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Council MIN 01-31-1994 Special Retreat FEDERAL WAY CITY COUNCIL STUDY SESSION/RETREAT Klahanee Lake Community Center January 31, 1994 MINUTES Mayor Gates convened the study session/retreat of the Federal Way City Council on January 31, 1994, at Klahanee Lake Community Center, 33901-9th Avenue South, Federal Way, Washington, from 1:00 p.m.-8:00 p.m.. Council members present: Mayor Mary Gates, Deputy Mayor Phil Watkins, Councilmembers Bob Stead, Ray Tomlinson, Hope Elder, Ron Gintz, Skip Priest. Staff present: City Manager Kenneth Nyberg, Assistant City Manager Steve Anderson, Facilitator Michael Pendleton. Based on pre-retreat discussion, the following agenda was used to guide the retreat: 1. 2. 3. 4. 5. Review Council protocols and norms Review Council goals 1990-1993 1994 goals/progress review Where do we want to be/1997 and beyond Building a safer community ~~ N. Christine Green Deputy City Clerk COpy INTRODUCTION Numerous changes in personnel mark the beginning of 1994 for the City of Federal Way. Two new council members were elected in November of 1993, a new Mayor was selected by her colleagues and a new City Manager was installed by the council. To begin the process of building a new team and direction for the city, the council conducted a one day "mini retreat" on January 31st, 1994. On the basis of pre-retreat discussions, the Mayor, in collaboration with her colleagues, the City Manager and the facilitator established the following agenda to guide the retreat: 1. Review Council protocols and norms 2. Review of Council Goals 1990 thru 1993 3. The 1994 Goals - A progress review 4. Where do we want to be - 1997 and beyond 5. Building a Safer Community The retreat was held at the Klahanee Community Center in Federal Way. This report is a summary of the discussions and actions at this retreat. 2 COUNCIL PROTOCOLS AND NORMS The council opened the retreat with a brief discussion of their informal operating protocols and norms. The council re-affirmed their expectation that staff will continue to consult with council to optimize a "value added" approach to problem solving and program development. This approach, however, is not meant to circumvent the City Manager and the council agreed to maintain a balanced approach when working with the staff. On one hand the council wants to be able to seek information from staff, yet the council agrees that tasking for staff is the exclusive responsibility of the City Manager and they must work through him to address their concerns. This protocol is essential for maintaining a "level playing field" for all. The council re-affirmed that the Mayor is the spokesperson for the council. This responsibility does not preclude individual council members from expressing their own views. The council also agreed that items discussed in executive session will not be disclosed and will remain in the executive session. Finally, the council re-affirmed their commitment to individual respect for one another. The members will make every effort to resolve personal conflicts in a private forum on a face to face basis. Public disagreement will reflect philosophical and professional differences over issues, and not personal conflict. 3 REVIEW OF COUNCIL GOALS 1990 through 1993 The council, after reviewing the past four years of goals (see Appendix 2 for listing of past years goals) identified and discussed selected goals of interest. Celebration Park. The council discussed at length the future of Celebration Park. It was noted that the city master plan has proposed a phase approach to developing the park that includes ball fields, open meadows and passive recreation areas. The council agreed that there is a pressing need and concern for more sports fields in Federal Way. This need is going to increase if or when the City of Seattle surpluses their lands that currently contain ball fields, thus reducing the number of available fields. The council discussed the possibility of establishing playing fields and a parking lot on the north end of the Celebration Park property as a short term solution until the parks committee can prepare a full range of solutions to this problem. It was noted that interested citizen groups would probably be more than willing to develop the fields if the risk management issues could be resolved. It was also noted that the Boys and Girls Club may be willing to develop fields if the city would donate the land on a ninety-nine year leave agreement. The importance of considering creative ways, especially in the use of volunteers, to address this issue was endorsed by the council. Bond Issue for Infrastructure. The council noted that many of the issues currently facing the city are linked to infrastructure development and improvement. Two years ago the council agreed to establish a citizen based process to identify key infrastructure needs and prioritize those needs as a way to identify required resources. This process was to serve as the basis for a bond issue that would allow the Federal Way citizens the opportunity to tax themselves to meet these needs. To date little progress has been made on this process. After a long discussion, they agreed that the land use committee would design a process to address infrastructure prioritization. The committee will report back to the council with a recommended process for their review and approval. Police Contract. The council reviewed the current status of the consultant project evaluating the current police contracting system of service. The cost benefit nature of the current contracting process including the eighteen month notification requirement and costing formula were reviewed. The council agreed to review this issue in depth in March when the consultants report is presented. The council directed staff to insure the report is on time because there is a July 1 st, 1994 deadline for negotiating a new contract or opting to establish a city operated police department. 4 REVIEW THE 1994 GOALS A PROGRESS REVIEW The council reviewed their 1994 goals within the context of the budget and current status of related activities. The City Manager reported that the city is on the established course and that some additional capacity is being generated as projects are completed and goals are accomplished. The council then considered specific items related to the 1994 goals. City Commissions. The council discussed the role of city commissions and their relationship to the city council. The council recognized that at times various commissions are disappointed when the council does not always accept and/or act on their recommendations. It was noted that it is important to remember that commissions are advisory to the council and that the council has the ultimate responsibility to make the final determination on selected issues. The council is responsible to both set the direction for commissions and make final decisions. The council noted that it is important for commissions to provide a range of options on issues so the council is free to move within this range. Conversely the council agreed that they need to establish a clear framework for commissions which both establish council's expectations and provides an arena within which the commissions can function. The council also felt it was important to clearly distinguish between technical advisory groups and commissions. The former often consists of individuals selected for specific technical expertise and not asa cross section of the community. City Commissions, however, are selected first as representatives of a cross section of community interest and relevant experience and/or expertise. Finally, the council considered ways to improve the relationship between the council and city commissions. It was noted that each commission was assigned a city council liaison and regular meetings are held to provide a linkage between the two groups. The Mayor suggested that she could sponsor a meeting between the liaison council members, the chairs of their commissions and herself as a way to further develop the key relationships. Various council members agreed to accept this invitation. City Shape. Concern was expressed that several of the alternatives currently being developed for City Shape had not been reviewed by either the council and/or relevant community oversight committees. It was noted that community meetings had been scheduled, and there were few if any community members who responded. To address this situation, the council and staff agreed to revive the oversight committees to gain more public involvement in shaping the alternatives. The council will also review the options, while in draft form to help shape these alternatives. 5 Plan nine: Commission Ae:enda. The council was presented with the following proposed planning commission agenda for their review and approval: . 1. Establish a definition of "single family" for homeless. 2. Consider the meaning of temporary use for homeless. 3. Review the sign code. 4. Review miscellaneous code amendments and the code process. 5. Review and establish new appeal fees. 6. Finalize the comprehensive plan to include code revisions. After a discussion to clarify the councils expectations, the above agenda was endorsed. 6 WHERE DO WE WANT TO BE 1997 AND BEYOND? This next session was devoted to a look into the future and the questions "where do we want to go and where do we want to be?" The council endorsed the Mayors observation that the real issue is leadership and the council has a responsibility to articulate the direction of the city. The council then identified and discussed key features of the city's future direction. Transportation and related issues were identified as a central issue. Key elements include light rail, rapid transit, feeder-lines to access light rail and special programs such as dial-a-ride. A driving question is, "what is the purpose of our transportation vision?" Are we focusing on our boundaries and linkages to a downtown, or are we adopting a regional approach? A key element in the transportation question is cost. It was noted that the future public expenditure will depend upon the availability of disposable income. Establishing an income base that will enable citizens to pay for the huge transportation costs requires an economic development strategy that attracts high paying employment opportunities. In effect, creating income is the key to enhancing quality of life. It was noted that the city's future is found, in part, in its past. In the decades ahead, the automobile is here to stay and resources should be focused on auto transportation. Employment centers, in fact, exist outside city boundaries and commuting is a fact oflife. Federal Way should focus on maintaining a suburban life style that allows for employment outside the area. Some form of permanent ground transportation, manipulated by the road-street network is here to stay. Currently it is the automobile that is moving the city population. In contrast, it was suggested that a defined downtown core could serve as a magnet for high income employment within the community. There seems to be no reason why people cannot work and live in the same community. If this option is developed, does it mean more residential areas with small scale retail or are we willing to consider larger scale build-up in a downtown core? The council finally agreed that clearly there is a need to balance quality of life with cost of living and infrastructure. It is not realistic to think of Federal Way as a self contained city. Rather it is important to establish ways to both work within the region or sub-region and foster intra-city transportation and development. Clearly the key is land use and the decisions surrounding development and infrastructure. Affordable housing becomes a key focus particularly when trying to accommodate a diverse income population while trying to mitigate crime and other social problems. The ability to own a home verses having to rent becomes a central issue. The trade off is between density and afford ability. It is important to note that currently there is no coordinated approach to either external regional spending or internal spending between school districts, cities and other entities. Such an approach would go a long way to facilitating control over the city's future. 7 BUILDING A SAFER COMMUNITY The final session of the retreat was devoted to growing concern for public safety. The concern over violent crime, in particular, seems to be dominating local, state and federal agendas. Federal Way is no exception to this concern. December 1993 was a particularly violent period in the young city's history, and the council is very concerned and interested in ways to address these problems. The council discussed, at length, their views of the problems and various ways to respond. Central to the discussion was the question "What is the appropriate role for government?" After an extensive discussion a rough framework emerged within which the council could proceed: 1. Organize and respond around the question, "What is the appropriate role for government?" 2. Craft a response that acknowledges the need for a coordinated comprehensive approach that includes both "front end and rear end" strategies. 3. Craft an approach that builds on a full range of on-going city functions, services and programs. 4. Consider new efforts within the context of community partnerships with other organizations, groups and individuals, that stresses coordination. 5. Craft an approach that focuses on community fear and ways to restore a sense of security and control. The council agreed to the following next steps: 1. Convene the council as a whole in specific study sessions to establish a community safety strategy. 2. Staff will begin an immediate research program to identify what approaches are successful in other cities. 3. A primary strategy will focus on "neighborhood building" as a central feature of the city's safety effort. 4. City staff will resolve the risk management questions that seem to limit citizen involvement in community-city partnerships. The retreat adjourned at 8:00 p.m. 8 Hope Elder Mary Gates Ron Gintz Skip Priest Bob Stead Ray Tomlinson Phil Watkins Ken Nyberg Steve Anderson Larry Springer Michael Pendleton APPENDIX 1 Retreat Participants Council Member Mayor Council Member Council Member Council Member Council Member Council Member City Manager Ass't. City Manager Director, Community Outreach and Policy Planning Facilitator 9 APPENDIX 2 1990 THRU 1994 GOALS A REVIEW AND DISCUSSION OUTLINE 10 Federal Way City Council Retreat January 31. 1994 Setting Goals Cor 1995 How Successful Have We Been in Achieving our Goals? What Goals Are We Currently Working to Achieve? What Arc Our Goals for 1995 and Beyond? 11 5. 6. 7. 1 D9 t Goals (Fr'om May 1990 Council Retreat) 1. Develop the Organization - Establish Positive Employee Relations . Hire Staff . Develop Compensation Policy . Complete a Team Building Exercise . Initiate an Employee Recognition Program - Spirit Award . Initiate a Volunteer Recognition Program Improve the Transporlalion and Street System . Prepare 6 year CIP . Analyze the Traffic Signal Control System . Analyze the Traffic Flow Patterns . Develop Neighborhood Collector Street Plan . Oegin Phase ( J56th Street Widening . Degin Design Work on 312lh Street Project and 2. 16th Ave Project 3. Provide Quality Service to Citizens . Establish Mission and Values Statements IA Develop City Services Delivery Plan . launch Human Services Program . Set Desired Level of Service (or Police Services . Evaluate Water and Sewer Service Delivery . Iniliale Waste Reduction and Recycling Program Plan for Federal Way's Future . Develop a 5 to 10 Year Vision and Strategic Guide . Implement the Growth Management Act . Prepare a Comprehensive Plan .Adopt an Annexation Strategy and Policy . Develop a Housing Policy Plan . Develop an Impact Mitigation Program 4. Develop Parks and leisure Opportunities . Adopt a Parks Master Plan . Assess Feasibility of Developing a Municipal Golf Course . Prepare a Parks Land Acquisition Program . Develop an Open Space Policy . Prepare a Parks and Recreation Operations Plan . Evaluate a New In-Cily Senior Center . Create an Arts Commission Protect Federal Way's Interests !:. Begin lobbying Program in Olympia . Apply (or State and Regional Transportation Funds/Grants . Have C¡ty Council Members Included on Regional Committees . Participate in the Human Services Roundtable. Solid Waste Forum. Health and Law and Justice Committees . Develop Liaison with Special Service Districts Develop City Idenlity and Pride . Create City Logo . Fund Community Events/Celebrations .Develop Citizen Recognition Program !:. Erecl Entrance lo the City Signage/Park Signage . Prepare City Ncwslellcr. Calendar of EventslAgendas c¡ Su pport Historic Preserva lion Program Public 12 12. 8. Develop City Facililies . Acquire a City HaIl c¡ Prepare Short and Long Term Facilities. Plans . Prepare Community Center Feasibility Study . I\cquire Equipment (computers, etc) 9. Enhance Financial Stability of the City . Prepare City Budget . (\dopt Financial Policies . Develop an Investment Strategy . Develop Financial Management and Reporting System 10. Beautify the City C. Underground Utilities . ~,íaintain and [mprove Public Rights of Way . \í:l1nlain Public and Private Landscaping and . Develop Code Enforcement Program Forestry 11. Promote Economic Vitality . Enhance Relations ft'ilh lhe Chamber of Commerce C. Develop an Economic Development Plan !A Improve the Quality of Shopping Centers (J Rccruit a High Quality Restaurant to Locate in the City Promote High Quality Housing and Development 0 Adopt Residential Design Standards .Improve Relationships with the Development Community ¡:;¡ ,\dopl Policy Regarding the Mix of Housing? 13 Ci 1- . 2. [;;i 3 . Cii 4. . 5. 8 6. . 7. 8 6. . 9. . 10. 8 It. 8 12. 8 13. ~ 14. 8 15. 8 16. . 17. . 18. . 19. . 20. . 21. Cii 22. Cii 23. . 24. 1992 Goals (From August. L 99 L Council Retreat) Prepare &. Adopt City Center Plan Prepare &. Adopt Comprehensive Park Master Plan Prepare &. Adopt Evergreen/Panther Lake Master Plan. Prepare &. Adopt Transportation Plan Develop City Position on Light Rail Work with County lo Resolve Redondo Beach Road Issue Explore Organizational Options with the Fire District Explore Organizational Options with the Water Sewer District Negotiate a Police Contract Finalize Golfun Master Plan Complete an Employee Pay &. Classification Study Develop a Complete Recreation Program Implement a Latchkey/After School Program Prepare &. Adopt a Public Facilities Strategy/Action Plan Construct 356lh Project Construct 16th Project Design BPA Trails Initiate Dial-a-Ride Transit Program Secure Funding &. Initiate Open Space Acquisition Establish Rate Structure &. Implement Surface Water Utility Review &. Adopt. Municipal Code Update Multi Year Financial Plan Complete Land Use Plan Develop Pavement. Management System 14 . 1. 0 3. 0 4. 5. . 7. 8. n 9. L 10. ~ 3. 5. I:i 6. 7. r' 8. .. 9. L 10. 1993 Goals. (From February 1992 Council Retreat) 2. Develop and Implement a Community Safety Program by December 1993 Ini tiate the Development and Improvement of Four Sports Fields by December 19r Clarify the City Improvement Plan by April 1992 and Initiate a Public Involvemen Process by May 1992 Begin Development of the Evergreen Air Strip by December 1992 Review the Human Services Budget for Overlaps and Gaps in Service by Septembe: 1992 6. Implemen t a Contracting Philosophy by December 1992 Develop a Ten Acre Park by March 1993 Synchronize the Lights on Hwy 99 and 320th by December 1993 Establish a Community Coalition Strategy for High Capacity Transit by May 1993 Identify and Implement the Optimum Ring Road Traffic System by May 1993 1994 Goals (From March 1993 Council Retreat) 1. Develop a Strategy to Establish Sports Fields Around the Federal Way Elemen tary Schools 2. Establish a Short and Long Term City Financial Plan Establish a Set of City Wide Service Standards 4. Establish a Process that will Guide the Presentation of a City Wide Infrastructure Bond Issue Facilitate the Re-Development of the Federal Way Shopping Center Complete the Synchronization of the Traffic Lights by the End of 1994 Identify Human Services Gaps and Overlaps to Establish a "Safety Net" Develop a Capital Improvement Plan Support and Care for our Existing Water Supply Through Conservation. Infiltration and Other Methods Establish our own Federal Way Court System by End of 1994 (At Least a Municipa Court) Campus Drive 15 3. 4. 5. 6. M Quick Wins" The following items were identified as projects that were on-going and/or" do-abl¡ within the 1993 "ark plan. 1- 2. Determine the Feasibility of Purchasing Water Front Park Establish a City Hall in the Mall by End of 1993 Complete the City Shape Plan Establish a Free~ay Access Task Force and Plan Complete and Make Operational lhe Gateway Monument Sign Work with 80th the LillIe League and Aquatic Center to Change the Left Turn 16