any discussion or participation on the subject matter or as
soon thereafter as the member perceives a need to abstain, provided that, prior to
the time that a member gives advice of an intent to abstain from an issue, the
member shall confer with the City Attorney to determine if the basis for the
member's intended abstention conforms to the requirements hereof. If the intended
abstention can be anticipated in advance, the conference with the City Attorney
should occur prior to the meeting at which the subject matter would be coming
before the Committee. If that cannot be done, the member should advise the Chair
that he/she has an "abstention question" that he/she would want to review with the
City Attorney, in which case, a brief recess would be afforded the member for that
purpose before proceeding further.
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BIA – Rules of Procedure
5. If a tie vote exists, after recording the Chair's vote, the motion fails. However, a
motion for denial that fails on a tie vote shall not be considered an approval.
XI. CONFLICT OF INTEREST:
A. Any member of the Committee who, in his or her opinion, has an interest in
any matter before the Committee that would tend to prejudice his or her actions
shall publicly indicate, step down and leave the meeting room until the matter
is disposed. A member need only be excused from legislative or
organizational action if the potential conflict of interest is direct and
substantial.
(1) No member of the Committee may use his or her position to secure
special privileges or exemptions for himself, herself, or others.
(2) No member of the Committee may, directly or indirectly, give or
receive or agree to receive any compensation, gift, reward, or gratuity
from a source except the employing municipality, for a matter
connected with or related to the officer's services as such an officer
unless otherwise provided for by law.
(3) No member of the Committee may accept employment or engage in
business or professional activity that the officer might reasonably
expect would require or induce him or her by reason of his or her
official position to disclose confidential information acquired by reason
of his or her official position.
(4) No member of the Committee may disclose confidential information
gained by reason of the officer's position, nor may the officer otherwise
use such information for his or her personal gain or benefit
(5) No member of the Committee may take any action that is prohibited by
Chapter 42.23 RCW or any other statutes identifying conflicts of
interest.
XII. AMENDMENT:
The Rules of Procedure may be amended at any regular meeting of the Committee by
a majority vote of the entire membership. The proposed amendment should be
presented in writing at a preceding regular meeting.
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