HomeMy WebLinkAbout03-12-2020 3-12-20 Agenda PacketBusiness Improv ement Area Committee
of Rate Payers
March 12, 2020 - 1:00 P M
City Hall Council Chambers
AGE ND A
I .C AL L T O O RD E R
R oll Call
I I .AP P RO VAL O F M INUT E S
A.J anuary 9, 2020 Minutes
B.February 11, 2020 Minutes
I I I .F I NANC IAL RE P O RT
A.Financial R eport through J anuary 2020
I V.P L ANNI NG D E PART M E NT UP D AT E
V.O L D B US INE S S
V I .NE W B US INE S S
A.Master Use P ermit A pplication
1. Def inition of Event Boundaries
B.B I A A fter Action Report
1. I ndividual roles and responsibilities f or three prioritized 12-month projects
C .A dditional B anner P lacement in Downtown
D .D ecorative, Overhead and/or S ecurity L ighting
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
I X.T O URI S M B O ARD UP D AT E
X .AD J O URNM E NT
Agendas and minutes are a va ila b le to th e public at th e C ity C lerk's O ffice, on the C ity website
(http://www.auburn wa.g ov), a n d via e-mail. C omplete a g en d a packets are a va ila b le for review at th e C ity
C lerk's O ffice.
Page 1 of 21
AGENDA BILL APPROVAL FORM
Agenda Subject:
January 9, 2020 Minutes
Date:
March 11, 2020
Department:
Administration
Attachments:
January 9, 2020 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:March 12, 2020 Item Numb er:
Page 2 of 21
BIA Committee of Rate Payers Meeting
January 9, 2020 – 1:00 PM
Auburn City Hall Council Chambers
MINUTES
I. CALL TO ORDER
The meeting was called to order at 1:03 pm by Chairman DiQuattro.
Roll Call:
Committee Members present: Chairman Giovanni DiQuattro; Vice Chair Bill Cowart;
Members Darren Jones, Ronnie Roberts, John Rottle
Committee Members absent: Kelly Gordon, Bob Klontz, and Ruth Neil-Stover
City staff present: Josh Arndt, Economic Development Senior Officer; Tanya Carter,
Economic Development Officer; Holly Ferry, Committee Secretary
ADA Board Members present: Cheryl Rakes, President; Kristina Driessen, Treasurer
II. APPROVAL OF MINUTES
Committee Member Rottle moved and Member Jones second to approve the
November 14, 2019 meeting minutes.
MOTION CARRIED UNANIMOUSLY. 5-0
III. FINANCIAL REPORT
Economic Development Senior Officer Josh Arndt reviewed the data on the Financial
Report with the ending fund balance through November 2019.
IV. OLD BUSINESS
A. Businesses Doing Small Things Outside Their Business
Officer Arndt introduced Jen Reeves, owner of A Little Knitty, who presented her
proposal for working with members of the community to “yarn bomb” crocheted
works around light poles in the BIA. The cost to wrap each pole is estimated to at
$20 to $25 for a work that is about 16 inches wide and 32 inches tall. They
should be placed about three feet off the ground . The crocheted sections are
sewn on, and they are not permanent but will last about a year. She has 15-20
people who say they are interested in working on the project and about 10 she
can rely on. Depending upon the ability of the one crocheting, they take
Page 3 of 21
between two to six hours each to complete. She prefers to provide the yarn for
those crocheting rather than having to reimburse them. Initially, she projects
that 10-15 could be produced each quarter, but once it gains momentum, she
would like to host work parties and produce more.
Member Rottle suggested the idea of recognizing those whose work is displayed
on each pole. Ms. Reeves suggested that those who put in the work would be
recognized with a photo op.
Officer Arndt recommended that the idea be taken to the strategy planning
meeting, along with everything else that the Committee is wishing to
accomplish.
B. Safeway Parking Lot Lights
Office Arndt informed the Committee that a contractor is assessing the current
condition of all the lights and will write the scope of work. Officer Arndt will then
bid out the work.
Officer Arndt reported that the light mast that is closest to Auburn Way South
and completely dark is not on City property but is part of the Safeway parking
lot. He met with Tim May who is the General Manager of Safeway, and he was
unaware that the light was not working, and he said he was going to take care of
it.
V. NEW BUSINESS
A. Election of Chair and Vice Chair
After discussion, it was decided that Secretary Ferry would send out an email to
all members urging them to attend the next meeting to vote on the Chair and
Vice Chair.
Committee Member Rottle moved and Member Jones second to move the election
of Chair and Vice Chair to the next month’s meeting so all Committee members
would be notified and more members could be present.
MOTION CARRIED UNANIMOUSLY. 5-0
B. BIA/City Strategy Planning
Office Arndt informed the Committee that Mayor Backus would like to set aside
a block of four hours to meet so that the strategizing can be completed in a
single sitting. He stated that the date that works for Mayor and staff is Tuesday,
February 11 from either 9 AM to 1 PM or from 1 PM to 5 PM. The Committee
agreed to meet from 9 AM to 1 PM. He is also working on getting a moderator to
keep the meeting moving.
Page 4 of 21
Officer Arndt suggested that the regular meeting be moved from February 13 to
February 11 and the Committee agreed.
Vice Chair Cowart moved and Member Roberts second to move the Committee’s
regular meeting to February 11 in the 9 AM to 1 PM timeframe, assuming that it
works for the mayor.
MOTION CARRIED UNANIMOUSLY. 5-0
There was discussion regarding the focus of the strategy planning meeting and if
it was to address long term or short term requests. Chairman DiQuattro
summarized that Mayor Backus wants the Committee to come up with a plan for
what the Committee would like to accomplish for the year, and she would have
the department heads at the meeting to help the Committee accomplish those
things. Officer Arndt stated that Mayor would like all the Committee members to
attend. He suggested that the ADA be the first to present their plan, and then
the BIA Committee would present what they would like to accomplish.
1. Develop list of projects to complete 2020
The recommendation was made by Vice Chair Cowart to add all the ADA and
BIA projects that have been discussed at previous meetings and are
unfinished because of hang-ups on procedure to the list of projects to
complete in 2020. This includes bike racks, banners, light poles, decorative
lighting, lighting across the street, music, ice skating rink, Santa house, yarn
bomb projects, plants and planters/hanging baskets. The necessity of
streamlining the permitting process was also discussed.
C. Recommendations for New Member Position
Officer Arndt suggested that Committee members could recommend others who
may have an interest in being on the Committee.
VI. AUBURN DOWNTOWN ASSOCIATION UPDATE
ADA Treasurer Kristina Driessen provided and explained a list of events which they
know they are doing and are requesting funding. They have not yet received the City
contract, so they don’t know how much funding the City will provide, which makes it
difficult to plan. She reported that the group that has been doing the Art and Wine
Walk will no longer be doing it anymore. That group has asked if the ADA would like
to take it on. There was some discussion and an explanation of how the event has
worked in the past. It was suggested by Member Roberts that if the ADA decides
they don’t want to do it, to try to encourage the Chamber to do it. Chairman
DiQuattro suggested they look at other cities who are having success with it, and see
if one of their event coordinators, for a fee, would run the event in Auburn.
Treasurer Driessen said she would also ask the ADA’s coordinator to see if she has
any experience in this.
Page 5 of 21
ADA President Rakes reported that the ADA board is thinking about restructuring
the ADA, possibly with a new name. Each month, they will do a drawing where three
businesses will get a prize and those three businesses will be highlighted throughout
that month. Most of the cost allocated to restructuring will be spent on advertising
for the businesses that will be showcased each month. The Board has also decided
to have a costumed mascot – Duke the Downtown Dog. They now have the
credentials to get the website up and running, and they would like to post events on
their website.
There was discussion regarding paid and unpaid BIA fees and who is paying and who
is not. Chairman DiQuattro raised the concern that many of the businesses within
the BIA don’t even know about the BIA, and others are confused about the different
roles the BIA and the ADA have.
VII. CHAMBER BOARD UPDATE
There was no update.
VIII. TOURISM BOARD UPDATE
Officer Carter reported that the first Tourism Board of the year is Thursday, January
16 at 10:00 AM. There was a request from the LTAC to meet with the Tourism Board
to discuss plans and strategies, which may happen in February. The Tourism Grant
Program is being launched this week and will be a six week application period.
Officer Carter explained how the Tourism program was completely revamped last
year. The hope is that there will be a quarterly report that will articulate what has
been done, the cost, the return on investment, and how they are progressing
toward their strategies, which will, from now on, make everything more transparent
for anyone at any time to know what they are doing. There was discussion regarding
clustering several events so that it would encourage people to stay the night in
Auburn.
ADJOURNMENT
Prior to adjournment, Chairman DiQuattro reminded the Committee that elections
of the new Chair and Vice Chair would take place at the February meeting.
There being no further business to come before the Committe e, the meeting
adjourned at 2:29 pm.
APPROVED this 11th day of February, 2020.
Page 6 of 21
________________________________ ________________________________
Giovanni DiQuattro, Chair Holly Ferry, Committee Secretary
Page 7 of 21
AGENDA BILL APPROVAL FORM
Agenda Subject:
February 11, 2020 Minutes
Date:
March 11, 2020
Department:
Administration
Attachments:
February 11, 2020 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:March 12, 2020 Item Numb er:
Page 8 of 21
BIA Committee of Rate Payers
2020 Strategic Planning Meeting
February 11, 2020 | 9:00 AM
Auburn City Hall Council Chambers
MINUTES
I. CALL TO ORDER
The meeting was called to order at 9:00 am by Chairman DiQuattro.
A. Roll Call, Welcome, Introductions, Purpose of Meeting
Committee Members present: Chairman Giovanni DiQuattro; Vice Chair Bill
Cowart; Members Darren Jones, Bob Klontz, Ronnie Roberts, John Rottle
Committee Members absent: Kelly Gordon, and Ruth Neil-Stover
City staff present: Mayor Backus; Josh Arndt, Economic Development Senior
Officer; Randy Bailey, Assistant Director of Public Works; Kendra Comeau, City
Attorney; Daryl Faber, Director of Parks, Arts & Recreation; Holly Ferry,
Committee Secretary; Ingrid Gaub, Director of Public Works; Doug Lein,
Economic Development Manager; Jeff Tate, Director of Community
Development
Downtown Auburn Cooperative (DAC) Board Members present: Cheryl Rakes,
President; Kristina Driessen, Treasurer
Facilitator: Lindsey Woolsey, The Woolsey Group
Introductions were made and an explanation was given for the purpose of the
meeting: to discuss inefficiencies in working together, understand City staffing
constraints and propose ideas for better collaboration.
II. NEW BUSINESS
A. Presentation: City of Auburn Permitting Processes
Community Development Director Jeff Tate informed the Committee of the roles
of Community Development and Public Works and gave a presentation
explaining the City’s permitting processes. Discussion centered around areas on
a map of downtown where the DAC may want to hold events. Public Works
Director Ingrid Gaub explained how a request for use of a right-of-way impacts
the City. Director Tate posed the question of whether defining a geographic
boundary that should work for the majority of events is a feasible ask from the
City’s perspective. He also recommended meeting to discuss an event far ahead
of time, and then if there are ideas on how to use different spaces, it would
Page 9 of 21
allow for conversations about what is necessary for use of those spaces, and
would prevent surprises later on.
B. Facilitated Discussion: Implications for Needed Internal Guidelines
Facilitator Lindsey Woolsey of the Woolsey Group led group discussion through
the implications for needed internal guidelines. DAC Treasurer Kristina Driessen
identified the areas they would like to use and had questions about feasibility,
implications and time needed for permitting process. Facilitator Woolsey
suggested that, in order to streamline the processes, some of those questions
would need to be part of a later discussion.
C. Presentation: Staff Capacity & Implications on Project Load, Overview of 2020
Projects within the BIA
Public Works Director Ingrid Gaub explained that Public Works deals with the
implementation of projects after permits have been obtained. Questions from
the BIA were also addressed. Randy Bailey, the Public Works Assistant Director
who manages the Maintenance and Operations crew, presented on how the
maintenance is performed, how the work is assigned, and what crews are
actually allowed to do. Director Gaub and Assistant Director Bailey explained
staff capacity and the implications on project load. The presentation ended with
an overview of their 2020 projects within the BIA.
D. Quick Review of BIA Projects on the Table
Senior Economic Development Officer Josh Arndt reviewed the projects in which
the BIA has been interested in funding.
E. Facilitated Discussion: Brainstorming & Agreement on Project Selection Criteria
Facilitator Woolsey led the Committee through a brainstorming exercise where
they came to an agreement on project selection criteria.
F. Facilitated Scoring, Discussion, Final Agreement on Top 3
Facilitator Woolsey led the Committee through an activity where the Committee
worked in groups and used the project selection criteria to score, discuss and
come to a final agreement on their top three projects to complete within the
next 12 months.
The top three projects agreed upon were:
1) overhead lighting, 2) additional banners, and 3) bike racks.
G. Facilitated Action Planning: For each Top 3 Project, identify what success looks
like, what will be required to get there, associated actions and timeline .
Facilitator Woolsey worked with the Committee to create action items, which
included roles, responsibilities, and timelines to provide guidance and
accountability for completing the projects.
Page 10 of 21
H. Thank you and Strategy Session Adjourn
Facilitator Woolsey concluded the Strategy Session. Officer Arndt called a ten
minute break before the Committee convened again.
I. Downtown Auburn Cooperative Funding
DAC Treasurer Kristina Driessen informed the Committee that they had
previously requested $20,900 from the BIA Committee, but now an additional
$6,000 is needed to pay for an event planner because they are taking on the
Wine Walk that will happen in May and October, so they are now requesting
$27,000, which will fund the rest of the year, unless they add anything else.
Vice Chair Cowart moved and Member Rottle second to fund the Downtown Auburn
Cooperative for $27,000.
MOTION CARRIED UNANIMOUSLY. 6-0
After the vote, the Committee was made aware by Economic Development
Manager Lein that the contract with the DAC would include the City’s
contribution of $25,000 and the BIA’s contribution of $27,000, which would put
it above the Mayor’s $50,000 signature authority and would then have to go
before City Council. Treasurer Driessen amended her request to $24,900 ,
suggesting they could request additional funds later , when they have more time
to go through the process of taking it before City Council.
Vice Chair Cowart moved and Member Rottle second to amend the prior motion to
$24,900.
MOTION CARRIED UNANIMOUSLY. 6-0
J. Board Position Elections
After a short discussion, member Rottle agreed to Chair and member Cowart
agreed to remain in his position as Vice Chair for another year.
Member Roberts moved and Member Jones second to elect member Rottle as Chair.
MOTION CARRIED UNANIMOUSLY. 6-0
Member Roberts moved and Member Jones second to re-elect Vice Chair Cowart to
serve as Vice Chair.
MOTION CARRIED UNANIMOUSLY. 6-0
III. ADJOURNMENT
Page 11 of 21
There being no further business to come before the Committe e, the meeting
adjourned at 1:32 pm.
APPROVED this 12th day of March, 2020.
________________________________ ________________________________
Giovanni DiQuattro, Chair Holly Ferry, Committee Secretary
Page 12 of 21
AGENDA BILL APPROVAL FORM
Agenda Subject:
Financial Report through January 2020
Date:
March 11, 2020
Department:
Administration
Attachments:
Financial Report through January 2020
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:March 12, 2020 Item Numb er:
Page 13 of 21
BIA FINANCIAL REPORT THROUGH JANUARY 2020
A few notes:
The 2020 beginning fund balance is not official until the conclusion of the annual financial audit.
What is presented here as the 2020 beginning fund balance is the unaudited equity balance as
of December 2019. We don’t expect this to change, but please be aware that it is subject to
change.
Estimated fund balance through January is approximately $153,000, but expenditure authority
for 2020 is only $90,000.
Page 14 of 21
AGENDA BILL APPROVAL FORM
Agenda Subject:
BIA After Action Report
Date:
March 11, 2020
Department:
Administration
Attachments:
BIA After Action Report
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:March 12, 2020 Item Numb er:
Page 15 of 21
2020 BIA Strategic Planning After Action Report
Name of the Project: 2020 Business Improvement Area Strategic Plan
Start Date of the
Project:
February 11, 2020
Duration of the Project: 1 Year
Participants City of Auburn: Mayor Backus; Economic Development – Josh Arndt, Doug
Lein & Holly Ferry; Community Development – Jeff Tate; Public Works –
Ingrid Gaub & Randy Bailey; Parks, Arts & Recreation – Daryl Faber & Julie
Krueger; Legal – Kendra Comeau
Business Improvement Area (BIA): Committee or Rate Payers – Giovanni
DiQuattro, Bill Cowart, Bob Klontz, Darren Jones, Ronnie Roberts & John
Rottle
Downtown Auburn Cooperative (DAC): Board representatives – Cheryl
Rakes & Kristina Driessen
Overview of the 2020
Strategic Planning
Meeting:
City staff and representatives from the BIA and the DAC met to discuss
inefficiencies in working together, understand City staffing constraints and
propose ideas for better collaboration. BIA representatives, along with
attending City staff and DAC representatives, established project selection
criteria with which to rate proposed projects, with the goal of identifying
priority projects. The criteria was then used to determine three projects to
complete within the next 12 months: 1) Overhead Lighting; 2) Additional
Banners; and 3) Bike Racks. Action items, including roles, responsibilities
and timelines, were created to provide guidance and accountability for
completing the projects.
Goals of the 2020
Strategic Planning
Meeting:
Establish cohesiveness between the City, BIA and DAC
Understand and establish procedural guidelines for the City’s
permitting processes
Gain a clear understanding of each party’s desires and limitations
Develop project selection criteria for which to determine project
priority
Prioritize 2020 projects based on shared criteria and staff capacity
Key Actions Established Establish a downtown identity
Create a master permitting process for events
Create means and mechanisms that will allow the parties to work
together toward the beautification, security, promotion and
revitalization of the downtown
Key Actions to Come
March BIA Meeting Define event boundaries to be used for the master permit
application (DAC)
Rough draft of Master Use Permit/Application (City Planning)
Completion and dissemination of After Action Report to include
highlighting of individual roles and responsibilities for each of the
three prioritized 12-month projects (EcDev)
Page 16 of 21
Provide areas for additional banners to Public Works (EcDev)
Identify areas of interest for increased decorative, overhead
and/or security lighting (Planning, EcDev, Ronnie Roberts, John
Rottle & Giovanni DiQuattro)
April BIA Meeting Inventory of bike rack condition (Include trash cans and benches)
(Ronnie Roberts)
Suggest additional areas for new bike rack placement and/or
replacement & existing bike rack repair (Ronnie Roberts)
Bike Rack cost analysis, funding source, City staff installation
feasibility, capacity & design research (EcDev & Ronnie Roberts)
Determine type of lighting and area(s) of lighting focus w/in BIA
and prioritize year 1, 2 & 3 (BIA Rate Payer Committee)
Prioritize Year 1, 2 & 3 year plan for banners, bike racks & other
possible projects of interest (BIA Rate Payer Committee)
May BIA Meeting Complete Master Use Permit/Application (City Planning)
Provide BIA with feasibility and timeline to complete additional
banner installation (Public Works)
Inventory required parts and/or replacement parts on poles for
new banner installation (BIA rep?? & EcDev)
Determine City staff installation feasibility and capacity regarding
overhead decorative lighting (City Planning & Public Works, Parks)
June BIA Meeting Order necessary banner materials and/or replacement
materials/parts if being installed by City (EcDev)
Bid for banner installation complete if City does not have capacity
to install (EcDev & Public Works)
City Respond to BIA’s suggestion for additional areas for new bike
rack placement and/or replacement & existing bike rack repair
with feasibility & timelines (Public Works)
Lighting year 1 materials cost analysis complete. Bid analysis on
installation if BIA to contract install (EcDev)
July BIA Meeting Contract complete for banner installation if banner installation is
being contracted by BIA. Contractor to purchase any needed
materials/parts & obtain any required permits (EcDev)
Lighting materials ordered and/or contract for install executed.
Contractor responsible for material purchase (EcDev)
Install cost analysis if BIA is contracting install/repair of bike racks
(EcDev)
August BIA Meeting Banner installation in progress if contracted by BIA (EcDev)
Contract executed for bike rack install if contracted by BIA.
Contractor to manage purchase of bike racks and obtaining of
necessary permits (EcDev)
Purchase bike rack materials and obtain necessary permits if City
install (EcDev)
September Banner installation complete if BIA contracting installation
October Year 1 lighting project complete
Bike rack repair/replacement complete if install is contracted
Page 17 of 21
November DAC to propose 2021 budget request to BIA (DAC)
End January 2021 Banner installation complete if installed by City (Public Works)
Install and/or repair of bike racks underway if being installed by
City (Public Works)
Page 18 of 21
AGENDA BILL APPROVAL FORM
Agenda Subject:
Decorative, Overhead and/or Security Lighting
Date:
March 11, 2020
Department:
Administration
Attachments:
Downtown Lighting Opportunity Map
3-12-20 Walking Tour - Downtown Lighting
Opportunities
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:March 12, 2020 Item Numb er:
Page 19 of 21
1:2,000
Downtown Lighting Opportunities
333.3166.67333.3 0 Feet
NAD_1983_StatePlane_Washington_North_FIPS_4601_Feet
Information shown is for general reference
purposes only and does not necessarily
represent exact geographic or cartographic
data as mapped. The City of Auburn makes no
warranty as to its accuracy.
Map Created by City of Auburn eGIS
Imagery Date: May 2015
3/11/2020Printed Date:
1 in =166.67 ft
Page 20 of 21
1. Gosanko “plaza”
2. Key Bank Landscaping
3. Alley Lighting
4. Awnings
5. B Street Parking
6. Building Cap Lighting
7. American Lighting
8. B Street Plaza Trees
9. Trees at A Street Parking Entrance
10. Trek Alley
11. Safeway Lot
12. Vinifera Alley
1. Mural Lot
2. PD Entrance
3. Zola’s
4. Brekke Corner
5. Washington Elementary
6. Watch Repair
7. Gor Gai
8. Koznoski
9. 76 Station
Page 21 of 21