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?
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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