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Council MIN 01-31-2015 Retreat CITY OF � Federal Way CITY COUNCIL COUNTIL RETREAT MINUTES Dumas Bay Retreat Center January 31, 2015 — 9:00 AM www.cityoffederalwa y.corn I. CALL MEETING TO ORDER Mayor Ferrell called the meeting to order at 9:08 AM. Elected Officials Present: Mayor Jim Ferrell, Deputy Mayor Jeanne Burbidge, Councilmember Lydia Assefa-Dawson, Councilmember Kelly Maloney, Councilmember Susan Honda, Councilmember Bob Celski, Council member Martin Moore, Councilmember Dini Duclos City Staff Present: Chief of Staff Brian Wilson; Communication and Government Affairs Chris Carrel; Economic Development Director Tim Johnson; City Attorney Amy Jo Pearsall, Interim Community Development Director Larry Frazier; Finance Director Ade Ariwoola; Parks, Recreation, and Cultural Services Director John Hutton; Parks, Recreation, and Cultural Services Deputy Director Steve Ikerd; Human Resources Manager Jean Staley; IT Director Thomas Fitchner; Public Works Deputy Director Will Appleton; Chief of Police Andy Hwang; Executive Assistant Jeri-Lynn Clark; Executive Assistant Kathy Arndt; and Deputy City Clerk Jennifer Marshall. Pledge of Allegiance Led by: Mayor Ferrell Mayor Ferrell welcomed everyone and observed that this was the largest crowd of any Council Retreat he has attended. He noted that there would be two opportunities for public comment during the day. II. DISCUSSION ITEMS A. Future Vision for the City of Federal Way—What do we want to see? 1. 30 Year Vision of Federal Way Deputy Mayor Burbidge noted the importance of looking towards the future and asked each Councilmember to share their vision for the City of Federal Way. All Councilmembers provided input which included: • Have a welcoming view of the skyline and mountains when exiting Interstate 5 into City of Federal Way; • Edit zoning to address and direct towards the Council's vision; • Have pride in now and in future,work to become more modern; • Push limits of technology while being environmentally friendly; • Decongest roads so that people can get home; • Provide inclusive environment with both employment and parks; • Have a well-managed City Hall where people walk out pleased; • Have a downtown core that is pedestrian friendly with sky bridges and parks; Federal Way City Council Retreat Minutes Page 1 of 10 January 31,2015 • Support Fortune 500 companies, upscale restaurants, and a university; • Have higher buildings but not as high as 30-story; • Draw back graduates and younger people to start and grow their families here; • Provide options for activities to keep Federal Way citizens in Federal Way as well as become a regional/South King County attraction; • Complete BPA trail connection to Steel Lake; • Bring high-tech/Fortune 500 company to Weyerhaeuser property; • Appreciate diversity and each other by increasing culture awareness and diversified companies; • Build on what we have here to market big events; • Create a greater sense of community by getting to know neighbors and having walkable stores; • Reach out to impoverished communities; • Prosperity for all; • Maintain natural beauty inclusive of view corridors; • Identify what is needed to bring young people back after college; • Provide community and housing for all levels of prosperity; • Tap into richness of diversity in our community; • Build a better relationship/partnership with the School District; and • Refurbish some portions of the City. Councilmember Assefa-Dawson was excused at 9:32 A.M. 2. Land Use Code:City Center,City Frame (heights,view corridors,density) Interim Community Development Director Larry Frazier provided Council, staff, and attendees with a handout regarding the Comprehensive Plan Vision for Federal Way for specifically the City Center area. The following items were outlined by Mr. Frazier: g Y • The City has already done a great deal of work which includes the Comprehensive Plan which is a 30-year vision for the entire City. The zoning is the framework which complements how this vision gets carried out. • The most frequent feedback he has gotten from the Council and the community is questioning how high and how dense the buildings can be. While there is no set number it is good to know there are methods to protect the view corridor that can be put into place through the development design guidelines. They are not regulations but more of suggestions with negotiation built in. • There is an economic development process going on to attract business to the downtown area while the City is attempting to find a balance to maintain view corridors as well. • The map handed out provides an idea of the City Center Core and City Center Frame. It is important to note that these two are similar in uses and complement each other. CC- F provides zoning for dense mixed-use development which supports the CC-C. • Community Development is on schedule to bring the Comprehensive Plan into compliance with State regulations by June 2015. The Critical Areas Update will follow in a complementary fashion. • The downtown park is absolutely vital to have viable downtown area as it is the center focus and enables walkability. The PACC is also a key element. Federal Way City Council Retreat Minutes Page 2 of 10 January 31,2015 Questions and discussion ensued by the Council with varying opinions and concerns regarding the height of buildings and if a hard height limit should be set. All agreed that the views are of great importance and must be preserved but at the same time want ensure the downtown area flourishes. Mr. Frazier responded that while the design guidelines may seem flexible the developers adhere to them quite readily. He also stated that Vancouver is a good example of view corridors but noted that their laws are more restrictive than what is done in the State of Washington. Council also discussed if the small-town feel of Federal Way could be maintained with the addition of tall buildings downtown. There was talk of small pocket parks, refreshing neighborhoods so that downtown will have less of an impact, the fact that mixed-use buildings are capped at 200 feet, and that big development does not necessarily mean tall development. 3. Projects to Develop Vision During discussion a consensus was reached that there are a lot of projects and programs in process currently to develop/fulfill this vision and public involvement is crucial. This includes Town Center I, II, and III as well as the bike-pedestrian plan. B. Branding of Federal Way Deputy Mayor Burbidge introduced the item on the agenda and turned it over to Councilmember Maloney who has worked with Councilmember Honda on this project. 1. Idea generation—program elements Councilmember Maloney stated that the vision for branding is to help Stakeholders see the value propositions of the City and to create an identity for the City. She explained that branding is not just a logo or a tagline, but much more than that;we also need messaging and to position ourselves. Council expressed their appreciation for the work that has gone into this project and their excitement for and the importance of messaging and branding. 2. Timing of 2015 Implementation Mayor Ferrell stated that this is the year for branding. The $25,000 that was allocated in the 2014 budget has been rolled over and an additional$75,000 has been added to the 2015 budget for a total of$100,000.00. Councilmember Maloney shared that the committee work and input has been turned over to staff which will in turn bring it to Council for consideration. It was also confirmed that the Chamber of Commerce has been included in this process as well. III. PUBLIC COMMENT Deputy Mayor Burbidge opened up for public comment. Federal Way City Council Retreat Minutes Page 3 of 10 January 31,2015 Diana Noble-Gulliford, Planning Commission, spoke regarding future Downtown Vision and if the current zoning code meet our current needs. Greg Vicars noted the city should look to Redmond, WA and Edmonton, Alberta, CA for their small town feel and big city amenities. Norma Blanchard spoke in favor of implementing Term Limits for Council and Mayor positions. Betty Taylor questioned the Council vision and implementation of last year's discussions. Joann Piquette (letter read into record by Deputy City Clerk Jennifer Marshall) stated term limits are unnecessary due to the cycle of elections and the history of Councilmember turnover/vacancies. Lynda Jenkins questioned why it appears prior Councilmembers are no longer invested in community. Deputy Mayor Burbidge recessed the meeting for a 15 minute break at 10:35 AM. Deputy Mayor Burbidge called the meeting back to order at 11:00 AM. IV. COUNCIL DISCUSSION CONTINUED A. Town Center Update/Input Deputy Mayor Burbidge noted the Town Center II (Town Square Park) will be presented first due to the fact that it was easier for the presenters to set up during break. Mayor Ferrell indicated that this park is the centerpiece to the Town Center and something Council and City staff are really excited about. 1. Town Center 11(Town Square Park) Parks Director John Hutton introduced the presenters from Nakano Associates, Ida Ottesen and Steve Nowczyk, and stated that they will be introducing the Council to three options for the park layout. Per Ms. Ottesen all three concepts to be presented will focus on accessibility (access points to the park as well as free movement within park) and the natural beauty of Federal Way (plant material, equipment of natural material). Common elements which the City had requested be included in each rendition of the park are the Veterans' Memorial, a water feature, and children's play structure(s). All three concepts also show similar locations for the plaza and amphitheater to be located in the southeast corner near the transit center. Concept A: Hylebos Revival This concept works to bring a creek back into the downtown portion of the City by running a creek through the park down into a fountain in the pavilion. This water feature would be available for public access. There would also be a natural/generous amphitheater to Federal Way City Council Retreat Minutes Page 4 of 10 January 31,2015 accommodate up to one thousand people with a great lawn adjacent to it. This concept includes filling the site which would create a long slope to the southeast corner which would maximize views of Mt. Rainier from all parts of the park. There would be approximately 50 parking stalls and a Veterans' Memorial at the northwest corner of the park. Mr. Nowczyk presented the next concepts. Concept B:The Overlook This concept is more architectural in form and would flow seamlessly with the development to the north. A restroom facility would be installed at the south side of the site and 75 parking stalls provided. A water feature would run through the park but it would be linear through the strong axis diagonal created by the walkway. There is also a pavilion on the southeast corner with the hardscape. The amphitheater would be more rectilinear in form with lawn behind it. The Veterans' Memorial would be in the upper plaza area with the grand staircase. This concept also requires fill so that the sidewalks are the same level as the street. Concept C: Natural Growth This concept reflects the logging history of Federal Way with the repeating circular pattern of paths reminiscent of tree rings. A small one-story shop for coffee or pizzeria is proposed in place of a covered pavilion with a scaled down fountain in the southeast corner. This concept does not propose much fill so there is not much grade change throughout the park. The Veterans' Memorial is at the lawn. The amphitheater could accommodate up to one thousand people and 55 parking stalls would be provided. There are playground features on the west side of the park. Ms. Ottesen concluded the presentation by providing an estimate for each of the three concepts: Concept A-$3.3 million Concept B-$3 million Concept C-$3.4 million Ms. Ottesen continued by stating in order to realize the vision for the park the work will have to be phased. She suggested deciding on master plan elements which could be included in Phase I which would utilize the original $1.5 million budget. She also suggested discovering any public/private funds or partnerships which could help fund this park. Council discussion and questions followed this presentation. Many of the ideas shared were to propose modifications to the park that would provide budget savings: using less fill during park grading, taking advantage of the 2% for the Arts requirement to pay for Veterans' Memorial or fountain, partner with service and/or religious organizations for planning and funding, and replacing proposed concrete with additional lawn. There was also clarification provided as to which features are most important to the community and Council as well as the fact that the budget was to be $1.5 to$1.7 million. 2. Town Center I—Performing Arts and Conference Center(PACC) Mayor Ferrell introduced Public Works Deputy Director Will Appleton to present an update on the Performing Arts and Conference Center. Federal Way City Council Retreat Minutes Page 5 of 10 January 31,2015 Mr. Appleton discussed the project stating that construction documents are being drawn up by LMN Architects. Currently they are on schedule to start work Fall 2015 (early September) and complete December 2016/January 2017. The project is on budget at $32.7 million and he will work diligently to keep it on budget. He also noted that this project will come back to Council the end of February to talk about materials, colors, and finishes. Mr. Appleton also discussed that both DBB (Design, Bid, Build) and GCCM (General Contractor Construction Management) design/delivery methods were still available. DBB is traditionally used with cities but does involve more risks which can be mitigated with careful/diligent design. GCCM involves lesser risks with the contractor being brought into the process earlier in the process. Council discussed the project and followed up with questions regarding the new estimated price of the hotel land which had previously had been estimated at$1 million but is now estimated at $1.5 million. Chief of Staff Brian Wilson stated that Ade Ariwoola, Finance Director, and staff feel it is a reasonable estimate. Questions regarding the possibility of purchase of additional land for parking was brought up as well; staff is looking at other options such as parking agreements with adjacent property owners for the 120 spaces that will be needed 10 times a year during the day. 3. Town Center III (Status of RFQ/RFP)&Town Center integration/development of downtown Mayor Ferrell introduced Economic Development Director Tim Johnson. Mayor Ferrell shared that Chief of Staff Brian Wilson and Economic Development Director Tim Johnson attended the Novagradac Conference in San Diego. There were a number CDEs there (Community Development Entities which are investors with New Market Tax Credits) as well as banks. These are large groups of individuals that invest in projects like Town Center. He further explained obtaining new market tax credits is a lengthy and laborious process. It was very promising but is just a beginning and staff is currently doing all they can to follow up. Mr. Johnson was asked to explain CDE and New Markets Tax Credit. CDE (Community Development Entities) is a certification given by US Treasury that can be obtained which makes an entity eligible to receive and apply for New Markets Tax Credit Program. Congress allocated $3.5 billion in Market Tax Credits with the announcement as to who they will go to occurring at the end of May start of June. Every CDE that the Mayor spoke with exhibited extremely high interest in this project and Federal Way is on their radar. Mr. Johnson also referred back to a question regarding the hotel and role it plays in the marketing of TCIII. TCIII has allowed the hotel to potentially align with the PACC. He stated that with the hotel there is a good chance and opportunity to work with a master developer on this $120-$130 million project. Mr. Johnson continued that it is the intent to start with the RFQ process and by the end of March/first of April to have the list whittled down so that there are two or three candidates/teams that will go into the RFP process. At this point they will then come and Federal Way City Council Retreat Minutes Page 6 of 10 January 31,2015 interview staff and citizens. They would then come forward and present with the possibility of 3d models being provided as a part of sharing their vision. Council asked clarifying questions and discussed the timing of the project as well as their eagerness for the New Market Tax Credits. B. Weyerhaeuser Property Sale Update Mayor Ferrell requested that Chief of Staff Brian Wilson provide an update on the Weyerhaeuser property. Mr. Wilson stated he has been in constant contact with Heartland (the marketer of this property) under the direction of the Mayor. They have had personal meetings as well as weekly phone conversations. A very thorough and comprehensive effort has been made to draw in an appropriate buyer including a staged process of qualification for interested businesses. The creation of jobs in the City of Federal Way is foremost in consideration. As things develop that he can share publicly he certainly will.There is more information to be gained by going to www.wycampus.com. Deputy Mayor Burbidge thanked both for their update and relayed to those in attendance that the Council had recently received a significant and detailed report regarding the property at a Council Meeting. Deputy Mayor Burbidge called for lunch break at 12:27 PM. Mayor Ferrell called the meeting back to order at 1:18 PM. C. Economic Development a. Role of Council in Economic Development Mayor Ferrell stated that an Economic Development Plan has been presented several times before for Council and that it is a 76 page Economic Development plan entitled "Some Assembly Required." Mayor Ferrell articulated that Council has been responsive to Chamber concerns and enacted business connections instead of formal business district associations and hopes to have four of the business connections this year. Deputy Mayor Burbidge expressed excitement about this process of Economic Development and wanted to hear from Council and Mr.Johnson. Mayor Ferrell turned the time over to Tim Johnson asking how he saw implementation taking place. Mr. Johnson stated that in development of "Some Assembly Required" he felt it was most important to put the meat on the preverbal bones because the City had not had anything like this before. It is not right or wrong, but is a start. There was a Comprehensive Plan but there was no implementation plan. There are four elements that came to the forefront during his research: Weyerhaeuser (time-critical nature), downtown, branding, and the university initiative. They are each great special projects and each deserves individualized Federal Way City Council Retreat Minutes Page 7 of 10 January 31,2015 work program. He envisions implementation involving working with partners to develop strategy and work plans, working through the community, and then routing it back through Council. It is time to go from a tactical strategy into implementation. Deputy Mayor Burbidge read goals from "Some Assembly Required" and asked if Council had any thoughts or questions. Council discussion continued and expressed that there should be/must be better cohesion between the City, the fire district, Lakehaven Utility District, the school district, and the police. After clarifying the question as to Council's role it was determined that there is already a clearly established role for Council which is the traditional role of adopting and passing policy for staff or others execute. b. Council Input to Mayor's Roundtable of Economic Advisors Mayor Ferrell expressed that the purpose of the roundtable is to engage people to give expert advice and requested Council provide input as to who should participate. Council agreed to provide names of individuals to participate in roundtable. It was also requested that the Councilmembers be able to attend the roundtable discussions knowing that this would have to be done on a rotational type basis due to the open meeting regulations. Additionally, Council requested to receive regular updates regarding the discussions at the roundtable. D. Discussion Topics a. Senior Commission Mayor Ferrell requested feedback from Council regarding the startup of a Senior Commission which would be in contrast to a Youth Commission. Discussion ensued regarding the definition of"senior," what the purpose of the committee would be, the fact that this wealth of knowledge has been overlooked for so long, and that an Inclusion Commission to advocate activities and policies might be another committee to consider. b. Term Limits Councilmember Maloney stated that she believed term limits should be put into place for the City of Federal Way Councilmembers and Mayor. By instituting term limits a greater range of people would have the opportunity to serve. Her suggested limits are three terms of four years (once for Council and once for mayor) with vacancy filling not counting towards that time. Discussion ensued between the Council and Councilmember Maloney. Items discussed were that there are currently five individuals on the Council who are on their first term; organizational effectiveness values institutional knowledge and continuity, leadership gained through experience, and that leaders are not arbitrarily phased out; voters should be Federal Way City Council Retreat Minutes Page 8 of 10 January 31,2015 the ones to determine limits at the ballot box; that cities function both ways (with or without term limits); a public meeting was held in 2011 on this matter and only four people showed up; and that this is a discussion for the citizens, not the Council. City Attorney Amy Jo Pearsall provided a handout which contained a chart depicting Council turn over throughout Federal Way Council history. She also provided numbers regarding Washington State Cities and those who have instituted term limits. Deputy Mayor Burbidge articulated that this had been a great session that demonstrated the great level of interest and that there is great vitality and optimism. E. City's 25-Year Celebration Mayor Ferrell introduced this topic by stating that Steve McNey will start as Community Outreach Coordinator. He proposed that while the City anniversary is in February it be celebrated in July so that the celebration could be outside. He suggested the celebration be at the park and perhaps as a segue into Movies in the Park. Council discussion considered the possibility of staff burn out if it is too soon after the Red White and Blue celebration, the budget, the length of the event, the possibility of a parade, and the inclusion of creatin g a capsule. sule. p V. PUBLIC COMMENT Mayor Ferrell opened up for additional public comment. Norma Blanchard spoke regarding clarification on rules for gathering signatures on referendum versus initiatives. Dave Berger spoke regarding the financial dilemma of park and perhaps waiting until sufficient funds reached. Mayor Ferrell clarified that the landscape architect was given a budget of $1.5 million maximum budget. The Commission will not be getting the presentation later this week because drawings are required for what is budgeted. Greg Vicars stated that School & City Collaboration is imperative, expressed gratitude for the new Economic Development Director, and would like to see increased communications from the Council. Jim Zannetti spoke against Term Limits as it allows for weak candidates. Betty Taylor requested the future retreats be video recorded. Council agreed that they favored transparency and were in agreement with recording future Council Retreats. Mayor Ferrell determined that New Day Federal Way will tape next year. Federal Way City Council Retreat Minutes Page 9 of 10 January 31,2015 VI. ADJOURNMENT Councilmember Duclos thanked everyone for attending and stated she will see them next year. Councilmember Moore shared that he enjoyed the conversations and feel excited and empowered while looking towards the future Councilmember Celski expressed that this is an exciting time for this City with so much opportunity with this economy. Federal Way has a great future! Councilmember Maloney clarified that her request for term limits had nothing to do with bipartisan politics or trying to get anyone out. She shared that Federal Way has a stellar staff, a mayor with a great vision, and a Council that works well together and can disagree politely. Councilmember Honda thanked community members. In the future she wants discussion on the Dumas Bay facility and to go over Council Rules of Procedure. She expressed that this was a great retreat. Deputy Mayor Burbidge noted that the agenda was made up of items requested by Council. Not all suggestions could make the agenda, but remaining items will be attended to and are scheduled for different times. She noted that staff is hard working and thanked the community. Mayor Ferrell thanked staff of Dumas Bay and expressed that he is proud to be a part of this group and appreciated the respectful dialogue. GO HAWKS! Mayor Ferrell adjourned the Council Retreat at 3:12 pm. Attest: 04,\-6(11 Jen ife M rshall, Deputy City Clerk ptrove Council: NI t1 ?ipls Federal Way City Council Retreat Minutes Page 10 of 10 January 31,2015