HomeMy WebLinkAbout2014.02.24 Council Workshop Packet AGENDA
PASCO CITY COUNCIL
Workshop Meeting 6:30 p.m. February 24,2014
1. CALL TO ORDER
2. ROLL CALL:
(a) Pledge of Allegiance.
3. VERBAL REPORTS FROM COUNCILMEMBERS:
4. ITEMS FOR DISCUSSION:
(a) Downtown Pasco Development Authority Interviews:
1. Agenda Report from Gary Crutchfield, City Manager dated February 20,2014.
2. Applications (5) (Council packets only).
(b) Tri-Cities Visitor & Convention Bureau Presentation. (NO WRITTEN MATERIAL ON
AGENDA) Presented by Kris Watkins, President and CEO, Tri-Cities Visitor and Convention
Bureau.
(c) Use of TPA Reserve Account:
1. Agenda Report from Gary Crutchfield, City Manager dated February 18,2014.
2. Letter from Visitor&Convention Bureau.
(d) Water Resources Plan:
1. Agenda Report from Ahmad Qayoumi,Public Works Director dated February 20,2014.
(e) Signage in Public Right-of-Way:
1. Agenda Report from Rick White, Community & Economic Development Director dated
February 19,2014.
2. Signage Inventory of 4`s Avenue.
3. Memo from City Engineer.
(f) City Manager Recruitment Consultants:
1. Agenda Report from Stan Strebel,Deputy City Manager dated February 18, 2014.
2. Summary of Consultant Submittals (full copies of submittals are available in the Deputy
City Manager's office).
5. OTHER ITEMS FOR DISCUSSION:
(a)
(b)
(c)
6. EXECUTIVE SESSION:
(a)
(b)
(c)
7. ADJOURNMENT
REMINDERS:
1. 7:30 a.m., Wednesday, February 26, 7130 W. Grandridge Blvd — Tri-Cities Visitor & Convention
Bureau Board Meeting. (COUNCILMEMBER MIKE GARRISON,Rep.;TOM LARSEN, Alt.)
2. 5:30-7:00 p.m., Wednesday, February 26, 1616 W. Octave—Emerson Eagles Family Reading Night.
(MAYOR MATT WATKINS)
3. 4:00 p.m., Thursday, February 27, 7130 W. Grandridge Blvd — TRIDEC Board Meeting.
(COUNCILMEMBER MIKE GARRISON,Rep.; TOM LARSEN,Alt.)
AGENDA REPORT
TO: City Council
FROM: Gary Crutchfie Manager
SUBJECT: Downtown Pasc Development Authority Interviews
I. REFERENCE(S):
Applications(5) (Council packets only)
February 20, 2014
Workshop Mtg.: 2/24/14
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
2/24: Council to conduct brief interviews with Isaac Cortez, Jacob Gonzalez, AnaMaria
Diaz Martinez, Candelaria Mendoza, and Isabel Quiroz.
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A) City Council formed the Downtown Pasco Development Authority (DPDA) in
December 2010 under Ordinance No. 3985, to initiate the creation of a new
downtown revitalization organization. The DPDA undertakes and facilitates
revitalization efforts in downtown Pasco and oversees the activities and efforts of the
Authority's manager.
B) The Authority is composed of nine members; terms are for four years (original
appointments were staggered in two, three and four year terms). The Board is to be
comprised of: five members representative of for-profit business or property owners;
two members representative of the banking and/or real estate profession; two
representative of business or corporate management. Those requisite considerations
may overlap in candidates (for example, a bank manager may represent both the
banking and business management considerations). The Authority meets on the third
Thursday of each month at 4:00 p.m.
C) There are three positions whose terms will expire this year:
1. Position No. 5 (currently Miguel Angulo)
2. Position No. 6 (currently JeanRyckman)
3. Position No. 7 (currently Ofelia Ochoa)
E) The Council screening committee concluded that the incumbents in Position Nos. 6
and 7 be reappointed without interview (interviewed when initially appointed in
2011).
F) At the present time there are four vacancies:
1. Positions No. 2, 3,4-term expiration date of 12/20/16
2. Position No. 5 (unsure of desire for reappointment) - term expiration date of
12/20/14
G) After review of all applications, the Council committee selected the following to
interview:
1. Isaac Cortez.............................................................. 6211 Maryhill Lane
2. Jacob Gonzalez....................................................4206 Anza Borrego Ct.
3. AnaMaria Diaz Martinez................................................ 9907 Chelan Ct.
4. Candelaria Mendoza...................................................4915 Tamarisk Dr.
5. Isabel Quiroz................................................6626 Chapel Hill Blvd, I104
V. DISCUSSION:
A) After conduct of interviews at the February 24 workshop meeting, it is proposed that
appropriate appointment(s) be made by the Mayor, subject to confirmation by the
Council, at the March 3 business meeting.
Ha
AGENDA REPORT
TO: City
February 18, 2014
FROM: Gary Crutc rerve y enager Workshop Mtg.: 2/24/14
Regular Mtg.: 3/3/14
SUBJECT: Use of TPA Re Acc ount
I. REFERENCE(S):
1. Letter from Visitor&Convention Bureau
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
2/24: DISCUSSION
3/3: MOTION: I move to approve the 2014 Additional Reserve Account Uses for the
Tourism Promotion Area in the amount of$134,000.
III. FISCAL IMPACT:
None.
IV. HISTORY AND FACTS BRIEF:
A) The Tourism Promotion Area (TPA) was formed in late 2004 to generate and administer the
proceeds of a"per room night assessment'' on hotels/motels in the Tri-Cities, imposed by the
hotels themselves.
B) The interlocal agreement (between Pasco, Kennewick and Richland) that created the TPA
requires the annual budget and any expenditures from the TPA reserve account to be first
approved by the City Council.
V. DISCUSSION:
A) The TPA "assessment" is remitted by the hotels to the state which, in turn, distributes it to
the city in which it was collected. The city is obligated to pass the funds to the TPA, for use
in accordance with the approved budget.
B) The TPA Commission has voted unanimously to request an additional $134,000 in special
project expenditures for 2014 from the reserve account for the following:
New/Renovated Website for the Bureau.............................................$130,000
Hire Sports Manager 6-Weeks Early.......................................................J4,m
TOTAL..........................................................$134,000
C) Council should approve the additional allocations of the reserve account or indicate changes
necessary to gain approval.
4(c)
TRI-CITIES VISITOR&CONVENTION BUREAU
P.O.Box 2241
Tri-City Hotel-Motel Commission
Tourism Reserve Balance Request
Tri-Cities,WA 99302-2241
509-735-8486
1-800-254-5824
Fax 509-783-9005
www.VisItTRI-CITIES.com
Infoc@VisitTRI-CITIES.com
The Tri-City Regional Hotel-Motel Commission has a reserve account balance of
$495,577.00. Of this, $300,000.00 has been set aside as a minimum balance for
contingencies, a figure which passed by unanimous vote of the TPA Commissioners
in 2013.
There is currently $195,577.00 available for reinvestment in new projects.
The TPA Commissioners have voted to request $134,000.00 from the reserve
account for the following future projects:
• Fund a new/renovated website for the Tri-Cities
Visitor and Convention Bureau $130,000.00
• Hire a sports sales manager six weeks prior to the
budgeted start date of April 1, 2014 as stated in the
Tri-City Regional Hotel-Motel Commission 2014
Business & Marketing Plan approved by the Pasco
City Council on October 21, 2013. S 4.000.00
TOTAL $134,000.00
If approved, upon completion of community branding, a website designer will be
selected from companies qualified in destination marketing web design, as surfaced
through an RFP process. The final decision on the website design bid will be made by
the Tri-City Regional Hotel-Motel Commission and is expected to be awarded by no
later than fall of 2014.
Kris Watkins
President & CEO
AGENDA REPORT NO. 2
FOR: City Counc' February 20, 2014
TO: Gary Crutch i �anager
FROM: Ahmad Qayoum , Public Works Director
Workshop Mtg.: 2/24/2014
SUBJECT: Water Resources Plan
I. REFERENCE(S):
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
2/24: Discussion
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
M
A) On May 20th, 2013, City Council approved a professional services agreement with MSA
to complete a study of the City's water rights and a way to manage the available rights.
The City owns and operates two water systems; one for domestic use and one for
irrigation use. These systems are supplied by surface and ground water and include a
surface water intake from the Columbia River, a system of 10 wells, with associated
pumping and treatment equipment.
B) The irrigation system has grown to include ten well sites, one river pump station, and a
three million gallon standpipe, and now serves over 6,000 residential customers. In
addition to the residential water users, the system also supplies irrigation for a soccer
complex, five residential parks,two schools, and numerous landscaping areas maintained
by the City. Service is provided from April through October.
C) For the domestic system, the City owns 7,849 acre feet of water rights and another 1,810
under the Quad Cities Water Rights Permit. The City typically utilizes 13,400 acre feet of
water annually. Ecology has committed to provide an additional 4,500 acre feet of water
right through the Quad Cities Water Rights Permit, but that amount provides limited
growth potential. The goal of the study is to determine how to best utilize limited water
rights to meet future needs.
A) The Water Resources Plan considers both the domestic and irrigation systems in their
current and future cases, The consultant will present the findings and recommendations.
The presentation will cover:
• System Capacity—for both the domestic and irrigation systems.
• Water Conservation — the study reviewed water conservation practices and other
best available tools that include conservation rate structures, revision of landscaping
codes,programmatic citizen conservation programs; etc.
• Provision of Service — the City currently provides water to a wide variety of users
subject to various agreements regarding transfers and assumptions of water rights.
The plan has evaluated and developed `Best Practice" recommendations for the
ongoing provision of water to specific user classes.
• Capital Growth — a generalized approach for the systematic growth of the irrigation
system consistent with the needs of the future case as described above. A preliminary
program timeline and costs will be prepared using economic assumptions developed
with the City.
• Well Assessment and Rehabilitation —part of the study included evaluation of the
irrigation system and developing a method for assessing the City's existing irrigation
wells, as well as a replacement and rehabilitation strategy.
4(d)
AGENDA REPORT
FOR: City
TO: Gary Crutch Manager
FROM: Rick White,
Community&Economic Development Director
SUBJECT: menage in Public Right of Way
I. REFERENCE(S):
1. Signage inventory of 0'Avenue
2. Memo from City Engineer
February 19, 2014
Workshop Mtg.: 2/24/14
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
2/24: DISCUSSION
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A. The City completed the 4"' Avenue Improvement Project in June of 2013. Improvements included
roadway and pedestrian crossing enhancements, installation of a round-about at the intersection of
3rd and 4`" Avenues, landscaping and updating of ADA access ramps. Total project costs were
approximately$645,000.
B. In the process of designing and installing the improvements, a number of encroachments within the
public right of way were noted. These consisted of overhangs for canopies, overhangs for signage,
installation of sign support poles and landscaping. Most of these encroachments were installed
within the public right of way without a license agreement— leaving both the City and the adjacent
business owner without an agreement that would specify responsibilities and legal rights.
C. As a result,the City has inventoried the encroachments within the right of way on this portion of 4d'
Avenue(Reference No. 1)and has developed a course of action for Council discussion.
V. DISCUSSION:
A. As noted in the City Engineer's memo (Reference No. 2), license agreements outline the
responsibilities and requirements for placing objects within the public right of way. License
agreements provide assurances to both the City and the owner of the encroachment (sign,
landscaping canopy...) that the encroachment on public property is allowed, meets safety standards
and that applicable notification requirements are followed if the encroachment must be removed.
B. One of the key provisions of a license agreement for use of public right of way is the clearance
distance underneath a sign or canopy. Several years ago this distance was set at 96 inches by the
Uniform Building Code (UBC). Replacement of the UBC with the International Code leaves this
minimum clearance distance unaddressed. Federal and State requirements and other recognized
publications have reduced this clearance to 84 inches. Staff recommends that Council consider
reinstating this minimum clearance distance at 96 inches. This would better accommodate the
variety of urban users (vehicles, bicyclists, pedestrians...) that use the public right of way under
many different conditions.
C. Staff likewise recommends that a license agreement be executed by those owners using the public
right of way for signage, landscaping or canopy overhangs. This gives assurances to the City that
the full width of the right of way can be used to accommodate community growth.
D. As noted in the inventory there are seventeen owners with twenty two encroachment issues. Of
these twenty two issues —thirteen would require a standard license agreement. Staff proposes that
the remaining non —standard issues be discussed with the owners to explore options that include
removal or relocation of their encroachments or execution of a license agreement — depending on
the circumstances.
E. Staff requests Council discussion/direction on this issue
4(e)
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Public Works Department
Engineering Division
To: Rick White, Community& Economic Development Director
From: Michael A. Pawlak, PE, City Engineer
Date: February 14,2014
Re: Private Sign Encroachment into Public Right-of-Way
The purpose of this memorandum is to confirm a couple of discussion points regarding the practice of
allowing private signs to encroach within the public right-of-way. While it is preferred that all private signs be
located outside the limits of public right-of-way, there are instances where it is difficult to locate a private sign
such that it is not encroaching with or overhanging the public right-of-way. In these instances, the "exception
to the rule", the City should require the sign owner to enter into a License Agreement with the City and
construct or install the sign to certain established standards.
The concept of a License Agreement establishes the basic parameters of allowing one parry (property
owner) to place an object on another party's (City) property. Much like an easement, a license agreement
defines the agreement between both parties that allows the encroachment, establishes the conditions for the
sign, sets the timeframe (duration)for the agreement, and makes clear the property owner's (City's) right to
terminate the agreement at any time, and have the sign removed at the owner's expense. This last condition
is especially important as conditions invariably change over time and the City needs to reserve the right to
terminate an encroaching use in order to utilize the full width of the right-of-way, as needed, for the public
good. An example is the situation where traffic volumes increase and the City needs to widen the roadway in
order to allow more traffic lanes or turn lanes. This situation is one that more cities face on an annual basis
(due to community growth); the situation often requires the use of the entire roadway.
The City also needs to set appropriate standards for signs located within the public right-of-way. Federal
ADA requirements, WSDOT Standards, the Manual for Uniform Transportation Control Devices (MUTCD),
other nationally recognized standards and current Pasco Municipal Code requirements set minimum
clearance standards signs within public rights-of-way. The minimum vertical clearance (headroom) as
defined in these standards is 84 inches (7 feet). Engineering would suggest that the City consider a
minimum vertical clearance standard of 96 inches (8 feet). While the ADA requirements consider
pedestrians who are walking, using a wheelchair or other assistance device, and WSDOT standards typically
consider roadway uses in their application of standards; the City must consider all urban users. Bicyclists,
residents carrying objects down the sidewalk or from parked vehicle to a building and parents carrying small
children could hit a sign that was close to the sidewalk, if placed only 7 feet above the walking surface.
The above is offered for consideration and discussion. I would be pleased to answer any questions or
provide more information.
• Page 1
AGENDA REPORT
FOR: City Counci
TO: Gary Crutchfi ff 't anager
FROM: Stan Strebel, D�pputy City Manager
SUBJECT: City Manager Recruitment Consultants
I. REFERENCE(S):
February 18, 2014
Workshop Mtg.: 2/24/14
Summary of Consultant Submittals
(Full copies of submittals are available in the Deputy City Manager's office)
II. ACTION REQUESTED OF COUNCIL/ STAFF RECOMMENDATIONS:
2/24: Discussion/direction to staff
III. FISCAL IMPACT:
TBD—Approximately$20,000
IV. HISTORY AND FACTS BRIEF:
A) With the City Manager's announced intention to retire in June, staff identified a
number of consultants with experience in the recruitment and selection of
experienced, professional government administrators, with the invitation to
submit proposals for consideration by Council. Four proposals have been
received.
B) For the convenience of Council, staff has prepared a summary table which
outlines the major and basic considerations that would normally be reviewed in
the selection of a consultant. These include: relevant experience, project
approach, timeline, cost and service or guarantees.
C) Each submitting firm has considerable experience in public sector recruitment and
an office or contact resident in the Pacific Northwest. Each has approximately the
same proposed timeline (designed to have the successful candidate identified by
mid-summer) of 12-15 weeks. Each has a similar approach to the recruitment
process (typically, development of a candidate profile/recruitment package,
recruitment, screening assessment/interview process, verification and final
selection/negotiations). For two of the consultants, the quoted costs to the City,
exclusive of travel expense for interviewees (which, of course, are not included in
any of the quotes) will be well in excess of$25,000 (Karras $35,000 +; Waldron
$28,500 est.). For two firms, the costs would be estimated at less than $25,000
(Prothman $19,500; Baenziger $23,250 est.). Staff recommends that Council
consider at least the two lower cost consultants, Prothman and Colin Baenziger as
finalists for interview prior to selection.
V. DISCUSSION:
A) If Council wishes to interview consultants as a body, staff will attempt to set up
such during an upcoming scheduled meeting of the Council. If a committee of the
Council is assigned to interview and make recommendation, there may be the
ability for more flexibility in scheduling.
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