Study Session Minutes Monday, April 74, 7997 CALL TO ORDER & ROLL CALL - Mayor Ron Todd called the meeting to order at 7:00 pm in the Council Chambers at 13020 SE 72nd Place, Newcastle, WA. Councilmembers Present: John Dulcich, Pam Lee, Stuart Liddle, Bruce Morgan (arrived at 7:41 pm), Sonny Putter, Deputy Mayor Gary Adams and Mayor Ron Todd 1. COMPREHENSIVE PLAN: COMPLETED ACTION ITEMS, CAPITAL FACILITIES Transportation Action Items From March 24, 1997 Study Session Planning Commissioner Giles Velte explained that tonight the Council will review the Transportation Plan, pages TR-39 through TR-64 and related Tables TR-10, TR-11, TR-13, and TR-12. He commented the Planning Commission could not work on the items previous to TR-39 until the Council had passed the minutes approving the related changes. Mr. Velte reviewed Table TR-I 0, noting the projects on this table do not have to go through a cost benefit analysis to be included in the table. This will happen later, he said. Projects in Table TR-I I are "active" projects, he said, and Table TR-I 3 gives a definitive breakdown of the costs of each project. Referring to Table TR-10, pages TR-40 and TR-41, Mr. Velte reviewed the changes made noting the City Engineer had to change the formatting of the grant application which caused some inconsistencies. The changes made are small, he said, and the money should be about the same. Continuing, Mr. Velte reviewed the various projects in Table TR-10 and explained the numbering system and timelines. He noted that if Council wants to add a project it would be added to Table TR-10. Concerns were raised regarding the "temporary signalization'' of Coal Creek Parkway at SE 7gth street, SE 84'h Street, and SE 8gth way. Mr. Velte explained that until a study process for the second and third phases of Coal Creek Parkway SE is completed, the Planning Commission will not know if the temporary signalization is needed. MOTION: It was moved by Mr. Adams, seconded by Mr. Liddle, to incorporate into the Comprehensive Plan Table TR-10 the changes as proposed by the Planning Commission. MOTION PASSED UNANIMOUSLY. f:\,data\clerk\minutes\ 1997\04 1497ss.doc Minutes approved as presented May 5, 1997 Page 1
Referring to Table TR-11, on pages TR-45 and TR-46, Mr. Velte reviewed the changes to the Table. Projects that have been deleted from the Table are still included in the 20-year plan. Responding to a question, Mr. Velte explained that by approving Table TR-11 you are not approving the project to go ahead. Council still reserves the right to make changes to the specific projects. Mr. Morgan asked how much flexibility Council would have once Table TR-1 I is approved and engineering studies and grant applications are done. Council still has the authority to say no or to change projects based on the community's needs, said Mr. Velte. City Engineer Andy Dempsey said he will study whatever the Council wants. However, that if the City receives funding for five lanes at Coal Creek Parkway SE, the granting agency would expect five lanes. He further explained that there is intent to study alternatives and staff intends to direct the consultant to look at alternatives to five lanes. Mr. Dempsey explained granting agencies do not look favorably on projects that cities don't care to try to build in the next six years. lf it is in the Six-year Plan as a high priority project, you get their attention. The City can write into the grant application that it wants to study alternatives. Responding to a question from Ms. Lee, Mr. Dempsey explained the City has had an interlocal agreement with King County for road impact fees since incorporation. MOTION: It was moved by Mr. Adams, seconded by Mr. Putter, to incorporate into the Comprehensive Plan Table TR-11 as amended and to add the words "Phase I" at the end of the second Project No. 3 on page TR-45, Table TR-11. MOTION PASSED UNANIMOUSLY. Referring to Table TR-13, Mr. Velte reviewed the projects and changes. MOTION: It was moved by Mr. Adams, seconded by Mr. Putter, to approve Table TR-13 as recommended by the Planning Commission. Responding to a question from Mr. Putter, Consultant Mark Personious said most cities make an assumption at some level of grant funding, It is reasonable to say that we stand a fairly decent chance in the next six years of getting one or more of these granting agencies to give us roughly $3.5 to $5 million, and this would allow the City to be concurrent with the Growth Management Act. MOTION PASSED UNANIMOUSLY. MOTION: It was moved by Mr. Putter, seconded by Ms. Lee, to adopt the phrasing changes on page TR-42, second paragraph, as recommended by the Planning Commission. MOTION PASSED UNANIMOUSLY. Mr. Velte reviewed the changes on pages TR-42 and noted a typo on page TR- 43. Me reviewed the changes on page TR-46, noting the word "can" should be inserted f\data\clerk\ininutes\ 1997\04 1497ss.doc Minutes approved as presented May 5, 1997 Page 2
after the struck through "These trails" in the second paragraph under "Sidewalks, Bike Lanes, and Paths". Continuing, Mr. Velte reviewed the changes on pages TR-47, TR- 49, TR-50, TR-58, TR-59, and TR-60. Referring to Level of Service (LOS) standards and mitigation on page TR-60, Mr. Velte explained that in 1995 the city picked intersection delay as the LOS standard. This is very good in the short term to deal with intersection collapse or decay of movement. He explained the volume versus capacity method noting this was done on Coal Creek Parkway. When the City deals with its annual review, it will have to go from the LOS standard used now to a hybrid system which includes transit time analysis, he said. Mayor Todd asked staff to provide to the Council the traffic counts report currently being done by the City of Bellevue on Coal Creek Parkway. Continuing, Mr. Velte reviewed the changes on pages TR-61, TR-62, Figures 4A and 5A, and Maps TR-6 and TR-8. Mr. Dulcich noted that SE 78th way should be included on Map TR-8 and asked that this be fixed. He commented the map makes SE 78'h way look like SE 7gth place and asked that this be clarified. Continuing, Mr. Dulcich asked if SE 7gth Place has been looked at as an alternative route to connect to 147'~ ~ v SE. e Mr. Dempsey responded that the topography would not allow for this. Mr. Velte commented they have received the accident data from King County and are in the process of analyzing the data for Council review at a future meeting. Capital Facilities Planning Commission Chair Kevin Daniels introduced Commissioners Amy Bolich and Ed Lowry to present the Capital Facilities information. Referring to page CF-4, line 1, Mr. Putter noted the phrase "As stated in Policy CF-PI" should be deleted. There was Council consensus to delete this phrase and the sentence should begin with "This Capital Facilities Plan... ". Referring to page CF-5, paragraph 3, line 4, Mr. Liddle noted the word "last" should be included after the words "expected to". Action Item No. 1 There was Council consensus to update the information on page CF-5 under "VehiclesIEquipment" and "City Offices" to reflect the actual address of City Hall and actual number of vehicles. Referring to page CF-6, second to last paragraph, Mr. Putter noted there are two LOS standards that are used neither of which is recommended by the Planning f:\data\clerk\ininutes\1997\04 1497ss.doc Minutes approved as presented May 5, 1997 Page 3
Commission. Mr. Lowry explained the Planning Commission was dissatisfied with the concept of basing space requirements either on population or employees. MOTION: It was moved by Mr. Putter, seconded by Mr. Dulcich, to delete the last sentence of the second to last paragraph on page CF-6 that reads "If this standard were applied to Newcastle... ". Mr. Putter commented that the strict use of a gross square feet per employee standard does not provide for space for volunteers. MOTION PASSED 4-3, with Mr. Adams, Mr. Morgan, and Mr. Liddle dissenting. MOTION: lt was moved by Mr. Dulcich, seconded by Mr. Adams, that the comparisons be based on square foot per employee, to eliminate any references to square foot per population, and to delete Table CF-2 and replace it with comparisons of cities based on square foot per employee. Mr. Dulcich explained that one has to look at what LOS you want to provide the City in general and work backwards from there into one's space requirement. It has nothing to do with the size of the population, he said, but the needs of the community. Mr. Lowry explained the Planning Commission had a tug of war on this issue. For this reason, the last paragraph on page CF-6 was included to mitigate this. This is not a cut and dry formula, he noted, and these are guidelines to be taken into consideration. This element does not adopt a LOS for city office space. Mr. Putter felt this section should be rewritten to focus on the fact that there is no need for any capital improvements in the six-year plan. A lot of the language may be superfluous, he said. MOTION PASSED 4-3, with Mr. Putter, Mr. Liddle, and Mr. Morgan dissenting. MOTION: It was moved by Mr. Putter, seconded by Mr. Morgan, to delete the first sentence of paragraph two, page CF-6, which reads "The City of Newcastle indicates...i9. MOTION PASSED UNANIMOUSLY. Action Item No. 2 MOTION: It was moved by Mr. Dulcich, seconded by Mr. Adams, to replace Table CF-2 on page CF-6 with reference to a Business Office Manager's Association (BOMA) standard for government office space. MOTION PASSED UNANIMOUSLY. There was Council consensus to revise pages CF-6 and CF-7 up to "Public Works" to reflect the discussion and changes made at this meeting. Mr. Liddle said the Council has to deal with the issue of allocating space for volunteers and guidance on this needs to be given to the Planning Commission. f:\data\clerk\minutes\1997\04 1497ss.doc Minutes approved as presented May 5, 1997 Page 4
Action ltem No. 3 MOTION: It was moved Mr. Morgan, seconded by Mr. Liddle, to direct the Planning Commission to research a formula for equating the use of volunteers to the percentage of number of employees including contractual employees. MOTION PASSED 6-1, with Mr. Adams dissenting. MOTION: It was moved by Mr. Putter, seconded by Mr. Dulcich, to delete the first paragraph under "City Offices" on page CF-7. MOTION PASSED UNANIMOUSLY. MOTION: It was moved by Mr. Putter, seconded by Mr. Morgan, to delete the last sentence of the last paragraph on page CF-7. Mr. Lowry explained the use of Councilmanic bonds noting these can be done quickly without voter approval. It was the feeling of the Planning Commission that significant expenditures by the city involving taxation should be approved by the voters, he said, and Councilmanic bonds should be limited to emergency expenditures. Responding to a question from Ms. Lee, Mr. Velte answered this sentence came from the visioning statement where people talked about debt and taxes and wanting to keep the city as debt free as possible. Mr. Dulcich commented this statement should be made elsewhere in the Comprehensive Plan. MOTION PASSED 6-1, with Ms. Lee dissenting. Mr. Todd noted grammatical changes on page CF-7, last paragraph, to strike the word "although" and replace it with "The", to place a period after "six-year time frame" and start a new sentence with "It". There was Council consensus to update the paragraph under "Vehicles" on page CF-8 to reflect the current reality. Action ltem No. 4 There was Council consensus to update Table CF-3 on page CF-8 to make it consistent with Table CF-12 on page CF-36 and to correct a typo noted by Ms. Bolich. Mr. Putter noted a Street Utility is illegal in the State of Washington and a change to the source of funding in CF-3 and CF-12 would also need to be made. At 9.10 pm the Council recessed until 915 pm. Mr. Adams expressed about the Maintenance Building referred to on page CF-8 and whether the amount of $100,000 to design and construct the building was realistic. Mr. Velte said a metal building at that cost is available now, but it may not have power and heat. f:\data\clerk\minutes\l997\04 1497ss.doc Minutes approved as presented May 5, 1997 Page 5
Mr. Dempsey said staff does not know at this point what is needed for a Maintenance Building because it is not known what staff and equipment will look like in six years. He said although there is a need for a building, all the necessary information is not known at this time. MOTION: It was moved by Mr. Adams, seconded by Mr. Dulcich, to place a period after "1997" and delete the rest of the sentence beginning with "and ultimately...", on paragraph two of page CF-8 under "Maintenance Building". MOTION FAILED 2-5, with Mr. Adams and Mr. Dulcich voting in the affirmative. There was Council consensus to delete two sentences from paragraph one, page CF-9, line 6 through 9, beginning with "The City of Newcastle is currently contracted...." and ending with "...6 minutes". Action Item No. 5 There was Council consensus to update Table CF-4, on page @F-9, related to police contract costs to show gross costs and phase-out. There was Council consensus to delete the word "two" in the last paragraph on page CF-9 relating to police vehicles. MOTION: It was moved by Mr. Putter, seconded by Mr. Liddle, to add the words "which expires at the end of 1997" to the end of the first sentence on page CF-10 under "Introduction". MOTION PASSED 4-3, with Mr. Adams, Mr. Morgan and Mr. Dulcich dissenting. MOTION: It was moved by Mr. Putter, seconded by Mr. Liddle, to delete the last sentence of paragraph one on page CF-I 0 beginning with "The City expects to continue contracting... ". Clarifying his motion, Mr. Putter explained that the he does not the City to preclude the possibility of direct fire service. MOTION PASSED UNANIMOUSLY. MOTION: It was moved by Mr. Morgan, seconded by Ms. Lee, to strike the words "proposed Community Business Center area" in paragraph one, page CF-10, and replace it with the word "city". MOTION PASSED UNANIMOUSLY. MOTION: It was moved by Mr. Putter, seconded by Mr. Morgan, to delete the last sentence of paragraph 4, page CF-10, beginning with "Once the City establishes....". MOTION FAILED 2-5 WITH COUNCILMEMBERS PUTTER AND MORGAN VOTING AYE. f:\data\clerk\minutes\ 1997\04 1497ss.doc Minutes approved as presented May 5, 1997 Page G
MOTION: It was moved by Mr. Adams, seconded by Mr. Dulcich, to change the last sentence of paragraph 4, page CF-10 to read that should the city establish a ilong term contract with either Bellevue or Renton the rating will be reevaluated by the rating service and may be changed. AMENDMENT: Messrs. Adams and Dulcich accepted an amendment by Mr. Putter to change the last sentence of paragraph 4, page CF-10 to delete mention of Bellevue or Renton and change the phrase to read "establishes a longer term contract with a service provider". MOTION PASSED UNANIMOUSLY AS AMENDED. There was Council consensus to change the word "DistrictJ1 to "Department" in the last sentence of page CF-10. Action Item No. 6 Mr. Liddle commented the city has given direction to a financial consultant to come back with a five-year financial forecast. We should be using the same assessed valuation growth projections the consultant is using, he said, and use the same assumptions when looking at fire service cost projections for consistency purposes. Mr. Dulcich noted he would support decreasing the assessed value projections from six percent to three percent. MOTION: It was moved by Mr. Adams, seconded by Mr. Dulcich, to ask the Planning Commission to request the information from staff on the five-year financial plan and compare these figures to the Plan. MOTION PASSED UNANIMOUSLY. MOTION: At 10:OO pm, it was moved by Mr. Putter, seconded by Mr. Morgan, to extend the meeting for 15 minutes. MOTION PASSED 5-2 WITH MR. ADAMS AND MR. DULCICH DISSENTING. 2. AGENDA SCHEDULE The following changes and additions were made to the agenda planning calendar: Executive Session added on April 21 at 6:00 pm to discuss negotiation and personnel. Mr. Putter and Mr. Dulcich noted they would be absent on this date. Ms. Lee asked for a copy of the Council Retreat Agenda. She also asked about the monument and asked that this be tracked. Mr. Liddle asked that items for discussion at the Council Retreat be circulated among the Council. Minutes approved as presented May 5, 1997 Page 7
Ms. Lee asked that Land Use and density transfers, net versus gross zoning regulations, and vision of the development to be received as soon as the Plan is done be included as agenda items for the Council Retreat. ADJOURNMENT: The meeting was adjourned at 10:10 pm. Attest: Candice Stephens, kity Clerk Minutes approved as presented May 5, 1997 Page 8